Booking Procedures for Judges and Lecturers

Guidance notes for Club Programme and Competition Secretaries:

It is usually convenient to make the first enquiry by telephone to ensure the requirements and format of your meeting are acceptable to your invitee. You may also want more information about a lecture or presentation than can be included in these listings. A mutually acceptable date can quickly be agreed by telephone or e-mail if appropriate.

1) Promptly confirm an agreed booking in writing using the booking form and enclose an s.a.e if you require a written acceptance (alternatively this could be done by e-mail ). Send a written reminder with directions to arrive 14 days before the booked date together with maps that are clear and include landmarks that are easily seen at night. Your own sketch map may be much better in this respect than a commercial map.

2) If possible please supply a mobile telephone number for the judge/lecturer to contact in the event of traffic or other problems, whilst traveling to your Club.

3) Make sure that your Club will provide an audience of sufficient size to warrant your visitors time and effort. Be in good time to meet your guest. Provide a parking space and assistance to carry in any materials.

4) In your printed programme always acknowledge the Federation from whose list the name was selected or the company name in the case of a sponsored lecturer. Also please make a point of using photographic awards, distinctions and honours when writing and in introductions made at the meeting.

5) Ensure that reimbursement of expenses is offered without any request needing to be made. Do be hospitable and make your guest feel welcome and respected.

6) Full details of the procedures to be used for engaging judges or lecturers and other helpful relevant information, are contained in the PAGB Handbook. It also lists judges and lecturers accredited by other Federations. Some may be able to visit N&EMPF clubs from neighbouring counties. The Handbook also gives details of Recorded Lectures on slide/tape available for hire to clubs.

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