Event Planning

This event guide speaks to the planning and the holding of events under the HCA license. Local clubs interested in securing AKC recognition should deal directly with AKC Club Events Planning Departments.

  1. Start your planning at least a year in advance. AKC Events requires that applications be filed at least 18 weeks prior to the closing date for the event. The closing date is approximately two and one half weeks before the event date. This is also the time to contact the HCA Show Events Committee. You will need to file an annual event application and it will be necessary for the committee to obtain HCA Board approval of your proposed event.
  2. Consider your local club’s experience, when deciding whether to hold an Independent Specialty, a Designated Specialty, or a Supported Entry. The latter two require that you work with another club, usually all-breed or group. Plan and consider any additional programs, classes or attractions you plan to offer in conjunction with your event. These may include sweepstakes, clinics, health tests, CGC tests, or seminars. Each of these activities may require special rooms or facilities and consideration should be given to these requirements.
  3. Consider possible shows in your area, giving thought to their sites and facilities, are they suitable for your specialty as well as the other activities you have planned? Avoid the shows that seem plagued with problems and lack of organization. Discuss your plans with officers of the show-giving club. Many larger clubs have programs and policies in place for specialties and supported entries. Smaller clubs are often very receptive to your ideas and proposals and are more willing to allow your club to participate in the selection of the judging panel. If the breed judge has been selected, decide whether this judge will increase or diminish your entries. If the judging panel hasn’t been selected, be prepared to offer suggestions. If you are planning sweeps start your judge search.
  4. Once you have decided on a site and a club to work with, file your application with HCA SEC (Show Events Committee). SEC will review your plans and make a recommendation to the HCA Board.
  5. HCA SEC will send a letter of inquiry to the show-giving club explaining your intention of a specialty. It is usually advantageous to have a few members of your local Havanese club present at the next meeting of the show-giving club to answer questions and provide details regarding the anticipated event.
  6. The show-giving club provides a letter of consent to the HCA SEC and your specialty application is sent to AKC Events Dept for approval. Remember that this should be accomplished at least 8 months before the actual show date.
  7. Your local Havanese club should form a show committee to coordinate with the show-giving club and the HCA SEC. Pay special attention to trophies, judges, premium list copy (and its due date ).

After your specialty file a specialty report with HCA SEC. This will provide information regarding the overall success of your event, as well as a pool of new ideas that other clubs can successfully utilize in the future.