Hosting a new type of event can be challenging, but it can also be a rewarding and enjoyable experience for dog enthusiasts and participants. Here are some key considerations and challenges to keep in mind when organizing your club’s first NASDA event:

Venue Selection: Finding an appropriate location with enough space, safety features, and facilities for both dogs and participants is essential. Consider factors like parking, restrooms, and access to veterinary care.  Take a moment to review the Trial Hosting Guide for additional information on selecting search areas for each activity your club hopes to offer.

Event Format: Decide on the format of your dog sport event.  Clubs do NOT have to offer all classes and levels at every trial.  Specialty trials, such as Urban Locating Only or offering two or three sports may result in a smaller event initially but also allows the host club to develop event flow, learn processes and learn what might work best going forward.

Judges and Officials:  NASDA Judges are required to host in person trials.  In underserved areas this can be challenging.  NASDA no longer requires a senior judge to attend your first event, however, a judge fully licensed for all levels offered at the event is required.  In most cases, NASDA works with the host club to identify an appropriate judge that is not only qualified to judge the event but is also an experienced trial host.  NASDA reserves the right to decline a requested judge but will make every effort to find an appropriate judge.

Entry and Registration: Set up an efficient registration process for participants. This includes creating an online registration system, setting entry fees, and managing the paperwork.  The Trial Hosting Guide will help you with the scoring document.  The club will also need to put together an event premium prior to applying for sanctioning.  A sample premium is available in the Master Handbook.

Promotion and Marketing: Promote your event through various channels, including social media, dog-related forums, and local dog clubs. Effective marketing can help attract a larger audience and more participants.

Safety Measures: Ensure the safety of both dogs and humans by implementing safety measures, such as a well-defined emergency plan and directions to emergency veterinary and human care.

Equipment and Facilities: Secure the necessary equipment and facilities for the classes offered. The Trial Host Guide has equipment lists for each sport.  Host clubs are responsible for providing trial equipment.

Sponsors and Funding: Seek sponsors or funding to cover the event’s expenses, including prizes, trophies, and operational costs. Sponsorship can also help enhance the overall experience for participants.  This can be an excellent way to offset initial costs while also provided awards to exhibitors.  Consider offering a training workshop the afternoon or evening before the trial to get new exhibitors started so they are ready to compete the following day.  This is an excellent fundraising opportunity for the club as well.

Permits and Insurance: Make sure you have the required permits and insurance to host a dog sport event. Liability insurance is crucial to protect both organizers and participants.

Volunteers: Recruit a team of dedicated volunteers to help with various aspects of the event, such as registration / check in, gate stewards, score room, judging assistants and scribe runners.

Logistics and Planning: Plan the event schedule, including practice times, judging times, and breaks. Make sure you have a clear timeline and contingency plans in case of unforeseen circumstances.

Judging Limits:  Judges are limited to 8 hours of judging to include course set up, briefings and judging. This is to ensure the judges give their full attention and energy to every dog participating in the trial. Trial Hosts have the flexibility to bring in additional judges should it be necessary to ensure the smooth running of the trial or if the entries exceed the judging limit. Hosts must notify NASDA of any judge additions or changes prior to the closing date of the trial.  

Participant Experience: Focus on creating a positive experience for participants and spectators.  Positive exhibitor experiences not only results in return competitors but can also help grow events through word of mouth.  Be kind, patient, supportive and welcoming to new people.  Everyone is learning at these early events hosted by your club.

Communication: Maintain clear and open communication with all participants, judges, and officials leading up to the event. Provide them with any necessary updates and information.

Post-Event Evaluation: After the event, gather feedback from participants and volunteers to identify areas for improvement and celebrate successes.  Asking for feedback provides an opportunity to make adjustments for future trials that benefit everyone, including the host club.

Submit Results:  Results are due 7 days after the last day of the event.  Be sure to check results for accuracy and correct formatting prior to submitting.  We’re here to help you and your club be successful.