Judge Booking Procedure
The judges listed in the PAGB Handbook and supplemented by updates from EAF Handbook Secretary are willing to visit affiliated clubs (of any Federation) for no fee (apart from expenses), subject to any restrictions quoted adjacent to their entry and the following conditions. There is no obligation for a judge to accept an engagement but, once it has been accepted, it is hoped that only serious difficulty will necessitate a change or cancellation by either party. Changes must, of course, be notified as soon as possible.
Booking The PAGB Request and Reply Forms are highly recommended (see Downloadable Documents) though
these, of course, may be copied and customised by each club as appropriate. The initial approach may be
written, using these forms, or by telephone where a number is shown, or by e-mail where an e-mail address
is shown. Whichever means of initial contact is used, the booking should be confirmed in writing within three
weeks and the Reply Form should be used to confirm expenses and agreed arrangements.
Reminder A reminder should be sent to the judge not less than two weeks prior to the visit and should include clear
directions to the venue with information about one-way streets, public transport, parking, and other
potential problems. For an event where the work is pre-judged or reviewed prior to the actual event, the
judge should be given the work for judging a reasonable time in advance and the delivery arrangements
should be agreed beforehand.
Tape/Disc For recorded judging, a new tape or disc of the correct type should be sent. Sensible packing and return
postage must be included with the entries.
Syllabus The club programme/syllabus should acknowledge that the judge is PAGB or Federation listed and should
include relevant qualifications and honours. It is courteous to send a copy of your syllabus to the judge in
advance of the engagement.
Arrival A thoughtful club will reserve a parking space and someone should meet the judge on arrival to carry any
photographs and/or equipment.
Hospitality The judge is your guest and should be accorded good hospitality, including a meal beforehand and
overnight accommodation where the judge has travelled some distance to be at your event. This, of course,
should all be agreed at the booking stage. A drink before starting can be welcome and the event should
commence at the agreed time. The club must ascertain and supply any equipment required. Someone
should be designated to look after the judge throughout his/her visit to ensure that all the arrangements are
Expenses Judges are permitted certain expenses - see Judges Expenses. These should be agreed in advance using
the Reply Form and should be paid on the night without prompting. Cash is often preferred and should
always be offered.
Thank You It is assumed that the club will always give its members the opportunity to express their gratitude - usually
with a formal Vote of Thanks. It is also courteous to write to the judge within two weeks saying thank you
and perhaps including favourable comments from members and any local press clippings mentioning the
Judges, clubs and societies are encouraged to report to their Federation any apparent disregard of these conditions.