FAQ - Club Requirements

How can our Club become Affiliated with Dogs Victoria?

Full details regarding eligibility and requirements are documented in section 3.4 Affiliated Bodies of the Dogs Victoria Regulations

If you require any more information or have any further questions, please contact events@dogsvictoria.org.au

Submitting information to the Dogs Victoria office - a Guide for Secretaries

Removal and Cancellation of Events on the Calendar

As per Dogs Victoria Regulations 3.5 in regards to fixtures the following applies:

An affiliated body shall: not hold or conduct any exhibition, without approval from Management Committee. not cancel or postpone an approved exhibition without prior approval of the Management Committee.

We ask that all clubs check the calendar thoroughly to make sure what events are listed against that particular club. Should there be events listed that the club does not intend to hold, these need to be requested to be removed through the Calendar and Events Committee (via the office).

Fixture Levies

It is a Dogs Victoria requirement that a copy of the marked catalogue together with the fixture surcharge levy form and payment be lodged with the office within 10 days from the date of fixture. Failure to do so and comply with Regulation 3.5.5 may incur and penalty in accordance with the regulations.

For all conformation events, please note a new Show Summary Form pack has been introduced which contains all required forms to be lodged after the show (excluding the VCA Reps Report & Dog Incident Reports).

This pack can be found on the Dogs Victoria website under Affiliates Forms and will assist the office with results for the Junior Handlers finals as well as Night of Nights competition.

A club holding an event listed on the calendar will be contacted in the event of non-receipt of required form, payment and catalogue. Only those events with approval from Calendar and Events Committee for cancellation will be marked not to be contacted.

Submission of Marked Catalogues

When you submit your marked catalogues to the office the following is required:

  • A separate catalogue is required for each event – we will not accept catalogues which list AM/PM next to the dog details.
  • Each catalogue should clearly display total number of entries entered into the event.

Catalogues are required to be submitted this way to enable correct reporting and historical data and we thank clubs for assisting us with this.

As per Dogs Victoria regulations the conformation catalogue shall contain:

  • the name of the Affiliate conducting the fixture.
  • the correct status of the fixture.
  • a notification to the effect that the body is affiliated with the VCA and that the fixture is held under the Rules and Regulations of the VCA and that a copy may be perused at the office of the Secretary of the fixture.
  • the name and address of the venue at which the fixture is being held.
  • the date/s on which the fixture is being held.
  • must include the name of the show manager, list of office bearers and committee of the affiliate conducting the fixture.
  • list of Judges showing their judging commitments as per the prize schedule.
  • time at which breed judging and special classes judging will commence.
  • notification of any alterations to the prize schedule.
  • names of the VCA representative.
  • list of trophies, sashes and awards including any special breed sashes or trophies and a list of breeds for which the show has been designated a points score show.
  • catalogues to be prepared in group order in accordance with the schedule and to provide listings for group and in show awards.
  • Other special classes to be listed after the breed classes.
  • each entry to show the name of the exhibitor, the name of the exhibit, the exhibit number, the date of birth of the exhibit, the name of the breeder, and in the case of Championship Shows the name of the Sire and Dam of the exhibit.

VCA Rep Reports

The VCA Rep Report must be submitted together with the Fixture Levy report within the required 10 days from the date of event being held.

Show Stationery/Performance Orders

All orders for Show and Performance Requisites are required to be submitted 21 days prior to the event to ensure you receive your order before your event date. 

These can be ordered through the Dogs Victoria website via Affiliates Forms/Other Forms. This is an online form so clubs no longer need to download the form and post/email it in.

Please note, that all orders are processed on a weekly basis and we do not offer a same day collection.  Completed orders will be posted to clubs or they can be collected from our office upon request.

As a reminder, Dogs Victoria Regulations 7.7.9 also states the following:

For all shows held in Victoria, all Dogs Australia Challenge, Best of Breed, Group and in Show certificates must be original and purchased from Dogs Victoria.

Best of Breed & Challenge Certificates

Clubs are reminded of the following Dogs Australia regulation in regards to Best of Breed/Challenge Certificates and points being forfeited:

Regulations Part 5 - 7.2.2 - Where a Best of Breed winner does not compete for Best Exhibit in Group or Best Exhibit in Show for which it is eligible, the Best of Breed Challenge Certificate shall be cancelled. (10/99)

What is the procedure for Clubs when contracting an overseas judge

  1. The four page document entitled Judging Application for “Person Not a Resident of Australia” should be forwarded to the judge, together with the Dogs Australia judges contract.
  2. The judge should be requested to obtain from his/her National Controlling Body a letter verifying the breed/s for which he/she is eligible to award CC’s in his/her country of residence.
  3. The judge should return the three documents to the contracting club as soon as possible.
  4. When the contracting club has received the documents from the judge, they are to be forwarded to Dogs Victoria together with payment. 
    1. Applications received by Dogs Victoria nine months prior to the first show $50
    2. Applications received by Dogs Victoria less than nine months prior to first show $100
    3. A tax invoice will be issued by Dogs Australia upon request. Such request must be included with the documents lodged with Dogs Victoria. Only clubs registered for GST will require this invoice.
  5. Dogs Victoria will then forward the application to Dogs Australia, and advise the contracting club when approval is granted.
  6. The Judging Application for a Person Not a Resident of Australia should contain the date of the contracting club’s show, and the name of any clubs that may be sub-contracting the judge together with their show dates.

Please contact events@dogsvictoria.org.au if you have any questions

Dogs Australia will not accept out of date forms. Applications submitted on out of date forms will be returned to the club.

Overseas Judges – Visa Applications

All judges visiting Australia to judge cannot apply for a visitor visa as these are invalid and they will be refused entry if they indicate they are coming to ‘judge’ a show.

All Judges visiting Australia to judge and are NOT receiving payment must apply for a 408 visa which is called a ‘temporary activity’ visa.

All Judges coming to Australia to judge and receiving payment must apply for a working visa. There are several classes of this working visa (417/462), however it is important that those clubs paying Judges research which best suits their purposes.

Schedule Submission

As per regulation 7.3.6, fixtures that require Schedules to be published in the Gazette, the draft Schedules and Judges Contracts must be submitted to the Dogs Victoria Office for approval at least four months prior to the 1st of the month in which the fixture is being held.

For Schedules not being published in the Gazette, the draft schedule and Judges Contracts must be submitted to the Dogs Victoria office for approval at least three months prior to the 1st of the month in which the fixture is being held.

Failure to comply will result in a fine being applied for the first offence and a higher fine being applied for subsequent offences. 

Junior Handlers Results

Please refer to Dogs Australia Regulations Part 15B – Section 7 in regards to the requirements for holding Junior Handlers at fixtures.

Results from all junior handlers’ events must be submitted to the office as to assist with the Junior Handlers state final.


All required forms can be found on the Dogs Victoria website located under Forms/Affiliates Forms