This guide serves as a comprehensive resource for show-giving clubs to understand and anticipate the needs of judges they host. It is not a contract but rather a set of recommendations to facilitate smooth interactions between clubs and judges.
Airport Arrangements
- Provide judges with preferred airports served by multiple major airports, allowing ample time for travel arrangements.
- Prioritize informing judges about the proximity of the arrival airport to the hotel or show grounds, enabling them to adjust travel plans accordingly.
- Ensure smooth and identifiable pickup operations at the airport, such as with a clearly marked individual or a sign bearing the judge’s name.
- Furnish the name of the designated pickup person in advance for clarity and convenience.
- Include an active contact phone number in case of pickup issues, ensuring prompt resolution.
- Arrange alternative transportation options (rental car, cab shuttle) well in advance, providing comprehensive details for a seamless arrival experience.
- Confirm that the contact number provided by the club is readily available and not occupied with show preparations.
Enhancing Judges’ Hotel Experience
- It would be convenient to receive the name, address, and contact numbers for the hotel well in advance, eliminating the need to immediately inform loved ones of your whereabouts upon arrival.
- Providing a package containing essential information such as club contacts, judging schedules, morning pickup details, etc., at the hotel desk or in your room upon check-in would be helpful, especially if your original copies are misplaced in luggage forwarded to a distant location by the airline.
- A hotel restaurant with extended hours, ideally opening before judging starts and staying open late for judges arriving on evening flights, would be beneficial.
- Knowing in advance that the hotel rooms are equipped with amenities like irons and coffee makers would save judges from lugging these items across the country unnecessarily.
- It would be advantageous if the hotel is situated in an area with attractions such as theaters, shopping malls, or museums, providing options for leisure activities beyond show hours.
- Awareness of hotel facilities like indoor pools, gyms, or fitness centers beforehand would enable judges to pack appropriate attire and make use of these amenities during their stay.
Optimizing Show Schedule and Transportation Logistics
- Ensure that transportation arrangements to the show consider that most judges prefer to arrive no more than 20 to 30 minutes ahead of the start time. Additionally, if start times are staggered, be prepared to assign multiple drivers based on the distance from the hotel to the venue.
- Provide assistance for judges who finish their assignments early in the day by having a club representative readily available to drive them back to the hotel, rather than requiring them to wait 2 or 3 hours for all judges to finish.
Streamlining Communication and Agreements
- Confirm all assignments in writing promptly after the initial phone call to facilitate informed decision-making on subsequent requests and avoid conflicts with future engagements.
- Formalize all fees and requirements for both judges and clubs in written agreements shortly after initial contact to prevent misunderstandings later on.
- Provide information in advance about the club treasurer and their expectations regarding expense receipts, ensuring clarity and transparency in financial matters.
- Supply judges with contact details for the club promptly to address any inquiries or concerns, fostering effective communication and resolution of issues.
Additional Considerations for an Exceptional Judge Experience
- Consider asking judges about any special requests or requirements regarding food, beverages, etc., ahead of time.
- Ensure that hotels are personally inspected by club representatives rather than solely booked over the phone, guaranteeing satisfactory accommodations for judges.
- Provide a personal greeting either at the hotel desk or in the judge’s room upon check-in to reassure them that everything is in order.
- Communicate any special events or dinners well in advance of the judge’s arrival, allowing for appropriate planning, especially if relatives wish to visit during the trip.
- Inform judges of any special dress requirements, ranging from formal to casual, well in advance of travel, ensuring they are appropriately attired for all occasions.
Once more, these suggestions serve as guidelines. Effective communication remains paramount in ensuring a positive experience for both judges and clubs. By openly sharing expectations and requirements, everyone involved can better enjoy the show.