The PAGB holds a register of Speakers and Judges, accessed via the CMS portal, who have agreed to abide by standard arrangements for listing and bookings. Clubs may book external Speakers and Judges however they are not bound by these terms and Clubs should agree terms at the time of booking.

Regulations and guidance notes, including fees and current travel expenses, for the booking of Speakers and Judges are available on the PAGB website.

Any breach of the booking terms and conditions should be reported to the NCPF using our Contact Form.

Further Information

Initial contact may be made with the Speaker/Judge by telephone but written confirmation must be sent without delay.

Clubs now tend to book using email, rather than sending a postal booking form. The standard booking form can be sent, filled in and returned via email and we recommend Clubs continue using the Booking Form so that all relevant information is obtained and the booking adequately confirmed. This avoids doubt should any issues arise in respect to the booking.

Advertising

The Club’s programme should include the Speaker’s/Judge’s name, photographic distinctions if any & the Speaker’s/Judge’s own club name. This infers that, apart from emergencies, all guests should be booked before the start of the season.

Many Clubs now advertise forthcoming Speakers on their websites and/or social media. If you require a photograph to go along with your advertising please ask the Speaker to supply sample images for this purpose.

Reminders

Reminders should be sent at least 10 days before the event. Please ensure that your Judge/Speaker knows how to get to your venue, where to park and how expenses are to be paid. Include an emergency name and contact number and request a mobile number from your guest.

ACCOMMODATION

The host society must look after the well-being of their guest. This should include offering a meal before or after the event if appropriate, and where the travelling distance does not permit a return home the same evening then accommodation at the host society’s expense must be provided.

On the day of the EVENT

• Where possible, keep a parking space free for your guest, close to the entrance.
• Please have someone to meet your speaker and help with carrying boxes/equipment.
• Please ensure that there is also someone available at the end of the meeting to give whatever help is needed.
• Please offer a drink beforehand and during the interval.
• Ensure expenses are paid on the night without prompting.
• Ensure that a formal vote of thanks is given at the end of the meeting. It is also courteous to confirm those thanks in a letter or email a few days after the event.

Recorded Lecture Service

The PAGB have a library of pre-recorded lectures which may be accessed by affiliated member Clubs. This is a great asset in an emergency if your booked Speaker is unable to attend your event on the day!