Event Secretary

1. Description

The Secretary of the Event ensures the preparation, submission, circulation and distribution of all Official documentation relating to the event. The Secretary of the Event liaises with all the stakeholders of the event, working closely with the Clerk of the Course. and Entry Registrar.


The Secretary of the Event is responsible for the coordination of an event’s administrative activities, during the planning, delivery and closure of a sporting meeting. The main purpose of the role is to support the Clerk of the Course by producing documentation for an event, communicating it with the other organisations, and with key functional areas of the event organizing team.


They are to accept and respond to any number of requests from officials, entrants, spectators, media and government officials.


The Event Secretary is nominated at the Annual General Meeting each year and is a trained accredited DLRA official.


2. Responsibility

  • The Secretary of the Event is entrusted with all checking of all documents relating to Competitors and Drivers.
  • If necessary, they shall second the Clerk of the Course in the preparation of the closing report for each Competition.


3. Duties

  • Distribute Entrant Packs from the Registration Caravan.
  • Provide DLRA Vehicle Log Books and DLRA Licenses
  • Process New and Late Entries.
  • Accept change of class requests.
  • Maintain a register of Entry Forms.
  • Maintain a register of Hazardous Fuel Register Forms and Safety Data Sheets.
  • Assist with Commercial Filming register and log.
  • Collect, record and secure monies from New Entries, Late Entries, New Memberships and Renewals, Lake Entry, and Merchandise.
  • Provide a float for Merchandise.
  • Make Payments to Mt. Ive Station


4. Tasks

4.1 Set Up


4.2 During the event

  • Distribute of entrant packs.
  • Receive of new and late entries and conduct documentation checks.
  • Issue DLRA licenses and Log Books.
  • Receive completed Technical Inspection Forms and distribute Inspected Stickers.
  • Monitor club radio channels for assistance requests and incidents.
  • Manage the Fuel Register.
  • Assist with Commercial Filming register and log.
  • In the event of an incident, be available to respond to Medical Team and Fire Crew requests.


4.3 Pack Up


5. Knowledge and Skills

  • They will have undergone Accredited Official Training and be familiar with the DLRA Policy and Code of Conduct.

    6. Equipment

    • Lap top computer and printer


    7. Escalation

    There is no escalation point past the Event Secretary. The Event Director is the only event official who can call an DLRA Executive Committee meeting to resolve any issue.


    Note: The difference between an executive committee member’s role and other roles
    A executive committee member role is a strategic position within the club and consequently, a executive committee member is responsible for governing the club. A executive committee member’s role should not be confused with the management and operational roles of an organisation (like a Race Director, Inspector, Timer or Starter). The day-to-day work of the organisation is managed and completed by these volunteers with the club. Unless you also hold an execution (operational) role, it is not your responsibility to perform or be involved in the day-to-day running of the club.


    Executive Committee


    General Committee


    Event Committee