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

                     facilitatory.

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

                     visit.

Judges, clubs and societies are encouraged to report to their Federation any apparent disregard of these conditions.

 

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