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CPE SpeedWay Host Club ManualTable of ContentsSection 1 – Host ClubsSection 2 – Steps for holding a CPE Canine SpeedWay trialSection 3 – Event PlanningSection 4 – Trial Committee and Ring CrewSection 5 – Trial GuidelinesSection 6 – At the Conclusion of a TrialSection 7 – Incident ReportSection 1 – Host ClubsApplying to become a new host club to hold CPE eventsAny interested dog related member club or dog training business may apply to become a CPE hostclub. If your dog-related business is other than listed, contact CPE to see if your business may qualify forholding CPE events.A completed host club application is required with the required fees and the following items per theapplication on the forms page of the website: www.k9cpe.com.Other items needed before a trial can be reviewed for approval: A copy of the current Liability Insurance Policy as an Acord Statement. Must include the club’sname to be registered with CPE, lists CPE and address as the certificate holder (NOT anadditional insured). A plan of the show site(s) showing where each element will be located, sizes of rings and wherecrating will be. A description of the barriers and/or ring gating to be used.Multiple host clubs in the same geographic areaGoogle Maps is used to determine mileage between clubs. Address to address by the shortest usualdriving distance is the only mileage considered.New host club: the distance is determined by using the city and state where the club has a physical siteaddress. If the club does not have their own facility, use the post office address of the club’s homeaddress.
Trial applications: the distance is determined by using the address the club has submitted for the trialsite.Multiple clubs within a 75-mile area may share an area if the following is met: CPE will contact any current club(s) by email for input. The final decision rests with CPE, and we reserve the right to approve or deny a host club applicant,regardless of the input from the current club(s) in that region. CPE reserves the right to impose a 2-year restriction on a new club. Restrictions may include howmany trials per year and/or extra weeks between other trials in the area. Other restrictions may beutilized.Trial dates: We ask that the same geographic area clubs work together on securing dates, and that trials areseparated by a reasonable amount of distance and time, taking into consideration the number ofexpected CPE exhibitors in the area. CPE may deny a trial if the dates are too close together for the area. Trials within 75 miles cannot be back to back unless permission is received from CPE. Trials on the same weekend must be at least 150 miles apart, unless permission is receivedfrom CPE CPE reserves the right to deny an application Once permission is granted without restrictions, and the date is approved, the date cannothave permission revoked from clubs within the mileage rules. Note: trial applications can be sent in with the host club application with a separate check foreach application. Trial plans cannot be finalized until your club and trials are approved. All trials that have a set week/dates from the previous year, per the trials calendar, are guaranteed(unless otherwise agreed upon), and do not fall under the mileage rule. Any new or changingweek/date, must follow the above policies.Section 2 – Steps for holding a CPE SpeedWay TrialTrial planningAt minimum: the chairperson’s name and email address and the secretaries name, email address andphone number must be listed in the premium, on a page other than the entry form.There must be at least two other committee members listed in the premium, besides the chairperson andtrial secretary. All club members and committee members must be members of CPE, familiar with CPErules, and to attend the trial.At least one copy of the CPE rulebook is required to be at the Canine SpeedWay trialAny dogs entering a show must be registered with CPE prior to your trial’s closing date.If your club has DOS entries, any entrants must show either a CPE member services page or email withtheir ID numbers from CPE. Make sure to download the current week’s CPE databases the Thursdaybefore your trial
Vendors are at the club’s discretion. Check with the site location – some will not allow selling of anytype. Clubs must contract with any vendors. CPE will not intervene over club and vendor disputes.If there is a photographer at the trial, they must be stationed so that they do not interfere with or distractthe dog. Exhibitors retain the right to ask that the photographer leave the area during their run.Site Location and grid map(s)The club will need to secure a trial site that will have enough room for the ring(s), crating, people,vendors, walkways and sufficient parking for exhibitors and spectators.A warm-up area must be provided.Area(s) must be provided for crating and a potty area for the dogs.When possible, a spectator area should be available, preferably away from the crating area. Publicspectators may need to be made aware of the ring boundary.It is the responsibility of the club to ensure the safety of the course and the equipment. Dragrace 50Only -Clubs need to have a 5-yard area to start the dogs 20-yard finish/run out and for Dragrace 100need to have a 5-yard area to start the dogs 30-yard finish/run out. It is recommended it to be fencedfor easier collection of the dog. Clubs may use either a drag or continuous loop system. A white plasticbag or squawker may be used for lure. Course/Fencing: The course must be essentially flat, must bestraight from beginning to end, be free of any potential hazards, and fencing recommended.Emergency Site Relocation – Recently, this has become more of an issue with at least 6 sites becomingunavailable close to trial dates, and clubs have had to scramble to find a new site. This is not the sameas a new site being approved for a future date, applied for or not, at least 6 months out.For a club to submit a new site in this type of instance, the following must be included with the request:A copy of the cancellation email or paperwork from the old site, or proof of building destruction(ex: storm damage beyond repair before trial).See “site locations” in the next section in this letter for site required infoThe new site must meet current CPE guidelines: Ring size and maximum obstructions per the current rulebook Mileage – new site must be no more than 75 miles from the club’s address to the site’saddress per google maps Mileage – new site must meet same weekend and back-to-back weekend mileage rules (seethe trials calendar), permission from affected club(s) must be included with paperwork tochange the siteTrial Date(s)Also, reference: multiple host clubs in the same geographic areaNo club can hold more than 8 trials per calendar year. A trial consists of one or more consecutivedays, with a maximum of 4 days.New host clubs or current host clubs adding new trials: The club will need to determine a trial datethat their site is available for. Each individual day/date is one show/trial (the CPE National Event is theexception – the entire event is one trial). Trials may be held on any day of the week. Weeks begin onThursday and end on Wednesday per the trials calendar.
Do not assume a new trial date will be approved. Another area’s trial application may have arrived a fewdays before yours and has not been added to the website yet. New trial dates are NOT pended – theycan only be finalized upon receipt of a trial application at the CPE offices.Once a host club holds a trial on a respective date, it is reserved for that club for the following year bydefault. The club will forfeit that date by not holding a trial, per the trial calendar guidelines, or by notifyingCPE. A club may skip a year for the reserved date but must submit a trial application for the nextscheduled year at that time, to hold onto that date. If the date is subsequently cancelled by the host clubfor the specified year, the trial application fees are not refunded. With venues utilizing various methods todetermine respective dates each year, disputed dates between club trials that are near each other willneed to be worked out between the clubs, with CPE’s assistance if needed.A host club should utilize the “Trial Calendar” on the CPE website for previous year’s dates that arereserved and may not yet have been applied for in the current or upcoming year.InsuranceAt minimum, liability insurance is required to hold a CPE event. The club should discuss what theirrespective insurance needs are with the other club members, and an insurance agent.A copy of the current Liability Insurance Policy as an Acord Statement must be sent to CPE witheach renewal of the policy. It must include dates the policy is in effect. Must include the club’s name tobe registered with CPE, lists CPE and address as the certificate holder (NOT an additional insured).Trial ApplicationA trial consists of one or more consecutive days, with a maximum of 4 trial days.The trial application can be found on the hidden club page in WORD. The trial application must be filledout entirely (see the application for some items that can be optional if applied for far enough in advance)the application is not complete for review. If repeated weeks, one check can be submitted. If any othertype of trial application, please include a separate check for each application in case a change must bemade to one or more.The classes may be TBA (To Be Announced) and filled in later on an amended trial application which isdue no later than 3 months before the first trial dateApplication Deadlines & Fees: see the trial applications on the forms page of the website for the currentapplication rules. Changed Week Trialo If within mileage rules for the same weekend or back-to-back weekends, a copy of anyemails from affected clubs must be included with the application to be reviewed forapproval. The club is responsible to obtain permission for mileage rules.o When a trial application has been approved and processed, if the club elects to changethat date or add/subtract a day, a new application and subsequent trial fees arerequired. Include in the comments section of the new date to delete. The date changemust be no less than 6 months before the first trial date. Dates cannot be added if thepremium has already been posted regardless of the lead time. Changed Site, Repeated Week Trialo If within mileage rules for the same weekend or back-to-back weekends, a copy of anyemails from affected clubs must be included with the application to be reviewed forapproval. The club is responsible to obtain permission for mileage rules.
The trials calendar must be utilized when planning for a new trial date. See the hidden club page for thecurrent trials calendar. Every effort is made to keep it up to date, however, the official approved list is thewebsite’s events page. See the trials calendar for more information. See the contact us page on the CPEwebsite to email CPE with any questions.For repeated trials: week numbers (will not necessarily be the same “dates”) need to stay the same fromyear to year. Changes will be treated as a new application (under any mileage, club agreement or ringsize rules in effect at that time) and may not be approved, regardless if the previous date wasgrandfathered in for either of the following: site size, other clubs on same or back to back dates. Ifrepeated weeks’ info has to be exact the same for future years, they will be approved (week #, site, ringsize, etc. – nothing can be different per the trials calendar).If a club is not holding a trial on their “owned” week for the current year (skipping a year, any club canapply to use during the skipped year) and wish to guarantee the use of that week for the following year,an application must be submitted at least a year in advance to hold that date. Also include host club duesfor the following year with the application. If this is not done, the date is now lost to that club and open forany club to apply for regardless of past “ownership” of the date.Amended Trial Applications – EFFECTIVE IMMEDIATELY – SUBMIT BY EMAIL ONLY, DO NOT USE ATRIAL APPLICATION FORM (changes cannot be made if less than 4 months before the trial, 3 monthswith a late fee): Club Name per CPE website City& State of trial Dates What is being changed (include CPE id numbers and email address for chairperson or secretarychanges), do not include what the info is currently, only what it is changing to Full name of the person sending the emailLimited Trials – may only be limited by runs per day or ring. If a club has space issues and needs tolimit the number of dogs and/or cars, this must be listed on the cover page of the premium with the runlimits and may have precedence over the number of actual runs accepted by the club.A SpeedWay trial cannot exceed the limit set per the trial applicationthis includes DOS entries.Class line up and order of classes The club shall choose the number of classes and which classes to offer for each trial date.PremiumThere is a master premium template on the hidden club page.The premium file is due in a pdf format no later than the first day of the month that is at least 4months before the first trial date, or when the trial approved e-mail has been received if lessthan. The file must be emailed to CPE, per the trial approved email, and will be reviewed and replied tousually within a 7-14 days of receipt, unless the office is closed for an extended period of time (see thecontact us web page for any extended closed dates).
The premium cannot be published by the host club until approved by CPE. Upon approval, CPE willforward the premium to be posted to the CPE events page and send an email to the club, upon which theclub may publish the approved premium. Make sure to use a copy of the trial application and/or theevents web page when creating the premium. Incorrect format and information will delay posting of thepremium.If mailed and electronic entries are being accepted, it must state this on the cover page of the premiumand the following sentences (see below) must appear on the cover. Under no circumstances mayelectronic entries be processed before mailed in entries on any given day, unless no mailed in entries arereceived that day.Both mailed and electronic entries are allowed for entry to this trial.Mailed entries have precedence and will be processed each day before electronic entries.The premium must indicate how the entries will be accepted on page one:First received, no opening date Entries may be received at any point once the premium has been published. The club may decide not to accept overnight entries, if so, it must be listed on the coverpageFirst received, opening date to be listed Entries may be received at any time on or after the opening date Entries received before the opening date will be destroyed Hand delivered entries cannot be accepted on or before the opening date (day 1). Handdelivered entries can only be accepted on day 2 or after. Clubs may elect not to accepthand delivered entries at all, but this must be noted on their premium.Random draw A random draw mail in period must be listed in the premium. It must be at least twoweeks in length, and there must be at least two weeks before the final closing date of thetrial, after the final random draw mail in period. The premium must be published for at least one week prior to the first day of the randomdraw mail in period. The draw date must be at least one day after the mail in period has ended. A draw is not necessary if the entries received do not exceed the limit of the trial. Exhibitors must be notified within five days of the drawing of the status of their entry (inthe trial, on the waiting list, entry being returned) Entries received before the opening date will be destroyed Exhibitors may contact the trial secretary if they wish to attend the draw.Postmark Date Entries may not be postmarked before the postmark date listed in the premium Entries received before the postmark date will be destroyed No entries can be accepted without a legible postmark date All entries will be held for 7 days to allow for mail delivery. If the trial limit is exceededduring the 7 days, entries will then be processed in postmark date order. A random drawwill then be done for entries for the postmark date when the limit will be reached. If entries received during the postmark 7-day period exceeds the trial’s limit, a draw willbe held. The date and location of the draw must be listed in the premium. Exhibitors may contact the trial secretary if they wish to attend the draw.Final Closing Date: Must match date on trial application.
No refund of pre-entries withdrawn after the closing date.Can include when checks will be cashed. See trial application section for details about run limitsThese numbers must match those included on your trial applicationList trial limit number, and if the limit is per dayLimitsIf runs are held for volunteers, cannot exceed 25% of the limit per day. If entries are held for host clubmembers, these must be included within the volunteer number.Day of Show Entries List whether Day of Show Entries will be accepted at the trial. If yes, then: Include start and stop time, usually the same time as check-in Include information for verifying if the trial has filled, and if DOS will still be taken (secretary email, website) Additional cost per run, if any, for accepting Day of ShowGrounds Description Indoors or Outdoors, both The premium should state if the course at the event is enclosed.Also included on page one of the premiums Lure Operators Name(s) (Dragrace ONLY) Host Club name Date(s) of trial Physical Address of show site Specific directions to show site (along with any notations regarding known inconsistencies usingGPS) Recommended hotel(s) along with known pet policies and contact information Emergency veterinarian location and contact information Electronic/training collar devices are not allowed on the grounds at a CPE show. This includeselectronic training devices, shock collars, and bark collars that shock the dog. If a club does notallow certain collars or restraints beyond the electronic, it must be stated in the premium. Amuzzle may be used while the dog is running. If the club intends on holding all events in the same weekend the premium must indicate how theevents will be run and in which order SpeedWay events must start and conclude in the same dayPage Two – information listed must include Chairperson name(s) and email address(es) (phone number is optional)Trial secretary name, mailing address, phone number (include times and time zone to call), emailaddresso Only one address may be listed for mailing entries.Committee members – must be at least two listed, their assigned jobs at the show may or maynot be listedCheck-in times per dayCPE’s website – www.k9cpe.comClubs will submit their equipment list 6 weeks prior to trial date to Art@cpe.dog and include howmany trial days. 1 week prior to their trial CPE will send the club the courses required per trial day
based on their equipment list supplied. Eventually a course map library will be established so thatclubs can draw from it when they are having an event based on their tunnel stock and anequipment list will not need to be sent.Page Four (Entry Form) – information listed must include Host Club Name Trial Dates Final Closing Date Entry method and opening date, if applicable Name and address (one only) to submit entries Classes offered per day Price per class Package pricing (if applicable) Disclaimer and Signature boxEntry ProcessingA SpeedWay trial cannot exceed the limit set per the trial applicationthis includes DOS entries.Pending entries are not allowed to be taken; all entries must have a CPE ID number to be accepted.The disclaimer on the entry form must be signed for it to be accepted as a valid entry.If a club is allowing Day of Show entries (as listed in its premium) and the run limits for any given day arereached by the closing date, the club must contact CPE to inform them the day has filled so thatnotification can be posted on the CPE website.Day of Show EntriesAll dogs entered in a CPE trial must be registered with CPE prior to the host club’s closing date for thattrial. If the trial has Day of Show (DOS) entries, a printout from the member’s member services page,with the assigned CPE ID number must be presented at the trial.ConfirmationEntry confirmation must be sent to the participating exhibitors. Final confirmations must be e-mailed as apdf document at least 7 days prior to the first day of the trial. The confirmation must include check-intime, order of classes and level groupings, and the dog’s entry information. The trial confirmation anddog’s entry confirmation may be in separate documents. Additional information may beincluded. Exhibitors who have not received a confirmation before the show should contact the trialsecretary and/or chairperson.Exhibitors are responsible for checking entry information for accuracy and completeness and must reportany discrepancies to the show secretary by the closing date for the trial. The show secretary is notobligated to make changes at the trial if it is the exhibitor’s error. No changes will be made once thetrial has been completed when the handler did not report an error before or at the trial.It is recommended Clubs send a schedule broken up into hours/60 runs per hour so that the handlers cansign up for the times they would like to trial with their dogs. Handlers are only permitted to compete intwo runs in an hour.
Run Time Signup SheetThis sheet may be emailed to the competitors ahead of the trial so that they may sign up for their times torun which will be much easier on the club as well as the competitors.Ending a trial before completionIf a trial must be discontinued before it’s completion due to an act of God, War or other unforeseencircumstance that is out of the control of the hosting club, the club is under no obligation to refund anyentry fees. Any class(es) not completed on one day of a trial for any reason may NOT be held over to thenext day.Section 3 – Event PlanningAwards and RibbonsThe host club is required to award each qualifying score with a qualifying ribbon (Teal) or rosette.Each ribbon or rosette shall have a card attached to record class information. Each Qualifying ribbon orrosette shall be printed with the following (order may differ; Logo must be first): CPE Logo Name of the host club Qualifying Score (not on placement ribbons) City (optional) & State (required) of Host Club’s home base address or Trial SiteThe host club is required to award 1st through 3rd place in each division. The host club may award moreplaces if desired, in other colors (cannot be Teal, Orange or Rainbow). The awards may be ribbons,rosettes, or a combination. If a three-streamer rosette is awarded, contrasting colors on the streamersmay be used. Contrasting colors may not be solid Teal, solid Orange, or Rainbow. Each ribbon or rosetteshall have a card attached to record class information.First Place – Blue / Second Place – Red / Third Place – Yellow / Fourth Place – White (if offered)The club may give other awards, which are not required, that may or may not be included in the PremiumList. If nonrequired ribbons are awarded, they cannot be Teal, Orange or Rainbow in color. If an award isgiven that could be considered a Trophy (e.g.: statue, pewter, crystal, breed specific, etc.), that awardshould be listed in the Premium List. Cash awards are not permitted, although gift certificates are allowed.Scribe sheets & Gate sheets: These may be printed in advance of the trial, or at the show. If printed inadvance, and if the club is allowing for Day of Show entries, new gate sheets must be printed at the showto reflect new entries. Running orders are no longer required to be handed out to each exhibitor at the trial. If thispractice is in place for a club, the following must be adhered to: At least 10 copies (or the ability to print copies) must be available at the show forexhibitors without a computer or those who could not download the file. At least one copy of the running order must be posted at/near the check in table at theshow. If the show has Day Of Show entries, the Gate Sheets will then be the most currentrunning order. After the entries are keyed each day, a new posting running order may beprinted and posted.
No later than 7 days prior to the first trial date: the running order must be emailed to allexhibitors in a pdf format, and/or a link provided to the club’s website for the exhibitors todownload. This includes clubs that are also offering Day of Show entries (if they have notfilled).A copy of your proof of insurance certificate is required to be available at the show upon request by a clubmember or exhibitor.Emergency Veterinary Clinic and Medical information must be available from the show committee.Additional SuppliesThe following is a list of additional supplies and equipment that may be needed at your trial, dependingon your site. Extra rulebooks (at least one current rulebook is required)Current incident reportTape measureAdditional ink or toner for printer.Extra paperLabels, if being offered for exhibitor scores.Rubber bandsPensClipboardsAwnings/ez-ups for outdoor trialsStopwatches (even if electronic timers are being used, as a backup)Signaling device/whistleEasels for posting gate sheetsExtension cords & multi-outlet stripsChairs for score table and workersShade umbrellasSheet protectors to keep documents and course building maps dry if it rainsCalculatorWater/refreshments for ring crewFirst aid kit (human and canine)3-ring binders (for class results)3-hole punchBatteries (for electronic eyes, whistles, timer box, microphone)Paper CutterEnough ring gating to designate “rings”Barriers for rings.Section 4 – Trial Committee and Ring CrewShow Chairperson & Show Secretary: The Chairperson is at minimum the official contact person forcomplaints or infractions. The Chairperson is also the back up for the Show Secretary in an emergency.Both are required to be current year CPE members.The Show Secretary is at minimum responsible for answering prospective entrants’ questions,email/mailing premium lists to prospective entrants, email/mailing confirmation notices, preparation of theshow catalog, ensuring the scorekeepers understand the scoring and computer procedures, preparationof the trial packets for CPE and the host club. If SpeedWay is running in conjunction with Agility and/orScent Sport the clubs may choose to have these positions filled by the same people.
Course Builders: are responsible for the set-up of the course as close as possible to the course designprovided by CPE. Once a course has been established there are no changes unless switching classes.Course Marshal: This is a volunteer position that may be a different person for each class at the trial, butthey must be familiar with the rules for the class they would be marshalling. The Course Marshal could invarious classes also scribe by carrying a clip board with them with the scribe sheet.Scribe: Is responsible for marking the time and any elimination on the scribe sheet. In some games itmay be able to combine this position with the Course Marshal and/or the timer. See individual classes.Timer: A timer is required for each class and they are responsible to ensure timing is added to the scribesheet. The time will start when the dog performs the first obstacle or crosses the start line. If there is aproblem with the stopwatch or electronic timer, the timer shall notify the Course Marshal immediatelywhen known. The timer is also responsible for sounding the whistle/horn if not programed to signify a dogexceeding maximum course time. Every dog receives a time unless: the owner excuses the dog, or thedog goes over the maximum course time.Gate Steward: A gate steward is required for each ring when a class is in session. The gate steward hasthe authority to change the order of the class at ringside if necessary. The gate steward mustcommunicate any changes, once the class starts, to the scribe/timer. Dogs MAY NOT be moved byhandler’s choice. Dogs must run in order unless there is a conflict.Ring Crew – May or may not be needed.Lure Operator: The lure operator will make sure the equipment is working correctly and safely. Shallannounce “lure staging” before positioning the lure to caution owners.Will ensure the lure is properly positioned before each run. Lure Operator must be positioned outside ofthe running area. It is strongly suggested that the lure operator be positioned on an angle to the track tobe able to properly judge the distance between the runner and the lure. The lure whether it is a plasticbag, or a squawker must be no closer than 10 feet and no further than 25 feet from the running dog.An experienced Lure Operator is important to the safety of the dog. There are services that can be hiredto provide lures, many also supply fencing and other items required for an outdoor trial. Lure Equipmentcan be found on the internet. One example of this is Equipment Lucky Dogs Lure Coursing(luckydogsadventures.com)CPE Show Secretary ProgramAll clubs must use the Agility Trial Secretary program. There is no cost to the clubs for thisprogram as CPE is covering the cost.Clubs must have the most current version of the program. You can verify the version by checkingthe website: http://www.scottielovers.com/agtsec.html and the “?” icon listed in the program. Thedatabases are updated daily Monday thru Thursday. The secretary should update Thursdayevening for a trail starting Friday or Friday if starting on Saturday.If you have any questions or issues, there is a Facebook page called AGTSEC-CPE TrialSecretaries or a yahoo group called AGTSEC. You can also email Tim/K
CPE will contact any current club(s) by email for input. The final decision rests with CPE, and we reserve the right to approve or deny a host club applicant, regardless of the input from the current club(s) in that region. CPE reserves the right to impose a 2-year restriction on a new club. Restrictions may include how
