INFORMATION FOR SPONSORS
Events may be sponsored by clubs or by individuals. All forms should be sent to the Sanction Coordinator (see address below). Please use current forms. These are marked with “1/2017” in the lower right corner, and can be downloaded from the AHBA website or obtained from the Sanction Coordinator.
1) Sanction Form for Trial/Test
The completed sanction form is returned to the AHBA Sanction Coordinator at least 60 days prior to the event, along with the sanction fee of $15.00. All classes, trial and/or test, held over consecutive days are included under one sanction fee. All sanctioned events will appear in the events calendar on the AHBA website and in the newsletter. NOTE: For HRD/RLF and for HTAD Course 5, sanction forms must include: (1) a step-by-step description of the course, (2) a diagram of the course, and (3) a scoresheet set up in the format of the HTD scoresheet.
2) Trial Scoresheets and/or Test Forms
Master forms are provided, from which the required number for the event can be made. There should be an original and one copy for each participant. (NCR forms can be prepared at many copy stores, or carbons may be used, or photocopies made after the event.) After the event, the completed original is given to the owner and a copy is kept by the sponsor for at least 6 months (in lieu of keeping copies of the scoresheets, the sponsor may instead keep either copies of the Trial Recording Forms or a completed catalog). The scoresheets are not sent to AHBA. Where applicable, the name of the sponsor can be filled in before the copies are made.
3) Trial Recording Forms and/or Test Recording Forms
Master forms are provided, from which the required number of copies can be made. Again, where applicable, the name of the sponsor can be filled in before the copies are made. This is an 8-1/2 x 11 page with two separate forms to the page. A Trial and/or Test Recording Form must be completed in full for each qualifying dog. A single Recording Form may accommodate up to four scores for an individual dog, but scores for more than one dog may not be put on the same form. These are the forms that are actually sent to the AHBA Sanction Coordinator for use in recording legs for titles; they must be filled out legibly and in full. Only the forms for qualifying dogs need be sent in, and only one copy of these forms is needed. The Recording Forms can be filled out by the sponsor from entry information, or can be included as part of the entry package for the entrant to fill out. In the latter case, the entrant fills out the top part of the form (the information regarding the dog, address of owner, etc.); the entrant then gives the partially-completed form to the event secretary, so that the bottom part can be filled out with the results at the conclusion of the trial or test. For HCT, because the legs are different, it should be indicated on the recording form whether the run was for a first leg or second leg; legs do not need to be indicated on the forms for JHD and trial titles. A registration number or tracking number must be included on the form for it to be processed; the registration number may be from any registry, but the same number should be used consistently for AHBA. If a dog is not otherwise registered, owners of unregistered dogs may apply to the AHBA for a tracking number for use in lieu of a registration number. A marked catalog may be substituted so long as it is in an easy-to-read format, the name and address of the owner appear adjacent to each entry, and the place and location appear on each page.
4) Trial Report and/or Test Report
These forms provide an overview of the event. The original is sent to the AHBA Sanction Coordinator after the event, along with the Trial and/or Test Recording Forms and fees. The Trial/Test Report must be provided for each event, listing number of entries in each class and numbers qualifying. If more than one page is needed, the date and location of the event should be indicated at the top of each following page. A marked catalog may be substituted so long as it provides the full class information required in the Report Forms and the place and location appear on each page. If a catalog is used to substitute both for the Recording Forms and the Report Forms, two copies of the catalog should be provided.
5) The Recording Forms and Report Forms are sent to the AHBA Sanction Coordinator for recording, along with the recording fees of $2.00 per qualifying run. The forms and fees are due within 30 days after the event. A fine of $50.00 will be assessed for forms and recording fees submitted after the 30-day period.
In summary, the AHBA Sanction Coordinator is to receive: (1) The Sanction Form and fee 60 days prior to the event; (2) a copy of the premium list at least two weeks before the event; and, within 30 days after the event (3) completed Recording Forms for all qualifying dogs, with fees; and (4) the completed Report Forms. If there are any questions, please contact the AHBA Sanction Coordinator:
1548 Victoria Way, Pacifica, CA 94044
tel. 650-355-9563, email: firstname.lastname@example.org