The following is a list of questions and answers regarding problems you may encounter when holding a show.
Even if you only receive one entry, judge and place the show anyway.
You can do two things:
- Pay for the awards out of your own funds as a "good will gesture"
- OR Refund all or part of the entry fees paid with a note of explanation in the results. Go ahead and judge and place the show anyway.
Place those that are entered anyway down to the last model. Even if there is only one entry it should still be given "first" place. Usually it is best not to merely combine or cancel classes merely for your own convenience.
You should judge it as it is. If it is an open show you are holding on your own, you might want to consider splitting it into smaller groups. Only split classes if there will be at least 20 or more horses in each division. You might consider splitting by Original Finish & Custom, or by Breed Type, or by Action vs. Standing poses, for example.
You are entitled to refuse it if you wish. Simply do not pay for the postage due and hand it back, unopened, to the postmaster. If you DO accept postage due entries, notify the entrant right away (via a postcard is usually cheapest) and request to be reimbursed for the amount due plus the cost of postage to notify them. If the matter is not taken care of by the time the show is completed, you should NEVER keep the pix--ALWAYS return them. But you may withhold results and any prizes until the matter is settled.
Try your very best to get it done in spite of it! Even if you can only judge a few classes at a time. Protect yourself in advance by setting your show date over 4 days or so instead of only one or two. The best policy is to get the show done right away and be done with it rather than neglect it. Late results may endanger your ability to place further advertisements in publications, and it sure won't help your reputation among other hobbyists.
You should NOT enter the photos in the classes and return the photos with a note of explanation. If there is enough time before the show begins, you can contact the entrant and let them know (perhaps they only forgot to enclose the entry fee) and give them an opportunity to make good on the fees.
Careful sorting and filing of photos is essential to prevent this. If it is your fault that you mis-filed a photo, go back and re-judge and place the class.
In this case, it was the ENTRANT's fault for not carefully numbering the photo. Too bad for the shower, file it into the next class you have not judged yet that it is entered in and go on with the show. (If you're feeling really generous, you can go back and re-judge and place the class it missed.)
You have the right to disqualify the photo from the class or you can be nice and re-number and file the photo correctly. It is YOUR option, as the judge. The shower has the responsibility to correctly enter all photos, the judge's responsibility is to see that all photos are properly sorted and filed for each class....based on the class numbers the exhibitor has written on the back.
If it is a club or model group, check to see about the club rules or policies on this. Usually you may:
- donate all entry fees paind and pay for copy costs out of your pocket as your contribution to the cause OR
- pay for copy costs out of entry fees and send remaining funds to the beneficiary.
Be sure to make a note of this on your Entry Log, and also compose a brief note explaining that there was a discrepancy. Place the note in the Return SASE so that the exhibitor will know when they get their photos back.
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