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Show Secretary Check-list
 Download Printable Check-list
Below is a simple chronological check-list for show secretaries to assist them in the management of their on-line entries process.
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1. Show schedule preparation:
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When preparing your club’s show schedule you must clearly display on the schedule to be published that on-line entries will be available at www.ozentries.com.
To do this you should display our "On-line Entries Available" logo on the schedule. This can be can be downloaded from our downloads page or alternatively just place your mouse pointer on the image to the right, right click the mouse, choose "save picture (or image) as" and then point to the location to save the file.
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2. Show schedule publication:
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If your schedule is published in the Dogs NSW Journal or on any of the State Controlling Body websites and includes the OZentries "On-line Entries Available" logo, then your show will automatically be made live after publication. Currently we are aware that Dogs NSW, Dogs Qld, Dogs Vic and Dogs ACT are the only state bodies to publish a comprehensive list of show schedules on a month by month basis.
So if your show is not published as above displaying our logo, or if you want your show set up in advance of the schedule's publication, you MUST submit your show schedule to OZentries by completing the Schedule Submission Form and attaching your approved show schedule.
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3. Show secretary login:
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At the time of making on-line entries are live, the show secretary will receive the secure username and password to login to their show/s. Once logged in show secretaries can view and monitor their on-line entries so that they can respond to exhibitor enquiries. This page is dynamically updated each time a new entry is received.
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4. Financial and banking information:
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The login page also provides a complete financial statement and summary of the total entries and fees received to date, and these are are updated dynamically as futher entries are received.
Bank details are also held here with a facility for the show secretary to advise or update the club banking information (bank, account name, account number, BSB and club contact email address) so that settlement can be made
direct to the club’s bank account. If your club has held previous on-line shows then your bank details are likely
to be held already by OZentries and need not be advised again. If your bank details have changed or are incorrect then
you must change them prior to settlement.
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5. Close on-line entries:
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When it comes time for the show to be finally closed for on-line entries (this may be much later than official advertised entry closing date) the show secretary MUST take action. A "Close Entries" button is provided from the login area, and once clicked and confirmed no further on-line entries can be submitted.
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6. Entry download & catalogue preparation:
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The login page provides the facility (click a button) to download all entry and exhibitor information to be used in the preparation of the show catalogue. Once again the information provided here is dynamically updated as further entries are received.
Entries can be down-loaded as many times as needed (e.g. early catalogue preparation), however once the show secretary has closed entries for a show, the final entry and exhibitor downloads should be made in preparation for the catalogue.
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7. Show settlement:
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After closing on-line entries the show secretary can also click on the "Print Statement" button to produce the show settlement statement (PDF format) and print it as required.
When a show is closed OZentries will receive automated advice and will then proceed to final settlement of the club's funds to their nominated bank account (by Electronic Funds Transfer).
Settlement will be for the total entry, catalogue and mailing fees due to the club. For some of the large major shows we can also provide an interim settlement based on the funds already received. This can be arranged if requested by the show secretary, however due to the late entry patterns of most dog exhibitors this is not a realistic option for most shows.
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