So your club is thinking of hosting a Specialty? What an exciting time
for your club. What better way can you promote Bernese Mountain Dogs and
have so much fun all at once? It is truly an honor to be able to offer
such a large gathering of Berners. For guests from across the nation as
well as overseas, hosting a Specialty is an awesome responsibility. It
takes careful consideration before you commit to such a large undertaking.
A bid for a Specialty is a three phase process. Each phase is meant
to help your club lay a strong foundation for a memorable event. Before
you begin any of this process please read through the following chapters
to become familiar with the commitment of time and labor it will take to
host a specialty.
A bid for a National Specialty should occur at least 3 years in advance
of the current year's Specialty. All paperwork in Phase I should be in
the hands of the Specialty Coordinators at least 3 months in advance of
the current year's Specialty. This is so the Coordinators have time to
get clarification and ask questions then get the Bid on that year's in-person
board meeting agenda (i.e. The 2001 bid should happen in 1998).
A. Regional Club votes to host a specialty.
B. Regional Club submits bid to BMDCA Specialty Coordinators,
bid should include:
1. Copy of regional club minutes showing club has voted to host
At the end of Phase I the host club will receive a letter from the BMDCA
Board accepting or rejecting the bid. This letter should occur no later
than one month after the in-person board meeting.
2. Approximate date and year of the proposed Specialty. The
BMDCA recommends specialties be held in April or May. 3. Proposed
town/region of proposed Specialty.
4. Show chairman name and key committee chairmen.
5. Any other data the host club finds pertinent
This phase is an actual site proposal. The regional club as well as the
proposed site should clearly understand that until the BMDCA approves the
site NO contract will be signed. The site proposal should include at a
minimum the following:
Phase II Site Proposal should be presented to the Specialty Coordinators.
After being reviewed for content, the Coordinators will then present the
site to the Board for final approval. Approval should be given within 3
weeks of the written board meeting. This process should be completed prior
to 2 years before the
date of the proposed specialty.
Site name and address.
Description of site accomodations (Pictures/videos are great or brochures).
This should include what the rooms look like, how many are available, what
the show set up would be, what amenities are offered, just details in general.
Distance to local airports, major highway accessibility.
Pertinent fees or costs.
Any other data the host club feels important to share.
Please refer to Site Selection for further details in selecting a site
and what you should include in any contract negotiations. This portion
of your Specialty planning can make or break the success of your show.
Please refer to Attachment 1 for further example of what to include
in a site proposal.
The final phase of the process is simply a signed contract with the site.
The BMDCA president should sign the final site contract in conjunction
with the Show Chairman. A copy of the contract should be sent to the specialty
coordinators for review. The contract will then be handed to the president
for final sign off.
This may seem to be a lengthy process but it is necessary. A contract
is a legal, binding agreement. The BMDCA is incorporated, therefore it
is appropriate that the President signs any contract that is made in the
name of the club.
This total process should realistically be completed within nine months
of your original bid to host the specialty. Site selection and contracts
must be completed well in advance of the specialty date to insure availability.
Please refer to the Site & Contract chapter for more complete details.
PROPOSAL TO HOST THE 1997 BMDCA NATIONAL SPECIALTY
October 27, 1994
Bernese Mountain Dog Club of the Rockies
||Estes Park Center - YMCA of the Rockies
||May 15 - 18, 1997 (Thursday - Sunday)
||Val Shingledecker (719) 481-8179
||Cindy Still (719) 590-1358
Distance Between Show Grounds/Hotel/Banquet Facilities:
|| Sara Karl
||Jack Onofrio Dog Shows
|Show Scretary for Non AKC Events
||Mary Ann Andrews
|Brief Description of Grounds
||See Video and Attached Information
|Cost of Show Grounds
All on Site, All within approximately a 250 yard diameter. There is
parking by all building facilities.
Normal weather during show month: See attached weather chart.
Inclement weather facilities: 22,220 sq.ft. Longhouse
Airport facilities (& distance from show site): Denver Airport, a major
hub that is 70 miles from the show site, approximately 1 1/2
Approximate Distance from Denver:
Camping/RV Facilities: RVâs are allowed, but no hookups at site.
There are several RV facilities in and around Estes Park.
Motel Cost per Person: See attached rate chart. Charts are through
1996, 1997 will be 3-5% more.
Deposit per Dog: $0.00
Banquet cost per person: $25-30
Judgeâs Dinner Cost per person: $25-30
Special problems or considerations: See attached.
New York: 1794 miles
Los Angeles: 1031 miles
Minneapolis: 917 miles
Chicago: 1021 miles
Atlanta: 1430 miles
Seattle: 1341 miles
|265 Saddlehorn Trail
||1045 Popes Valley Drive
|Monumnet, CO 80132
||Colorado Springs, CO 80919
THE ESTES PARK CENTER - YMCA OF THE ROCKIES
DISADVANTAGES & THEIR SOLUTIONS
â¢ Distance to the airport:
We want to assure the Board that we will provide transportation from
the airport to the site to all who need it. We have looked into a
limo service ($48 per person), charter greyhound ($30 per person), and
our transportation committee continues to look at alternatives. This
site is no further from Denver than the Colorado Springs site was in 1992.
This site does not make their own reservations, this would be our responsibility.
The YMCA does not accept credit cards. We are looking into the possibility
of using a professional service to do this for us, however, expense may
be a determining factor. Our committee is willing to take reservations.
This activity would be led by our finance committee.
â¢ Non Smoking & Non Alcoholic:
This facility is non smoking in its entirety. To some this is
a great plus. To a few this will be an inconvenience. Patrons
may smoke outside only. Great care must be taken to keep butts contained
There is also no alcohol served here. We can have a private cocktail
party if we provide the alcohol, but the Y will not perform this function.
Or we could even put bottles of wine on our banquet dinner tables.
This also could be look upon as a plus, as alcohol consumed at front range
altitudes will quickly effect your well being. Also dehydration occurs
faster in our dry climate.
â¢ No Room Service:
There are two restaurants, but there will be no service to the rooms.
This site is geared for non profit Christian organization retreats.
They are used to handling and feeding very large groups. However,
the needs of the BMDCA will be substantially different from what they have
offered in the past. We feel that we have received a wonderful reception
by the Group Sales Director. Our initial contact has left us feeling
that any problems we have will be mutually solved to our satisfaction.