Guidelines for Submitting National Specialty Proposals

Many local clubs and small groups of individuals have requested information concerning submitting proposals for the National Specialty site to the Show Events Committee. The HCA National Specialty is organized and held by the HCA, though the efforts of local clubs and individuals are indispensable in this process. Any local club or group of individuals can submit a proposed location to the Show Events Committee (SEC).

Site Requirements

Hotel with at least 225 to 350 Rooms
We generally block 150 rooms/night
The National Specialty runs from a Tuesday arrival to Saturday
Ballroom requirement 5,000 to 6,000 square ft.
Grooming rooms 3,000 to 4,000 square ft.
Total Conference space should be at least 18,000 square ft.
2 meals (usually a buffet and banquet) with 150 to 200 attendees
Outside grounds that will accommodate exercise areas and RV parking
Currently the SEC recommends that the National be held between the last two weeks of Aug. to the first two weeks of October.
Generally we don’t actually pay for the conference space, it is provided at no additional charge by the hotel based on revenues from our room block and meals
Site should be reasonably accessible from a major airport.

Carefully consider the following personal considerations, we simply need to have a certain number of folks on the ground in the area to provide the work force for the National Specialty. Though the HCA puts on the National, and it’s committees are often staffed by folks from all parts of the country, we are well aware of our dependence on local folks for a lot of the real work.

Personel Requirements

Show Chair. Though not a requirement, it is often very helpful if the show chair is near by. Check SEC policy to see if anyone in your area qualifies.
Grounds Person. This person should be on the show committee, and is responsible for set-up and take down, of the grooming and exercise areas and show site.
Judge’s Hospitality. This is the person who is responsible for getting judges to and from the airport. This should be someone who is not planning to enter the show.
Hospitality. Usually two people who do the shopping and set out the food and drink.
Goody Bag person. One or two people to collect and organize stuff for the goody bags. It helps if they’re local so we don’t have to ship to and store stuff at the hotel.
General Labor. We need workers to set up exercise areas and fence them off, and to plastic the floors in the grooming and dog sitting areas. This does involve some serious labor, of the back-breaking variety. We should have 6 to 12 people in this department.
Merchandise person. Someone who secures, and orders the HCA’s merchandise for the show and organizes sales. It saves shipping costs and storage if it can be done locally.
Local Obedience/Rally people. Who can steward and help organize Obedience and Rally and suggest local judges.
RV Parking person. They should have RV experience and be familiar with the site.

Submitting a Contract Proposal to SEC

What we need from the hotel

A short contract outline submitted by their sales staff. This should be a 2 or 3 page email which provides the following information: room block rates, available dates, conference space footage, ballroom footage, airport access, required meal revenues, and a floor plan. Hotel sales staff folks are fairly familiar with providing this sort of proposal. Please note we want a contract outline, not the actual contract itself.

What we need from you

A short consideration essentially explaining why we should have the National in your area.
Please provide us with a brief outline discussing how you plan to provide the necessary people power in your area. You don’t need to sign-up specific volunteers, at this point. But please let us know that you have the people on the ground to do the job.
If there is a HCA affiliated local club in the proposed area, a letter of recommendation from the local club should accompany the proposal.




	Show Events Committee Guidelines For Submitting National Specialty Proposals Many local clubs and small groups of individuals have requested information concerning submitting proposals for the National Specialty site to the Show Events Committee. The HCA National Specialty is organized and held by the HCA, though the efforts of local clubs and individuals are indispensable in this process. Any local club or group of individuals can submit a proposed location to the Show Events Committee (SEC). Site Requirements Hotel with at least 225 to 350 Rooms We generally block 150 rooms/night The National Specialty runs from a Tuesday arrival to Saturday Ballroom requirement 5,000 to 6,000 square ft. Grooming rooms 3,000 to 4,000 square ft. Total Conference space should be at least 18,000 square ft. 2 meals (usually a buffet and banquet) with 150 to 200 attendees Outside grounds that will accommodate exercise areas and RV parking Currently the SEC recommends that the National be held between the last two weeks of Aug. to the first two weeks of October. Generally we don’t actually pay for the conference space, it is provided at no additional charge by the hotel based on revenues from our room block and meals Site should be reasonably accessible from a major airport. Carefully consider the following personal considerations, we simply need to have a certain number of folks on the ground in the area to provide the work force for the National Specialty. Though the HCA puts on the National, and it’s committees are often staffed by folks from all parts of the country, we are well aware of our dependence on local folks for a lot of the real work. Personel Requirements Show Chair. Though not a requirement, it is often very helpful if the show chair is near by. Check SEC policy to see if anyone in your area qualifies. Grounds Person. This person should be on the show committee, and is responsible for set-up and take down, of the grooming and exercise areas and show site. Judge’s Hospitality. This is the person who is responsible for getting judges to and from the airport. This should be someone who is not planning to enter the show. Hospitality. Usually two people who do the shopping and set out the food and drink. Goody Bag person. One or two people to collect and organize stuff for the goody bags. It helps if they’re local so we don’t have to ship to and store stuff at the hotel. General Labor. We need workers to set up exercise areas and fence them off, and to plastic the floors in the grooming and dog sitting areas. This does involve some serious labor, of the back-breaking variety. We should have 6 to 12 people in this department. Merchandise person. Someone who secures, and orders the HCA’s merchandise for the show and organizes sales. It saves shipping costs and storage if it can be done locally. Local Obedience/Rally people. Who can steward and help organize Obedience and Rally and suggest local judges. RV Parking person. They should have RV experience and be familiar with the site. Submitting a Contract Proposal to SEC What we need from the hotel A short contract outline submitted by their sales staff. This should be a 2 or 3 page email which provides the following information: room block rates, available dates, conference space footage, ballroom footage, airport access, required meal revenues, and a floor plan. Hotel sales staff folks are fairly familiar with providing this sort of proposal. Please note we want a contract outline, not the actual contract itself. What we need from you A short consideration essentially explaining why we should have the National in your area. Please provide us with a brief outline discussing how you plan to provide the necessary people power in your area. You don’t need to sign-up specific volunteers, at this point. But please let us know that you have the people on the ground to do the job. If there is a HCA affiliated local club in the proposed area, a letter of recommendation from the local club should accompany the proposal.	Visitors since August 19, 2006