SCHEDULE H

of the Constitution of Boland Athletics

PROCEDURE TO APPLY FOR AN EVENT

TO BE REGISTERED ON THE

BOLAND ATHLETICS CALENDAR

2004 VERSION

/ PROCEDURES AND CONDITIONS TO APPLY FOR AN EVENT TO BE REGISTERED/LISTED ON THE BA CALENDAR
(SCHEDULE H OF THE CONSTITUTION OF BOLAND ATHLETICS)

PROCEDURES AND CONDITIONS

Subject to the IAAF/ASA Rule, the following procedures are applicable when registering an event in the Boland:

  1. Only events or a cluster of events listed on the BA Calendar and taking place within the borders of BA will have legal status.
  1. Legal status will be given in 2 categories:
  2. An event or cluster of events with first right to a date on the BA Calendar. This includes:
  3. The first right to the date on the BA Calendar, as well as the venue within the BA Borders. First right is restricted to a radius of 100km from the venue where the listed event will take place. If another event imposes in any way on the first rights of any BA Member, a contribution of 5% of the total enrolment fee of the event at fault must be donated to the BA Member affected.
  4. Naming right of the event.
  5. Limited television rights to the event.
  6. Limited advertising rights to the event.
  7. Advertising rights will include advertising on BA Publications and documentation as follows:

aA free of charge A6 advertisement in the Boland Athletics Handbook in black and white.

bA free of charge 5cm2 full colour advertisement on the Boland Athletics Web page Composite Board.

cFree of charge listing as partners on Boland Athletics communication documents such as letterheads, fax letterheads e-mail letterheads, reports and financial statements.

2.1.5Limited marketing rights to the event

2.1.6The right to negotiate for the replacement of licence numbers with competition numbers

2.1.7The right to negotiate for entry fees higher than the prescribed entry fees. Permission will be given provided that the additional income is used to support members of the club with limited means to attend BA events or to organise development projects for the members of the club and its local communities.

2.2.An event or cluster of events with limited rights to a date on the BA Calendar. This includes:

2.2.1.The right for the date of the event to be listed on the BA calendar.

2.2.2.Limited rights to the date on the BA Calendar, as well as limited rights to the venue within the BA Borders.

2.2.3.Naming right of the event.

2.2.4.Limited advertising rights to the event.

2.2.5.Limited marketing rights to the event.

  1. Clubs and companies must affiliate, and schools must register to Boland Athletics, prior to the application for an event to be registered on the Boland Athletics Calendar.
  1. Affiliation fees must be paid before events will be listed on the Boland Athletics calendar.
  1. Clubs, schools and companies must apply annually for an event to be registered on the Boland Athletics Calendar. Applications for the following year must be submitted to Boland Athletics for consideration before 31 July of the preceding year.
  1. The application must consist of the following information:
  2. Date of event
  3. Name of event e.g. Invitation Meeting, Championships, Coaching Course, etc.
  4. Target group e.g. seniors, juniors, masters, etc.
  5. Specific information such as Track and Field, Cross Country, Road Running 10km, 21.1km, Introductory Coaching Course, etc.
  6. Incentives that will be issued e.g. medals, prize money, spot prizes, etc.
  7. Organising Club, School, etc.
  8. Starting Time
  9. Venue of event
  10. Contact person
  11. Contact number; Cell phone and land line number
  1. Boland Athletics will evaluate and consider all applications during August and September of the preceding year. The Evaluation will be based on the following:
  2. The Referee’s Evaluation Report of the event held the previous year.
  3. Does the event clash with other existing events on the BA Events Calendar
  4. Does the entry fee adhere to the minimum standards set
  5. In sponsored events a guaranty must be given that:
  6. The use of enrolment fees will be limited to the organization of the event, club administration and development projects.
  7. The use of Sponsor money will be limited to the use of prize money, marketing and development.
  1. Clubs and companies will be notified if their applications were successful in October of the preceding year.

APPROVAL FOR AN EVENT TO BE LISTED ON THE BA EVENTS CALENDAR WILL BE SUBJECT TO THE FOLLOWING CONDITIONS:

  1. The marketing of the event must start at least 1 month prior to the start of the event. The following information must be part of the marketing campaign;
  2. Date of event
  3. Name of event e.g. Invitation Meeting, Championships, Coaching Course, etc.
  4. Target group e.g. seniors, juniors, masters, etc.
  5. Specific information such as Track and Field, Cross Country, Road Running 10km, 21.1km, Introductory Coaching Course, etc.
  6. Incentives that will be issued e.g. medals, prize money, spot prizes, etc. Specify the amount of medals that will be issued, the size of the prize money, the amount of spot prizes, etc.
  7. Organising Club, School, etc.
  8. Starting Time
  9. Venue of event
  10. Contact person
  11. Contact number; Cell phone and land line number
  1. Event organisers of events listed on the BA Events Calendar that use service providers at any stage of the organisation of the event, must ensure that the service provider is in good standing with BA.
  1. In events where competition numbers are not issued by the event organisers, entry cards must be issued as prove of entry.
  2. The entry card must carry the following information:
  3. Name and surname of athlete
  4. Name and surname of club
  5. Licence number of athlete
  6. Age category
  7. Event enrolled for
  8. The entry card must carry, on the back of the entry card, a rubber stamp or any other form of mark that can not be easily duplicated, as prove that the entry card is legal.
  9. In events where competition numbers are issued by event organisers, the competition number must have a tear of slip that must be removed once the athlete crosses the finish line. The information on the tear off slip must be the same as on an entry card.
  1. The event will take place as published and according to the scheduled time and programme.
  1. A complete set of results must reach the BA Office within 2 working days after the event.
  1. SA or BA Records broken at the event must be ratified as specified in Schedule L of the BA Constitution.
  1. In the case of an event with Provincial Championships status and/or trail/league meeting status, the meeting must take place on a track, course or route previously tried and tested in another meeting.
  1. If “National Athletes” not domicile in the Western Cape wishes to compete in a Boland Athletics Event, permission must be obtained from Boland Athletics prior to enrolment. The Local Organising Committee (LOC) of the relevant event must obtain this permission.
  1. Clubs will forfeit their first right to a date on the following year’s events calendar:
  2. If the club or BA member change venues and dates or cancel events after the Events Calendar is published.
  3. If the event generates negative publicity.
  4. If the track, course or route is not prepared in accordance with BA rules. The track, course or route must be ready for final inspection at least one hour before the event start.
  5. If the track, course or route do not prioritise the safety of the participating athletes.
  6. If the incentives issued are not in line with what was published.
  7. If a set of results are not made available to BA.
  1. BA reserves the right to organise events and/or appoint a Meeting Director of its choice to organise the event. Events organised by BA will be indicated as BA Events on the Events Calendar.