ER1 - GUIDE FOR ELECTRONIC COMPLETION OF FORMS by Klipart

VIEWS: 7 PAGES: 4

									ER1 - GUIDE FOR COMPLETION OF ELECTRONIC (E-MAILED) VERSIONS OF FORMS

1.     Electronic copies of registration forms will now be read by software and automatically
entered into the Fixtures Database, following which they are manually checked and amended as
necessary. To cut down on the workload of the National Fixtures Secretary, it would be helpful if
members completing forms could use, as far as possible, the guidelines for completion below.

Note: The preferred forms that can be handled by the software are Word 6 or 97 versions dated
03-03 that are available to download from the BOF website (Forms). Copies can also be obtained
from Pat Martin, National Fixtures Secretary, or Association Fixture Secretaries.

2.     The ER1 must be used for registering events at Levels 1, 2, 3 and 4. For multi-day events,
please register each day separately. Level 5 (local) events will normally be registered using form
ER1S, but can be registered on an ER1 if national publicity is required. For national publicity,
events should be registered at least 3 months in advance.

3.     Please note that the fields in bold are the minimum fields to be completed for "Partial
Registrations"

4.       Please complete fields as follows:

Event Date: Use dd-mm-yy (eg. 01-04-04) or dd/mm/yy (eg. 14/04/04) – please do not put date in
full or "st" "nd", "rd" or "th" after the day. Use short numerals for month and year.

Club: Use recognised Club abbreviations only.

Assoc:     This has a drop-down select field and uses short abbreviations (eg. EA) except for
SOA & WOA, which should be used.

Ev Code:        Use appropriate codes as per "Guide for BOF Event Codes".

Ranking:     Drop-down field, "Yes" is only applicable to Level 3 – Regional (Badge) and
Championship. If the C3 event it is to be a non-ranking event, use "No".

Event Name/Description: Use, Local, District, Regional or National Event and any incorporated
event (eg. District Event & WM Galoppen) - . Or any special title (eg. Concorde Chase Regional
Event or British Championships – Individual). Please do not use Club or venue in this field.

Venue:          Is usually the map name.

Town:           Should be the nearest town to the venue that can be easily found on a road map.

GR: This is normally the Grid Reference of the car park, but if not known, use the GR on the
map. As far as possible please use 2 letters and 6 numerals, these can be separated by /. If the 2
letters are not known, use GR. The OS Map No can also be used.

Entry Fees: Senior and Junior are drop-down boxes. If there is a family charge, enter it in "Other"
field. If there are fees associated with different closing dates (CD), put first CD fee in these fields
and others in the "Any other information" field together with CDs. To keep entries in fixture lists to a
manageable size, it is not usual to include "non-BOF" or Club only fees. If fees not known, leave
blank or TBA.




                                                   1
ER1/ER1S - Notes for completion. Dec 03
Organiser's BOF No and Name: Please provide a BOF No as far as possible as the Fixtures
Database is linked to the Membership Database and a BOF number saves further searching,
particularly for common surnames. Note that for partial registrations, a name (not necessarily the
Organiser at this stage) Tel No & E-mail, if applicable, must be supplied. In this case it will normally
appear in fixture lists as "Enquiries to:"

Address and Post Code:        If a BOF No has been supplied, provided the address has not
changed, an address and postcode need not be supplied. If the Organiser is also taking pre-entries,
the full address should be supplied in that section of the form.

Tel No:         A telephone number should be supplied, unless the person does not want this
divulged. In this case some form of communication for enquiries should be included.

E-mail:      Use is optional. If used it must be provided, as this is the most likely change from the
membership system.

Controllers & Planners:       Again, a BOF No is helpful, but not essential. If the Controller &
Planner(s) not known, leave fields blank. These can always be updated at a later date.

Note that all event officials must be BOF members (this does not apply to persons taking entries).

Publicity:      Check appropriate box. Full Publicity means that the Organiser and all named event
officials give BOF explicit permission to use all the information provided in this form to publicise the
event in question via the BOF Fixtures List and in other ways, including publication on the internet
as well as in printed versions. No Publicity means that the event will not be publicised by BOF via
the Fixtures List or in any other way. Limited Publicity means that the only personal information to
be used by BOF in publicising the event, in print or on the internet, will be a name and phone
number for the organiser and/or entries, also E-mail address where provided. If publicity is to be
restricted in other ways this must be clearly specified in the "Other event information" field.

Map Ref No: If the map already exists, and if known, indicate the Map Ref No (egg. EA-01-03).

Landowner(s):            Check all relevant landowners. Forestry Commission (FC), National Trust
(NT), Ministry of Defence (MoD), Crown estates (CE), a Water Company (WC), a Local Authority
(LA), or Other (not falling into the previous categories).

FC Permission, String Course, Trail O, Advice/Help, Dogs: These are drop-down boxes. Indicate
Yes or no as required.

Restriction on dogs: If dogs are permitted, but are restricted to certain conditions (eg. Dogs on
leads), indicate as required, otherwise leave blank.

Electronic Punching: If Electronic punching is in use, indicate SI or E (Emit). If not, state None.

Parking Fee: Indicate any parking fees, otherwise leave blank.

Limited Entry: If there is a limit on entries, please enter the number, otherwise leave blank.

Non-Standard Start Times: Standard start-times are any in the range 1000 – 1330. Indicate only if
start times are outside this range, otherwise leave blank.




                                                    2
ER1/ER1S - Notes for completion. Dec 03
Limited CC Courses: National and Regional events usually offer some colour-coded courses in
addition to age classes. If so, please indicate in this field which courses are available. For other
events indicate courses available if not full range (W, Y, O, LG, G, Bl & Br).

Event Web Site or any other information:        If details of the event will be published on a website,
indicate the site URL (http:// can be omitted if there is www. in the address, if not include the full
URL). Any other relevant event information not fitting into the other fields can be supplied in this
field. Note that specific directions to the event are not normally included in fixture lists.

Pre-entry Events: For events providing pre-entries, please supply BOF No, Name, Address, Post
Code, Tel No and, if applicable, E-mail address.

Closing Date: Use same format as Event Date. If there are multi closing dates, indicate 1st in this
field and others in "Any other information"

Cheques Payable to: Enter the name the cheque is payable to.

EOD: This is a drop-down box. Select Yes, No or Limited.

EOD Fees:       If Yes or limited EOD, enter the EOD fee, either the full EOD fee or "+" the normal
entry fee (eg. +£1.00).

Finally, to assist with any enquiries related to the form, please enter the name of the person
completing the form and the date forwarded to the Association Fixture Secretary.

ER1S - GUIDE FOR COMPLETION OF ELECTRONIC (E-MAILED) VERSIONS OF FORMS

1.     This form must be used for registering events, or a series of events, of Level 5 (local) only.
Dependent on the Association’s arrangements for regional fixture lists, and at the discretion of
Association Fixture Secretaries, events registered on this form may be publicised regionally. For
national publicity, events should be registered on a form ER1 at least 3 months in advance.

2.      Please complete fields as follows:

Club: Use recognised Club abbreviations only.

Assoc: This has a drop-down select field and uses short abbreviations (eg. EA) except for SOA &
WOA, which should be used.

Co-ordinator’s BOF No and Name: Please provide a BOF No as far as possible as the Fixtures
Database is linked to the Membership Database and a BOF number saves further searching,
particularly for common surnames.

Address and Post Code:     If a BOF No has been supplied, provided the address has not
changed, an address and postcode need not be supplied.

Tel No: A telephone number should be supplied, unless the person does not want this divulged. In
this case some form of communication for enquiries should be included.

E-mail:      Use is optional. If used it must be provided, as this is the most likely change from the
membership system.




                                                    3
ER1/ER1S - Notes for completion. Dec 03
For each event on the form, please complete as follows:

Event Date: Use dd-mm-yy (eg. 01-04-04) or dd/mm/yy (eg. 14/04/04) – please do not put date in
full or "st" "nd", "rd" or "th" after the day. Use short numerals for month and year.

Venue, Nearest Town & Grid Reference:       Venue is usually the map name. Nearest town to the
venue that can be easily found on a road map. The Grid Reference is normally the GR of the car
park, but if not known, use the GR on the map. As far as possible please use 2 letters and 6
numerals, these can be separated by /. Please enter these details on the first row with each element
(Venue, Town & GR) separated by a comma or semi-colon.

Organiser's BOF No, Name and Tel No :          Please provide a BOF No as far as possible as the
Fixtures Database is linked to the Membership Database and a BOF number saves further
searching, particularly for common surnames. Please enter these details on the second row with
each element (BOF No, Name & Tel No) separated by a comma or semi-colon. If the Co-ordinator
of the series is also the Organiser, leave this row may be left blank.

Note that the Organiser must be a BOF member.

Other Details: Enter any other details: Type of event, Starts, Fees, etc.

Landowner(s):            Enter all relevant landowners. Forestry Commission (FC), National Trust
(NT), Ministry of Defence (MoD), Crown estates (CE), a Water Company (WC), a Local Authority
(LA), or Other (not falling into the previous categories.

Publicity:      Check appropriate box. “Yes” means that the Co-ordinator/Organiser give
Associations explicit permission to use all the information provided in this form to publicise the event
in question via a regional fixtures list and in other ways, including publication on the internet as well
as in printed versions. No Publicity means that the event will not be publicised at all by
Associations/Regions. If publicity is to be restricted in other ways this must be clearly specified in
the "Other event information" field.

Map Ref No: If the map already exists, and if known, indicate the Map Ref No (egg. EA-01-03),
otherwise leave blank.

Finally, please enter the name of the person completing the form and the date forwarded to the
Association Fixture Secretary.




                                                   4
ER1/ER1S - Notes for completion. Dec 03

								
To top