The best way to avoid misunderstandings between judge and club is by effective communication from both parties before the test. After contacting a judge with an invitation to judge an event, the test giving club should prepare a contract letter detailing all judging arrangements, acceptable judge’s expenses and judging fees. Judges should review the contract and add any additional expenses or requirements before returning the signed contract to the club. If there are changes to the original contract, a club official should initial the changes, sign the contract and return a copy of the final contract to the judge. The club should keep accurate written records of any verbal or written contracts with judges (follow up all discussions with email communication). If the club’s leadership changes, these records will help the new leadership to ensure that judge’s contracts are honored.
The contract should include:
• Name of the club, address and telephone/cell phone number(s) of the club and the contact person.
• Date and complete address for the location of the event.
• List the finalized judging assignments that the club will submit on their AKC test application.
• Name and contact information for the co-judge(s) for each assignment.
• Expenses and Fees. When referring to expenses, be as specific as possible, e.g., number of nights in a hotel, level of airline fare, meal allowances and ground transportation mileage. Judges should include any additional expenses (judging fees, house/pet sitting, airport parking, transportation to the hotel, etc.) and all personal requirements.
• Notification of accommodation and hospitality arrangements. Include details such as the name of the hotel/motel, directions to the hotel/motel, directions to the event site, the hotel’s dining features, hotel telephone numbers and hotel emergency number. If this information is not available at the time the contract is prepared, the club should send this information to judges at least 60 days prior to the event.
• A date by which the judge must return the written confirmation of acceptance of the assignment.
It is up to the judge to check for assignment conflicts before accepting the club’s invitation. The judge should reply to the club promptly and in writing to accept or decline the assignment. Before returning the signed contract, the judge should provide anticipated expenses and fees. Judges are responsible for abiding by the contract conditions.
Happy Tracking!