Dealing with entries

As entries are received they should be entered onto a spreadsheet, or word document if preferred, with amendments made as necessary. If your event is over subscribed you should contact those affected and advise that they are on a reserve list. After the closing date, if an entry fee is payable you should issue competitors with a Pre-Payment Form by email. 

Appendix 44 Regional Event Entries

Appendix 45 Regional Event Pre-Payment Form

The spreadsheet or word document containing entry details should be stored or saved in your “My Documents” folder. It must not be sent to your home address by email, nor stored at home, because to do so would contravene Departmental Security rules and the Data Protection Act.

Please contact the Regional Committee, at least two months in advance, if you require any specific kit or equipment to run your event as it may have to be ordered if not available or stocks currently held require replacement.

One week before the event issue participants, preferably by email, with:

  • directions;
  • starting time;
  • rules;
  • draw [if required];
  • timetable [if required];
  • kit/footwear requirements [if necessary];
  • code of conduct;
  • your contact details [preferably a mobile phone number]; and
  • any other information required.

It is good practice to arrange in advance for one or two people to take photographs and be “reporter” for the day so that the event can be publicised and thus encourage further interest. However, you should ensure that participants have no objections to being photographed and are aware that the photo may appear on the regional website.

Prior to the event you will need to gather the following:

  • completed risk assessment;
  • health & safety overview;
  • attendance register;
  • contact details for officials;
  • rules;
  • draw and timetable [if required];
  • kit & equipment [if required];
  • results template;
  • expenditure vouchers;
  • trophy[s];
  • wear & tear stencil[s]; and
  • Prizes.

Appendix 46 Regional Event Attendance Register

Appendix 47 Knock Out Draw

Appendix 48 Round Robin Draw

Appendix 49 Expenditure Vouchers

Appendix 50 Regional Event Wear & Tear Stencil