Rally secretary information

• Nominate a competition secretary, competition manager and (optionally) a competition committee
• Decide on a date, a venue and the classes to be run. Most societies run their competitions in the same week in each year. To avoid date clashes, please use Find a Show
• Provisionally book the intended venue (for new venues consider venue size, surface, road access and availability of water, power and waste disposal)
• Obtain a licence: a competition host's initial application to hold an event under these regulations must be received at least six weeks before the proposed date of the competition
• Confirm the venue and check any conditions of use and cancellation terms
• Draw up a budget
• Draw up a provisional ring plan, allocating classes to rings on the basis of estimated numbers of entries
• Identify suitably qualified and experienced judges for all classes
• Judges should be invited in writing or email, and asked to accept in writing or email; the club should then confirm the appointment in writing to form a three-part contract
• Book trophy and rosette suppliers, caterers and veterinary cover
• Book hired facilities if required, such as skips, toilets, PA system, 'walkie-talkie' radios, tables and chairs, marquees, score tents, fire extinguishers

If you are looking for a judge for your competition, please search our Find a Judge database. All judges must be fully conversant with The Kennel Club Rally S Regulations. 

• Prepare and distribute a competition schedule, incorporating an entry form, using the specimen schedule as a basis 
• Prepare a risk assessment and develop a safety plan to minimise risks
• Arrange adequate public liability insurance, the certificate must be displayed at the competition, with The Kennel Club's licence
• Appoint ring managers and allocate tasks such as parking control, PA system announcers, results processing, prize presentations, ring refreshments and judges' and helpers' lunches, car park checks for hot dogs, signage and equipment management

• Once entries have closed, finalise the ring plan, splitting classes where numbers of entries make it advisable. Ensure no judge will be scheduled to judge classes for which more dogs have been entered, than have been agreed to be judged
• Prepare a list of helpers to ensure efficient use of volunteer helpers
• Confirm numbers of trophies and rosettes, catering and refreshment requirements, ring equipment etc.

• Ensure copies of the regulations, all entry forms, the competition licence, insurance certificate, awards, judges correspondence and an official Kennel Club incident book are taken to the competition
• Within seven days, report to The Kennel Club if there were any incidents requiring a report (e.g. biting/aggression incidents, formal objections/complaints, changes of judging arrangements, cancellation or abandonment). Learn more about incidents at events

Please note: The above list gives an idea of general timescales but many individual tasks will be done in a different order from above depending on circumstances.

Laminated rally signs are available to purchase in our online shop. Suppliers of rally sign holders can be found below.

The Kennel Club has no connection to any company listed above and this does not constitute a recommendation.

• Level 1
• Level 2
• Level 3
• Level 4
• Level 5
• Level 6

It is important that the society and show services department is informed of a cancellation in writing by completing the cancellation of shows form as soon as this decision is made, giving the reason for the cancellation. It should not be assumed that because the licence application form is not returned to The Kennel Club by the due date, that the show will be removed from the show diary. 

If the cancellation is notified far enough in advance, this could free up a date for use by other clubs and societies, and in other instances it will prevent the office assuming the event is going ahead and therefore sending out unnecessary reminder letters for schedules and/or catalogues. 

Read further information about cancellation of events.

One of the main concerns for societies is whether there will be adequate insurance cover. Kennel Club show regulations stipulate that insurance is required – otherwise the show licence is invalid. It is always best to check with the society’s own insurance provider in terms of the amount of and heads of cover. We have partnered with Pet Business Insurance (PBI) to provide specifically designed insurance cover for canine clubs or societies, including public and products liability insurance at a competitive price. It is unlikely that any Covid-19-specific insurance will be available but general public liability will be available.

You can contact them on 01284 736874 or visit their website.

A society should make best efforts to ensure that the venue/ground is Covid-19 safe, in line with government advice available at the time (including risk assessments). This will then help in demonstrating that the society has discharged its duty of care to participants and visitors. It is not possible to guarantee a no Covid-19 risk scenario, and there will be an element of assumption of risk by the participant/visitor. The society’s job is to minimise that risk. As always in the context of health and safety, there should be clearly documented instructions and role descriptions defining the clear delegation of responsibilities for the range of health and safety issues at the event.

A statement must be included in all schedules to state that if an exhibitor, or anyone in their household, has Covid-19-related symptoms or has tested positive for Covid-19, they must not attend the event.

Society committees must ensure that they have adequate cover for all the society's activities. The Kennel Club insurance cover is specifically designed for canine clubs or societies, including public and products liability and directors' and officers' liability insurance at a competitive price.

Read our guidelines on being a chief steward.

The rally regulations specify that shows must issue a schedule which conforms to the current specimen schedule issued by The Kennel Club. The specimen schedule is available below. It's regularly updated to take account of changes to the regulations or policy. Show secretaries are advised to download the most recent version of the specimen schedule before preparing any show schedules.

• WT69 - specimen rally schedule and entry form

Read our guidance on the general data protection regulation.

Anything that occurs at an event that is ‘out of the ordinary’ should be considered an incident and logged in the incident book, even if those involved do not wish to take any action. Learn more about incidents at events.

Every society must undertake its own individual risk assessment for every event.

Any particular measures or conditions that competitors need to be aware of prior to the event must be included within the schedule.

Written guidance should be sought from the venue hirer regarding any special measures the show committee must undertake during their hiring period.

Rings may need to be spread out more than previously to allow space between the rings for free movement of people and to ensure that those in adjacent rings are not too close to each other.

Indoor venues may need to have more space around rings to ensure there is adequate space and a separate entrance and exit should be encouraged,

Is your proposed venue therefore large enough to accommodate the above and any other special requirements?