Club joining procedure

Purpose

The purpose of this procedure is to ensure clarity and transparency for all prospective Running Clubs wishing to join the Sussex Grand Prix (SGP) competition, and for SGP personnel administering the process, in particular the Membership Secretary. New Club enquiries should be directed to the Membership Secretary and this procedure in the first instance.

This procedure is referred to in the SGP Rules as ‘Running Club Joining Procedure’ and is appended to them.

Procedure

  1. Prospective Running Clubs must be Sussex County Athletics Association (SCAA) affiliated prior to joining the Sussex Grand Prix competition. Eligibility criteria, cost details, and an application form can be found on the SCAA webpage: https://www.sussexathletics.net/find-a-club/affiliation/
  2. Running Clubs must complete the SGP Club Joining Form. The form should be submitted via the website. 
  3. Once received, the details should be passed to the SGP Membership Secretary and the Chair for consideration and checking. 
    1. If all details are correct and terms agreed, proceed to stage 4.
    2. If any details are incorrect or terms not agreed, the Membership Secretary should return to the Club to advise.
  4. The Membership Secretary will nominate the prospective Club for entry into the competition and seek approval via votes from the SGP Club Reps and Committee Members. 
    1. The voting process may be conducted virtually e.g. during an online meeting or via WhatApp, providing all relevant Reps and Members have access and are included where possible.
    2. Approval must not be unreasonably withheld. Any objections must be clearly stated with good grounds, to be considered by all eligible voters.
  5. Once approved, the SGP Membership Secretary will email the new Club’s Treasurer and Rep to confirm their acceptance and request payment of subs. 
    1. The SGP Treasurer will provide an invoice and payment details to the Membership Secretary to forward on for this purpose.
  6. The Secretary will add the new Club to the list of participating Clubs, and update the contacts list. This should be circulated to the Membership Secretary, Results Processor, and other SGP personnel as necessary.
    1. The Club list will be updated on the SGP website by the Web Manager and circulated on social media by the PR, Media & Comms Officer. 
    2. The new Club Rep will be added to the SGP WhatsApp community by the Secretary (or the PR, Media & Comms Officer as appropriate).

V1 Created by SGP PR, Media & Comms 29/1/2025