The planning booklet is a vital key to communication with prospective specialty
attendees. The Planning booklet must answer what, when, where, why and
how in a well organized, thorough and concise format.
Prepare a budget and update as necessary.
Compile specialty information through various specialty committees.
Design planning booklet.
Obtain mailing lists from various sources such as BMDCA mailing list, Berner
Garde and regional clubs.
Present information to be included in the planning booklet for approval
by specialty committee.
Obtain final approval from specialty show chairman prior to publication.
Publish and mail planning booklet.
Send booklet to those that call and request it after your initial mailing.
Update mailing lists and forward to BMDCA, Berner Garde and your show superintendent.
Write a report at end of show regarding your committee, comment on additional
recommendations and responsibilities you think should be included here.
Immediate and ongoing (12-24 months prior to specialty): Obtain
planning booklets from several previous specialties and prepare an outline
of information you will need to include. The following items should be
considered for inclusion:
Location & Dates of Specialty
Schedule of Events (Marked Tentative)
Host Site Location Information
Lodging Information/RV Information
Transportation Information & Directions to Show Site
Description of Show (Competition) Events including Contact Persons
Description and Registration Forms for Special Provisions/Events:
Health Screening Clinics
Dog Food/Water Order
Reserved/Marked Catalog Sales
Ways & Means - Specialty Memorabilia
Summer prior to the show and ongoing (12 months prior to specialty):
Prepare preliminary budget, including items such as design and publication
costs, domestic and foreign postage, supplies and reimbursement for telecommunication
expenses. The budget should be continually updated with regular reports
being given at specialty committee meetings.
9 months prior to specialty: Finalize projected printing and mailing
costs subsequent to detailed outline approval by specialty committee and
update budget if necessary.
Not later than 6 months prior to specialty: Design and finalize
planning booklet verifying all events which require AKC approval. Obtain
final approval from specialty committee for publication.
6 months prior to specialty: Forward copy of mailing list to show
6 months prior to specialty: Publish and mail planning booklet.
Subsequent to mailing: Update mailing lists as needed.
During specialty: Provide updated copy of mailing list to Berner
Garde & BMDCA.
The planning book will have no income and a fairly hefty expense
budget due to copying and postage.
|Design and Publication Costs
Communication with committees is imperative! Providing a sample of information
from previous planning booklets as well as a brief outline of the information
you need will produce timely and accurate replies. It is recommended that
all information received from a committee be approved by the committee
chair and specialty show chairman to avoid miscommunication.
Consideration should be given to whether one person will receive all
registrations, advance food orders, ways & means orders, etc., or whether
separate mailing addresses will be required. It is recommended for ease
of accounting as well as ease to participants to have one central collection
point for all advanced registrations.
Consideration should be given to who will do the printing, collating,
stapling, folding, etc. A cost savings may be realized if someone is willing
to provide access to duplication equipment as well as donated labor.
A review of postal regulations and mail design publications can be helpful.
It is also advisable to check with the postal office in advance of publication
to make sure the design meets their automation processing requirements.
Domestic and foreign postage rates should be verified; foreign mail processing
requirements should also be reviewed. It is also a good idea to avoid the
heavy postal service volume during the holiday season. (In other words
get your planning book in the mail before Christmas or just after the 1st
of the year.)
Be prepared to take phone calls and requests after the planning book
has been mailed for those that weren't on your mailing list. You will need
to make sure to print 50-100 duplicates of your booklet over the number
you mail out, as you will continually get requests.
Communicate with your website coordinator any information that is in
the planning book that could be put on your web site. Make sure your name
and address is listed on the website for anyone who needs to contact you
for a booklet.
When producing your booklet keep in mind you want it to be as cost effective
as possible, without jeopardizing the readability of your booklet. Carefully
consider your layout scheme, what size of font and what style of font you
use. Don't pick a fancy font that does not copy well and is hard to read.
When placing the registration forms, think about what is on the back
of them and if, when cut out, it also takes vital information on the back.
You wouldn't want to have your dinner reservations on the back of the events
schedule. One way to avoid this is to make your middle page your form for
all advanced registrations. If sent to one central location then applicants
just have to tear loose the middle page and the whole rest of the planning
booklet remains with them.
Everyone will be eager to get the planning booklet. Many of the Berner
dog fancy plan their annual trek to the National Specialty more than a
year in advance. It is the first and most important communication about
your event with the dog fancy.