Revsions:
Updated and adapted from: "Normes et Règlement" - Version de Octobre 2017 (proposed by Hermes Perotto / Donnas, initially issued in 2013)
Approved version 9.2 / Pablo Cassina, with the contribution of Tímea Téglássy, November 02,  2020
Updated, version 9.3 / Pablo Cassina, 01 August 2021: treasurer vacancy + Meeting Management: Paolo Sioli
Updated, version 9.4 / Pablo Cassina, 26 September 2021: Replaced "area of interest" by "pole of attractiveness"
Updated, version 10.0 / Pablo Cassina, 23 October 2021: introduction of the General Assembly and the defintion of Association and its Statutes.
Updated, version 11.0 / Pablo Cassina, 09 November 2021: updates of the new annual fee (300€ for 2023), subscriptions fee of the EAP-Running and Masters sectors, 400€ for EAP record (instead of 300€) and other small corrections.
Updated, version 11.1 / Pablo Cassina, 22 January 2022: various corrections on spelling, grammar etc. addition of the specifications for the invitation to the members and creation of its correspondent version in Word and PDF.
Updated version 12.0 / Pablo Cassina, 11 November 2022: renaming of your 3 meeting categories (int, nat. and regional / local INTO XL, L and M, S) and updating of the internal limits. Updating on the "General assembly" terms. Completing Art 56 "QMP specifications"
Updated version 12.1 / Pablo Cassina, 26 November 2022: adjunction to WA WRC requirements 
Updated, version 13.0 / Pablo Cassina, 20 March 2024: introduction of "Events for Athletics Promotion" and replacement of Europe into world, worldwide, or countries. Replacement of "Meetings" by "Events", Etc. 
Updated, version 13.1 / Pablo Cassina, 18 November 2024: Modification of the term of honorary membership (20 years, instead of 25 years), Etc. 

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The editable and printable versions will be available in our Download Center as well as the previous versions

EAP

Standards & regulations

Version post 14 March, 2024

Introduction

The EAP circuit is a concrete and successful example of the fruitful and active participation of the organisers of international athletics competitions. It is the direct expression of a work of international cooperation. This circuit confirms and reaffirms that contacts and collaboration in the organisation of athletics meetings at European and world level are possible. The circuit is structured so as to encourage everyone to open their meetings to the new realities of the citizens of the 3rd millennium in which they and we are all automatically involved.

The entrenched language barriers that trace our continent must be overcome and cannot be an excuse to prevent meeting with others. Linguistic diversity must be used in order to highlight the richness of our cultural and sporting heritage.

The first regulations of the EAP circuit came into force on January 1, 1992. From that moment, the evolution of the organisation itself and the subsequent updates were the fruit of the work carried out during the conventions in the following years.

These updates were discussed, verified, and voted on by representatives of EAP meetings during the convention held in November 2007, and other updates were made during the convention held in November 2009. The current version was discussed, checked, and modified firstly during the convention which was held in November 2014 (Biella). Further major updates were introduced after the 2018 Convention (Valence) with the new Governance. The updating process, was then regularly maintained after each Convention (2019, Leiria, 2020, Geneva, 2021 (online), Palafrugell, 2022 Celle Ligure, 2023 Catania and 2024 Spring Talks, online).

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I. MEANING OF TERMS

ART. 01: Definitions

In alphabetical order:

• "Association": it defines the legal entity of the Events for Athletics Promotion (EAP) (equally known as Europe Athlétisme Promotion, as it is still named from the beginning in 1990), with its Statutes
• "Branding and Merchandising" (B&M) : a selection of personal branded textiles, clothing, bags, and other objects or gadgets packaged for each MO. To complete the set, banners, and flags for the stadium. All this is part of the Starter-Kit and is also available for sale, both for members and for fans and enthusiastic, via the public website.
• "Convention organiser" (CO): it is the EAP Delegate designated to organise the Convention. He or she collaborates with the OCC to prepare this annual event.
• "Convention": it is the sovereign body of the Association. All EAP members meet in the "Convention", at least once a year (November), to discuss matters concerning all members. Votes are made according to the majority system (half +1) of the members present, except if this concerns the alteration of the statutes in which case a majority of ⅔ of the presents is required.
• "EAP Agreement": counter-signed every year both by the MO and the EAP President and the EAP Treasurer at the Convention. It stipulates the sector and the level of the meeting (pole of attractiveness) and the rights and duties related to this category.
• "EAP Code of Conduct": it is one of our historical and fundamental values which is reflected, when registering an athlete for one of our meetings, by the requirement of the declaration not to be doped. Each athlete thus claims to respect all points of the Code of Conduct.
• "EAP Delegate" : the person(s) appointed by the MO to represent it. There can be up to 3 EAP delegates per MO who, at each Convention can designate only one, having the right to vote.
• "EAP Label" : awarded by the SEC, for 2 years renewable, to the EAP meeting whose level of organisation and the evaluation correspond to the expectations defined in our criteria.
• "EAP Manifesto": is a statement of our identity, principles and values summarized in a booklet distributed to our members and available for marketing and communication purposes for distribution to media, sponsors, prospective customers and other interested persons or entities. It will be also distributed to all the MD, by the MO, when they attend a meeting.
• "EAP Meeting": any international athletics meeting registered in the annual EAP calendar. Each EAP meeting, represented by a referent person (EAP Delegate), is a member of the Association.
• "EAP Event": any international athletics event (meeting of non stadia event) registered in the annual EAP calendar. Each EAP meeting, represented by a referent person (EAP Delegate), is a member of the Association.
• "EAP Quality Meeting Program" (QMP) : a 2-years cycle based on the EAP evaluation grid intended to propose meetings based on our quality standards (both organisational and valuable).
• "EAP Toolbox": it is a package of various tools (some are included in the free Starter kit available for all members) and others are available in the Pro-Kit to which MO, if useful for them, have the privilege to obtain under reduced cost as member of the EAP.
• "Event": designates both an athletics meeting and a non-stadia athletics competition.
• "Meeting Organiser" (MO) : it is the ordinary or the transitional member meeting organizing.
• "Event Organiser" (EO) : it is the ordinary or the transitional member event (non-stadia) organiser. EO, for simplification, can be assimilated as "MO".
• "Member Delegation" (MD): is the EAP delegation of athletes and coach who participates in a meeting. There can be 1 to 3 MD per member, depending on distances between meetings. This is defined in the Travel reimbursement criteria (Standards & Regulations", art, 53).
• "Organising and Council Commission" (OCC) : it is automatically formed by the organising member delegate of the previous Convention and the next one, plus an elected member (that is not member of the SEC and is not part of the same organisation of the Convention organisation). The members of the OCC are therefore appointed for two years. They help each other to improve the organisation of the convention. But this is not its only role. The OCC may give its opinion and recommendations to the SEC. They join the SEC with an advisory power, but no decisional. Only the elected member (Council) is part of the governance and is invited to the General assembly.
• "Permanent Core Commissions" (PCC): the mission is to raise and then maintain the level of quality and skills of our meetings and our delegate members through a continuous evaluation cycle (QMP) and an educational program (Code of Conduct) leading to certification. The commission for the development and  strategy for the youth movement is the "U18 commission".
• "Statutes": are the Regulations & Standards of the EAP.
• "Board of Officers" (BOARD) : it is the executive and management body of the Association (previously named ICC, Internal Control Commission And SEC, Steering and Executive Committee).
• "CSR": Corporate Social Responsibility, groups the EAP commitment into our main values and principles as Code of Conduct, I Run Clean, Sagefuarding, Environment.
• "Treasurer": is responsible for: general financial oversight, financial planning and budgeting, financial reporting, presentation of the figures at the annual EAP Convention, banking, bookkeeping, and record keeping. The Treasurer's Job description is available in the section "Documentation center".

II. THE ASSOCIATION

ART. 02: Objectives and goals of the Association

The international organisation “Events for Athletics Promotion (EAP)"  is a non-profit and apolitical organisation, created in 1990 and transformed in association on 6th November 2021 and since 2024 operates worldwide.  It mainly aims to promote, develop, and disseminate the sporting activity linked to the practice of athletics, through:

• a) The assistance given to the various organising committees for the organisation of EAP meetings with the aim of improving their quality;
• b) The introduction of a system of cooperation and collaboration between the various organising committees through their EAP Delegates;
• c) The promotion of exchanges between athletes from different countries;
• d) Attractive logistical, communication support and tools to help and facilitate meeting organisers (MO) in the promotion, organisation and development of their event.

ART. 03: Core Values

"true athletics, true people, true performances"
We do what we love and we believe in what we do, the way we do it.

This is why we encourage :

• Fair competitions, based on true performances;
• Only athletes who declare not to be doped and who do not resort to other subterfuges, of any type, to improve their own performances or their own ranking are allowed to participate;
• Welcome the most deserving athletes from all countries and regions to compete with local and regional athletes;
• Give the same chances to local, regional as well as the top or World level athletes: same accommodation, same treatment;
• Promote a simpler and priority participation (based on the EAP internal entry standards) to EAP member athletes and contribute with transportation and accommodation, following the EAP Travel Reimbursements, described in the "Standards & Regulations", art. 53.

Art. 04: Vision

We do believe that the main objective is to develop the athletics movement, by passionate but independent people on the field.

ART. 05: Characteristics of the Association

The Association is characterised by the free association fees and services provided by its members and by the obligation of a balance sheet; it must mainly take advantage of voluntary, personal and free services from its members and it cannot hire employees or benefit from services from self-employed workers, except to ensure the regular functioning of the structures or to qualify and specialise his activities.
The Association will be able to carry out all the activities deemed necessary for the achievement of its institutional objectives, including, first of all, support for the organisation of EAP meetings, but also collaboration in the programming and the realisation of other  athletics events, like running (EAP Running), (cross-country, race-running and walking, mountain running) and/or specialized into youth categories (EAP Future) or masters categories (EAP Masters) or disabled sport (EAP Together).
In order to achieve its institutional objectives, the Association may maintain relations with credit institutions.

ART. 06: Typology of members

Are members of the Association all the organising committees of an EAP events (Meeting Organiser: MO; Non-Stadia organisers : EO) or other athletic competition agreed by the Convention and registered in the annual meeting calendar. Each EAP member is represented by one referent person (EAP Delegate), although a MO can participate in the Convention with a maximum of three Delegates. The EAP Delegate is mandated by his own committee.
The program of activities (essentially but not exclusively Track & Field meetings) will be registered in the EAP CALENDAR program on the EAP website.
All members must be in order of payment of the annual subscription fee.

There are five types of members (MO):

• a) Founding members: They are at the origin of the creation of the EAP: Mr Noël Levêque, representing the Meeting Européen de Nivelles (Nivelles, Belgium), Mr Pablo Cassina, representing the meeting ATLETICAGENEVE (Geneva, Switzerland) and Mr Giorgio Ferrando, representing Meeting Arcobaleno, AtleticaEuropa (Celle Ligure, Italy).
  • Since the renaming of the association into "EAP / Events for Athletics Promotion" (March 2024)  the new founders are: Pablo Cassina, Giorgio Ferrando, Micheline Smeets, Josep Massa, Timea Teglassy, Norman Saliba, Nick Dakin, Ludovico Meliga, Emanuele Biancarosa, Marco Colavitti , Eleonora Megna, Walter Zecca, Raphaël Stojic, Ronald de Vogel, Davide Bressanutti.
• b) Historical oldest members: Members with the longest seniority, after the founding members: Mr Josep Massa, representing Meeting d'Atletisme Palafrugell-Costa Brava (Palafrugell, Spain), then Ludovico Meliga (Gomitolo di Lana, Biella) and Nick Dakin (LEAP Loughborugh).
• c) Honorary life members (HLM): can be a founding member, a historic member or another member who, for at least 20 consecutive years has been particularly distinguished for its values and its involvement for and in accordance with the principles of the EAP. He / she will be invited to attend all official activities (annual conventions, Spring talks, etc.) discussions and workshops. However, the honorary life member  has not right to vote; his/her voice will remain consultative.
• d) Ordinary members : These are all the organising committees of EAP meetings and other possible activities on the calendar which have been added to the EAP circuit after the approval of the Convention.
  • Ordinary member is the EAP meet (respectively the organising club, association or federation)
  • The EAP meet is represented by one EAP Delegate (minimum1, maximum 3 of which 1 has authority to vote at the Convention)
• e) Transitional members: Members who have organised an EAP meeting for at least three consecutive years but who, for reasons approved by the Convention, do not organise any EAP event during the current year. (Is not considered a transitional member, a member who after the end of the Convention and latest until the 30th November, announces that its event is not taking place).

ART. 07: Member rights

• a) Take part in the Convention, participate in the discussions or workshops and cast their vote;
• b) Make proposals to the Board of officers (BOARD) on all questions concerning the organisation of the EAP circuit, ask questions about the decisions of this same Board;
• c) Use the logo and the name of the EAP on all the supports used during the various meetings or events;
• d) Having its own meeting promoted on the EAP website, social media platforms or other digital or paper support;
• e) Benefit from the exchange of knowledge, information and experiences through contacts with other members of the EAP;
• g) Participate, for athletes affiliated to the organisations belonging to the Organising Committees (or eventually proposed by), to other events registered on the EAP calendar;
• h) Any other rights resulting from the application of these "Standards & Regulations" and decisions taken by Convention or the Board of Officers (BOARD).

ART. 08: Member duties

• a) Participate in the Convention, discussions and cast their vote;
  • New members are obliged to participate in the first 2 Conventions (that is, the one of candidacy one and the one of the next year);
• b) Accept the decisions of the Convention;
• c) Respect the objectives and goals of the EAP by countersigning the EAP Agreement;
• d) Be in order of payment of the annual subscription requested from the members;
• e) Provide, on time, all the information concerning the EAP event which is necessary for its timely publication on the EAP website, social media platforms or other digital or paper support;
• f) Send an official invitation to participate by e-mail to all other members at least 60 days (respectively 45 days for an indoor) before the meeting takes place;
• g) Accept that athletes affiliated with other member clubs of the EAP participate, within the limits set by this document;
• h) Ensure that the contact details provided are up-to-date (in particular the e-mail address and mobile phone number) so that the delegate member can receive the information via the communication and exchange means of the EAP (WhatsApp group and email group address);
• i) Within 24 hours of the end of the event, send the results in PDF format to the members, to the group's address (membersXX@eap-circuit.org) including:
  • Athletes & delegations:
    • Approx. total number of athletes (with distinction of : foreign / local / EAP athletes),
    • Number of EAP Delegations
  • Weather conditions
  • Spectators
  • Media presence and TV report and/or TV Stream
  • Best performances
    • meeting records, national records,
    • EAP records : EAP-Future records, EAP-Masters records, National records, EAP youth records, EAP Paralympic (together) records, EAP Master records
    • Interesting Area or World season performances, ...,
  • Useful links: photographer, Live stream, press releases, etc.
  • Your personal considerations and acknowledgments.
• l) Any other obligation arising from the application of these "Standards & Regulations" and from decisions taken by the Convention and the Board of officers (BOARD).

ART. 09: Expiration of the title of member

The title of member can be lost either based on a voluntary resignation, or by failure to fulfil the obligations provided for in this document.
The loss of the title of member does not give right to the restitution of the contributions paid previously.

• a) Voluntary resignation: The member communicates in a written communication addressed to the Board of officers (BOARD) his intention to no longer be part of the Association. The Convention, informed by the Board, takes note, and declares the forfeiture of the title of member.
• b) Failure to fulfil obligations: The loss of the title of member by failure to fulfill obligations is deliberated by the Convention, on the proposal of the Board, in the following cases:

1. The EAP Delegate, representing his meeting has not taken part in two consecutive Conventions (being represented does not count as a presence), or in a single Convention without justifiable reason;
2. The annual subscription has not been paid for 2 consecutive periods;
3. The EAP Delegate has not respected, without valid reason, the Standards & Regulations provided for in this document;
4. For other reasons not listed but retained sufficiently important by the Convention.

ART. 10: Transitional member

An event organiser who is not in compliance with the obligations provided for in this document, for reasons which go beyond his own will (including for economic reasons) may request to be considered as a transitional member for a limited period.
The transitional member retains the right of access to information relating to the EAP and to participation, with their athletes, in the EAP events.
He must also, like any member, respect the rules of attendance at the Convention (Art. 09.b.1)
The transitional member must:

1. Have been a regular member for at least three years, at least two of them consecutive from the entry;
2. Communicate formally to the Board its desire to continue to be part of the EAP Association;
3. Be in good standing for payment of the annual subscription (which is due fully).

The Convention, on a proposal from the Board of officers (BOARD), deliberates on the request of this member.

Duration of the status of Transitional member

If after a maximum of two years, that is to say from the third year, the initial situation still cannot be proposed, the transitional member must present an alternative project, a project to return to the organisation. This compensatory solution, for example a city event (like a pole vault or a high jump event, a throwing tournament or other non-stadia event) is required in order to maintain a good level of organisation as well as a level of competence.
On the other hand, it would not be correct that this EAP member, simply with an annual membership fee, would have the benefit of attending other meetings, when in return other EAP members could not benefit from this possibility.

If no project can be proposed, the Convention may have to vote on its exclusion from the 3d year and, in all cases, the exclusion would be automatically recorded from the 4th year of absence.

ART. 11: Annual subscription

The annual membership fee, which is used to cover the management costs of the Association, amounts to € 300.00 and must be paid by Bank Transfer at the latest by November 30th following the Convention, by all the EAP members (equally for ordinary members and transitional members), after reception of the EAP invoice. The Convention can modify the amount of the subscription for the subsequent year and will be published on the page relating to the Convention.

III. BODIES OF THE ASSOCIATION

ART. 12: The Convention

The Convention is the sovereign body of the Association. It meets, at least once a year, to approve the provisional budget and the end-of-year balance sheet (covering the period from 1st January to 31st December) and it deliberates on any subject submitted to it for examination by the Board of officers (Board).

More specifically, it is up to the Convention to deliberate on the admission of new members and to modify the articles in this document.
The invitation to the Convention must be sent (electronically) at least 60 days before it takes place. Simultaneously, the EAP website will contain all information. The public section will contain the main information, but the extranet (member's section) will give exhaustive details and insight information.  Any other support can be used (i.e. WhatsApp group) as a communication support, but is not the official tool for it.

All EAP members participate in the Conventions through a maximum of three (3) delegates, one (1) of them being the official referent person with right of vote.

Any member may represent another non-present member who has justified his absence, provided if he has been clearly mandated. However, a member cannot be represented more than twice consecutively (Art. 09.b.1).

All votes are approved by a majority (half + 1) of the members (delegates) present, except if this concerns the alteration of the statutes where ⅔ of the members present is necessary. In the event of a tie, the final decision rests with the Board of officers (BOARD) and when necessary, of the president. Voting results are made public via the EAP website.

ART. 13: Date and venue of the Convention

The Convention is organised, in normal situation, once a year, generally during the first weekend of November. The venue of the Convention is decided in turn between the cities that organise the EAP meetings. Conventions are allocated 4 to 5 years in advance.

In addition to being the most important moment in the associative life of the EAP, the Convention allows the members to discover the European cities where the various EAP meetings take place.

ART. 14: Organisation of the Convention: procedures and duties

1. Venue
   The Convention Organiser (CO) reserves the place of the convention so that the accommodation and the conference room are optimal: i.e. equipped and sufficiently spacious (free internet connection, beamer, microphones) with “coffee break” service, for the good performance of the works and for access from a near airport (less than 50km). The convention venue is ideally the meeting hotel or the sports Complex. The level of the hotel must be good (min. 3 stars, 4 stars preferred).
2. Agenda and invitation
   The organiser of the Convention, as part of the OCC (Organising and Council Commission), can propose and give advice on the Agenda to the Board. But both Agenda and the Invitation, are sent by the EAP to its members and candidates and not by the organiser.
3. Meeting with local authorities
   As far as possible, invite local partners (town halls, sponsors and / or local media sports figures)
4. Costs
   1. The costs of the convention (accommodation, reservation of the conference room, coffee-breaks, meals for Friday evening, Saturday noon and Saturday evening) must be communicated to the OCC (Organising and Council Commission) in time (minimum 50 days before the convention). The organiser agrees to offer an attractive formula after negotiating the prices with the hotel.
   2. Regardless of country, the value should be expressed in Euros and the organiser should accept euros (or equivalent local currency).
5. Booking
   A booking form (accommodation + participation in the convention) is sent to the members by the EAP 45 days before the convention, after the organiser has transmitted to the EAP the final cost estimations and conditions.
6. Organiser financial participation in the convention
   It is fashionable for the convention organiser to offer the Saturday dinner as much as possible or to participate in it (or in other activities (social program) in a consistent manner. The amount of this participation should be equivalent or near to the costs of an average participation (travel + accommodation + convention costs) in a convention (usually 600 to 1000€). The overall costs (except travel costs) should be maintained at the same average level of the 2-3 past editions.
7. Local transports
   If the nearest airport is more than 50 km from the hotel, the organiser of the congress is obliged to offer, as far as possible, a free shuttle service or to offer other means of transport at low cost. Likewise, once the members have arrived, the CO will provide on-site transportation, if necessary, to reach the workplace or related social and recreational activities.
8. Official language
   The official language of the circuit is English. French remains the historical language and therefore is also officially admitted during the exchanges.  
9. Interpreter
   The organiser makes available one (but ideally two) person(s) for the work of an interpreter, during the whole Saturday. This person should have a good knowledge of our sport, its terminology, and the structure of our circuit.
10. Convention Report & Convention Minutes
    
    1. The organiser provides one or more persons (bi-lingual English French) to take the minutes.
    2. This service must be ensured all long during the conventions' works (Saturday) and must be taken by someone else than the organiser. This person should have knowledge of our sport and our circuit.
    3. The Report, with only the main decisions, the program of activities and the structure of the association (if modified) is published on the website (public section) and is used for the communication on the social media, no later than 24 hours after the end of the Convention.
    4. The Minutes, with all details and structure of the agenda, are sent before the end of November to the Board and to the OCC for control and validation. The validated version will be sent to the members and published on the website (extranet section) no later than December 15th so that decisions can come into force before the start of the indoor season. Minutes are first written in the official language of the Convention (English). A translation into French is also requested. If the home language of the organiser is different, the organiser is free to make it available also in this third language.

xxxxxx ----- From here below To be updated:

IV: Steering and Executive Committee (SEC)

ART. 15: Composition

The Steering and Executive Committee (SEC) is made up of permanent members, namely Pablo Cassina, Giorgio Ferrando and Micheline Smeets, representatives of the founding meetings of the EAP (respectively Genève, Celle Ligure and Nivelles), Josep Massa representative of the historical oldest meetings (Palafrugell ) and the treasurer (elected by the Convention).

Governance

1. President: the role of President of the Association is entrusted to Pablo Cassina, since November 2018 (Valence Convention).
2. Vice-president: Vice-Presidents of the Association is Giorgio Ferrando, Celle Ligure (from 5th November 2022, Celle Ligure Convention)
3. Historical co-founder members: Micheline Smeets, Nivelles  (proposed by Noële Levêque) (from 5th November 2022, Celle Ligure Convention)
4. The oldest member in activity: Josep Massa, Palafrugell  (from 5th November 2022, Celle Ligure Convention)
5. Honorary Treasurer: elected by the Convention is Marco Colavitti (from 5th November 2022, Celle Ligure Convention)
6. Honorary General Secretary: Pablo Cassina  (from 5th November 2022, Celle Ligure Convention)
7. The members of
   1. the PCC
   2. the OCC (only the elected member, not the actual and next convention's organisers)

Life-time honorary president: Noël Levêque, former and first historical president of the EAP (since 1990) was unanimously named honorary president for life, after his resignation in November 2018.

The appointment of positions within the SEC is not subject to voting and is done internally (usually at the pre-Convention internal meeting) to guarantee the sustainability of the founding principles of the EAP.

The SEC may however appoint other additional members at any time to ensure its development, renewal or to guarantee the management of sectors or projects.

ART. 16: Posts

• Treasurer: Marco Colavitti (Codroipo)
• General Secretary: Pablo Cassina (Genève)
• Statistics and EAP records: Mr Josep Massa is responsible for writing the statistics (Event performances,  MO stats, EAP records).
  • EAP Future records are assigned to Mr Lodovico Meliga (Biella).
• Quality Meeting Program: Mrs Tímea Téglássy (Budapest) is responsible for meeting evaluations, observers, and the assignment of the EAP label.
• Code of Conduct: Mr. Norman Saliba (Malta) is responsible for updating and bringing the Code of Conduct up to international standards, monitoring the "I Run Clean®" certification plan for members and handling cases of non-compliance with the Code of Conduct.
• Communication & Marketing: Mr. Pablo Cassina is responsible for managing the website and the digital and paper communication through PCA Services, communication's agency.

ART. 17: Tasks and duties of the SEC

1. Guarantee the preservation of the fundamental principles and values of the EAP, described in the Art 03. Core Values (also published publicly on the website);
2. Coordinate the organisational activity of the various EAP meetings;
3. Ensure and check that the organisers of EAP meetings correctly apply the provisions of this document;
4. Receive the proposals put forward by the members for possible modifications to this document which will have to be analysed by the Convention for approval;
5. Receive and verify the requests presented by new meetings to be part of the EAP which will be examined by the Convention for approval;
6. Resolve any conflicts that may arise between the members;
7. Prepare the provisional budget and write the end-of-year balance sheet;
8. Send the proposal of the Convention agenda at least 30 days before it takes place;
9. Help the Organising and Council Commission (OCC) on the organisation of the convention and exchange on other subjects regarding the EAP
10. Coordinate and supervise the actions undertaken by the Permanent Core Commissions (PCC) and more specifically regarding the implementation and the concrete application of our principles and values, through the certifications of the QMP and the Code of Conduct .

ART. 18: Veto

In order to ensure the preservation of the fundamental principles and values of the EAP (art. 17-1), the 3 founders of the circuit Noël Levêque, Pablo Cassina and Giorgio Ferrando can exercise the right of veto over any proposals deemed non-compliant.

In case the 3 historical founders would not be any more actively in charge in the EAP governance, they will delegate their powers to another person (among an active member of the EAP for at least 15 years), whom they will appoint personally so that there is always a triumvirate guarantor of the principles and values of the EAP. As an order of priority, it should be considered the first historical members, after the founders.

ART.19 Additional members

The SEC can name one or more members within the Permanent Core Commission (PCC).

V: Organising and Council Commission (OCC)

ART. 20: Composition

This commission is composed by 3 members. Two members are automatically elected while a third one is elected by the Convention. Their mandate is for 2 years.

This third member cannot be member of the SEC and cannot be part of the previous or the next convention organisers. His mandate cannot be renewed, and the same MO cannot propose a member of its organisation for 2 consecutive years.

The member can spontaneously propose himself or be proposed by other members. If no one is proposed, the SEC will appoint a member.

1. The organising member of the previous Convention. Automatically elected for 2 years.
2. The organising member of the next Convention. Automatically elected for 2 years.
3. Another member, elected by the Convention for 2 years. This member is part of the Governance.

The OCC has its own group address (occ@eap-circuit.org).

ART. 21: Role of the OCC

Two main roles are entrusted to the OCC:

1. Mutual help for the organisation of the Convention.
   1. Knowledge is transmitted in the form of practical advice, tips, logistics, technical information as well as useful for tips for social program. This continuous know-how transmission will help improve the quality, the efficiency, and the pleasure of a successful convention.
2. Members of the OCC can provide advice to the SEC on EAP matters at any time.
   1. They do not have decision-making power but consultative power.
   2. They are automatically involved in discussions and their opinion is desired on the functioning or other matters of the EAP.
   3. The goal of the OCC is to have an external eye to trigger reflections, projects, questionings beneficial for the life of the EAP.
   4. It is the think-tank of the EAP (see Current Affairs).

VI: Permanent Core Commissions (PCC)

There are two commissions, mandated and supervised by the SEC, intended to qualify our core activity.

This is intended to define actions and attitudes influencing the whole process of the organisation of our meetings.

Those commissions are:

1. Quality Meeting Program (QMP)
2. Code of Conduct

ART. 22: Code of Conduct

The Code of Conduct is an educational process.

It is based on a 2-years cycle which consists of bringing the EAP delegates (up to 3 per MO) to adopt the Code of Conduct as a mandatory requirement from the athlete's registration process to the validation of the results.

Our code of conduct is based on the evolution of international standards (World Athletics) in the fight against doping, but moreover it requires that our delegate members follow an online certification to the "I Run Clean®" program.

This process can be completed within two years and leads MO to the Code of Conduct certification.

• Head of this program is Mr Norman Saliba (Malta).

The term of office is 3 years and is tacitly renewed unless the person appointed wishes to retire or if, for good reason, the SEC decides to appoint another person.

The Code of Conduct is part, along with the QMP, of the Permanent Core Commissions (PCC).

ART. 23: Quality Meeting Program (QMP)

The Quality Meeting Program (QMP) is an upgrade process.

It is based on a 2-year cycle which consists of ensuring that our event meet the organisational criteria of quality and that they respect the values that characterise the EAP.
Those criteria are resumed in a check-list covering those aspects, starting from the moment the event is agreed (EAP agreement, in November) until the publication of the results. The observed points are reported to the MO within 10 days from the end of the event and then to the Board.
The accompaniment of our events in this program is done (for the most part) by our observers and which allows the identification of aspects which, if necessary, will have to be implemented.

• Head of this program, is Mrs Tímea Téglássy (Budapest).

The term of office is 3 years and is tacitly renewed unless the person appointed wishes to retire or if, for good reason, the Board of officers decides to appoint another person.

The Quality Meeting Program is, along with the Code of Conduct and the U18 commission, part of the of the Permanent Core Commissions (PCC).

The QMP specifications are described in ART. 56

VII: Current Affairs (CA)

Core activities and responsibilities are assigned by the SEC or decided by the Convention.

ART. 24: Categories of Current Affairs

We distinguish 4 categories of Current Affairs (CA) :

1. EAP SECTORS
   1. Sector 1: EAP ELITE / assigned to Pablo Cassina (EAP)
   2. Sector 2: EAP FUTURE / assigned to Vichy Meliga (Biella)
   3. Sector 3: EAP TOGETHER / assigned to Giorgio Ferrando (Celle Ligure)
   4. Sector 4: EAP RUNNING / vacant
   5. Sector 5: EAP MASTERS / assigned to Marco Colavitti (Codroipo)
2. OFFICE
   1. ACCOUNTING AND FINANCE / Marco Colavitti (from 5th November 2022)
   2. ADMINISTRATIVES, GENERAL SECRETARY /Pablo Cassina (from 5th November 2022)
   3. STATISTICS & RECORDS / assigned to Josep Massa (Palafrugell) ; RECORDS "FUTURE" / assigned to Vichy Meliga
   4. REGULATIONS / assigned to SEC
3. DEVELOPMENT
   1. STRATEGY & DEVELOPMENT / assigned to Pablo Cassina (EAP)
   2. SPONSORING / assigned to SEC
   3. TOOLBOX PRO - MEETING MANAGEMENT / assigned to Paolo Sioli (SioliBros.net)
   4. THINK TANK & MISCELLANEOUS PROJECTS / assigned to OCC
4. PROMOTION
   1. MEDIA, MARKETING & COMMUNICATION / assigned to Pablo Cassina (EAP)
   2. WEBDESIGN & PUBLISHING / assigned to PCA Services
   3. BRANDING & MERCHANDISING / assigned to SEC
   4. REPRESENTATIVITY / assigned to All

VIII: EAP EVENTS

ART. 25: Events organisers

The Organisers of an EAP event can be:
a) A national federation or a regional committee of the same federation;
b) A club regularly affiliated to its national federation;
c) An organising committee recognized by its national federation.

ART. 26: Event sectors

They can organise events within the 5 EAP following sectors:

1. Sector 1 : EAP ELITE / Organisers of Track & Field meetings
2. Sector 2: EAP FUTURE / Organisers of Track & Field meetings intended partially or exclusively for youth categories (U16 and younger)
3. Sector 3: EAP TOGETHER / Organisers of Track & Field meetings of sector 1 or 2 with inclusion of para-athletes
4. Sector 4: EAP RUNNING / Organisers of road-races or field (cross-country, mountain races) events
5. Sector 5: EAP MASTERS / Organisers of Track & Field meetings or running events intended partially or exclusively for Masters categories (40+ and older)

ART. 27: Technical and organisational requirements of the EAP

1. The Meeting Organisers (MO) must comply with the rules of World Athletics (formerly IAAF) and of the EAP including the EAP Code of Conduct.
   
2. The Track& Field Meeting must be of international level;
3. The Track& Field Youth Meetings must be at least at a national level;
4. The track must have a minimum of six lanes in case of outdoor meetings and four lanes in case of indoor meetings;
5. All equipment and instruments must comply with the regulations in force prepared by the World Athletics at the time of the Meeting;
6. Timekeeping must be electric and must comply with World Athletics guidelines. Electric timing must be supported by manual timing. On arrival, an official referee (and/or a camera) must be arranged to verify the ranking drawn up by the electric timing.
7. The presence of the doctor on duty and a First Aid point in the field, with an ambulance service must be guaranteed.
8. A physiotherapy service in the field provided by a qualified professional must be provided for the duration of the event.
9. Registrations must be able to be done online. The EAP site offers registration forms (request for participation) which are automatically activated 2 months (60 days) before each outdoor meeting and 1 month and a half (45 days) before each indoor meeting.
10. Meeting Organisers are obliged to respond to participation requests received within a maximum of 5 days (3 days recommended) from the opening of registrations for their meeting.
11. Possible doping control must be accepted, and this point must be mentioned in the program (info sheet) and be an integral part of the mandatory conditions of participation (by adhering to the EAP code of conduct) via the online registration form.
12. A good standard of hotel accommodation and nutrition must be provided to hosted athletes and their companions (definition of "Accommodation", see Art. 30: "Requirements for eligibility").
13. A free transport service (shuttles) must be provided or available for free from the nearest or main airport (or train station) to hotels and, from these, to the training or competition track for all athletes and accompanying persons.
14. The media services, TV, radio, press and photographers must comply with current legislation and the guidelines adopted by the competent national Federations.
15. Advertising media must comply with the guidelines dictated by the competent national federation and within the EAP regulations.

ART. 28: Technical and organisational requirements of other EAP events

Due to the peculiarity of sector 4 "EAP Running" events, different requirements apply. The definition of these will be discussed by the SEC and proposed to the annual congress before validation.

ART. 29: Scope of Sector 1: Circuit EAP Elite

These meetings are mainly intended for the men's and women's absolute categories, but they can also integrate categories and disciplines of other types (Sector 2: EAP Future, Sector 3: EAP Together, Sector 5: EAP Masters).

Within Sector 1, there are 3 Poles of attractiveness (i.e., How far do most athletes come from?).

• EAP XL (pole of attractiveness Extra-Large >1500km)
• EAP L (pole of attractiveness  Large >400 <1500km)
• EAP M & S (pole of attractiveness  Medium & Small <200-400km) or EAP Future.

ART. 30: Requirements for EAP-Elite meetings eligibility

Some relevant costs (for example communication, accommodation, travel, TV, Live-streaming, Medals and gifts, bibs, track location, ...) are being paid by a federation, a municipality, a sponsor or by the club or association. In many cases, if the sole MO had to find the money to pay all those charges, its meet would not exist.

However a rough estimate of all-inclusive global costs, just as a simple indication, may look as follows:

• EAP Small & Medium : 6,000 € minimum
• EAP Large : 18,000 € minimum
• EAP Extra-Large : 35,000 € minimum

ART. 31: Scope of Sector 2: Circuit EAP Future

1. Meetings dedicated to youth categories (U16 and younger), or
2. EAP meetings (of sector 1) proposing a minimum of 2 + 2 youth events with foreign participation.

ART. 32: Scope of Sector 3: Circuit EAP Together

Meetings integrating one or more parathletics disciplines.
N.B. We have chosen to include / integrate parathletes into our EAP and / or EAP Future meetings rather than proposing parathletics meetings.

There is no criteria on number of participating parathletes or number of disciplines.

ART. 33: Scope of Sector 4: Circuit EAP Running

International non-stadium races.
In this circuit we find road races (marathons, half-marathons, 10km road race, Ekiden relays, race walking), off-road races (cross-countries, mountain races), etc. (non-exhaustive list).

ART. 34: Scope of Sector 5: Circuit EAP Masters

1. Meetings dedicated to Masters categories (considered from 40+ years and older), or
2. Running events dedicated to Masters categories (considered from 40+ years and older), or
3. EAP-Elite meetings (of sector 5) proposing a minimum of 2 + 2 Masters events with foreign participation.

ART. 35: Presentation of candidatures

Applicants must apply by email to candidate@eap-circuit.org and if the project is deemed valid by the Steering and Executive Committee (SEC), applicants must present it to members at the annual Convention, which is held each year in early November. Formal requests must reach the SEC no later than 3 weeks before the convention (the exact date is published on the website and is annotated and relayed by our social media network). The presentation must be in PDF or PowerPoint format and should be sent latest one week before the Convention. The physical presence of the candidate (meeting director) is mandatory. it is strongly recommended that the candidate be accompanied by another authoritative member of the organisation (example: president, treasurer).

ART. 36: Requested information for the presentation

1. Meeting presentation
   (Venue, date, stadium, club and meeting history, program of events, website, social media)
2. Transport and accessibility
   1. Nearest airport(s), train station, motorway, road
   2. Do y0u provide domestic transportation service (free shuttle) from both airports to the hotel + from hotel to the track and back?
3. Accommodation
   1. Hotel(s) category / level
   2. How far is/are the hotel(s) from the track?
   3. Are the invited top athletes staying in the same hotel as the EAP delegations (athletes + coaches)
   4. Where do the athletes eat?
      1. At the hotel restaurant?
         1. If not, where?
      2. The day of the event, where do you provide the meal before and after the meeting ?
4. The meeting organising committee
   1. The club’s (or association or federation) structure,
   2. The volunteers group
      
5. Membership or permit in other associations, federations, organisations, circuits of meetings
   
6. Organisational experience
   Since when, level and type
7. Motivation to join the circuit : what do you expect ?
   1. What is the actual size and level of the meeting (pole of attractiveness): Small/Medium, Large or Extra-Large ?
   2. Do you expect, with the EAP, to upgrade the level of your actual meeting ?
8. Budget of the meeting and for the EAP, sponsors and partners
   1. Financial results of the two previous years and next year’s budget as EAP
   2. Global meeting budget (with detail on travel, accommodation, prize-money & bonuses)
   3. Part of the budget for the EAP (travel reimbursements and full board accommodation)
9. Technical
   characteristics of the track

   (IAAF/World Athletics agreement?)

10. Media
    (Partnerships, presence, TV Highlights, live-streaming)
11. Spectators
12. Your questions to the EAP
13. Open discussion: Q&A from the EAP members
    

ART. 37: Evaluation of the Candidate

The Convention evaluates the candidacy, bearing in mind the following criteria:

• Acceptance of the EAP principles and values;
• Technical level reached in previous years
  • In case it's a new event, proven experience in other similar and large-scale projects;
• Organisational capacity and experience of the Organising Committee;
• Geographic location (greater opportunities for those nations that are not already part of the EAP);
• Sustainability of the Meeting (budget adequacy);
• Compliance with the travel reimbursement budget defined by and for the EAP plus the related full board accommodation costs;
• Knowledge of the "Standards & Regulations" of the EAP;
• The motivation of such a project according to the desire to develop the meeting and the athletics of its region through the EAP circuit.

ART 38: Decision of the Convention

The decision to accept or not the candidacy rests with the Convention which is expressed by a majority (half + 1 of the members). The deliberation is done without the candidates present.

The decision made by the Convention will be communicated immediately to the candidates (they are called back).

If accepted, the Candidate officially becomes a Member of the EAP to all effects and takes immediately an active part, with the right to vote, in the subsequent works of the Convention.

In case of non-acceptance, the Candidate may resubmit the request in subsequent years. The reasons of the non-acceptance can be communicated.

ART. 39: Membership fee

• 150 € Registration fee for New EAP member (una tantum) +
• 300 € EAP-Elite annual membership fee (valid for 1 year from 1.1 to 31.12, to be paid at the convention or latest by end of November by bank transfer) +
• (optional) 80€ EAP-Running events (max two events in this category) +
• (optional) 80€ EAP-Masters events (max two events in this category)

The main subscription fee is always 300€ (this is usually an EAP-Elite or Future meetings but could also be a Running or a Masters event). In case the main event is a Running or a Masters event, then an additional (optional) EAP-Elite or EAP-Future meeting for the same organiser is 80€.

The amount of the membership fee can be changed by Convention. The decision will not be applied for the coming year, but for the subsequent one (unless it is decided to reduce the sum).

ART. 40: EAP-Elite Agreement

The agreement is a certificate delivered by the EAP governance (represented by the EAP President and the EAP Treasurer), every year, to all the EAP meetings.
It is a reciprocal commitment.

The following information is requested:

• • Meeting
    • Name of the meeting
    • EAP Member Delegate
    • Meeting director (if different)
  • Organising committee
    • President
    • Treasurer
    • Other contact (name and function)
    • Other contact (name and function)
  • Superior / legal responsible structure
    (Cub, association, regional or national federation)
  • EAP Meeting sector(s)
    • EAP Elite
    • EAP Future
    • EAP Together
    • EAP Running
    • EAP Masters
  • EAP Meeting pole of attractiveness
    • Small / Medium
    • Large
    • Extra-Large
  • Estimated budget
    • Global budget of the meeting
    • EAP Travel reimbursement budget
    • EAP Full-board Accommodation budget
  • EAP Membership fee
    • Registration fee (for new members only)
    • Annual membership fee

Eligibility
The meeting is considered eligible at its defined level if it complies with Art. 30: "Requirements for eligibility".
Those points will be evaluated from the signature of this agreement and with the observation of the whole organising process, until the end of the event.

Rights & Duties
The Meeting Organiser of [the name of the meeting] certifies that based on the information described above (page1), he undertakes to comply with the EAP Standards & Regulations.

As an approved meeting of the defined sector, level, and appropriate budget the MO will ensure that the good image of the EAP is kept high.

For its part, the EAP undertakes to promote and support the meeting by means, tools and resources that are specific to it.
It will do so in particular through the channels at its disposal, mainly the website, social networks and other communication platforms.
Access to all the resources and useful information is made available to the Meeting Organiser via the Member access of the extranet (password protected).
The Starter-kit is also part of the “equipment” the EAP provides to all its members.

The reciprocal collaboration clauses come into force upon signatures of the Meeting Organiser on behalf of its organising committee, the EAP President and the EAP Treasurer and after payment of the annual EAP Membership fee.

Date: ………………………………

IX. EAP TOOLBOX

The EAP ToolBox, is the EAP equipment for Meeting organisers (MO).

There is a free “Starter-kit” and a (proposed and not imposed) “Pro-Kit".
Both are specially intended to help and improve the MO efficiency in organisation and communication.
The Starter-kit is available for all MO. The Pro-Kit allows MO to access other resources.

The following lists are given as an example and, subject to change, they could differ slightly.

ART. 41: Starter-Kit

Available and given for free (included in the EAP Subscription fee)

1. EAP Kit Collection
   
   The Personal EAP Uniforms, textiles, and goodies: the EAP shirt, the EAP Cap, the EAP rainjacket, the EAP travel toiletry bag, the EAP Beach towel, the EAP Hip bag, the EAP pin’s, 20 EAP stickers. (Max. 2 delegates / MO).
2. Roster Athletics platform
   A world-class athletics fan engagement platform
3. EAP on track signage
   2 Banners (200x90cm), 2 flags (if these objects cannot be handed over during the Convention, the EAP undertakes to reimburse the production costs up to € 50 per banner and € 60 per flag. Production files are available on our website).
4. OpenTrack
   Data entry and integration of data relating to each EAP meeting in OpenTrack for visibility on the largest European meeting platform.
   This allows data to be integrated in real time into the EAP site and into TrackMeetings.info.
5. EAP privilege presence on Trackmeetings.info (TMI)
   All our meetings exhaustively listed in TMI and benefiting from an additional promotional EAP branding.
6. EAP Trailer
   For MO website, MO social media, digital communication, and giant screen on the track.
   
7. EAP MO Templates set
   Set of stationery corporate templates (.pptx, docx, .ai, .eps, .psd, .pdf), fully customisable with your logo and your information to create and print: accreditation badges, main information poster (for Call-Room), Athletes information welcome sheet, EAP list of records, Bibs, EAP Prize Money and Bonus system, shuttle timetable, directional signage on the stadium (Doping Control room, Warm-Up area, VIP Lounge, athletes corner, EAP speaker (or Meet director) official opening short text, …).
8. EAP Manifesto
   
   Who we are, our principles, values, vision, structure, history, facts and figures in a booklet.
   5 personal printed samples for each MO and its Organising committee + 30 samples for each MO to be distributed to all EAP invited athletes and for media and sponsors.
9. EAP Agreement
   1 printed official document, certifying the quality of MO (delivered every year) and defining rights and duties for both parts: MO and EAP.
   
10. EAP free access to Tilastopaja
    Members receive a full annual access code to tilastopaja.eu, the most extensive and compete athlete’s database in the World.
11. MO Search for sponsors
    Sample file to help MO find partners and sponsors.
    Includes a list of standard products to support and quantitative arguments illustrating the potential for visibility at national and international levels.

ART. 42: Pro-Kit

It consists of a privilege package of various tools to which MO can access under negotiated costs.
New members can consider this as a starter kit to achieve their goals from the first year. The list is not exhaustive yet and is destined to evolve, but looks as follows

1. Pro-Kit (special fares for MO)
   1. Meeting system management ("wondermeeting"), developed for the EAP
   2. The complete standard platform for athletics and events (now also including virtual competition management). Strongly supported by European Athletics, versatile and multilingual. Useful functionalities: Results Capture System, Entry System, Competition, club and even Federation management, Video integration of start lists and results, etc. Discover OpenTrack. Fully compatible with VincoSport.
   3. TV livestream european and worldwide broadcast, by VincoSport proposing different levels (accessible for small budgets) of coverage and possible collaboration with existing MO partners and an EAP centralized webcast archive. Fully compatible with OpenTrack.
   4. Wavelight technologies: through the intermediation of the EAP, MO can get privilege fairs on rentals or buying it. Wavelight increase not only the visibility of the meeting (and attract the interest of athletes and media), but also represent an extraordinary new tool for training. Quick installed and removed after the event, this installation and setting can be supervised directly by Bram Som. Wavelight represents a great opportunity to increase the attractivity of a club and a track (not only for athletes’ trainings) and can represent a successful compromise in avoiding having recourse to pacers. Announcing the “wavelight” pace, you define the level of your race. This will attract athletes of the expected level.
      Wavelight technology accepts up to three different paces, in case you would like to have a top performance for some athletes (i.e. 3.34″ on 1500m), but also keep a standard and a lower level for others national or local athletes (i.e. 3.42″ and 3.58″for example). This is also valid for mixed training groups.
   5. EAP promotional Flyers to be distributed by MO all around Europe on events where they participate (Small & Medium, Large, or Extra-Large or major events) to attract new athletes and new MO (prospects).
   6. EAP Branding. Possibility to buy more samples of the EAP Kit Collection or Extras articles like the EAP Plush mascot and other products available at discount member prices on our website (public section).

ART. 43: The EAP Manifesto.

Is our published and printed declaration of who we are, what we do and why we do it this way.

It presents our history, our convictions, our values, our structure, the way we organise our meetings, the significance of promotion, what sets us apart and characterizes, our pioneering position against doping, our idea of the development of athletics in Europe, our vision and why we believe in this Athletics and that we adhere to the concept of TrueAthletics.
This manifesto reminds us why we organise meetings and it also serves to make us known and to be supported by sponsors.
Is part of your Starter-kit and is available as a printed A6 format booklet and PDF format.

ART. 44: Branding & Merchandising

Using our logo branded on various supports.
Meeting Organisers receive their personal uniform, textiles, and goodies (the EAP shirt, the EAP Cap, the EAP rainjacket, the EAP travel toiletry bag, the EAP Beach towel, the EAP Hip bag, the EAP pin’s, 20 EAP stickers. (Max. 2 per delegates / MO) within the Starter-Kit.

Possibility to buy more samples of the EAP Kit Collection or Extras articles like the EAP Plush mascot and other products available at discount member prices.
The list is continuously updated on the EAP website under "Branding & Merchandising" and it's available for everybody.

X. OBSERVATION, EVALUATION, STATISTICS AND CLASSIFICATION OF MEETINGS

The scope of those evaluations, monitoring and measuring both the organisational and performance aspects, is to create quality reports to better understand and analyse the evolution of our meetings, compared with the previous years. Observing or anticipating trends, those reports will help the EAP to stay in its scope, by respecting our values and principles, if necessary, by adapting our requirements.

ART. 45: EAP Observers

To achieve the goal of improving the quality standard of the EAP circuit and to verify compliance with the rules contained in this document, at each EAP meeting, one or maximum two EAP Observers is (are) assigned.

The observers register themselves online for the requested meetings latest 3 months before the event.

The observers will be present during the event (arriving the day prior the event, like all invited athletes), preferably choosing among members from a different country than the one of the event and travelling by plane in order to follow the whole process.

In case there are more than 2 observers for the same event, the final decision on the allocation of observers, according to the allocation rules described above, rests with Mrs. Tímea Téglássy, head of QMP.

The period to be considered (observed / evaluated) starts from the signature of the EAP agreement (at the Convention) and ends 7 days after the end of it. The points to be observed are detailed in a specific list (EAP Obervers' Evaluation Grid, available on our extranet website).

At the end of the Meeting, or at the latest within a week, the Observer will present the Evaluation to the Organisers and discuss with them what has been found. The form must then be sent to the SEC at the conclusion of the Meeting or at the latest within a week after the end of the event.

All the EAP Observers’ Evaluation Grid are archived on the website, members section.

ART. 46: Duties of the Meeting Organiser for the observer

The Meeting Organiser (MO) is required to arrange for the Observers hotel full board accommodation, which supposes that the Observer is (are) also travelling with an EAP Member Delegation (MD) and is (are) therefore entitled to get travel and full board accommodations costs refund (as per EAP Travel Reimbursement criteria, see art. 53).

In case it is not possible to find an Observer among the invited EAP Member Delegations (MD), the Meeting Organiser will cover at least only the full board Accommodations costs. Travel costs reimbursements can be asked to the SEC who will decide if the EAP can cover them, or not.

ART. 47: EAP meeting performances and evaluations

EAP meetings are submitted to the following statistics and evaluations:

Internal use (restricted member access on the extranet):

• EAP Evaluation by Observers
• MO Self evaluation
• Meeting scoring points (IAAF points and 26 best performances)
• Statistical analysis (including budget, number of delegations, Accommodation costs, etc.)

Public view (available on the EAP website)

• Annual Meeting ranking (by World Athletics performance points)
• Historical Meeting ranking (by World Athletics performance points)

These scores, together with other evaluations of the Meetings will be presented annually at the Convention by their respective responsible.

ART. 48. EAP Label

The EAP label is intended to recognize outstanding performances in the meeting organisation, communication, and participation in the EAP. It is directly issued from the Meeting Evaluation, reported by the Observers.
This recognition is intended to encourage meetings to apply massively the EAP procedures, organising methods and respect of the Code Of Conduct and the I Run Clean certification program.
It will be awarded during the Convention.

The EAP label, however, remains an internal certification because we do not want to generate counterproductive official rankings of the best in the class.
On the other hand, the recognition of these values (materialized by a specific logo) may well be used by the concerned MO for their own local communication media and for the search for sponsors.

XI. PARTICIPATION OF EAP ATHLETES

ART. 49: Participation

In compliance with the objectives of the EAP, athletes and their coaches (EAP MD) are invited to take part, in the other EAP Meetings.

ART. 50: Registration of an EAP Delegation

1. The Meeting Organiser (MO) must send an invitation to all members (by mail, to the group address), before the opening of the online applications (ie >60 days before an open air competition or >45 days before an indoor competition). The invitation must be structured as follows:
   1. Text at least in English. (local language or other translations welcome)
   2. Date of the meeting + recall of the registration deadline for EAP members
   3. Program with provisional disciplines in international standard. Naming convention (ex: 400m Hurdles WOMEN, 400m WOMEN, 4x100m MEN (U20), Discus Throw MEN) and categories (U20, U18, ..)), specifying which categories are proposed (EAP-Future / Together / Masters).
   4. EAP meeting category (as per EAP Agreement) and relative indication on the budget for transport reimbursement and acceptance criteria (if you do "first announced and first accepted" or if you have other criteria).
   5. Possible restrictions for some particular disciplines for EAP members
   6. Timetable, with official participation limits and number of heats
   7. Link to updated prize pool and bonus system (incl. € 400 for EAP-Elite record)
   8. Links to updated meeting records
   9. Links on shuttle services, distances from the airport or train station.
   10. Information on hotel accommodation
   11. Particularities of the meeting (if useful) and / or suggestions for visits or links to the local tourist information office.
2. After a maximum of two weeks (1 week for indoor meetings), the MO must send a reminder indicating the names of the EAP delegations already received and ask the missing delegations to respond.
3. Last call no later than 30 days before the event.
   1. 1. The Member Delegation (MD) must give firm and detailed confirmation to the MO.
      2. In case MO has not received the confirmation, the registration of the MD can be cancelled.
4. Each MO must ensure that the allocated budget for the MD travel reimbursements is entirely available up to 30 days before the event.
   1. For their part, the MD will be transparent in indicating the real costs of the trip and will indicate if the agreed reimbursement perfectly covers their expenses, if it is insufficient or, on the contrary, excessive
   2. If the total of the travel expenses exceeds the meeting budget (according to the meeting range : Small & Medium 1,500€, Large 2,200€, Extra-Large 3,000€), the MO can refuse the refunds (and the possible full board accommodation) of the last MD announced (on a "first come first served basis"). On the other hand, the MO will always show a constructive attitude to find a solution to their participation.
   3. If the EAP travel expense budget is not fully distributed, e.g. ex. if the number of delegations or athletes was lower than expected, the MO must propose to increase the amount of the reimbursement, within the limit of its overall EAP travel budget and up to (and not beyond) being able to cover the actual costs of the participating delegation(s).
5. After this deadline and following the usual invitational process, the MO is free to use the remaining EAP budget for its own organisation without restrictions.
6. The MO is not obliged to reimburse travel for confirmed athletes or delegations but who, for whatever reason, does not make the planned trip. The athlete (s) or delegation (s) is / are required to take trip cancellation insurance.

NB: The minimum reimbursement for MD geographically close to the event, is at least 30€.

ART. 51: Internal Entry Standards

To maintain a medium-high technical standard of the participating athletes, a minimum level of performance will be required, intended for the most deserving athletes especially for their commitment rather than for their technical level. In this regard, a list of internal standards has been drawn up which may be updated by the Convention.

Athletes from the EAP are encouraged to participate in each meet whenever they have obtained the requested performance, independently from the official Entry Standards announced by the organiser.

In some disciplines, the organiser may not allow EAP members to participate (due to TV rights / requirements or sponsors etc.). In this case the organiser will propose other arrangements in other disciplines.

Oudoor internal entry standard

Indoor internal entry standard

ART. 52: Member Delegations (MD)

The EAP Member Delegations (MD) can take part in the EAP meetings. The maximum number of participants established by the following art. 53.
Each MD must name 1 delegation leader who can be an athlete or a coach.

The head of delegation will be the only one to maintain official relations with the organisers and will be responsible for the behaviour of the other members, with special regard to the Code of Conduct and the Standards and Regulations.

ART. 53: Travel Reimbursement criteria

The number of persons composing the invited Member Delegations (MD) are calculated on the kilometric base of the one-way road itinerary (using Google maps set on the fastest and shortest distance.).

The distance between the meeting address of the MD and that of the organiser is decisive to define the:

• Number of athletes (including their team leaders) composing the Member Delegations
• The travel reimbursement costs payable to the MD by the MO
  
  • • The detailed reimbursement amounts, with all the options, are detailed for each destination, in a separate table, available on the member’s extranet section.
• The number of nights in full board accommodation costs borne by the MO

Our specific calculation applies to both means of transport by car and by plane, without distinction.

The EAP Member Delegation(s) (MD) will be hosted by the Meeting Organiser (MO) on the basis of the following criteria:

1. OPTION 1 : up to 400km
   1. Maximum of 3 MD
      (15 athletes including 3 delegation leaders)
   2. Full board accommodation: no (*)
   3. 1 meal offered (before or after the meeting)
2. OPTION 2 : between 401 to 600 km
   1. Maximum of 2 MD
      (10 athletes including 2 delegation leaders)
   2. Full board accommodation: 1 night (*)
3. OPTION 3 : between 601 and 900 km
   1. Maximum of 1 MD
      (5 athletes including 1 delegation leader)
   2. Full board accommodation: 1 night  (*)
   3. Travel reimbursement cannot exceed 500€ by MD
      
4. OPTION 4 : between 901 and 1500 km
   1. Maximum of 1 MD
      (4 athletes, including 1 delegation leader)
   2. Full board accommodation: 1 or 2 nights (*)
   3. Including 1-2 nights full board accommodation (*)
   4. Travel reimbursement cannot exceed 550€ by MD
5. OPTION 5 : over 1501 km
   1. Maximum of 1 MD
      (3 athletes, including 1 delegation leader)
   2. Full board accommodation : 1 or 2 nights (*)
   3. Travel reimbursement cannot exceed 550€ by MD

(*) different agreements are possible if accepted by both parts.

Important: The flight ticket must be booked in time and no later than 1 month before the event (including trip cancellation insurance). The cost of the ticket must be spontaneously presented to the inviting MO.
If its cost is lower cost than the EAP calculation, the organiser shall refund only the effective ticket price.
The number of nights in some cases and when possible, may be reduced to only one.

ART. 54: Hotel categories

The minimum hotel categories are defined according to the categories of the meetings (as specified in Art. 30: Requirements for eligibility).

But in no case the athletes of the EAP they will be treated differently from other athletes invited by the MO.

1. XL meeting (pole of attractiveness)
   1. 4-star hotel
      (with single, twin, and 3-beds). If double rooms, to be occupied by one single athlete
2. L meeting (pole of attractiveness
   1. 3-star hotel
      (with twin, double and 3-beds)
3. S / M meeting (pole of attractiveness)
   1. 2-star hotel
      (with twin, double or 3-beds)

ART. 56: QMP Specifications

An annual calendar going from one Annual Convention to another, in 6 main stages. This is the common ground and except some possible exceptions, all meetings S, M, L XL pole of attractiveness share it.

We only distinguish indoor and outdoor meetings because of the different deadlines of the 1st and 2nd invitation letter. All the rest is identical.

A graphical representation (synoptic table) exists and can be easily customized for all meetings. The file is available in our Download Center.

1. NOVEMBER-DECEMBER
   1. Preliminary statement
      1. EAP Agreement: signed and EAP approved (no later than November 30). Declared sector and Pole of Attractiveness: S-M/L/XL
      2. WRC (World Ranking Competition) label: procedure initiated, or label obtained
      3. Date announcement to the EAP (at the Annual Convention), even if provisional
      4. Program + preliminary information sent for publication to the EAP website (no later than November 30)
      5. EAP reminds to all members the tasks to do (schedule), when and how, by mid December (cf. timeline of members’ duties in the ToDo section and in the Standards & Regulations).
   2. Before the end of the year
      1. EAP Annual Subscription Fees
         1. The EAP provides the countersigned EAP Agreement and the related invoice to each Member Delegate for the upcoming year
         2. Member Delagate has proceeded to the payment to the EAP Bank Account.
2. MARCH
   1. SPRING TALKS: Member's virtual meeting to prepare the outdoor season and other current affairs
3. BEFORE THE EVENT 
   1. 3 months before the event (1.5 for indoors)
      1. Meeting promotion / advertising
         1. Dedicated Meeting website regularly updated, during last 90 days (or 70 days for indoor)
         2. Social Media
            1. Dedicated Facebook account (min. 6x in 60 days)
            2. Dedicated Instagram and/or Twitter (or other) account (min. 6x in 60 days)
      2. Registration procedure
         1. EAP Standard online registration form, also including:
            1. EAP membership (if yes, which meeting)
            2. Code of Conduct (+ link to the dedicated EAP page), mandatory acceptation
            3. I Run Clean®, mandatory valid certification required
      3. Invitations and follow-up
         1. 1st invitation 60 days (45 days indoor) to EAP members (by email)
         2. 2nd invitation 45 days (40 days indoor) to EAP members (by email)
         3. Last call latest 30 days (idem 30 days indoor) to EAP members (by email)
         4. Max 3 days delay to answer to the participation request of an EAP member (by email)
         5. Max 2 days to confirm all the details to the EAP member, including details of the reimbursement amount (by email)
      4. Info-sheet / instruction to the athletes
         1. Main information in digital format (PDF booklet) for all participants (EAP and not), latest 5 days before the venue
      5. The EAP assigns one (or two) observer (s), among those who have announced themselves. In the case of a newcomer, a more experienced observer is required to better guide him/her in this task.
4. THE EVENT
   1. The day before the Event
      1. Athletes venue
         1. Arrivals and shuttle service
            1. No long wait at airports, bus and/or train stations (max. 30' waiting time)
            2. Efficient local (and free) transport: from and to the point of arrival to the hotel and the track
         2. At the hotel
            1. Dedicated event's information desk with min. 1 person for general coordination and help (from 12:00 and until the last arrivals): printed booklet (info sheet) with all main and practical information regarding meeting but also tourist and travel information, the day before the meeting
            2. Good standard rooms (separate beds)
            3. Meals: available for all athletes (even late arrivals) at the hotel, varied and balanced meal
         3. Massage
            1. (XL meetings): provision of a massage / physiotherapy service between 6 and 9 p.m.
   2.  The day of the Event
      1. Official opening of the meeting with authorities and/or sponsor and a short speech (from the organiser too). A welcome word from the EAP president or another EAP delegate would be a plus
      2. Call Room (display information about schedule by events, and also advertising rules on the competition field and WA shoes regulations)
      3. Live-Results (displayed web and / or Live-stream)
      4. Speaker Results (max 3')
      5. Wall Results (max 15')
      6. Athletes dedicated Place (covered) [EAP + invited athletes]
      7. Dedicated place for VIP + EAP Delegates
      8. Shuttles respect of the schedule + information
      9. Mixed-zone for athletes and media
      10. Information desk (how to do, where to find, who to contact, when to go, how to solve) : winner ceremonies, refunds, shuttle schedule, accreditations, media kit, final timetable, meeting and EAP records, Live links steam and live results (QR), complaints, supplies, first aid and emergencies, volunteers, security, parking, VIP area, athlete areas, gym, etc.
      11. Lunch on the competition's day (free for EAP athletes)
      12. Visible EAP advertising signs (banners, flags)
      13. Office room (Badges, info desk, reimbursements, shuttles, instructions etc.)
      14. Meals: available for all athletes (even late arrivals), varied and balanced meal
      15. Warm-up area spacious, protected (tents) and well-marked with signs (English written)
      16. Changing rooms spacious, enough hot water for showers
      17. Tents, benches, scoreboards, chronometer present on the track / field
      18. Front and/or back bibs in all events, with the EAP logo (min. 6x3 cm) (except for WACT meetings)
      19. Technical materials and the different competition/warm-up areas are homologated and in good condition (track, cages, high jump and pole vault areas, sand areas, lane paint…)
      20. Presence of a first aid staff
      21. Provision of a massage / physiotherapy service during the meet
      22. Dedicated and well indicated doping control room.
   3. Overall accuracy and convenience of competitors 
      1. Welcome to the meeting, by the speaker (and eventually Meeting director), mentioning EAP
      2. Timetable accuracy (speaker must inform if there is a delay, at least 1 hour before)
      3. Introduction / presentation of competitors, at the beginning of their competition: mentioning the ones who are from the EAP
      4. Speaker, providing the most important information in local + English language (not only when a foreign athlete is there)
      5. All the written and digital information must be available in English (including Disciplines, categories and all athletes instructions)
      6. Good quality sound (no echo) all around the track, for speaker information and music entertainment
      7. Speaker: introduction of the EAP and mentioning at least 4 times during the event
      8. Live-interviews with best competitors after their competition
      9. Planned winner ceremonies, with official organisation recognition (medal + certificate + gift) and eventually gift / souvenir ... + payment of meet / EAP record
      10. Water stations
      11. Basket for clothes for the race events
      12. Printed results of heats with list of finalists and speaker call in time
          Live stream with spoken commentary (Local + English language) and embedded participant lists and results
      13. Official photographer
      14. Specific accreditation (badges) for Photographers, Media, Coach, Staff, Speaker/interviewer, EAP Delegate, EAP Observer
      15. Strict tidiness on the track
      16. Official Speaker (preferably not the EAP organiser)
      17. Respect of the place of the sponsors (banners) and EAP
      18. Athletes' bar / restoration on the track.
   4. Immediate post-event work 
      1. Send results:
         1 ) Send to the Members (mail + PDF)
         2) Send to Tilastopaja
         3) Send to World Athletics, max 2 hours after the end of the meet.
5. AFTER THE EVENT
   1. D + 7 after the event
      1. Event's report
         1. Send a short report + stats to all members, including best performances (and EAP Records Elite, Future, Masters) and I Run Clean figures (EAP and others), as soon as possible, but no later than 7 days
         2. Send to all members links to articles, press-conferences, photos, etc.
      2. Overall appreciation
         1. What needs to be improved or corrected ?
      3. Observer's alerts
         1. What requires deep/urgent intervention to be in accordance with the EAP ?
      4. EAP Recommendations
         1. Nice to have ?
         2. Must have ?
         3. Don’t want to see anymore ?
   2. D + 14 after the event
      1. Request invoices from EAP delegations for travel reimbursements and possible prize money.
      2. Request Banking information for payment of Travel costs and or bonus, records, prize-money etc.to all other concerned athletes.
   3. D + 60 AFTER THE EVENT
      1. Payments (Athletes' Reimbursements)
         1. All payments executed (EAP and others).
6. ANNUAL CONVENTION
   1. 30 Days before the Annual Convention
      1. Register
      2. Send extended reports and stats
   2. The Convention
      1. For new Members: present the report
   3. Restart the annual process, from Pt. 1 of this list.

Revsions:
Updated and adapted from: "Normes et Règlement" - Version de Octobre 2017 (proposed by Hermes Perotto / Donnas, initially issued in 2013)
Approved version 9.2 / Pablo Cassina, with the contribution of Tímea Téglássy, November 02,  2020
Updated, version 9.3 / Pablo Cassina, 01 August 2021: treasurer vacancy + Meeting Management: Paolo Sioli
Updated, version 9.4 / Pablo Cassina, 26 September 2021: Replaced "area of interest" by "pole of attractiveness"
Updated, version 10.0 / Pablo Cassina, 23 October 2021: introduction of the General Assembly and the defintion of Association and its Statutes.
Updated, version 11.0 / Pablo Cassina, 09 November 2021: updates of the new annual fee (300€ for 2023), subscriptions fee of the EAP-Running and Masters sectors, 400€ for EAP record (instead of 300€) and other small corrections.
Updated, version 11.1 / Pablo Cassina, 22 January 2022: various corrections on spelling, grammar etc. addition of the specifications for the invitation to the members and creation of its correspondent version in Word and PDF.
Updated version 12.0 / Pablo Cassina, 11 November 2022: renaming of your 3 meeting categories (int, nat. and regional / local INTO XL, L and M, S) and updating of the internal limits. Updating on the "General assembly" terms. Completing Art 56 "QMP specifications"
Updated version 12.1 / Pablo Cassina, 26 November 2022: adjunction to WA WRC requirements 

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The editable and printable versions will be available in our Download Center as well as the previous versions

EAP

Standards & regulations

Version post 05 November 2022

Introduction

The EAP circuit is a concrete and successful example of the fruitful and active participation of the organisers of international athletics competitions. It is the direct expression of a work of international cooperation. This circuit confirms and reaffirms that contacts and collaboration in the organisation of athletics meetings at European level are possible. The circuit is structured so as to encourage everyone to open their meetings to the new realities of the citizens of the 3rd millennium in which they and we are all automatically involved.

The entrenched language barriers that trace our continent must be overcome and cannot be an excuse to prevent meeting with others. Linguistic diversity must be used in order to highlight the richness of our cultural and sporting heritage.

The first regulations of the EAP circuit came into force on January 1, 1992. From that moment, the evolution of the organisation itself and the subsequent updates were the fruit of the work carried out during the conventions in the following years.

These updates were discussed, verified, and voted on by representatives of EAP meetings during the convention held in November 2007, and other updates were made during the convention held in November 2009. The current version was discussed, checked, and modified firstly during the convention which was held in November 2014 (Biella). Further major updates were introduced after the 2018 Convention (Valence) with the new Governance. The updating process, was then regularly maintained after each Convention (2019, Leiria, 2020, Geneva, 2021, Palafrugell and 2022 Celle Ligure).

_______________________________________

I. MEANING OF TERMS

ART. 01: Definitions

In alphabetical order:

• "Association": it defines the legal entity of the European Athletics Promotion (EAP) (equally known as Europe Athlétisme Promotion, as it is still named from the beginning in 1990), with its Statutes
• "Branding and Merchandising" (B&M) : a selection of personal branded textiles, clothing, bags, and other objects or gadgets packaged for each MO. To complete the set, banners, and flags for the stadium. All this is part of the Starter-Kit and is also available for sale, both for members and for fans and enthusiastic, via the public website.
• "Convention organiser" (CO): it is the EAP Delegate designated to organise the Convention. He or she collaborates with the OCC to prepare this annual event.
• "Convention": it is the sovereign body of the Association. All EAP members meet in the "Convention", at least once a year (November), to discuss matters concerning all members. Votes are made according to the majority system (half +1) of the members present, except if this concerns the alteration of the statutes in which case a majority of ⅔ of the presents is required.
• "EAP Agreement": counter-signed every year both by the MO and the EAP President and the EAP Treasurer at the Convention. It stipulates the sector and the level of the meeting (pole of attractiveness) and the rights and duties related to this category.
• "EAP Code of Conduct": it is one of our historical and fundamental values which is reflected, when registering an athlete for one of our meetings, by the requirement of the declaration not to be doped. Each athlete thus claims to respect all points of the Code of Conduct.
• "EAP Delegate" : the person(s) appointed by the MO to represent it. There can be up to 3 EAP delegates per MO who, at each Convention can designate only one, having the right to vote.
• "EAP Label" : awarded by the SEC, for 2 years renewable, to the EAP meeting whose level of organisation and the evaluation correspond to the expectations defined in our criteria.
• "EAP Manifesto": is a statement of our identity, principles and values summarized in a booklet distributed to our members and available for marketing and communication purposes for distribution to media, sponsors, prospective customers and other interested persons or entities. It will be also distributed to all the MD, by the MO, when they attend a meeting.
• "EAP Meeting": any international athletics meeting registered in the annual EAP calendar. Each EAP meeting, represented by a referent person (EAP Delegate), is a member of the Association.
• "EAP Quality Meeting Program" (QMP) : a 2-years cycle based on the EAP evaluation grid intended to propose meetings based on our quality standards (both organisational and valuable).
• "EAP Toolbox": it is a package of various tools (some are included in the free Starter kit available for all members) and others are available in the Pro-Kit to which MO, if useful for them, have the privilege to obtain under reduced cost as member of the EAP.
• "Meeting Organiser" (MO) : it is the ordinary or the transitional member.
• "Member Delegation" (MD): is the EAP delegation of athletes and coach who participates in a meeting. There can be 1 to 3 MD per member, depending on distances between meetings. This is defined in the Travel reimbursement criteria (Standards & Regulations", art, 53).
• "Organising and Council Commission" (OCC) : it is automatically formed by the organising member delegate of the previous Convention and the next one, plus an elected member (that is not member of the SEC and is not part of the same organisation of the Convention organisation). The members of the OCC are therefore appointed for two years. They help each other to improve the organisation of the convention. But this is not its only role. The OCC may give its opinion and recommendations to the SEC. They join the SEC with an advisory power, but no decisional. Only the elected member (Council) is part of the governance and is invited to the General assembly.
• "Permanent Core Commissions" (PCC): the mission is to raise and then maintain the level of quality and skills of our meetings and our delegate members through a continuous evaluation cycle (QMP) and an educational program (Code of Conduct) leading to certification.
• "Statutes": are the Regulations & Standards of the EAP.
• "Steering and Executive Committee" (SEC) : it is the executive and management body of the Association (previously named ICC, Internal Control Commission).
• "Treasurer": is responsible for: general financial oversight, financial planning and budgeting, financial reporting, presentation of the figures at the annual EAP Convention, banking, bookkeeping, and record keeping. The Treasurer's Job description is available in the section "Documentation center".

II. THE ASSOCIATION

ART. 02: Objectives and goals of the Association

The international organisation “European Athletics Promotion (EAP)"  is a non-profit and apolitical organisation, created in 1990 and transformed in association on 6th November 2021. It mainly aims to promote, develop, and disseminate the sporting activity linked to the practice of athletics, through:

• a) The assistance given to the various organising committees for the organisation of EAP meetings with the aim of improving their quality;
• b) The introduction of a system of cooperation and collaboration between the various organising committees through their EAP Delegates;
• c) The promotion of exchanges between athletes from different countries;
• d) Attractive logistical and communication support and tools to help and facilitate meeting organisers (MO) in the promotion, organisation and development of their event.

ART. 03: Core Values

"true athletics, true people, true performances"
We do what we love and we believe in what we do, the way we do it.

This is why we encourage :

• Fair competitions, based on true performances;
• Only athletes who declare not to be doped and who do not resort to other subterfuges, of any type, to improve their own performances or their own ranking are allowed to participate;
• Welcome the most deserving athletes from European countries and regions to compete with local and regional athletes;
• Give the same chances to local and regional athletes as to top-level European and world-class athletes: same accommodation, same treatment;
• Promote a simpler and priority participation (based on the EAP internal entry standards) to EAP member athletes and contribute with transportation and accommodation, following the EAP Travel Reimbursements, described in the "Standards & Regulations", art. 53.

Art. 04: Vision

We do believe that the main goal is to develop the athletic movement, by men on the ground, passionate though independent people.

ART. 05: Characteristics of the Association

The Association is characterized by the free association fees and services provided by its members and by the obligation of a balance sheet; it must mainly take advantage of voluntary, personal and free services from its members and it cannot hire employees or benefit from services from self-employed workers, except to ensure the regular functioning of the structures or to qualify and specialize his activities.
The Association will be able to carry out all the activities deemed necessary for the achievement of its institutional objectives, including, first of all, support for the organisation of EAP meetings, but also collaboration in the programming and the realisation of other  athletics events, like running (EAP Running), (cross-country, race-running and walking, mountain running) and/or specialized into youth categories (EAP Future) or masters categories (EAP Masters) or disabled sport (EAP Together).
In order to achieve its institutional objectives, the Association may maintain relations with credit institutions.

ART. 06: Typology of members

Are members of the Association all the organising committees of an EAP meeting (Meeting Organiser: MO) or other athletic competition agreed by the Convention and registered in the annual meeting calendar. Each EAP member is represented by one referent person (EAP Delegate), although a MO can participate in the Convention with a maximum of three Delegates. The EAP Delegate is mandated by his own committee.
The program of activities (essentially but not exclusively Track & Field meetings) will be registered in the EAP CALENDAR program on the EAP website.
All members must be in order of payment of the annual subscription fee.

There are five types of members (MO):

• a) Founding members: They are at the origin of the creation of the EAP: Mr Noël Levêque, representing the Meeting Européen de Nivelles (Nivelles, Belgium), Mr Pablo Cassina, representing the meeting ATLETICAGENEVE (Geneva, Switzerland) and Mr Giorgio Ferrando, representing Meeting Arcobaleno, AtleticaEuropa (Celle Ligure, Italy).
• b) Historical oldest members: Members with the longest seniority, after the founding members: Mr Josep Massa, representing Meeting d'Atletisme Palafrugell-Costa Brava (Palafrugell, Spain) and Athlétissima Namur (Namur, Belgium).
• c) Honorary life members: can be a founding member, a historic member or another member who, for at least 25 consecutive years has been particularly distinguished for its values and its involvement for and in accordance with the principles of the EAP.
• d) Ordinary members : These are all the organising committees of EAP meetings and other possible activities on the calendar which have been added to the EAP circuit after the approval of the Convention.
  • Ordinary member is the EAP meet (respectively the organising club, association or federation)
  • The EAP meet is represented by one EAP Delegate (minimum1, maximum 3 of which 1 has authority to vote at the Convention)
• e) Transitional members: Members who have organised an EAP meeting for at least three consecutive years but who, for reasons approved by the Convention, do not organise any EAP meeting during the current year. (Is not considered a transitional member, a member who after the end of the Convention and latest until the 30th November, announces that his meeting is not taking place)

ART. 07: Member rights

• a) Take part in the Convention, participate in the discussions or workshops and cast their vote;
• b) Make proposals to the Steering & Executive Committee (SEC) on all questions concerning the organisation of the EAP circuit, ask questions about the decisions of this same Committee;
• c) Use the logo and the name of the EAP on all the supports used during the various meetings;
• d) Having its own meeting promoted on the EAP website, social media platforms or other digital or paper support;
• e) Benefit from the exchange of knowledge, information and experiences through contacts with other members of the EAP;
• g) Participate, for athletes affiliated to the clubs belonging to the Organising Committees (or eventually proposed by), to other meetings registered on the EAP calendar;
• h) Any other rights resulting from the application of these "Standards & Regulations" and decisions taken by Convention or the Steering & Executive Committee (SEC).

ART. 08: Member duties

• a) Participate in the Convention, discussions and cast their vote;
  • New members are obliged to participate in the first 2 Conventions (that is, the one of candidacy one and the one of the next year);
• b) Accept the decisions of the Convention;
• c) Respect the objectives and goals of the EAP by countersigning the EAP Agreement;
• d) Be in order of payment of the annual subscription requested from the members;
• e) Provide, on time, all the information concerning the EAP meeting which is necessary for its timely publication on the EAP website, social media platforms or other digital or paper support;
• f) Send an official invitation to participate by e-mail to all other members at least 60 days (respectively 45 days for an indoor) before the meeting takes place;
• g) Accept that athletes affiliated with other member clubs of the EAP participate, within the limits set by this document;
• h) Ensure that the contact details provided are up-to-date (in particular the e-mail address and mobile phone number) so that the delegate member can receive the information via the communication and exchange means of the EAP (WhatsApp group and email group address);
• i) Within 24 hours of the end of the meeting, send the results in PDF format to the members, to the group's address (membersXX@eap-circuit.org) including:
  • a short report and various statistical information on :
    • Athletes (number, foreign athletes, represented countries, EAP delegations),
    • Spectators
    • Media presence and TV report and/or TV Stream
    • Best performances (meeting records, EAP records, EAP-Future records, EAP-Masters records, National records, EAP youth records, Interesting European or World season performances, ...),
    • Link to photos or videos, as well as
  • your personal considerations and acknowledgments.
• l) Any other obligation arising from the application of these "Standards & Regulations" and from decisions taken by the Convention and the Steering & Executive Committee (SEC).

ART. 09: Expiration of the title of member

The title of member can be lost either based on a voluntary resignation, or by failure to fulfil the obligations provided for in this document.
The loss of the title of member does not give right to the restitution of the contributions paid previously.

• a) Voluntary resignation: The member communicates in a written communication addressed to the Steering & Executive Committee (SEC) his intention to no longer be part of the Association. The Convention, informed by the Steering & Executive Committee (SEC), takes note, and declares the forfeiture of the title of member.
• b) Failure to fulfil obligations: The loss of the title of member by failure to fulfill obligations is deliberated by the Convention, on the proposal of the Steering & Executive Committee (SEC), in the following cases:

1. The EAP Delegate, representing his meeting has not taken part in two consecutive Conventions (being represented does not count as a presence), or in a single Convention without justifiable reason;
2. The annual subscription has not been paid for 2 consecutive periods;
3. The EAP Delegate has not respected, without valid reason, the Standards & Regulations provided for in this document;
4. For other reasons not listed but retained sufficiently important by the Convention.

ART. 10: Transitional member

A meeting organiser who is not in compliance with the obligations provided for in this document, for reasons which go beyond his own will (including for economic reasons) may request to be considered as a transitional member for a limited period.
The transitional member retains the right of access to information relating to the EAP and to participation, with their athletes, in the EAP meetings.
He must also, like any member, respect the rules of attendance at the Convention (Art. 09.b.1)
The transitional member must:

1. Have been a regular member for at least three years, at least two of them consecutive from the entry;
2. Communicate formally to the SEC its desire to continue to be part of the EAP Association;
3. Be in good standing for payment of the annual subscription (which is due fully).

The Convention, on a proposal from the Steering & Executive Committee (SEC), deliberates on the request of this member.

Duration of the status of Transitional member

If after a maximum of two years, that is to say from the third year, the initial situation still cannot be proposed, the transitional member must present an alternative project, a project to return to the organisation. This compensaand solution, for example a competition outside the track stadium (like a pole vault or a high jump event, a throwing tournament or other) is required in order to maintain a good level of organisation as well as a level of competence.
On the other hand, it would not be correct that this EAP member, simply with an annual membership fee, would have the benefit of attending other meetings, when in return other EAP members could not benefit from this possibility.

If no project can be proposed, the Convention may have to vote on its exclusion from the 3rd year and, in all cases, the exclusion would be automatically recorded from the 4th year of absence.

ART. 11: Annual subscription

The annual membership fee, which is used to cover the management costs of the Association, amounts to € 300.00 and must be paid by Bank Transfer at the latest by November 30th following the Convention, by all the EAP members (equally for ordinary members and transitional members), after reception of the EAP invoice. The Convention can modify the amount of the subscription for the subsequent year and will be published on the page relating to the Convention.

III. BODIES OF THE ASSOCIATION

ART. 12: The Convention

The Convention is the sovereign body of the Association. It meets, at least once a year, to approve the provisional budget and the end-of-year balance sheet (covering the period from 1st January to 31st December) and it deliberates on any subject submitted to it for examination by the Steering & Executive Committee (SEC).

More specifically, it is up to the Convention to deliberate on the admission of new members and to modify the articles in this document.
The invitation to the Convention must be sent (electronically) at least 60 days before it takes place. Simultaneously, the EAP website will contain all information. The public section will contain the main information, but the extranet (member's section) will give exhaustive details and insight information.  Any other support can be used (i.e. WhatsApp group) as a communication support, but is not the official tool for it.

All EAP members participate in the Conventions through a maximum of three (3) delegates, one (1) of them being the official referent person with right of vote.

Any member may represent another non-present member who has justified his absence, provided if he has been clearly ated. However, a member cannot be represented more than twice consecutively (Art. 09.b.1).

All votes are approved by a majority (half + 1) of the members (delegates) present, except if this concerns the alteration of the statutes where ⅔ of the members present is necessary. In the event of a tie, the final decision rests with the Steering & Executive Committee (SEC) and when necessary, of the president. Voting results are made public via the EAP website.

ART. 13: Date and venue of the Convention

The Convention is organised, in normal situation, once a year, generally during the first weekend of November. The venue of the Convention is decided in turn between the cities that organise the EAP meetings. Conventions are allocated 4 to 5 years in advance.

In addition to being the most important moment in the associative life of the EAP, the Convention allows the members to discover the European cities where the various EAP meetings take place.

ART. 14: Organisation of the Convention: procedures and duties

1. Venue
   The Convention Organiser (CO) reserves the place of the convention so that the accommodation and the conference room are optimal: i.e. equipped and sufficiently spacious (free internet connection, beamer, microphones) with “coffee break” service, for the good performance of the works and for access from a near airport (less than 50km). The convention venue is ideally the meeting hotel or the sports Complex. The level of the hotel must be good (min. 3 stars, 4 stars preferred).
2. Agenda and invitation
   The organiser of the Convention, as part of the OCC (Organising and Council Commission), can propose and give advice on the Agenda to the SEC. But both Agenda and the Invitation, are sent by the EAP to its members and candidates and not by the organiser.
3. Meeting with local authorities
   As far as possible, invite local partners (town halls, sponsors and / or local media sports figures)
4. Costs
   1. The costs of the convention (accommodation, reservation of the conference room, coffee-breaks, meals for Friday evening, Saturday noon and Saturday evening) must be communicated to the OCC (Organising and Council Commission) in time (minimum 45 days before the convention). The organiser agrees to offer an attractive formula after negotiating the prices with the hotel.
   2. Regardless of country, the value should be expressed in Euros and the organiser should accept euros (or equivalent local currency).
5. Booking
   A booking form (accommodation + participation in the convention) is sent to the members by the EAP 45 days before the convention, after the organiser has transmitted to the EAP the final cost estimations and conditions.
6. Organiser financial participation in the convention
   It is fashionable for the convention organiser to offer the Saturday dinner as much as possible or to participate in it (or in other activities (social program) in a consistent manner. The amount of this participation should be equivalent or near to the costs of an average participation (travel + accommodation + convention costs) in a convention (usually 600 to 1000€). The overall costs (except travel costs) should be maintained at the same average level of the 2-3 past editions.
7. Local transports
   If the nearest airport is more than 50 km from the hotel, the organiser of the congress is obliged to offer, as far as possible, a free shuttle service or to offer other means of transport at low cost. Likewise, once the members have arrived, the CO will provide on-site transportation, if necessary, to reach the workplace or related social and recreational activities.
8. Official language
   The official language of the circuit is English. French remains the historical language and therefore is also officially admitted during the exchanges.  
9. Interpreter
   The organiser makes available one (but ideally two) person(s) for the work of an interpreter, during the whole Saturday. This person should have a good knowledge of our sport, its terminology, and the structure of our circuit.
10. Convention Report & Convention Minutes
    
    1. The organiser provides one or more persons (bi-lingual English French) to take the minutes.
    2. This service must be ensured all long during the conventions' works (Saturday) and must be taken by someone else than the organiser. This person should have knowledge of our sport and our circuit.
    3. The Report, with only the main decisions, the program of activities and the structure of the association (if modified) is published on the website (public section) and is used for the communication on the social media, no later than 24 hours after the end of the Convention.
    4. The Minutes, with all details and structure of the agenda, are sent before the end of November to the SEC and to the OCC for control and validation. The validated version will be sent to the members and published on the website (extranet section) no later than December 15th so that decisions can come into force before the start of the indoor season. Minutes are first written in the official language of the Convention (English). A translation into French is also requested. If the home language of the organiser is different, the organiser is free to make it available also in this third language.

IV: Steering and Executive Committee (SEC)

ART. 15: Composition

The Steering and Executive Committee (SEC) is made up of permanent members, namely Pablo Cassina, Giorgio Ferrando and Micheline Smeets, representatives of the founding meetings of the EAP (respectively Genève, Celle Ligure and Nivelles), Josep Massa representative of the historical oldest meetings (Palafrugell ) and the treasurer (elected by the Convention).

Governance

1. President: the role of President of the Association is entrusted to Pablo Cassina, since November 2018 (Valence Convention).
2. Vice-president: Vice-Presidents of the Association is Giorgio Ferrando, Celle Ligure (from 5th November 2022, Celle Ligure Convention)
3. Historical co-founder members: Micheline Smeets, Nivelles  (proposed by Noële Levêque) (from 5th November 2022, Celle Ligure Convention)
4. The oldest member in activity: Josep Massa, Palafrugell  (from 5th November 2022, Celle Ligure Convention)
5. Honorary Treasurer: elected by the Convention is Marco Colavitti (from 5th November 2022, Celle Ligure Convention)
6. Honorary General Secretary: Pablo Cassina  (from 5th November 2022, Celle Ligure Convention)
7. The members of
   1. the PCC
   2. the OCC (only the elected member, not the actual and next convention's organisers)

Life-time honorary president: Noël Levêque, former and first historical president of the EAP (since 1990) was unanimously named honorary president for life, after his resignation in November 2018.

The appointment of positions within the SEC is not subject to voting and is done internally (usually at the pre-Convention internal meeting) to guarantee the sustainability of the founding principles of the EAP.

The SEC may however appoint other additional members at any time to ensure its development, renewal or to guarantee the management of sectors or projects.

ART. 16: Posts

• Treasurer: Marco Colavitti (Codroipo)
• General Secretary: Pablo Cassina (Genève)
• Statistics and EAP records: Mr Josep Massa is responsible for writing the statistics (Event performances,  MO stats, EAP records).
  • EAP Future records are assigned to Mr Lodovico Meliga (Biella).
• Quality Meeting Program: Mrs Tímea Téglássy (Budapest) is responsible for meeting evaluations, observers, and the assignment of the EAP label.
• Code of Conduct: Mr. Norman Saliba (Malta) is responsible for updating and bringing the Code of Conduct up to international standards, monitoring the "I Run Clean®" certification plan for members and handling cases of non-compliance with the Code of Conduct.
• Communication & Marketing: Mr. Pablo Cassina is responsible for managing the website and the digital and paper communication through PCA Services, communication's agency.

ART. 17: Tasks and duties of the SEC

1. Guarantee the preservation of the fundamental principles and values of the EAP, described in the Art 03. Core Values (also published publicly on the website);
2. Coordinate the organisational activity of the various EAP meetings;
3. Ensure and check that the organisers of EAP meetings correctly apply the provisions of this document;
4. Receive the proposals put forward by the members for possible modifications to this document which will have to be analysed by the Convention for approval;
5. Receive and verify the requests presented by new meetings to be part of the EAP which will be examined by the Convention for approval;
6. Resolve any conflicts that may arise between the members;
7. Prepare the provisional budget and write the end-of-year balance sheet;
8. Send the proposal of the Convention agenda at least 30 days before it takes place;
9. Help the Organising and Council Commission (OCC) on the organisation of the convention and exchange on other subjects regarding the EAP
10. Coordinate and supervise the actions undertaken by the Permanent Core Commissions (PCC) and more specifically regarding the implementation and the concrete application of our principles and values, through the certifications of the QMP and the Code of Conduct .

ART. 18: Veto

In order to ensure the preservation of the fundamental principles and values of the EAP (art. 17-1), the 3 founders of the circuit Noël Levêque, Pablo Cassina and Giorgio Ferrando can exercise the right of veto over any proposals deemed non-compliant.

In case the 3 historical founders would not be any more actively in charge in the EAP governance, they will delegate their powers to another person (among an active member of the EAP for at least 15 years), whom they will appoint personally so that there is always a triumvirate guarantor of the principles and values of the EAP. As an order of priority, it should be considered the first historical members, after the founders.

ART.19 Additional members

The SEC can name one or more members within the Permanent Core Commission (PCC).

V: Organising and Council Commission (OCC)

ART. 20: Composition

This commission is composed by 3 members. Two members are automatically elected while a third one is elected by the Convention. Their mandate is for 2 years.

This third member cannot be member of the SEC and cannot be part of the previous or the next convention organisers. His mandate cannot be renewed, and the same MO cannot propose a member of its organisation for 2 consecutive years.

The member can spontaneously propose himself or be proposed by other members. If no one is proposed, the SEC will appoint a member.

1. The organising member of the previous Convention. Automatically elected for 2 years.
2. The organising member of the next Convention. Automatically elected for 2 years.
3. Another member, elected by the Convention for 2 years. This member is part of the Governance.

The OCC has its own group address (occ@eap-circuit.org).

ART. 21: Role of the OCC

Two main roles are entrusted to the OCC:

1. Mutual help for the organisation of the Convention.
   1. Knowledge is transmitted in the form of practical advice, tips, logistics, technical information as well as useful for tips for social program. This continuous know-how transmission will help improve the quality, the efficiency, and the pleasure of a successful convention.
2. Members of the OCC can provide advice to the SEC on EAP matters at any time.
   1. They do not have decision-making power but consultative power.
   2. They are automatically involved in discussions and their opinion is desired on the functioning or other matters of the EAP.
   3. The goal of the OCC is to have an external eye to trigger reflections, projects, questionings beneficial for the life of the EAP.
   4. It is the think-tank of the EAP (see Current Affairs).

VI: Permanent Core Commissions (PCC)

There are two commissions, mandated and supervised by the SEC, intended to qualify our core activity.

This is intended to define actions and attitudes influencing the whole process of the organisation of our meetings.

Those commissions are:

1. Quality Meeting Program (QMP)
2. Code of Conduct

ART. 22: Code of Conduct

The Code of Conduct is an educational process.

It is based on a 2-years cycle which consists of bringing the EAP delegates (up to 3 per MO) to adopt the Code of Conduct as a mandatory requirement from the athlete's registration process to the validation of the results.

Our code of conduct is based on the evolution of international standards (World Athletics) in the fight against doping, but moreover it requires that our delegate members follow an online certification to the "I Run Clean®" program.

This process can be completed within two years and leads MO to the Code of Conduct certification.

• Head of this program is Mr Norman Saliba (Malta).

The term of office is 3 years and is tacitly renewed unless the person appointed wishes to retire or if, for good reason, the SEC decides to appoint another person.

The Code of Conduct is part, along with the QMP, of the Permanent Core Commissions (PCC).

ART. 23: Quality Meeting Program (QMP)

The Quality Meeting Program (QMP) is an upgrade process.

It is based on a 2-years cycle which consists of ensuring that our meetings meet the organisational criteria of quality and that they respect the values that characterise the EAP. Those criteria are resumed in a checklist covering those aspects, starting from the moment the meeting is agreed (EAP agreement, in November) until the publication of the results. The observed points are reported to the MO within 10 days from the end of the event and then to the SEC.
The accompaniment of our meetings in this program is done (for the most part) by our observers and which allows the identification of aspects which, if necessary, will have to be implemented.

• Head of this program is Mrs Tímea Téglássy (Budapest).

The term of office is 3 years and is tacitly renewed unless the person appointed wishes to retire or if, for good reason, the SEC decides to appoint another person.

The Quality Meeting program is part, along with the Code of Conduct, of the Permanent Core Commissions (PCC).

The QMP specifications are described in ART. 56

VII: Current Affairs (CA)

Core activities and responsibilities are assigned by the SEC or decided by the Convention.

ART. 24: Categories of Current Affairs

We distinguish 4 categories of Current Affairs (CA) :

1. EAP SECTORS
   1. Sector 1: EAP ELITE / assigned to Pablo Cassina (EAP)
   2. Sector 2: EAP FUTURE / assigned to Vichy Meliga (Biella)
   3. Sector 3: EAP TOGETHER / assigned to Giorgio Ferrando (Celle Ligure)
   4. Sector 4: EAP RUNNING / vacant
   5. Sector 5: EAP MASTERS / assigned to Marco Colavitti (Codroipo)
2. OFFICE
   1. ACCOUNTING AND FINANCE / Marco Colavitti (from 5th November 2022)
   2. ADMINISTRATIVES, GENERAL SECRETARY /Pablo Cassina (from 5th November 2022)
   3. STATISTICS & RECORDS / assigned to Josep Massa (Palafrugell) ; RECORDS "FUTURE" / assigned to Vichy Meliga
   4. REGULATIONS / assigned to SEC
3. DEVELOPMENT
   1. STRATEGY & DEVELOPMENT / assigned to Pablo Cassina (EAP)
   2. SPONSORING / assigned to SEC
   3. TOOLBOX PRO - MEETING MANAGEMENT / assigned to Paolo Sioli (SioliBros.net)
   4. THINK TANK & MISCELLANEOUS PROJECTS / assigned to OCC
4. PROMOTION
   1. MEDIA, MARKETING & COMMUNICATION / assigned to Pablo Cassina (EAP)
   2. WEBDESIGN & PUBLISHING / assigned to PCA Services
   3. BRANDING & MERCHANDISING / assigned to SEC
   4. REPRESENTATIVITY / assigned to All

VIII: EAP EVENTS

ART. 25: Events organisers

The Organisers of an EAP event can be:
a) A national federation or a regional committee of the same federation;
b) A club regularly affiliated to its national federation;
c) An organising committee recognized by its national federation.

ART. 26: Event sectors

They can organise events within the 5 EAP following sectors:

1. Sector 1 : EAP ELITE / Organisers of Track & Field meetings
2. Sector 2: EAP FUTURE / Organisers of Track & Field meetings intended partially or exclusively for youth categories (U16 and younger)
3. Sector 3: EAP TOGETHER / Organisers of Track & Field meetings of sector 1 or 2 with inclusion of para-athletes
4. Sector 4: EAP RUNNING / Organisers of road-races or field (cross-country, mountain races) events
5. Sector 5: EAP MASTERS / Organisers of Track & Field meetings or running events intended partially or exclusively for Masters categories (40+ and older)

ART. 27: Technical and organisational requirements of the EAP

1. The Meeting Organisers (MO) must comply with the rules of World Athletics (formerly IAAF) and of the EAP including the EAP Code of Conduct.
   
2. The Track& Field Meeting must be of international level;
3. The Track& Field Youth Meetings must be at least at a national level;
4. The track must have a minimum of six lanes in case of outdoor meetings and four lanes in case of indoor meetings;
5. All equipment and instruments must comply with the regulations in force prepared by the World Athletics at the time of the Meeting;
6. Timekeeping must be electric and must comply with World Athletics guidelines. Electric timing must be supported by manual timing. On arrival, an official referee (and/or a camera) must be arranged to verify the ranking drawn up by the electric timing.
7. The presence of the doctor on duty and a First Aid point in the field, with an ambulance service must be guaranteed.
8. A physiotherapy service in the field provided by a qualified professional must be provided for the duration of the event.
9. Registrations must be able to be done online. The EAP site offers registration forms (request for participation) which are automatically activated 2 months (60 days) before each outdoor meeting and 1 month and a half (45 days) before each indoor meeting.
10. Meeting Organisers are obliged to respond to participation requests received within a maximum of 5 days (3 days recommended) from the opening of registrations for their meeting.
11. Possible doping control must be accepted, and this point must be mentioned in the program (info sheet) and be an integral part of the mandatory conditions of participation (by adhering to the EAP code of conduct) via the online registration form.
12. A good standard of hotel accommodation and nutrition must be provided to hosted athletes and their companions (definition of "Accommodation", see Art. 30: "Requirements for eligibility").
13. A free transport service (shuttles) must be provided or available for free from the nearest or main airport (or train station) to hotels and, from these, to the training or competition track for all athletes and accompanying persons.
14. The media services, TV, radio, press and photographers must comply with current legislation and the guidelines adopted by the competent national Federations.
15. Advertising media must comply with the guidelines dictated by the competent national federation and within the EAP regulations.

ART. 28: Technical and organisational requirements of other EAP events

Due to the peculiarity of sector 4 "EAP Running" events, different requirements apply. The definition of these will be discussed by the SEC and proposed to the annual congress before validation.

ART. 29: Scope of Sector 1: Circuit EAP Elite

These meetings are mainly intended for the men's and women's absolute categories, but they can also integrate categories and disciplines of other types (Sector 2: EAP Future, Sector 3: EAP Together, Sector 5: EAP Masters).

Within Sector 1, there are 3 Poles of attractiveness (i.e., How far do most athletes come from?).

• EAP XL (pole of attractiveness Extra-Large >1500km)
• EAP L (pole of attractiveness  Large >400 <1500km)
• EAP M & S (pole of attractiveness  Medium & Small <200-400km) or EAP Future.

ART. 30: Requirements for EAP-Elite meetings eligibility

Some relevant costs (for example communication, accommodation, travel, TV, Live-streaming, Medals and gifts, bibs, track location, ...) are being paid by a federation, a municipality, a sponsor or by the club or association. In many cases, if the sole MO had to find the money to pay all those charges, its meet would not exist.

However a rough estimate of all-inclusive global costs, just as a simple indication, may look as follows:

• EAP Small & Medium : 6,000 € minimum
• EAP Large : 18,000 € minimum
• EAP Extra-Large : 35,000 € minimum

ART. 31: Scope of Sector 2: Circuit EAP Future

1. Meetings dedicated to youth categories (U16 and younger), or
2. EAP meetings (of sector 1) proposing a minimum of 2 + 2 youth events with foreign participation.

ART. 32: Scope of Sector 3: Circuit EAP Together

Meetings integrating one or more parathletics disciplines.
N.B. We have chosen to include / integrate parathletes into our EAP and / or EAP Future meetings rather than proposing parathletics meetings.

There is no criteria on number of participating parathletes or number of disciplines.

ART. 33: Scope of Sector 4: Circuit EAP Running

International non-stadium races.
In this circuit we find road races (marathons, half-marathons, 10km road race, Ekiden relays, race walking), off-road races (cross-countries, mountain races), etc. (non-exhaustive list).

ART. 34: Scope of Sector 5: Circuit EAP Masters

1. Meetings dedicated to Masters categories (considered from 40+ years and older), or
2. Running events dedicated to Masters categories (considered from 40+ years and older), or
3. EAP-Elite meetings (of sector 5) proposing a minimum of 2 + 2 Masters events with foreign participation.

ART. 35: Presentation of candidatures

Applicants must apply by email to candidate@eap-circuit.org and if the project is deemed valid by the Steering and Executive Committee (SEC), applicants must present it to members at the annual Convention, which is held each year in early November. Formal requests must reach the SEC no later than 3 weeks before the convention (the exact date is published on the website and is annotated and relayed by our social media network). The presentation must be in PDF or PowerPoint format and should be sent latest one week before the Convention. The physical presence of the candidate (meeting director) is mandatory. it is strongly recommended that the candidate be accompanied by another authoritative member of the organisation (example: president, treasurer).

ART. 36: Requested information for the presentation

1. Meeting presentation
   (Venue, date, stadium, club and meeting history, program of events, website, social media)
2. Transport and accessibility
   1. Nearest airport(s), train station, motorway, road
   2. Do y0u provide domestic transportation service (free shuttle) from both airports to the hotel + from hotel to the track and back?
3. Accommodation
   1. Hotel(s) category / level
   2. How far is/are the hotel(s) from the track?
   3. Are the invited top athletes staying in the same hotel as the EAP delegations (athletes + coaches)
   4. Where do the athletes eat?
      1. At the hotel restaurant?
         1. If not, where?
      2. The day of the event, where do you provide the meal before and after the meeting ?
4. The meeting organising committee
   1. The club’s (or association or federation) structure,
   2. The volunteers group
      
5. Membership or permit in other associations, federations, organisations, circuits of meetings
   
6. Organisational experience
   Since when, level and type
7. Motivation to join the circuit : what do you expect ?
   1. What is the actual size and level of the meeting (pole of attractiveness): Small/Medium, Large or Extra-Large ?
   2. Do you expect, with the EAP, to upgrade the level of your actual meeting ?
8. Budget of the meeting and for the EAP, sponsors and partners
   1. Financial results of the two previous years and next year’s budget as EAP
   2. Global meeting budget (with detail on travel, accommodation, prize-money & bonuses)
   3. Part of the budget for the EAP (travel reimbursements and full board accommodation)
9. Technical
   characteristics of the track

   (IAAF/World Athletics agreement?)

10. Media
    (Partnerships, presence, TV Highlights, live-streaming)
11. Spectators
12. Your questions to the EAP
13. Open discussion: Q&A from the EAP members
    

ART. 37: Evaluation of the Candidate

The Convention evaluates the candidacy, bearing in mind the following criteria:

• Acceptance of the EAP principles and values;
• Technical level reached in previous years
  • In case it's a new event, proven experience in other similar and large-scale projects;
• Organisational capacity and experience of the Organising Committee;
• Geographic location (greater opportunities for those nations that are not already part of the EAP);
• Sustainability of the Meeting (budget adequacy);
• Compliance with the travel reimbursement budget defined by and for the EAP plus the related full board accommodation costs;
• Knowledge of the "Standards & Regulations" of the EAP;
• The motivation of such a project according to the desire to develop the meeting and the athletics of its region through the EAP circuit.

ART 38: Decision of the Convention

The decision to accept or not the candidacy rests with the Convention which is expressed by a majority (half + 1 of the members). The deliberation is done without the candidates present.

The decision made by the Convention will be communicated immediately to the candidates (they are called back).

If accepted, the Candidate officially becomes a Member of the EAP to all effects and takes immediately an active part, with the right to vote, in the subsequent works of the Convention.

In case of non-acceptance, the Candidate may resubmit the request in subsequent years. The reasons of the non-acceptance can be communicated.

ART. 39: Membership fee

• 150 € Registration fee for New EAP member (una tantum) +
• 300 € EAP-Elite annual membership fee (valid for 1 year from 1.1 to 31.12, to be paid at the convention or latest by end of November by bank transfer) +
• (optional) 80€ EAP-Running events (max two events in this category) +
• (optional) 80€ EAP-Masters events (max two events in this category)

The main subscription fee is always 300€ (this is usually an EAP-Elite or Future meetings but could also be a Running or a Masters event). In case the main event is a Running or a Masters event, then an additional (optional) EAP-Elite or EAP-Future meeting for the same organiser is 80€.

The amount of the membership fee can be changed by Convention. The decision will not be applied for the coming year, but for the subsequent one (unless it is decided to reduce the sum).

ART. 40: EAP-Elite Agreement

The agreement is a certificate delivered by the EAP governance (represented by the EAP President and the EAP Treasurer), every year, to all the EAP meetings.
It is a reciprocal commitment.

The following information is requested:

• • Meeting
    • Name of the meeting
    • EAP Member Delegate
    • Meeting director (if different)
  • Organising committee
    • President
    • Treasurer
    • Other contact (name and function)
    • Other contact (name and function)
  • Superior / legal responsible structure
    (Cub, association, regional or national federation)
  • EAP Meeting sector(s)
    • EAP Elite
    • EAP Future
    • EAP Together
    • EAP Running
    • EAP Masters
  • EAP Meeting pole of attractiveness
    • Small / Medium
    • Large
    • Extra-Large
  • Estimated budget
    • Global budget of the meeting
    • EAP Travel reimbursement budget
    • EAP Full-board Accommodation budget
  • EAP Membership fee
    • Registration fee (for new members only)
    • Annual membership fee

Eligibility
The meeting is considered eligible at its defined level if it complies with Art. 30: "Requirements for eligibility".
Those points will be evaluated from the signature of this agreement and with the observation of the whole organising process, until the end of the event.

Rights & Duties
The Meeting Organiser of [the name of the meeting] certifies that based on the information described above (page1), he undertakes to comply with the EAP Standards & Regulations.

As an approved meeting of the defined sector, level, and appropriate budget the MO will ensure that the good image of the EAP is kept high.

For its part, the EAP undertakes to promote and support the meeting by means, tools and resources that are specific to it.
It will do so in particular through the channels at its disposal, mainly the website, social networks and other communication platforms.
Access to all the resources and useful information is made available to the Meeting Organiser via the Member access of the extranet (password protected).
The Starter-kit is also part of the “equipment” the EAP provides to all its members.

The reciprocal collaboration clauses come into force upon signatures of the Meeting Organiser on behalf of its organising committee, the EAP President and the EAP Treasurer and after payment of the annual EAP Membership fee.

Date: ………………………………

IX. EAP TOOLBOX

The EAP ToolBox, is the EAP equipment for Meeting organisers (MO).

There is a free “Starter-kit” and a (proposed and not imposed) “Pro-Kit".
Both are specially intended to help and improve the MO efficiency in organisation and communication.
The Starter-kit is available for all MO. The Pro-Kit allows MO to access other resources.

The following lists are given as an example and, subject to change, they could differ slightly.

ART. 41: Starter-Kit

Available and given for free (included in the EAP Subscription fee)

1. EAP Kit Collection
   
   The Personal EAP Uniforms, textiles, and goodies: the EAP shirt, the EAP Cap, the EAP rainjacket, the EAP travel toiletry bag, the EAP Beach towel, the EAP Hip bag, the EAP pin’s, 20 EAP stickers. (Max. 2 delegates / MO).
2. Roster Athletics platform
   A world-class athletics fan engagement platform
3. EAP on track signage
   2 Banners (200x90cm), 2 flags (if these objects cannot be handed over during the Convention, the EAP undertakes to reimburse the production costs up to € 50 per banner and € 60 per flag. Production files are available on our website).
4. OpenTrack
   Data entry and integration of data relating to each EAP meeting in OpenTrack for visibility on the largest European meeting platform.
   This allows data to be integrated in real time into the EAP site and into TrackMeetings.info.
5. EAP privilege presence on Trackmeetings.info (TMI)
   All our meetings exhaustively listed in TMI and benefiting from an additional promotional EAP branding.
6. EAP Trailer
   For MO website, MO social media, digital communication, and giant screen on the track.
   
7. EAP MO Templates set
   Set of stationery corporate templates (.pptx, docx, .ai, .eps, .psd, .pdf), fully customisable with your logo and your information to create and print: accreditation badges, main information poster (for Call-Room), Athletes information welcome sheet, EAP list of records, Bibs, EAP Prize Money and Bonus system, shuttle timetable, directional signage on the stadium (Doping Control room, Warm-Up area, VIP Lounge, athletes corner, EAP speaker (or Meet director) official opening short text, …).
8. EAP Manifesto
   
   Who we are, our principles, values, vision, structure, history, facts and figures in a booklet.
   5 personal printed samples for each MO and its Organising committee + 30 samples for each MO to be distributed to all EAP invited athletes and for media and sponsors.
9. EAP Agreement
   1 printed official document, certifying the quality of MO (delivered every year) and defining rights and duties for both parts: MO and EAP.
   
10. EAP free access to Tilastopaja
    Members receive a full annual access code to tilastopaja.eu, the most extensive and compete athlete’s database in the World.
11. MO Search for sponsors
    Sample file to help MO find partners and sponsors.
    Includes a list of standard products to support and quantitative arguments illustrating the potential for visibility at national and international levels.

ART. 42: Pro-Kit

It consists of a privilege package of various tools to which MO can access under negotiated costs.
New members can consider this as a starter kit to achieve their goals from the first year. The list is not exhaustive yet and is destined to evolve, but looks as follows

1. Pro-Kit (special fares for MO)
   1. Meeting system management ("wondermeeting"), developed for the EAP
   2. The complete standard platform for athletics and events (now also including virtual competition management). Strongly supported by European Athletics, versatile and multilingual. Useful functionalities: Results Capture System, Entry System, Competition, club and even Federation management, Video integration of start lists and results, etc. Discover OpenTrack. Fully compatible with VincoSport.
   3. TV livestream european and worldwide broadcast, by VincoSport proposing different levels (accessible for small budgets) of coverage and possible collaboration with existing MO partners and an EAP centralized webcast archive. Fully compatible with OpenTrack.
   4. Wavelight technologies: through the intermediation of the EAP, MO can get privilege fairs on rentals or buying it. Wavelight increase not only the visibility of the meeting (and attract the interest of athletes and media), but also represent an extraordinary new tool for training. Quick installed and removed after the event, this installation and setting can be supervised directly by Bram Som. Wavelight represents a great opportunity to increase the attractivity of a club and a track (not only for athletes’ trainings) and can represent a successful compromise in avoiding having recourse to pacers. Announcing the “wavelight” pace, you define the level of your race. This will attract athletes of the expected level.
      Wavelight technology accepts up to three different paces, in case you would like to have a top performance for some athletes (i.e. 3.34″ on 1500m), but also keep a standard and a lower level for others national or local athletes (i.e. 3.42″ and 3.58″for example). This is also valid for mixed training groups.
   5. EAP promotional Flyers to be distributed by MO all around Europe on events where they participate (Small & Medium, Large, or Extra-Large or major events) to attract new athletes and new MO (prospects).
   6. EAP Branding. Possibility to buy more samples of the EAP Kit Collection or Extras articles like the EAP Plush mascot and other products available at discount member prices on our website (public section).

ART. 43: The EAP Manifesto.

Is our published and printed declaration of who we are, what we do and why we do it this way.

It presents our history, our convictions, our values, our structure, the way we organise our meetings, the significance of promotion, what sets us apart and characterizes, our pioneering position against doping, our idea of the development of athletics in Europe, our vision and why we believe in this Athletics and that we adhere to the concept of TrueAthletics.
This manifesto reminds us why we organise meetings and it also serves to make us known and to be supported by sponsors.
Is part of your Starter-kit and is available as a printed A6 format booklet and PDF format.

ART. 44: Branding & Merchandising

Using our logo branded on various supports.
Meeting Organisers receive their personal uniform, textiles, and goodies (the EAP shirt, the EAP Cap, the EAP rainjacket, the EAP travel toiletry bag, the EAP Beach towel, the EAP Hip bag, the EAP pin’s, 20 EAP stickers. (Max. 2 per delegates / MO) within the Starter-Kit.

Possibility to buy more samples of the EAP Kit Collection or Extras articles like the EAP Plush mascot and other products available at discount member prices.
The list is continuously updated on the EAP website under "Branding & Merchandising" and it's available for everybody.

X. OBSERVATION, EVALUATION, STATISTICS AND CLASSIFICATION OF MEETINGS

The scope of those evaluations, monitoring and measuring both the organisational and performance aspects, is to create quality reports to better understand and analyse the evolution of our meetings, compared with the previous years. Observing or anticipating trends, those reports will help the EAP to stay in its scope, by respecting our values and principles, if necessary, by adapting our requirements.

ART. 45: EAP Observers

To achieve the goal of improving the quality standard of the EAP circuit and to verify compliance with the rules contained in this document, at each EAP meeting, one or maximum two EAP Observers is (are) assigned.

The observers register themselves online for the requested meetings latest 3 months before the event.

The observers will be present during the event (arriving the day prior the event, like all invited athletes), preferably choosing among members from a different country than the one of the event and travelling by plane in order to follow the whole process.

In case there are more than 2 observers for the same event, the final decision on the allocation of observers, according to the allocation rules described above, rests with Mrs. Tímea Téglássy, head of QMP.

The period to be considered (observed / evaluated) starts from the signature of the EAP agreement (at the Convention) and ends 7 days after the end of it. The points to be observed are detailed in a specific list (EAP Obervers' Evaluation Grid, available on our extranet website).

At the end of the Meeting, or at the latest within a week, the Observer will present the Evaluation to the Organisers and discuss with them what has been found. The form must then be sent to the SEC at the conclusion of the Meeting or at the latest within a week after the end of the event.

All the EAP Observers’ Evaluation Grid are archived on the website, members section.

ART. 46: Duties of the Meeting Organiser for the observer

The Meeting Organiser (MO) is required to arrange for the Observers hotel full board accommodation, which supposes that the Observer is (are) also travelling with an EAP Member Delegation (MD) and is (are) therefore entitled to get travel and full board accommodations costs refund (as per EAP Travel Reimbursement criteria, see art. 53).

In case it is not possible to find an Observer among the invited EAP Member Delegations (MD), the Meeting Organiser will cover at least only the full board Accommodations costs. Travel costs reimbursements can be asked to the SEC who will decide if the EAP can cover them, or not.

ART. 47: EAP meeting performances and evaluations

EAP meetings are submitted to the following statistics and evaluations:

Internal use (restricted member access on the extranet):

• EAP Evaluation by Observers
• MO Self evaluation
• Meeting scoring points (IAAF points and 26 best performances)
• Statistical analysis (including budget, number of delegations, Accommodation costs, etc.)

Public view (available on the EAP website)

• Annual Meeting ranking (by World Athletics performance points)
• Historical Meeting ranking (by World Athletics performance points)

These scores, together with other evaluations of the Meetings will be presented annually at the Convention by their respective responsible.

ART. 48. EAP Label

The EAP label is intended to recognize outstanding performances in the meeting organisation, communication, and participation in the EAP. It is directly issued from the Meeting Evaluation, reported by the Observers.
This recognition is intended to encourage meetings to apply massively the EAP procedures, organising methods and respect of the Code Of Conduct and the I Run Clean certification program.
It will be awarded during the Convention.

The EAP label, however, remains an internal certification because we do not want to generate counterproductive official rankings of the best in the class.
On the other hand, the recognition of these values (materialized by a specific logo) may well be used by the concerned MO for their own local communication media and for the search for sponsors.

XI. PARTICIPATION OF EAP ATHLETES

ART. 49: Participation

In compliance with the objectives of the EAP, athletes and their coaches (EAP MD) are invited to take part, in the other EAP Meetings.

ART. 50: Registration of an EAP Delegation

1. The Meeting Organiser (MO) must send an invitation to all members (by mail, to the group address), before the opening of the online applications (ie >60 days before an open air competition or >45 days before an indoor competition). The invitation must be structured as follows:
   1. Text at least in English. (local language or other translations welcome)
   2. Date of the meeting + recall of the registration deadline for EAP members
   3. Program with provisional disciplines in international standard. Naming convention (ex: 400m Hurdles WOMEN, 400m WOMEN, 4x100m MEN (U20), Discus Throw MEN) and categories (U20, U18, ..)), specifying which categories are proposed (EAP-Future / Together / Masters).
   4. EAP meeting category (as per EAP Agreement) and relative indication on the budget for transport reimbursement and acceptance criteria (if you do "first announced and first accepted" or if you have other criteria).
   5. Possible restrictions for some particular disciplines for EAP members
   6. Timetable, with official participation limits and number of heats
   7. Link to updated prize pool and bonus system (incl. € 400 for EAP-Elite record)
   8. Links to updated meeting records
   9. Links on shuttle services, distances from the airport or train station.
   10. Information on hotel accommodation
   11. Particularities of the meeting (if useful) and / or suggestions for visits or links to the local tourist information office.
2. After a maximum of two weeks (1 week for indoor meetings), the MO must send a reminder indicating the names of the EAP delegations already received and ask the missing delegations to respond.
3. Last call no later than 30 days before the event.
   1. 1. The Member Delegation (MD) must give firm and detailed confirmation to the MO.
      2. In case MO has not received the confirmation, the registration of the MD can be cancelled.
4. Each MO must ensure that the allocated budget for the MD travel reimbursements is entirely available up to 30 days before the event.
   1. For their part, the MD will be transparent in indicating the real costs of the trip and will indicate if the agreed reimbursement perfectly covers their expenses, if it is insufficient or, on the contrary, excessive
   2. If the total of the travel expenses exceeds the meeting budget (according to the meeting range : Small & Medium 1,500€, Large 2,200€, Extra-Large 3,000€), the MO can refuse the refunds (and the possible full board accommodation) of the last MD announced (on a "first come first served basis"). On the other hand, the MO will always show a constructive attitude to find a solution to their participation.
   3. If the EAP travel expense budget is not fully distributed, e.g. ex. if the number of delegations or athletes was lower than expected, the MO must propose to increase the amount of the reimbursement, within the limit of its overall EAP travel budget and up to (and not beyond) being able to cover the actual costs of the participating delegation(s).
5. After this deadline and following the usual invitational process, the MO is free to use the remaining EAP budget for its own organisation without restrictions.
6. The MO is not obliged to reimburse travel for confirmed athletes or delegations but who, for whatever reason, does not make the planned trip. The athlete (s) or delegation (s) is / are required to take trip cancellation insurance.

NB: The minimum reimbursement for MD geographically close to the event, is at least 30€.

ART. 51: Internal Entry Standards

To maintain a medium-high technical standard of the participating athletes, a minimum level of performance will be required, intended for the most deserving athletes especially for their commitment rather than for their technical level. In this regard, a list of internal standards has been drawn up which may be updated by the Convention.

Athletes from the EAP are encouraged to participate in each meet whenever they have obtained the requested performance, independently from the official Entry Standards announced by the organiser.

In some disciplines, the organiser may not allow EAP members to participate (due to TV rights / requirements or sponsors etc.). In this case the organiser will propose other arrangements in other disciplines.

Oudoor internal entry standard

Indoor internal entry standard

ART. 52: Member Delegations (MD)

The EAP Member Delegations (MD) can take part in the EAP meetings. The maximum number of participants established by the following art. 53.
Each MD must name 1 delegation leader who can be an athlete or a coach.

The head of delegation will be the only one to maintain official relations with the organisers and will be responsible for the behaviour of the other members, with special regard to the Code of Conduct and the Standards and Regulations.

ART. 53: Travel Reimbursement criteria

The number of persons composing the invited Member Delegations (MD) are calculated on the kilometric base of the one-way road itinerary (using Google maps set on the fastest and shortest distance.).

The distance between the meeting address of the MD and that of the organiser is decisive to define the:

• Number of athletes (including their team leaders) composing the Member Delegations
• The travel reimbursement costs payable to the MD by the MO
  
  • • The detailed reimbursement amounts, with all the options, are detailed for each destination, in a separate table, available on the member’s extranet section.
• The number of nights in full board accommodation costs borne by the MO

Our specific calculation applies to both means of transport by car and by plane, without distinction.

The EAP Member Delegation(s) (MD) will be hosted by the Meeting Organiser (MO) on the basis of the following criteria:

1. OPTION 1 : up to 400km
   1. Maximum of 3 MD
      (15 athletes including 3 delegation leaders)
   2. Full board accommodation: no (*)
   3. 1 meal offered (before or after the meeting)
2. OPTION 2 : between 401 to 600 km
   1. Maximum of 2 MD
      (10 athletes including 2 delegation leaders)
   2. Full board accommodation: 1 night (*)
3. OPTION 3 : between 601 and 900 km
   1. Maximum of 1 MD
      (5 athletes including 1 delegation leader)
   2. Full board accommodation: 1 night  (*)
   3. Travel reimbursement cannot exceed 500€ by MD
      
4. OPTION 4 : between 901 and 1500 km
   1. Maximum of 1 MD
      (4 athletes, including 1 delegation leader)
   2. Full board accommodation: 1 or 2 nights (*)
   3. Including 1-2 nights full board accommodation (*)
   4. Travel reimbursement cannot exceed 550€ by MD
5. OPTION 5 : over 1501 km
   1. Maximum of 1 MD
      (3 athletes, including 1 delegation leader)
   2. Full board accommodation : 1 or 2 nights (*)
   3. Travel reimbursement cannot exceed 550€ by MD

(*) different agreements are possible if accepted by both parts.

Important: The flight ticket must be booked in time and no later than 1 month before the event (including trip cancellation insurance). The cost of the ticket must be spontaneously presented to the inviting MO.
If its cost is lower cost than the EAP calculation, the organiser shall refund only the effective ticket price.
The number of nights in some cases and when possible, may be reduced to only one.

ART. 54: Hotel categories

The minimum hotel categories are defined according to the categories of the meetings (as specified in Art. 30: Requirements for eligibility).

But in no case the athletes of the EAP they will be treated differently from other athletes invited by the MO.

1. XL meeting (pole of attractiveness)
   1. 4-star hotel
      (with single, twin, and 3-beds). If double rooms, to be occupied by one single athlete
2. L meeting (pole of attractiveness
   1. 3-star hotel
      (with twin, double and 3-beds)
3. S / M meeting (pole of attractiveness)
   1. 2-star hotel
      (with twin, double or 3-beds)

ART. 56: QMP Specifications

An annual calendar going from one Annual Convention to another, in 6 main stages. This is the common ground and except some possible exceptions, all meetings S, M, L XL pole of attractiveness share it.

We only distinguish indoor and outdoor meetings because of the different deadlines of the 1st and 2nd invitation letter. All the rest is identical.

A graphical representation (synoptic table) exists and can be easily customized for all meetings. The file is available in our Download Center.

1. NOVEMBER-DECEMBER
   1. Preliminary statement
      1. EAP Agreement: signed and EAP approved (no later than November 30). Declared sector and Pole of Attractiveness: S-M/L/XL
      2. WRC (World Ranking Competition) label: procedure initiated, or label obtained
      3. Date announcement to the EAP (at the Annual Convention), even if provisional
      4. Program + preliminary information sent for publication to the EAP website (no later than November 30)
      5. EAP reminds to all members the tasks to do (schedule), when and how, by mid December (cf. timeline of members’ duties in the ToDo section and in the Standards & Regulations).
   2. Before the end of the year
      1. EAP Annual Subscription Fees
         1. The EAP provides the countersigned EAP Agreement and the related invoice to each Member Delegate for the upcoming year
         2. Member Delagate has proceeded to the payment to the EAP Bank Account.
2. MARCH
   1. SPRING TALKS: Member's virtual meeting to prepare the outdoor season and other current affairs
3. BEFORE THE EVENT 
   1. 3 months before the event (1.5 for indoors)
      1. Meeting promotion / advertising
         1. Dedicated Meeting website regularly updated, during last 90 days (or 70 days for indoor)
         2. Social Media
            1. Dedicated Facebook account (min. 6x in 60 days)
            2. Dedicated Instagram and/or Twitter (or other) account (min. 6x in 60 days)
      2. Registration procedure
         1. EAP Standard online registration form, also including:
            1. EAP membership (if yes, which meeting)
            2. Code of Conduct (+ link to the dedicated EAP page), mandatory acceptation
            3. I Run Clean®, mandatory valid certification required
      3. Invitations and follow-up
         1. 1st invitation 60 days (45 days indoor) to EAP members (by email)
         2. 2nd invitation 45 days (40 days indoor) to EAP members (by email)
         3. Last call latest 30 days (idem 30 days indoor) to EAP members (by email)
         4. Max 3 days delay to answer to the participation request of an EAP member (by email)
         5. Max 2 days to confirm all the details to the EAP member, including details of the reimbursement amount (by email)
      4. Info-sheet / instruction to the athletes
         1. Main information in digital format (PDF booklet) for all participants (EAP and not), latest 5 days before the venue
      5. The EAP assigns one (or two) observer (s), among those who have announced themselves. In the case of a newcomer, a more experienced observer is required to better guide him/her in this task.
4. THE EVENT
   1. The day before the Event
      1. Athletes venue
         1. Arrivals and shuttle service
            1. No long wait at airports, bus and/or train stations (max. 30' waiting time)
            2. Efficient local (and free) transport: from and to the point of arrival to the hotel and the track
         2. At the hotel
            1. Dedicated event's information desk with min. 1 person for general coordination and help (from 12:00 and until the last arrivals): printed booklet (info sheet) with all main and practical information regarding meeting but also tourist and travel information, the day before the meeting
            2. Good standard rooms (separate beds)
            3. Meals: available for all athletes (even late arrivals) at the hotel, varied and balanced meal
         3. Massage
            1. (XL meetings): provision of a massage / physiotherapy service between 6 and 9 p.m.
   2.  The day of the Event
      1. Official opening of the meeting with authorities and/or sponsor and a short speech (from the organiser too). A welcome word from the EAP president or another EAP delegate would be a plus
      2. Call Room (display information about schedule by events, and also advertising rules on the competition field and WA shoes regulations)
      3. Live-Results (displayed web and / or Live-stream)
      4. Speaker Results (max 3')
      5. Wall Results (max 15')
      6. Athletes dedicated Place (covered) [EAP + invited athletes]
      7. Dedicated place for VIP + EAP Delegates
      8. Shuttles respect of the schedule + information
      9. Mixed-zone for athletes and media
      10. Information desk (how to do, where to find, who to contact, when to go, how to solve) : winner ceremonies, refunds, shuttle schedule, accreditations, media kit, final timetable, meeting and EAP records, Live links steam and live results (QR), complaints, supplies, first aid and emergencies, volunteers, security, parking, VIP area, athlete areas, gym, etc.
      11. Lunch on the competition's day (free for EAP athletes)
      12. Visible EAP advertising signs (banners, flags)
      13. Office room (Badges, info desk, reimbursements, shuttles, instructions etc.)
      14. Meals: available for all athletes (even late arrivals), varied and balanced meal
      15. Warm-up area spacious, protected (tents) and well-marked with signs (English written)
      16. Changing rooms spacious, enough hot water for showers
      17. Tents, benches, scoreboards, chronometer present on the track / field
      18. Front and/or back bibs in all events, with the EAP logo (min. 6x3 cm) (except for WACT meetings)
      19. Technical materials and the different competition/warm-up areas are homologated and in good condition (track, cages, high jump and pole vault areas, sand areas, lane paint…)
      20. Presence of a first aid staff
      21. Provision of a massage / physiotherapy service during the meet
      22. Dedicated and well indicated doping control room.
   3. Overall accuracy and convenience of competitors 
      1. Welcome to the meeting, by the speaker (and eventually Meeting director), mentioning EAP
      2. Timetable accuracy (speaker must inform if there is a delay, at least 1 hour before)
      3. Introduction / presentation of competitors, at the beginning of their competition: mentioning the ones who are from the EAP
      4. Speaker, providing the most important information in local + English language (not only when a foreign athlete is there)
      5. All the written and digital information must be available in English (including Disciplines, categories and all athletes instructions)
      6. Good quality sound (no echo) all around the track, for speaker information and music entertainment
      7. Speaker: introduction of the EAP and mentioning at least 4 times during the event
      8. Live-interviews with best competitors after their competition
      9. Planned winner ceremonies, with official organisation recognition (medal + certificate + gift) and eventually gift / souvenir ... + payment of meet / EAP record
      10. Water stations
      11. Basket for clothes for the race events
      12. Printed results of heats with list of finalists and speaker call in time
          Live stream with spoken commentary (Local + English language) and embedded participant lists and results
      13. Official photographer
      14. Specific accreditation (badges) for Photographers, Media, Coach, Staff, Speaker/interviewer, EAP Delegate, EAP Observer
      15. Strict tidiness on the track
      16. Official Speaker (preferably not the EAP organiser)
      17. Respect of the place of the sponsors (banners) and EAP
      18. Athletes' bar / restoration on the track.
   4. Immediate post-event work 
      1. Send results:
         1 ) Send to the Members (mail + PDF)
         2) Send to Tilastopaja
         3) Send to World Athletics, max 2 hours after the end of the meet.
5. AFTER THE EVENT
   1. D + 7 after the event
      1. Event's report
         1. Send a short report + stats to all members, including best performances (and EAP Records Elite, Future, Masters) and I Run Clean figures (EAP and others), as soon as possible, but no later than 7 days
         2. Send to all members links to articles, press-conferences, photos, etc.
      2. Overall appreciation
         1. What needs to be improved or corrected ?
      3. Observer's alerts
         1. What requires deep/urgent intervention to be in accordance with the EAP ?
      4. EAP Recommendations
         1. Nice to have ?
         2. Must have ?
         3. Don’t want to see anymore ?
   2. D + 14 after the event
      1. Request invoices from EAP delegations for travel reimbursements and possible prize money.
      2. Request Banking information for payment of Travel costs and or bonus, records, prize-money etc.to all other concerned athletes.
   3. D + 60 AFTER THE EVENT
      1. Payments (Athletes' Reimbursements)
         1. All payments executed (EAP and others).
6. ANNUAL CONVENTION
   1. 30 Days before the Annual Convention
      1. Register
      2. Send extended reports and stats
   2. The Convention
      1. For new Members: present the report
   3. Restart the annual process, from Pt. 1 of this list.

Official document issued each year, essential to justify membership in the EAP circuit as MO (Meeting Organiser).

EAP Agreement 2025

To be filled and sent to before end of November to administrative@eap-circuit.org

Available as :  PDF page by page A4, in WORD original .docx file, in PDF double-sided A3 Printable format.

Click here to download the EAP Travel Reimbursement tool (Excel)
(it requires a recent version of Excel)

EAP DELEGATION’S INVOICE FORM

Click here to download the EAP Delegation's Invoice form (Word format) and fill it, after the participation of your delegation to the meeting organiser and send it to him (saved as "PDF" file).

Please systematically enclose the receipts of plane tickets or other means of transport used.
They can be attached them to this report, when sending by email.

-> ALWAYS refer to ART 53 and ART 50.4.3 of our Standard and Regulations and pre-calculate your reimbursement quota using the “EAP-Delegations-Reimbursement-and-Accommodation-calculator-2023.xlsx” calculator.

Should you encounter any problem with the Word form, you can also download the "equivalent" PDF file (but without automatic calculations: you have then to fill it and calculate manually and then scan it and send to the meeting organiser).

Important Tips:
Once uolodaded on your computer (on tablets, it may not work completely), please make a "save as ..." copy in order to unlock some features.
Use the Tab key to move forward from field to field or use your mouse.
Use the Shift + Tab key to move backwards from field to field or use your mouse.

(We recommend to open this form in full page: Click here)

Tips: it will be much more efficient if you start opening your dedicated EAP page and first collect the missing information or the ones who need to be updated, tab by tab, and ONLY THEN when you have gathered all the information you start filling the form. The form simply asks the same information in the same order.

Payment options

Please enter the security code (press the image if you want another captcha code)

Security Code (lowercase letters)

Submit

• NB: This form is intended to gather all the information to exhaustively fill your EAP meeting's page. There are no mandatory fields. Therefore you can skip items for which you don't have yet the requested information.
• As soon as you get the information or whenever you need to update it, please open a new form again and fill it with the missing, respectively updated, data or files.
• If you have other disciplines than those proposed, please add them in the message on the last page.
• Good to know:  The upload button allows you to add multiple files (-> hold the "ctrl" (pc) or "cmd" (Mac) keys for multi-selects). Supported files are  PDF, JPG and PNG format. Not supported are DOCx, XLSx, PPTx etc.

The files of the EAP Constitution are available in our Download Center.

EAP Constitutional Assembly of the Events for athletics Promotion" association.

15th March 2024, online:

Statutes (original in French) : Word doc - PDF File

Statutes (translated in English) : Word doc - PDF File

Minutes : Word doc - PDF File

1. Administrative Management:
   • Oversee the day-to-day administrative operations of the association.
   • Maintain records, documents, and correspondence related to international athletics meetings.
   • Ensure compliance with relevant regulations and policies.
2. Communication and Coordination:
   • Facilitate communication among association members, including EAP athletes, coaches, and EAP events organisers.
   • Collaborate with stakeholders to coordinate logistics for international athletics meetings.
   • Serve as a liaison between the association and external entities.
3. Event Planning and Support:
   • Assist in the planning and execution of international athletics meetings.
   • Coordinate with event organizers, sponsors, and participants to ensure seamless events.
   • Address any logistical challenges that may arise during meetings.
4. Membership Support:
   • Provide support to association members, answering inquiries and addressing concerns.
   • Foster a sense of community and engagement among members.
5. Promotion and Marketing:
   • Contribute to the promotion and marketing efforts of international athletics meetings.
   • Utilize various communication channels to raise awareness about events and the association.

• Passion for athletics and a deep understanding of the international athletics landscape.
• Strong organizational and administrative skills.
• Excellent communication and interpersonal abilities.
• Ability to work collaboratively with diverse stakeholders.
• Familiarity with event planning and coordination.

1. Collaboration with Governance Members (in particular the Board officers):
   • President:
     • Work closely with the president to align administrative activities with the overall vision and goals of the association.
     • Provide regular updates on administrative matters and seek guidance on strategic decisions.
     • Collaborate on key initiatives and projects to enhance the association's impact.
   • Vice-President:
     • Coordinate with the vice-president on event planning and logistics.
     • Support the vice-president in addressing specific responsibilities related to the EAP.
     • Act as a liaison between the president, vice-president, and other association members.
   • Treasurer:
     • Collaborate with the treasurer to ensure financial records are accurately maintained.
     • Provide necessary administrative support for financial reporting and budgeting.
     • Assist in coordinating financial aspects of the EAP.
2. Communication Responsibilities:
   • Website Management:
     • Maintain and update the association's website (www.eap-circuit.eu) with relevant information about upcoming events, results, and news.
     • Ensure that the website is user-friendly and regularly refreshed with current content.
     • Collaborate with the president and other relevant members to ensure alignment with the organization's goals.
   • Social Media Engagement:
     • Play a role in crafting and publishing posts on the association's social media accounts (e.g., (X) Twitter, Facebook, Instagram, LinkedIn).
     • Share updates about the EAPs, highlights, and other relevant content to engage the EAP circuit's audience.
     • Collaborate with the marketing team or relevant individuals to ensure a cohesive social media strategy.
   • Communication Strategy:
     • Work with the president and other governance members to develop and execute a communication strategy that aligns with the association's objectives.
     • Ensure consistent messaging across various communication channels.
     • Monitor feedback from the community and adjust communication strategies accordingly.

Pre-requisites of the treasurer:

• Have been part of the EAP for at least 5 years (either as an EAP delegate or as a member of a meeting organising committee)
• Have an accountancy degree or be able to demonstrate experience deemed equivalent in termes of function, experience and know-how of at least 3 years.
• Experience in the international field a plus.
• Collaborate with the president and the governance of the EAP in order to prepare the annual budgets and present the balance sheet and the Profit and Loss accounts.
• Maintain accounts, make payments, establish invoices for members' contributions, follow up in the event of delay, establish receipts, etc.
• Be present at the Annual Conventions and present the accounting situation.
• Fluent in English

The position is for an indefinite period.

Immediate entry into office upon validation by Convention (extraordinary General Assembly online).

Role of the EAP Treasurer

The Treasurer has a watchdog role over all aspects of financial management, working closely with other members of the EAP Governance (SEC) to safeguard the organisation's finances.

The Treasurer is responsible for:

• General financial oversight
• Financial planning and budgeting
• Financial reporting
  • Presentation of the figures at the annual EAP Convention
• Banking, bookkeeping, and record keeping
• Control of fixed assets and stock
• Given these responsibilities, the Treasurer typically acts as an information and reference point for the EAP President and other committee members and EAP commissions: clarifying financial implications of proposals.

Optional, a plus:

• Funding, fundraising and sales

The following points outline the typical financial responsibilities of a Treasurer:

1. General financial oversight

Oversee and present budgets, accounts, and financial statements to the governance (SEC)

Liaise with designated staff about financial matters

Ensure that appropriate financial systems and controls are in place

Ensure compliance with relevant legislation (i.e. European specificities)

More on financial oversight

2. Financial planning and budgeting

Prepare and present budgets for new or ongoing work

Present revised financial forecasts based on actual spend.

3. Financial reporting

Present regular reports on the organisation's financial position

Prepare accounts for audit and liaising with the auditor, as required

Present accounts at the AGM

4. Banking, book-keeping and record-keeping

Manage bank accounts

Set up appropriate systems for book-keeping, payments, lodgments & petty cash

Ensure everyone handling money keeps proper records and documentation

Pablo Cassina, 01 October 2021

Inspired and adapted from : www.diycommitteeguide.org

(Naming convention is for the majority of the disciplines the same in use by World Athletics / IAAF)

This complete table is also available in PDF format: EAP_ListDisciplines_RegForms2019

Updated: 05 May 2019 (could not be exhaustive)