Below are a list of the core trial committee positions. The Trial Committees are responsible for organizing AIM trial events and they report to the Trial Coordinator, a member of the AIM executive. In order to be a member of an AIM trial committee, you must be a member in good standing with AIM. Some of the trial committee positions below can be held by multiple persons or the responsibilities can be divided among several individuals.

Committee Positions

TRIAL CHAIR

  1. Must be knowledgeable about classes offered and rules of the specific agility
    organization.
  2. Coordinates all committee members’ responsibilities (especially closer to the trial date)
  3. Collects and reviews all receipts from committee members and passes them on to the Treasurer for reimbursement at or immediately following the trial.
  4. Makes the Trial Coordinator aware of concerns with any of the receipts.
  5. During the trial, oversees the entire operation and keeps it on schedule
  6. Conducts a general briefing first thing each morning to introduce the judges and explain any “house rules” for the trial (warm-up area, exercise areas, smoking policy, etc.)
  7. Fields all questions relating to the trial.
  8. Mediates conflicts in accordance with the sanctioning body guidelines. The decisions of the Trial Coordinator and judges are final. Any decisions will receive the full support of the Trial Committee.
  9. If needed, ensures that incident reports are submitted to AAC
  10. Makes arrangements as per specific organization rules to measure dogs
  11. Thanks the competitors and judges on the last day of the trial. Obtains and presents the judges’ gifts and thank you cards.
  12. Is aware of the deadline for filing trial reports and is responsible to see that reports are filed and payment made within the deadline.
  13. Receives financial information from the Treasurer (e.g., entries fees, refund amount, Judges’ fees and Sanctioning body fees).
  14. Prepares the final financial report and forwards copies to the AIM Treasurer and Trial Co-coordinator.
  15. Must be knowledgeable about classes offered and rules of the specific agility organization.
  16. Coordinates all committee members’ responsibilities (especially closer to the show date). Ensures schedules are met and show is well staffed.
  17. Secures an on-call veterinarian and delivers a card of thanks upon completion of the trial.
  18. Directs management of the show budget. Collects all receipts from committee members and passes them on to the Treasurer after preparing the final financial report.
  19. During the event, oversees the entire operation and keeps it on schedule.
  20. Details the “Rules of the Trial” (warm-up area, exercise areas, smoking policy, etc.)
  21. Fields all questions relating to the trial.
  22. Mediates conflicts if necessary. The decisions of the Trial Coordinator and judges are final. Any decisions will receive the full support of the Trial Committee.
  23. Makes arrangements per specific organization rules to measure-in dogs. Arranges for a knee pad or towel for the judges to kneel on.
  24. Acts as liaison by introducing the judges to the ring crew prior to the trial and to the competitors at the start of classes.
  25. Conducts a general briefing first thing in the morning to introduce the judges and go over any house rules.
  26. Thanks the competitors and judges on the last day of the trial.
  27. Obtains and presents the judges’ gifts and thank you cards.
  28. Ensures that the money or cheque is ready for all of the judges’ expenses.
  29. Ensures that the Trial Secretary files the final reports and makes payment to the organizations within the allotted time frame.
  30. Prepares the final financial report and forwards copies to the Treasurer and Club Secretary.

TRIAL SECRETARY

The Trial Secretary is responsible for all paperwork associated with the agility trial with the exception of the original trial application. The Trial Secretary must be fully versed in the rules of the sanctioning body for the trial.

Before the Trial

    1. Gathers pertinent information and prepares the trial premium in accordance with sanctioning body’s and club’s requirements.
    2. Obtains any required premium approvals. Where possible, gets approval of the Trial Committee and the Trial Co-ordinator.
    3. Emails the approved premium (or link to the premium) to AIM’s: Webmaster for posting to the website Membership coordinator for email to all current AIM members Judges’ Liaison to forward to the judges
    4. Posts the premium (or link to the premium) to the appropriate yahoo groups and/or other agility forums.
    5. Makes arrangements with Trial Secretary for the previous trial to obtain AIM’s computer, printer, common Trial Secretary box and, if applicable, the organization-specific trial box for the trial.
    6. Verifies that necessary supplies are sufficient for the trial, arranges for any supplies needed

Trial Entry Processing:

    1. Sets up trial in the appropriate software.
    2. Answers questions competitors may have about entering the trial.
    3. Receives and processes entries for the trial. Ensures that they are complete, valid, and accurate and that the correct entry fees have been enclosed.
    4. Sends an initial email to acknowledge receipt of an entry from a competitor.
    5. If entry limits apply, manages the waiting list and advises competitors if they are waitlisted.
    6. Contacts competitors with any questions about their entry as needed.
    7. Enters the information from the entry form into the computer software.
    8. Prior to the trial closing date, posts a reminder of the closing date to the appropriate agility forums.
    9. Processes any move ups received prior to the move up closing date.
    10. Compiles volunteer information in a spreadsheet and forwards it to the Volunteer Chair.
    11. Works with the Volunteer Chair to arrange for personnel to work at the Score Table.
    12. After the closing date, sends out trial confirmations to competitors via email or, if necessary, by regular post.
    13. Prepares scribe sheets for each dog/run and arranges them to match the gate sheets/running order.
    14. Prepares the check-in information for the trial.
    15. Prepares the trial catalogue and gate sheets/running order, establishing the most efficient running order possible.
    16. The week of the trial, sends out the trial information to all competitors. Ensures that the check-in time, start time, classes entered, schedule of classes and any other pertinent information is included.
    17. Emails the trial catalogue to competitors a few days before the trial. This may be included with the trial information.
    18. If requested by the Volunteer Chair, emails out the worker schedule to competitors a few days before the trial.
    19. The week of the trial, provides the following to the Judges’ Liaison to pass to the judge(s): Number of runs Number of competitor course copies required (if applicable)
    20. If not already established, works with the Site Chair on the locations of the score table, check-in and measuring.
    21. Reconciles entries and financial information and prepares the fees for deposit. Arranges for deposit of the trial fees with the Treasurer.
    22. Processes refunds for competitors as per trial premium, advises Trial Chair and Treasurer of any refunds required. Treasurer will either provide cheques to be distributed at the trial or mail directly to the competitor, so mailing information should be included.
    23. Provides the following to the Treasurer and Trial Chair: Trial financial information (e.g., entries fees, refund amounts, etc.), Judges’ fees, Sanctioning body fees. (Note: it may not be possible to finalize until the trial weekend).
    24. Arranges for a cheque for the sanctioning body fees, made out to the sanctioning body, from the Treasurer.

At the Trial

    1. Sets up the score table
    2. Handles check in as required under the sanctioning body rules.
    3. If posting course maps, arranges for that to be done
    4. If supplying individual competitor course maps, arranges for those to be made available
      to competitors
    5. Arranges with the judge to perform and record dog height measurements for the
      sanctioning body and competitor records
    6. Manages and monitors the score table to ensure that scores are being entered promptly
      and correctly, that all required paperwork has been produced for each class and
      addresses issues with the judge or the scribe/timer as needed
    7. Answers competitor questions about their score as soon as possible after a run in order
      to allow for any issues to be brought up to the judge ASAP
    8. Processes move up requests when they are allowed at a trial
    9. Ensures class results are posted for competitors and obtains signatures from the judge
      and/or scorekeeper as required by the sanctioning organization

Post Trial:

      1. Immediately following the trial compiles and verifies all paperwork

 

TRIAL SITE COORDINATOR

Responsible for all contact between AIM and the representative of the site
Works closely with the Trial Coordinator to search out and inspect site possibilities.

      1. Assesses the site and takes information to the trial committee regarding:
        • Area available for ring, tenting
        • Ring surface
        • Power, Water, Parking, Security, Washroom facilities
        • Hours of access (park entrance hours, set up Friday night, etc.)
        • Gate admissions/complimentary passes (if required)
        • Facility cost, and feasibility
      2. Books the site and obtains any necessary permits
      3. Obtains cheques from the AIM Treasurer for deposit, if needed, and payment for the site. Pays
        the site owner/representative and obtains receipts which are submitted to the AIM Treasurer
      4. Forwards a copy of AIM’s insurance contract, if required (Available from the Treasurer)
      5. Assesses the trial’s needs/requirements and books or obtains additional necessities (portable
        toilets, PA system, extension cords, water, garbage cans, baggies, etc.)
      6. Communicates with on-site personnel before the trial (initially and possibly the day before the
        trial)

During the event (if required):

      1. Arranges and supervises security; ensures competitors are aware of arrangements
      2. Fills pools and replaces garbage bags, toilet paper and any other supplies as needed
      3. Posts signage Friday evening to direct exhibitors to the site and parking; and takes down
        the signs Sunday
      4. Is available to deal with any site problems (power, parking, water, etc)
      5. Inspects the site after the event; makes sure the area is clean and any equipment belonging to the vendor is returned.

 

 

VOLUNTEER COORDINATOR

Before the Trial:

        1. Determines the volunteer positions required for the trial
        2. Schedules the volunteers to fill the required positions, based on information received from
          the Trial Secretary
        3. Informs the Chair of the trial committee if there is a shortage of volunteers
        4. Emails schedule to Trial Secretary to send to competitors or have copies made for
          competitors at the trial, or
        5. With the approval of the Trial Committee may coordinate self sign up, ensuring sign up
          sheets are available at check in each day
        6. In consultation with Trial Committee, determines method of “thank you” to volunteers and
          its method of distribution

Trial Set up:

        1. Confirms set up time for anyone volunteering for set up (usually Friday evening)
        2. Confirms a volunteer to set the ring
        3. Confirms a Master Course Builder for set up
        4. Ensures that the Equipment Person is aware of which volunteers will be there to help.

At the Trial:

        1. Ensures a copy of the volunteer schedule is posted at the Gate
        2. Ensures all positions are filled and volunteers are solicited as needed to fill vacant positions
        3. Ensures new volunteers understand their role and responsibilities
        4. Oversees volunteer performance at the trial and provides assistance as needed
        5. Acknowledges and thanks all volunteers and distributes any gift/prizes
        6. If drawing for volunteer gifts, organizes the draw and ensures any supplies needed are on
          site

Suggested Positions:

        1. Gate steward
        2. Scribe
        3. Timer
        4. Master course builder
        5. Course builders
        6. Ring stewards
        7. Scribe sheet runner
        8. Leash runner
        9. Score table help
        10. Assistance with check in and/or
          measuring as needed

EQUIPMENT MANAGER

        1. Must be a member of the Executive and is responsible for reporting to the Executive on the
          status of the club’s equipment
        2. Must be a member of the trial committee
        3. Prepares and presents the equipment budget at the AGM and works within the budget
        4. Coordinates necessary equipment and supply purchases
        5. Arranges for any equipment or supplies that need to be borrowed or rented for an event
        6. Makes sure the trailer is insured (confirms with the Treasurer). Maintains the trailer as needed
        7. Arranges for transportation of the equipment to and from events
        8. Ensures that the club’s equipment meets the current specifications as outlined in each
          organization’s rule book, and keeps up-to-date on changing equipment specifications
        9. Maintains an inventory of the club’s equipment and supplies. Updates the main equipment list
          as well as each individual organization’s equipment list in January of every year, and posts it to
          the Yahoo trial committee group files to be available to the:

          • Treasurer for insurance purposes
          • Trial Coordinator for trial applications
          • Judges’ Liaison for judges’ information
          • P.R. Coordinator for the purpose of demonstrations
          • Trains and oversees the Equipment Persons and other volunteers related to equipment
          • Arranges for storage of the trailer, equipment and supplies
          • Maintains a list of repair and upkeep supplies, i.e. paint, tools, jump cups, etc.
          • Ensures the maintenance and upkeep of the equipment and supplies

       

EQUIPMENT PERSON(S)

    1. Is responsible for the club’s equipment on-site and during events
    2. Is in charge of the Friday night set up for a trial:
    3. Coordinates the volunteers to help with the unloading of the equipment trailer
    4. Coordinates the volunteers to help the person designated to set up the ring with that
      task
    5. Ensures an unnumbered copy of the first course is available on Friday night for the
      Master Course Builder
    6. Coordinates the volunteers to help the Master Course Builder with building the first
      course
    7. Is on-site and available during events to resolve any concerns or answer any questions with
      regard to equipment
    8. Maintains the equipment in working order during an event
    9. Coordinates the loading of the equipment trailer on the last day of the trial when the trial is
      over; ensuring correct placement in the trailer of all equipment
    10. Reports to the Equipment Manager any equipment concerns, need for repairs, replacement or
      restocking of supplies after an event

JUDGES ATTACHE

This position is responsible for looking after the judge’s needs and comfort from arrival in
Winnipeg for out of town judges (or at the trial for local judges) until they leave Winnipeg (or the
trial).
The Attaché:

    1. May request a cash advance from the treasurer before the trial to cover hotel/motel
      payment, gift and food purchases and dinner expenses, or may choose to be reimbursed at
      the end of the trial
    2. Picks the judges up from airport, transports them to the motel, to and from the show site
      each day, and returns them to the airport.
    3. Accompanies the judges for dinner on the Friday night, unless they prefer to dine by
      themselves in the hotel/motel, looks after all of the judges’ meals on Saturday and Sunday,
      including before, during and after the trial, and before boarding the airplane.
    4. Makes arrangements to have course copies made for the exhibitors if the judge does not
      bring them
    5. Escorts the judges to their table and chairs at the trial, placing it where the judges prefer it
      to be
    6. Checks with the judges during the trial, asking if they have any special requests
    7. Obtains the number of runs judged by each judge from the secretary near the end of the
      trial and forwards it to the respective judges so they can complete their judges’
      reconciliation forms. At that time ensures the judges are aware that AIM pays $ 1.50 per
      run. The Attaché lets the judges know where to hand in their forms and confirms with the
      treasurer at the end of the trial that the judges’ fees and expenses have been paid.
    8. Prepares an expense report and submits it with receipts to the Trial Chair
      Judges’ Attaché may receive payment for his meals with the judges on the Friday, Saturday and
      Sunday evening, with a maximum of $25 per day and no alcohol purchases.
    9. Judges Attaché will also be paid mileage at the current judge’s rate of 50 cents per kilometer
      when transporting the judge (i.e. to and from the airport, hotel, trial site, and dinner) and will be
      reimbursed for parking at the airport.

JUDGES LIASON

This position provides liaison between the judges and the trial committee prior to their arrival
in Winnipeg for out of town judges (or at the trial for local judges).

Prior to the Trial:

    • Once the Judges’ Liaison has been informed by the trial coordinator that the judges have been
      secured for the trial, the Liaison contacts the judge(s) with information that should include:

        1. Equipment list
        2. Site map
        3. Tentative class order
        1. Flight arrangements and arrangements for payment/reimbursement that they can judge in Canada (for US judges)
        2. Basic expenses incurred to come to our trial, including kenneling expenses, mileage,
          parking and meals en route
        3. Accommodation details (the Liaison makes the motel reservation and looks after
          check-in)any special dietary needs and preferences

A week before the Trial:

    1. Notifies the judges of any changes that have occurred since the first email
    2. Provides number of runs in each event in order to prepare exhibitors’ course copies
    3. Requests an unnumbered course copy for the first course sent to the Liaison for set
      up on Friday night. Provides the equipment person with this copy for set up on
      Friday night
    4. Provides the judges with details regarding the weather forecast for the weekend of
      the trial
    5. Provides the judges with details regarding their arrival at the airport including
      attaché’s name, phone number and how to be recognized
    6. Provides an emergency name and phone contact in case judges have difficulty en
      route

RIBBONS & AWARDS

    1. Must know the correct ribbon colours and required lettering designated by each
      sanctioning organization
    2. Orders the ribbons for each trial at least two months in advance
    3. Purchases treats or other awards or prizes (including ATChC bars and decorations) and
      ensures sufficient quantities are available at each trial
    4. Transports the ribbons, treats, etc. to the trial site on the morning of the trial, and
      removes the left over items at the end of the trial
    5. Ensures at least 3 ATChC bars are decorated and available for each AAC trial
    6. Organizes the ribbons and treats at the trial site, ensuring they are neatly displayed for
      self serve pick up
    7. Takes inventory at the end of the trial and packs up all left-over ribbons and toys/treats
      for the next trial
    8. Arranges for storage of all ribbons and toys/treats. ATChC bars can be stored in the
      trailer.
    9. Prepares an expense report including ribbons used and items purchased and submits it
      with receipts to the Trial Chair

 

The job descriptions above are not intended to explain every aspect of each position. The intent is to familiarize you with what is involved should you decide to volunteer for one or more of these positions at an agility trial. Please contact the Trial Coordinator to volunteer.