SOP NATIONAL ROTATING SPECIALTY HOST CLUB
The following are guidelines for the Regional Host Club. The National Rotating Specialty Regional Host Club and the Parent Club work in a partnership to hold both a Regional and National Specialty in the same weekend during the first half of the year.
STCA BY-LAWS ARTICLE I, SECTION 2 (e)
To conduct sanctioned matches and specialty shows under the rules of The American Kennel Club.
The Scottish Terrier Club of America conducts one (l) National Rotating Specialty each year. The site rotates among four geographical regions: Northeast, Southeast, Central and West.
The Regionals are made up by the following Regional Clubs:
Scottish Terrier Club of Chicago
Heart of America Scottish Terrier Club
Scottish Terrier Club of Greater Houston
Scottish Terrier Club of Northern Ohio
Scottish Terrier Club of
Scottish Terrier Club of California
Greater Dallas Scottish Terrier Club
Scottish Terrier Club of Greater Denver
San Francisco Bay Scottish Terrier Club
Washington State Scottish Terrier Club
Scottish Terrier Club of Greater Baltimore
Scottish Terrier Club of New England
Scottish Terrier Club of Greater New York
Greater Pittsburgh Scottish Terrier Club
Scottish Terrier Club of Greater Washington DC
Scottish Terrier Club of Greater Atlanta
Scottish Terrier Club of Greater Dayton
Scottish Terrier Club of Greater Louisville
Scottish Terrier Club of Tampa Bay
Scottish Terrier Club of Western Virginia
The following is a list of the Rotating Schedule:
2002 Central Heart of America Scottish Terrier Club
2003 West San Francisco Bay Scottish Terrier Club
2004 Northeast Scottish Terrier Club of New England
2005 Southeast Scottish Terrier Club of Greater Louisville
2006 Central Scottish Terrier Club of Northern Ohio
2007 West Greater Dallas Scottish Terrier Club
2008 Northeast Scottish Terrier Club of Greater New York
2009 Southeast Scottish Terrier Club of Greater Dayton
2010 Central Scottish Terrier Club of Greater Houston
2011 West Scottish Terrier Club of California
2012 Northeast Greater Pittsburgh Scottish Terrier Club
2013 Southeast Scottish Terrier Club of Greater Atlanta
2014 Central Scottish Terrier Club of Michigan
2015 West Washington State Scottish Terrier Club
DUTIES OF THE REGIONAL ROTATING HOST CLUB
PROCEDURES FOR FILING AN APPLICATION WITH THE STCA TO HOST ROTATING
The STCA Board and members are available and work in a collaborative effort to organize a two-day event. The Host Club will not be solely responsible for the organization of this event.
The Regional Host Club reviews the SOP and evaluates the Club's eligibility and responsibility based on the following criteria:
• Is a recognized chapter club of the STCA.
• Has successfully held at least two Specialty Shows.
• Has evidence that the Club holds regular membership meetings and
that the organization has continuity of leadership.
• Demonstrates history of show-giving experience, i.e. trophy solicitation, AKC regulations, show procedures, advertising, financial and human resources.
• Will immediately appoint a local Regional Club Host show chair to act as liaison with the STCA Corresponding Secretary, National Show Chairperson, and Board of Directors of the STCA.
The Regional Club makes the decision to apply to host the National Rotating Specialty and sends a letter of commitment 2 years in advance. The club presents a proposal to the STCA Vice President and Show Chair with copy to the Corresponding Secretary 1 ½ years in advance of the proposed show date. The Proposal is to contain written evidence and documentation substantiating the criteria as given above and the logistical information requested below. The Regional Club also sends a package containing the proposal for each STCA Officer and Director for distribution. This greatly facilitates the communication process.
FORMAL PROPOSAL BY THE REGIONAL CLUB
The Regional Club presents only the following logistics in their proposal
OTHER DATA AND LOGISTICS TO BE PRESENTED WITHIN THE FOLLOWING 12 MONTHS OF ACCEPTANCE BY THE STCA.
1. Basic Data: Show date, specific location and site layout with maps if possible, access to facilities, rental cost of show site and incidentals such as tables and chairs, other shows available, weekend overview, activities to include conformation, obedience and agility.
2. Geographical Location: Description of location, access by plane (closest airports), major highways, tourist attractions.
3. Club Uniqueness: Special talents, experience, city, people.
4. Committee Assignments: Submit to the National Show Chairperson and the Corresponding Secretary, the names, addresses, email, and telephone and fax numbers for each committee person.
5. Guest Accommodations & Banquet: Provide name and location of a prospective hotel/motel to serve as show headquarters/host hotel for the weekend. NOTE: Contract with hotel is to be negotiated with STCA representative and STCA VP/Show chair.
• Hotel must be pet friendly. Please check motel/hotel pet policies for waivers, number of dogs per room, any deposits must be refundable. A BLOCK (NOT GUARANTEED) of 50 rooms for the STCA.
• Hotel must have adequately working elevators and easy access for guests and dogs and areas to exercise dogs.
• Proximity to major interstates, airport, and show site are important considerations.
• Meeting Rooms must be available for on-site Board Meeting (14 people) u-shape table formation, 14 chairs. Use of second room for Regional Club Delegates to the STCA meeting, if scheduled) and for an educational seminar with seating for approximately 25-50 attendees.
• Desirable to have Banquet facilities with full food/beverage to accommodate approximately 100 dinner guests. Check on motel/hotel's food policy on all food & beverage for all events (Board Meeting, Delegates' Meeting, Banquet).
• Check with motel/hotel for permission for the parking of motor homes (or off-site close by).
NOTE: The STCA National Club will be bound to share in many of the expenses, therefore we ask that:
• No contracts are to be signed until reviewed by the STCA Vice President/Show Chair until approval to host Rotating has been made by the STCA Board.
• The Regional Club presents their proposal to the STCA Vice President/Show Chair and a copy to the Corresponding Secretary. The STCA Vice President/Show Chair presents the proposal to the Board and informs the Club of the Board's decision.
• ONLY the STCA Vice President/Show Chair signs contracts, or with co-signature of STCA President if required.
DUTIES OF THE LOCAL SHOW CHAIRPERSON
1. Work with the Regional Host Club Members in partnership with the National Club to implement all aspects of the National Rotating.
2. Assume the responsibilities of the Show Chair and perform those duties in partnership with the National Show Chair and the STCA Board as delineated in the AKC Guidelines.
3. Acknowledge the receipt of the STCA's acceptance of the Club's offer to host the National Rotating. The Host Club's Corresponding Secretary writes the letter.
4. Specialty Judges: The Host Club selects their own judges for their Regional Specialty Day. The STCA selects judges for the day of the National Specialty. The goal is to hire judges who will draw a good entry and are very knowledgeable of the breed. The STCA may suggest judges who fill the above qualifications.
5. If a Regional Specialty is to be held in conjunction with the National Rotating, the Regional Club requests permission from the STCA Corresponding Secretary to hold the Regional Club Specialty (normal procedure). If the event is on a Saturday and Sunday, the STCA requests that the National to be on Saturday.
6. APPLICATION TO THE AKC: To make application to the AKC to hold the Regional Club Specialty and to forward a copy of this application to the STCA Vice President/Show Chair in order for the STCA to make AKC application for the National Rotating Specialty. This applies IF the Regional Host Club is hosting an independent Specialty.
NOTE: IF the Regional Host Club and National Specialty are held as designated specialty shows (in conjunction with) an all-breed show, the Regional Club AND the National Club work with the all-breed club during the application process. The Regional and National each completes and submits paperwork.
From the AKC: "If a club wants to hold a show in another club's territory, the club with the rights to the territory must provide a Permission letter giving the visiting club permission to hold the show. If a club wants to hold a show on the same date and site as another club, the club that owns the rights to the date must provide a Permission letter to allow the other club to hold the show. If the Permission letter is for a specialty club joining an all-breed or group show, the Permission letter must list each individual specialty club as well as the type of show (designated specialty, evening specialty, concurrent specialty, or sweepstakes) they are permitted to hold. This is required because of the AKC rules, regulations, policies, and procedures associated with each type of show.
A release for the year during which the Regional Club is to hold a specialty show may be required from a club within the geographic area. Coordinate with AKC Events Operation Representative and all-breed Dog Club. IF the Regional Host Club and National Specialty are held independently, Regional Club arranges for Obedience, Agility and a Rescue Parade with local groups who would be interested in chairing for Scotties only.
7. Coordinate the Regional Club vision and development of a theme and logo to be used in advertising, information packet, STCA and Regional Club websites, and centerpiece decorations for the STCA Annual Meeting/Dinner in the preceding year of Rotating.
8. Establish the following Regional Club Host Club Committees: a) Advertising, b) Hospitality, c) Judges Transportation & Hospitality, d) Trophy, e. Obedience & Agility
9. Submit the following information within the time frame as established by the STCA National Show Chair:
Coordinate and establish deadline dates for the checklist below and notify the National Show Chairperson, National Trophy Chairperson, and the National Advertising Chairperson at least 6-8 months in advance of that deadline:
a) Information ready for Information/Ad packet
b) Schedule of events
c) Hotel accommodations (host hotel and/or hotels nearby –
identify those hotels that are pet or non-pet friendly for the
d) Hospitality, lunch & dinner Reservation Forms
e) Directions and maps (to and from show site from host
Hotel and airport and banquet site).
f) Advertising – ½ page free advertising in The Bagpiper is
available, appropriate issue will be determined by date of
Rotating. Also coordinate "ad" in the STCA electronic
newsletter WrapUp in all issues leading up to the weekend of
Rotating. Utilize and update the Regional Club and STCA
g) Coordinate email distribution via the STCA website and
mailing hard copies of Premium List with STCA Vice
President/Show Chair. NOTE: STCA Ad Chair, STCA President,
and the STCA Vice President/Show Chair must proofread the
h) Trophy donation deadline
i) Health Trust or other meeting deadline
j) Prepare Premium List:*
• Entry Fees,
• Closing Date (entry deadline)
• Show Site along with directions & map
• General Info
IF Rotating is held as a designated specialty with an all-breed show, the all-breed show's superintendent will prepare the premium list. The premium list will be subject to Local
and National Show Chair approvals.
10. Prepares and submits to the STCA Treasurer a year prior to the National Rotating Specialty a preliminary budget of expenses and income which will be presented to the Board for approval. No commitments to shared expenditures should be made without consulting the STCA VP/Show Chair who coordinates details with the Local Regional Club Host Chair.
11. Requests in writing to the National Show Chair and STCA Treasurer any necessary money along with a detailed explanation and contracts PRIOR to commitment and expenditure. All payments are subject to the STCA Board approval.
12. Decides along with the National Show Chair the entry fees and advertising rates, and then advises the STCA Treasurer of same.* *IF Rotating is a designated specialty with an all-breed club, the entry fees will be based on all-breed show entry fees.
13. Decides mutually with the National VP/Show Chair who will be Show Secretary Superintendent IF show is independent. On an independent show, Local Show Chair will work with Regional Club Host to contract all materials such as postage, printing of hard copies of premium lists, email distribution of premium ilsts, ad packets, coordinates with STCA VP/Show Chair for information to go up on STCA website. Local Regional Club Host chair also works with Show Secretary on procedures for sweepstakes prize money (including envelopes). Advises the Show Secretary of details obtained from the STCA Show Chair pertaining to the National Rotating Specialty such as Sweepstakes Rules and procedures; sweepstakes price money with envelopes; ribbons, awards of merit.
NOTE: IF show is a designated specialty in conjunction with an all breed show, superintendent is determined by all breed club.
14. STCA VP/Show Chair will decide how meal payments (hospitality, lunch, banquet) will be made. If by credit card, a fee may be added to the cost of meals purchased at the STCA website through PayPal.
Reservations and meal tickets are managed by the STCA National Meal Reservation Chairperson who will maintain a list of all pre-paid RSVP's (see separate SOP).
15. Ensures that the following items are available for the Judges at the show site:
a) Beverage of the Judge's choice
c) Individually wrapped candy/mints
d) Paper towels & wipes
e) Notepad & pen/pencil
g) Anything else the Judge may request
16. Ensure the following AKC required items are placed on the Judge's table:
a) Current copy of the AKC Approved Illustration of the Standard.
b) Current copy of the AKC Document/Booklet, Rules and Regulations.
c). Current copy of the AKC book, Show/Trial Manual
d). Judge's Book is furnished by the Show Superintendent (if designated specialty with an all breed show) or the Show Secretary (if it is an independent specialty).
17. Proofreads the Premium list along with the STCA President and STCA VP/National Show Chair.
18. Arranges for both the regional and national hotel accommodations for the Regular Class and Sweepstakes judges other than the host hotel.
19. Arranges for Banquet reservations for both the Regular Class and Sweepstakes Judges for both clubs.
20. Arranges for the Ring Stewards for the Regional Specialty with recommendations from the STCA VP/Show Chair. The National Show Chair may appoint Ring Stewards for the STCA day.
21. Evaluates at the conclusion of the National Rotating, the event in terms of what went well and how things could have gone better and makes recommendations to the STCA Board.
22. Completes and oversees all follow-up with the STCA VP/National Show Chair and STCA Treasurer as well as the Show Secretary (if an independent specialty show).
23. The Treasurer of both the STCA and the Host Club will work together to produce a Profit and Loss statement for the clubs gathering information from both show chairs, all expenditures must be documented by paper receipts.
RESPONSIBILITIES FOR JUDGES
1. The Scottish Terrier Club of America reserves the right and privilege of Judge selection for the STCA. The STCA provides contractual arrangements and the payment of fees and expenses for the Regular Class Judge and the fee for the Sweepstakes Judge. The Host Club is responsible for their own judges' expenses. The STCA requests that the Host Club use the standard STCA judge's contract for their judges.
2. The Host Club makes arrangements for the Judge's hotel accommodations and dinner reservations. However, the cost of the hotel room for the STCA Regular Class Judge is paid for by the STCA. The STCA Sweepstakes Judge pays for his/her own hotel bill. The STCA pays for both their Judge's Dinner Meals.
3. The Host Club makes the arrangements for meeting the Judges at the airport if needed in addition to furnishing transportation to and from the show site; to and from the banquet; and returning for departure to the airport. The Host Club makes arrangements for a Host Club Member who is not exhibiting to take the Judges to dinner the evening prior to the Specialty.
4. The National Show Chair contacts the Judges in writing and formally welcomes them. The letter will give the name of the Host Club Member who will be meeting them, the name and phone # of the hotel, and any other transportation arrangements, banquet/lunch specifics and other pertinent information required.
5. The Host Club prepares a Welcome Basket for each Judge and places one in each room prior to the arrival. The cost of the baskets would be approximately $35.00. STCA pays for all the baskets. (From the SOP of the STCA VP/Show Chair).
6. The Judges' gifts, to be presented separately from the basket should be purchased from STCA Ways & Means whenever possible, at cost.
RESPONSIBILITIES OF THE LOCAL HOSPITALITY CHAIR
1. Welcomes and oversees the comfort of all the guests.
2. Works with the Local/National Show Chairperson to identify a date and time to host members and guests on the evening prior to the show, either at the host motel/hotel or show site. Costs will be shared equally by the national Club if the following criteria is followed:
a) A budget is established
b) Hospitality time and location will be a mutual decision between the Local Host Club Chair and the STCA VP/National Show Chair.
c) If Local Host Club members donate choose to donate food items, and the hotel and or show site permit it, then that is also acceptable. If food is ordered from an outside source, or from an on-site approved caterer, pre-paid reservations are required. Reservation form must be included in the information packet (available online with secure online payment at the STCA website) or hard copies mailed to those members who do not have access to the STCA website or choose not to accept electronic communication from the STCA. Information is coordinated with the Local Host Club and the STCA VP/National Show Chair.
d) Arranges for any audio/video, podium, and microphone requirements for hospitality.
e) Coordinates the table centerpieces and individual dinner favors. The same table centerpieces may be used at the STCA Annual Meeting/Dinner the year before.
f) Prepares welcome signage and welcome packs for guests to include: maps & directions, listing of local restaurants, activities/timetable of scheduled events for the weekend. Information to also include the STCA "Pawsitively Clean Scots" guidelines (copy is available at the STCA website). Welcome pack may also include dog treats, waste bags, or whatever the Hospitality Chair may think appropriate.
g) Maintains a list of all attendees, coordinated with National Specialty Reservation Chairperson.
RESPONSIBILITIES OF THE LOCAL ADVERTISING CHAIRPERSON
1. Submits a full-page ad to the Editor of The Bagpiper issue advertising the National Rotating Specialty at least four months in advance of the show date. This is at no cost to the Regional Host Club.
2. Prepares and distributes flyers and advertises the National Rotating Specialty through the media (newspaper, radio, the STCA electronic newsletter – WrapUp, television). NOTE: If specialty is held in conjunction with an all breed club, be sure to check with show superintendent and all breed club show chair to ask for permission for additional media coverage.
3. For an independent Specialty, local Advertising Chairperson solicits all non-STCA advertising AND STCA advertising.
4. For a designated specialty in conjunction with an all breed club, Ad Chair is responsible for soliciting ads and coordinating with show superintendent or show secretary.
5. Along with the National and Regional Host Club chairs, decides the cost of advertising in the show catalog. For a designated specialty, the show superintendent specifies all ad costs and deadlines. Ads and payment are still collected by the Ad Chair and sent on to the show superintendent or show secretary. The STCA will divide the revenue from advertising in a combined catalog with the Regional Host Club. Note: if an Independent Specialty, the STCA will divide the cost of the catalog with the Regional Host Club.
6. Proofs any ads for accuracy of event information and spelling.
7. Forwards all checks, advertisements along with the names and addresses of the advertisers to the National Advertising Chair according to the agreed timeline if Regional Host Club Ad Chairperson handles advertising. An income voucher is prepared immediately following the deadline and works to ensure that the advertising is correctly placed in the catalog.
RESPONSIBILITIES OF THE REGIONAL HOST CLUB TROPHY CHAIRPERSON
1. Becomes a member of the STCA Trophy Committee for a term of (3) years. The National trophy Chairperson will provide a complete set of procedures.
2. Serves as the Recorder the year prior to the National Rotating Specialty.
3. Selects and purchases the trophies for the National Rotating verifying the classes offered with the Regional Host Club Show Chairperson. Arranges to return unused trophies to the store or source where obtained for a refund after the event is over.
4. Submits a description of the trophies to the National Trophy Chairperson to be included in the Trophy Solicitation Letter and to the Show Secretary (or Show Superintendent) for publication in the Premium List and Catalog.
5. Proof the entire Premium List and those trophy catalog pages by both the National and Regional Host Club Chairs to ensure correct trophy listings as well as donors appear in the catalog.
6. Keeps an alphabetical list of donors to the trophy fund and collects the donations made by check or cash and is responsible or maintaining a list of donors' payments made at the STCA website through PayPal. Trophy Chair sends checks or cash payments with information recorded on a STCA Income Voucher, with copies of all checks OR follows instructions from STCA Treasurer to deposit in a designated STCA bank on a regular basis. Deadline is provided by the Show Chair.
7. Sends complete list to STCA VP/Show Chair to prepare catalog ad.
8. Sends thank you notes to each donor in recognition of donor's generous gift.
9. Contacts the Show Secretary Superintendent prior to the show for entry breakdown in each class and in Sweepstakes. Displays only those trophies that will be awarded.
10.Arrives at least one hour prior to judging to set out trophies and to
ensure that trophies are displayed attractively.
NO TROPHIES OR AWARDS NOT LISTED IN THE CATALAOG CAN BE ON THE TROPHY TABLE OR AWARDED IN THE RING.
1. List of all the local chairpersons including name, telephone #'s (home & cell), fax and email addresses.
2. Show site with directions and maps.
3. Hotel site with directions and maps.
4. Name of Show Superintendent/Show Secretary
a) Premium List Deadline
b) Advertising Deadline
c) Trophy Deadline
d) Mailing Labels – for hard copies
e) Date to upload information to STCA website
g) Award of Merit Ribbons
h) Select Dog and Select Bitch Ribbons
i) Judges' badges
j) Ring Stewards
k) Judges' Book
l) Armbands, Rubber bands
m) Money returned for advertising, entries sweepstakes & money & envelopes.
p) Sweepstakes Money and Envelopes
q) Catalogs – review prior to publication to ensure accuracy of trophy listings, advertising, Awards of Merit, classes, five catalogs for marking (STCA VP/Show Chair, Regional Host Club, STCA Historian, Bapgiper Editor)
r) Entry fees and Advertising Fees
s) Premium List Review/Edit
5. Cleanup supplies
6. Physical ring setup and teardown
7. Hospitality arrangements
a) Meeting Rooms
b) Meals (hospitality, lunches, banquet)
8. Vendor Tables
9. Trophy Tables
10. OPTIONAL: morning coffee, donuts, etc.
ATTACHMENT LETTER BELOW
APPROVEDAPRIL 26, 2014
SAMPLE LETTER TO REGIONAL HOST CLUB:
SLSLS, XX 111111
CLUB CORRESPONDING SECRETARY
DEAR CORRESPONDING SECRETARY:
The Scottish Terrier Club of America conducts a National Rotating Specialty each year. The site is rotated among the four geographical regions. At this juncture, the Officers and Board of Directors invite the Scottish Terrier Club of ____________ to apply for the calendar year _20______.
Enclosed you will find a detailed STCA Standard Operating
Procedure document outlining the following items:
1. Application procedure.
2. Logistics in your proposal.
3. Duties of the local show chairperson.
4. Responsibilities for judges.
5. Responsibilities of the local hospitality chairperson
6. Responsibilities of the local advertising and publicity chairperson.
7. Responsibilities of the local trophy chairperson.
If after review and discussion of these materials your club is willing to host our 20XX Rotating, I would appreciate hearing from you no later than April 1, 20XX by filling out the enclosed letter of intent and mailing it back to me in the stamped envelope. The Board will then welcome a formal, written proposal from your club, containing documentation to substantiate the criteria and logistics detailed in the proposal. The deadline for the formal written proposal is July 1, 20XX.
If I may be of any further assistance, please feel free to contact me at any time.
XLXLXLXLXLXLXLX, STCA Corresponding Secretary
SAMPLE REPLY LETTER FROM REGIONAL HOST CLUBS
HOST CLUB RESPONSE
STCA NATIONAL ROTATING SPECIALTY
FOR THE YEAR 20XX
THE REGIONAL CLUB OF THE STCA LISTED BELOW IS WILLING TO HOST THE 20XX STCA NATIONAL ROTATING SPECIALTY AND WILL SUBMIT A FORMAL PROPOSAL TO THE STCA BOARD BY JULY 1, 2010.
YES ______________________________ NO __________________________
NAME OF CLUB _________________________________________________________
DATE _____________________ Please return this form in stamped, addressed envelope.
Thank you, LXLXLXLXLXLX, STCA Corresponding Secretary
APPROVED APRIL 26, 2014