- Stake Manager Responsibilities -

Guidelines for All NGSPA Championships

(The outline below is based on procedures used for the NGSPA National Championships.)

Serving as a Stake Manager for an NGSPA Championship is an important responsibility and plays a vital role in the successful operation of the event.

Stake Managers act as the primary point of coordination between the judges, the championship committee, and the chairman. Proper organization, communication, and attention to detail help ensure that each stake runs smoothly and that both judges and participants have a positive experience.

The following guidelines outline the responsibilities of a Stake Manager before, during, and after the trial.

- Before the Event - 

Contact Your Judges

Reach out to your assigned judges as soon as possible to:

  • Introduce yourself and confirm their attendance
  • Provide a tentative starting date for the stake
  • Discuss travel plans and logistical needs
  • If a judge is unavailable, reach out to the Chairman immediately - it is not a stake managers role to find a judge replacement

Determine whether they require:

  • Hotel accommodations
  • Horses
  • Wrangler services
  • Trailer parking
  • Hay or horse feed
  • Rental car or airfare arrangements

The NGSPA covers mileage, meals, horse feed, lodging, rental cars, and airfare when applicable (if travel has not already been arranged). (Nationals)

Travel & Lodging

Obtain the judge’s travel schedule.

If hotel accommodations are required, forward the information to the Championship Chairman so reservations can be arranged.

  • Super 8 – Lebanon, Missouri (Nationals)

Horse Requirements

Determine whether your judges will require horses during the stake.

If horses are needed, a wrangler must be reserved in advance for that stake, let the chairman know immediately so they can schedule a wrangler.

Communication with the Championship Committee

Once you receive the judge’s information, notify the Chairman of any arrangements that need to be made.

Typically, 2–3 Stake Managers are assigned per stake, allowing responsibilities to be shared and ensuring proper coverage.

Scheduling Updates

After entries close, update your judges regarding:

  • Expected running dates
  • Stake order
  • Any schedule adjustments

- During the Trial - 

Judge Coordination

  • Keep judges informed of any delays or schedule changes
  • If your judge becomes unavailable, reach out to the Chairman immediately - it is not a stake managers role to find a judge replacement
  • Assist with logistics as needed throughout the stake

If judges are hauling trailers, ensure:

  • Parking is reserved
  • Horse pens are available
  • If hay is reserved for your judge's horse show them where it is stored or have it stacked in an area reserved for them

Daily Field Operations

Each day, ensure the following operational tasks are completed:

  • 50 birds are planted in the morning (Nationals)
  • 50 birds are planted during lunch break (Nationals)
  • A stake marshal is coordinated for the morning and afternoon
  • Dog wagon coordination is in place for the morning and afternoon
  • Assign someone to take short videos or photos throughout the day to promote your event and the NGSPA on social media
    • Anthony Rusciano, April DiMambro, Terry Bomer, and Sherri Tangsrud can post these or submit to ngspa.info@gmail.com
  • Make sure birds are fed and watered daily
  • If additional assistance is needed, coordinate with board members or volunteers

Judges Requiring Horses

If a judge requires a horse:

  • Introduce the judge to the wrangler
  • Ensure horses are saddled and ready for both morning and afternoon braces
  • Confirm the judge is comfortable with the horse provided

Brace Announcements

At every breakaway:

  • During the morning announcements, introduce the judges and announce the stake name.
  • Every brace name the Top Dog and Handler, and the Bottom Dog and Handler.

Evening Dinner and/or Drawing

On the evening prior to your stake:

  • Welcome participants and attendees to your stake
  • Introduce your judges and invite them to speak if they wish
  • Thank our sponsors:
    • Purina Pro Plan
    • Dogs Unlimited
    • Garmin
    • SportDOG
  • Announce the sponsor for that evening’s meal
  • Conduct the Drawing and/or Calcutta (amateur stakes)(NGSPA Drawing Guidelines)
  • Remember to make any special announcements
    • Ask if any Bitches are in season, and draw them according to the NGSPA drawing guidelines
    • UTVs follow behind the last horse in the gallery, no exceptions
    • The gallery stays behind the judges or behind the marshal
    • The gallery should have no communication with the judges during the running of a brace
    • Good sportsmanship throughout the event

Stake Coverage & Write-Up

Plan ahead for your stake report.

At least one Stake Manager should either:

  • Ride each brace, or
  • Collect detailed notes from the judges after days running

A brace-by-brace write-up is strongly preferred rather than simply reporting the winner and runner-up.

Judge Hospitality

Please offer to take judges to lunch or dinner when possible.

NGSPA covers these expenses at Nationals - individual Championships should cover meal expenses for judges.

Judge Reimbursements

Before judges depart, review reimbursement arrangements with them.

NGSPA covers: (Nationals)

  • Mileage
  • Meals
  • Horse feed
  • Lodging

The Secretary, Treasurer, or Chairman handle on-site reimbursements.

Announcing Placements

At the conclusion of the stake:

  • Get the placements from the judges 
  • Gather participants at the clubhouse
  • Thank the sponsors and judges
  • Announce placements
  • Ask the winners to get their dogs
  • Take the winning photographs - (Take both CH & RU together, as well as individual photos)

Paperwork Requirements

Ensure judges sign completed paperwork:

  • UKC/American Field Essential Data Forms
    • Take this time to have a quick discussion with the judges for enough information on the CH and RU, so the write-up clearly explains why they placed above all other dogs, and why the CH won, and the RU did not.

Financial Reconciliation

Ensure all entry balances or outstanding payments are resolved.

- After the Trial - 

Prepare Stake Report

Prepare a detailed written report of your stake, including:

  • Brace-by-brace coverage
  • Winner and runner-up information
  • Notable performances or dogs in contention

Please submit your write-up to the event chairman to submit online via the NGSPA website.

Thank You

Thank you for volunteering to serve as a Stake Manager. The success of our championships depends on the dedication, teamwork, and professionalism of volunteers like you.

NGSPA National Championships Chairmen prepared this guideline:

Anthony Rusciano, Mark Wasserman, Dan DiMambro, & Robin Lambourn