GRRROWLER'S Dachshund Derby
No-Show & Missing Racer Procedure
Purpose
To ensure a fair, efficient, and enjoyable event for all participants, races will proceed according to the published schedule. Racers are responsible for being present and ready when their heat is called.
Check-In Requirement
All racers must complete check-in before the published check-in deadline.
Any racer not checked in by the deadline may be scratched from competition and their heat position may be reassigned at Derby officials' discretion.
On-Deck Procedure
Racers should report to the On-Deck Area 10 minutes before their division is scheduled.
The MC and volunteers will make reasonable efforts to notify racers of upcoming heats, but the responsibility to be present rests with the racer and handler.
Missing Racer Procedure
If a racer is not present when their heat is called:
First Call
The racer's name will be announced.
Second Call
The racer's name will be announced again after the remaining racers are staged.
Final Call
A final announcement will be made immediately before the race begins.
Scratch Rule
If the racer is not present after the final call:
The racer will be recorded as a No Show.
The heat will proceed without them.
The racer forfeits that race.
The remaining racer(s) advance according to the bracket structure.
The Derby will not delay races to locate missing participants.
Exceptional Circumstances
Race officials may exercise discretion in cases involving:
Official event delays
Volunteer or administrative errors
Safety concerns
Extraordinary circumstances beyond the participant's control
All decisions of Derby officials are final.
Communication to Participants
Participants are encouraged to:
Remain near the racing area during their division.
Listen for MC announcements.
With more than 100 racers competing throughout the day, timely participation helps keep the event running smoothly.
Scratch, Racer Refusal & Sportsmanship Policies
Scratch Policy
A racer may be scratched from competition by the owner, handler, or Derby officials at any time prior to a heat.
Event officials may scratch a racer if participation would create a safety concern for the dog, participants, volunteers, spectators, or other racers.
Examples include:
Illness or injury
Signs of heat stress
Aggressive behavior
Unsafe handler conduct
Administrative or eligibility issues
Scratched racers forfeit their place in the bracket.
Racer Refusal Policy
Not every dog arrives with championship aspirations.
Some racers are highly motivated by competition.
Others are more interested in making friends, finding snacks, or exploring the event.
If a racer refuses to start, stops on the course, leaves the course, becomes distracted, or otherwise chooses not to continue, the heat will proceed without intervention.
Handlers may encourage their dog verbally from the finish area.
Handlers may not:
Push or pull a dog
Carry a dog
Physically propel a dog
Enter the race course during a heat
A racer must cross the finish line under its own power to advance.
Sportsmanship Policy
The Derby is a recreational fundraising event intended to provide a fun experience for racers, owners, spectators, sponsors, and rescue partners.
Participants are expected to demonstrate good sportsmanship and treat volunteers, officials, and fellow competitors with respect.
Unsportsmanlike conduct may result in a warning, heat forfeiture, or removal from the event.
Examples include:
Arguing with officials or volunteers
Interfering with another racer
Ignoring safety instructions
Abusive or disruptive behavior
Attempts to manipulate race results
All Derby official decisions are final.
Scratch, No-Show & Advancement Procedure
The GRRROWLER'S Dachshund Derby is a recreational fundraising event. The primary goals are participant enjoyment, animal welfare, fairness, and keeping the event running on schedule.
Once racing begins, races will not be rebuilt due to scratches, withdrawals, or no-shows. No race results will be changed. No completed heats will be rerun.
One Racer Scratches
Example:
Opening Heat:
Fido
Spot
Buddy
Buddy scratches.
Fido and Spot race.
The winner advances.
Two Racers Scratch
Example:
Opening Heat:
Fido
Spot
Buddy
Spot scratches.
Buddy scratches.
Fido automatically advances.
No race is run.
Tom Baker announces:
"Fido advances due to scratches."
Quarterfinals
If one racer scratches before the race:
The remaining racer automatically advances to the Semifinals.
Semifinals
If one racer scratches before the race:
The remaining racer automatically advances to the Championship Final.
Championship Final
If one finalist scratches before the race:
The remaining finalist is declared Division Champion.
No replacement racer is added.
No additional race is run.
No-Shows & Late Arrivals
If a racer has not checked in by the time Amy and Daniel close check-in, the racer will initially be recorded as a No Show.
The Derby recognizes that participants may be traveling significant distances and that traffic conditions in the Dallas–Fort Worth area can be unpredictable.
For that reason, late-arriving racers may be considered for reinstatement.
To be eligible for reinstatement:
The racer must complete all check-in requirements.
The racer must report to Jocelyne immediately upon arrival.
Reinstatement must not delay the event.
Reinstatement must not require a race to be rerun.
Reinstatement must not require previously recorded results to be changed.
Reinstatement must occur during the opening round of the racer's division.
If the racer's originally assigned opening heat has not yet been run, the racer will normally be returned to that heat.
If the racer's originally assigned opening heat has already been completed, Derby officials may place the racer into another available opening-round heat within the same division, provided doing so does not delay the event or alter previously recorded results.
Once the opening round of a division has been completed, no additional racers may be added to that division.
All reinstatement decisions are made by Derby officials and are final.
Late Arrival Examples
Allowed
Fido arrives during Opening Ceremonies.
His division has not yet begun.
Fido may be reinstated.
Allowed
Spot arrives after his division has started.
His originally assigned heat has not yet run.
Spot may be returned to his assigned heat.
Allowed
Buddy arrives after his originally assigned heat has been completed.
An opening-round heat later in the division contains an empty lane due to scratches.
Buddy may be placed into that heat.
Not Allowed
Buddy arrives after the opening round of his division has been completed.
Buddy remains scratched.
Not Allowed
Reinstating a racer would require rerunning a heat, changing recorded results, moving racers between rounds, or delaying the event.
The racer remains scratched.
Racers Who Refuse To Race
If a racer reaches the starting line but ultimately declines to participate:
The heat proceeds.
The racer is treated as eliminated from that heat.
The remaining racer(s) advance normally.
No rerun will be granted later in the race.
ON DECK AREA
Racers: Please Report 10 Minutes Before Your Division Is Scheduled
Before Entering the On Deck Area
✓ The handler should be wearing the racer's assigned number.
✓ Have one handler ready for the Start Line and one handler ready for the Finish Line.
✓ Have any toys, treats, or motivators you plan to use readily available.
✓ Make sure your racer has had water and is comfortable.
While in the On Deck Area
✓ Listen for instructions from Derby volunteers.
✓ Remain with your racer at all times.
✓ Keep racers under control and give other racers space.
✓ Be prepared to move promptly to the Division Parade/Intro and Start Line when called.
Important
🏁 Races will not be delayed for missing racers.
🏁 Racers who are not present when called may be scratched from competition.
🏁 Please remain near the race area once your division has been announced.
🏁 If you MUST leave the On Deck Area, notify a volunteer.
Need Help?
See a Derby volunteer for assistance.
Good luck and have fun!
HANDLER INSTRUCTIONS
Before Your Heat
Ensure the handler is wearing the assigned racer number.
Have your racer ready when called from the On Deck Area.
Have any toys, treats, squeakers, or motivators ready before approaching the track.
Start Line Handler
The Start Line Handler should:
Bring the racer to the assigned lane.
Position the racer behind the starting line.
Hold the racer until the official start signal is given.
Finish Line Handler
The Finish Line Handler will:
Stand beyond the finish line.
Encourage the racer using toys, treats, squeakers, or verbal encouragement.
Starting Procedure
When directed by race officials:
Position your racer behind the starting line.
Wait for the official start signal.
A race official will lower the starting flag and give the verbal start command.
Release your racer when the start signal is given.
During The Race
Handlers may:
✓ Call their racer
✓ Use toys, treats, squeakers, or verbal encouragement
Handlers may not:
✗ Enter the race course
✗ Touch the racer during the race
✗ Carry, push, pull, or physically propel the racer
✗ Interfere with another racer or handler
After The Race
If your racer advances:
Follow volunteer instructions.
Be prepared for the next round.
If your racer does not advance:
Please clear the track area promptly so the next heat may begin.
Most Important
Have fun and cheer loudly.
This event is a fundraiser supporting local rescue organizations, and every racer is already helping dogs in need.
Event Communications
Weather updates and schedule changes may be communicated through:
Public address announcements
Event staff and volunteers
Official GRRROWLER'S social media channels
Participants and spectators are encouraged to follow @grrrowlers on Facebook for official event updates, weather delays, schedule changes, and race-related announcements.