Speaker Booking Procedure

The speakers/lecturers listed in the PAGB Handbook and supplemented by updates from EAF Handbook Secretary are willing to visit affiliated clubs (of any Federation), subject to any restrictions quoted adjacent to their entry and the following conditions. There is no obligation for a speaker 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.

Programme   The club programme/syllabus should acknowledge that the speaker is PAGB or Federation listed and

                       should include relevant qualifications and honours. Where appropriate, the name of the sponsoring

                       company must be listed and the club must comply with any specific conditions of that sponsored lecture. It

                       is courteous to send a copy of your programme/syllabus to the speaker in advance of the engagement.

Arrival           A thoughtful club will reserve a parking space and someone should meet the speaker on arrival to carry

                      any photographs, materials and/or equipment.

Hospitality   The speaker 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 speaker throughout his/her visit to ensure that all the

                      arrangements are satisfactory.

Expenses     Speakers are permitted certain expenses - see Speaker 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 speaker within two weeks saying thank you

                      and perhaps including favourable comments from members and any local press clippings mentioning the

                      visit.

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

 

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