1. Venue Choose a venue able to cope with the expected numbers of teams taking part. Twelve rinks are required.

Before booking, submit details of proposed venue(s), together with cost and available dates, to the General Secretary at SWRI Headquarters. On notification from the General Secretary of approval of the venue, the host Federation books the venue.

2. Officials A National Office-bearer will attend and will present trophies and certificates. The host Federation will be notified of who is attending prior to the event.

An Umpire/Referee appointed by Headquarters will attend and will be responsible for the conduct of the competition.

The host Federation will appoint a Member in Charge who will liase with the Umpire/Referee and Headquarters.

3. (a) Costs The host Federation will advise the General Secretary when payments are due. SWRI Headquarters will pay the green fees. If payment is required on the day of the event, the attending Office-bearer will be responsible for payment.

(b) The Draw Headquarters will supply a list of all Federations taking part and the host Federation is responsible in conjunction with the Bowling Club for the draw for the Competition. The draw should be submitted to Headquarters as soon as possible.

(c) Timing The host Federation is responsible for the timing of the games.

(d) Scoring The host Federation is responsible for preparing the score cards and the scoring of the competition. The Umpire is responsible for checking the completed team score cards.

(e) Federation Name Boards Headquarters will ensure the Federation name boards are taken to the Competition, thereafter each team is responsible for moving their name board to each game.

(f) Raffle The host Federation will organise a raffle, with proceeds going to Headquarters to offset event costs.

4. Headquarters will deal with the following

(a) Letter 1: To Federation Secretaries - Notification of event, venue, date and host Federation, enclosing entry form requesting name of Member in Charge and entry fee.
(b) Letter 2: To Members in Charge and Secretaries of participating Federations – confirmation of event details, rules, names of participating Federations and the Members in Charge.
(c) Letter 3: To Members in Charge and Secretaries of participating Federations – general information about event, the Umpire’s name and address, denotification of draw and times, enclosure of accommodation list, map and/or directions to venue, list of Members in Charge and, if necessary, lunch slip. Expenses claim form (to be returned to HQ within 14 days of event).

Headquarters is responsible for making alternative arrangements should the weather prevent play.

5. Food The host Federation will provide tea/coffee for team members before play starts, and arrange for food to be available for players and supporters. Details of these arrangements will be sent out from Headquarters to Federations with order slips (if required). It would be appreciated if the Host Federation could provide refreshments for the officiating Office Bearer and the umpire free of charge.

6. Prizes Only official trophies and certificates will be awarded. Headquarters will ensure that the trophies and certificates are available for presentation. No other prizes should be awarded.

7. Accommodation The host Federation should send a B & B list, map, etc., to Headquarters. This will be sent to participating teams. The competitors make their own bookings.

8. Report & photographs: The Host Federation is responsible for producing a report for the magazine and should liaise with Headquarters to confirm if the Office Bearer/Convenor in attendance will be able to take photographs of the Final. If not, please arrange for someone to take photographs of the teams for the magazine, preferably at the end of the event. A professional photographer is not necessary. Sufficient photographs should be taken to cover all the trophy winners, and HQ will pay for these photographs (i.e. the cost of the film and developing). The photographs and a report of the Competition should be sent to Headquarters as soon as possible after the event to ensure timely inclusion in Scottish Home & Country.

9. Results The Umpire/Referee will notify Headquarters of the results.

Nov04

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