Become a member of the EAP

The EAP circuit, created in 1990, is an independent circuit of meetings across Europe and is based on the concept of true athletics. Specific standards and regulations give all members the opportunity to participate in EAP level competitions. A unique chance for their athletes to compete abroad!

Since 2024, the EAP, renamed in Events for Athletics Promotion, is no longer limited to Europe, but has become worldwide.

Find out how your meeting can be part of the EAP. Applicants must submit an application (follow the instructions described in the guide below) and if the project is deemed valid by the Board of officers (BOARD), applicants must present it to members at the annual Convention, which is held each year in early November. Next EAP convention, will be held in CODROIPO (ITA) from 7 to 9 November 2025. Send us an email at candidate@eap-circuit.org !

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Extract from ART. 35: Presentation of candidatures:

Applicants must apply by email to candidate@eap-circuit.org and if the project is deemed valid by the Board of Directors, applicants must present it to members at the annual Convention, which is held each year in early November. Formal requests must reach the BOARD 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).

Guide for your application and for your presentation at the Convention

Prepare your application to become a member. Follow the 11 points of the guide (resumed in the PDF version of Become-a-Member). Available in EN/FR/DE/ES/IT.

Event's presentation
(Venue, date, stadium, club and/or event's history, program of events, website, social media)
Transport and accessibility
1. Nearest airport(s), train station, motorway, road
2. Do you 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 ?
The meeting local organising committee (LOC)
1. The club’s (or association or federation) structure,
2. The volunteers group
Membership or permit in other associations, federations, organisations, circuits of meetings
Organisational experience
Since when, level and type
Motivation to join the circuit : what do you expect ?
1. What is the actual size and level of the meeting (local/regional, national or international area of interest) ?
2. Do you expect, wth the EAP, to upgrade the level of your actual meeting ?
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)
Technical charateristics of the track
(IAAF/World Athletics agreement ?)
Media
(Partnerships, presence, TV Highlights, live-streaming)
Spectators
Your questions to the EAP

Thank you !

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Open discussion: Q&A from the EAP members

Vote …

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Extract from the Standards & Regulations (Art. 35)

In case of acceptance, the subscription fees are:

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 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).

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Extract from the Standards & Regulations (Art. 39)

Other expenses related to the annual Convention

Covention's participation fees (accommodation and convention costs) have to be paid to the Convention's organiser. The cost of each Convention is detailed latest 50 days before the convention itself.
Travel to the Convention (nearest airport): at the full charge of the participant.
- If the nearest airport is more than 50 km from the hotel, the organizer 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.

For deeper details on the costs of an EAP meeting (depending on its Attractiveness poles), please open the comparative table in PDF here after:

Explanations and arguments relating to the comparative table of annual costs of an EAP meeting (S/M, L, XL)

The first cost of €150 is the entry fee, which is a one-time payment, for new members.

Regarding travel expenses for athletes from other EAP member delegations, the amount indicates the upper limit beyond which you can refuse to go. Athletes who fall within the framework of the agreements must meet the internal minimums, i.e., 880 points for men and 860 points for women (*). It is possible that due to dates or disciplines, the number of delegations and EAP athletes may be lower, and in this case, the amount at their disposal (which must be available up to one month before the event) may not be fully utilised. In this case, the Meeting Organiser (MO) can use it as he sees fit. It may also be the case, on the contrary, that the meeting attracts more delegations than the budget allows. In this case, depending on the MO ability to increase it or his interest in having additional EAP athletes, the MO can obviously take them on, or offer them other arrangements (participation with or without reimbursement of travel and/or accommodation). In other words, beyond the budget, MO are free to refuse them or offer them a different agreement. The same applies to late participation requests (less than one month before the meeting).

Depending on the type of meeting, there is also a corresponding level of accommodation, because the higher the venue, the more capacity, services, and amenities are needed that a small hotel cannot provide. However, a small/medium-sized meeting generally does not require many rooms because the number of athletes (international and EAP) requiring them remains limited. However, a minimum level of comfort is required so that the athletes can perform at their best on the track. It can be said empirically that the cost of accommodation is generally slightly lower than the transportation budget, but it obviously depends on the price of the room and meals, which can vary significantly from one country and city to another.
The cost of attending the Annual Convention (which is mandatory) depends on the cost of travel from one destination to another (the Convention venue is different each year), the price of the hotel plus the Convention fees, and the number of delegates attending (1, 2, or even 3). The price given in the table is therefore a reasonable average regularly observed over the past 15 years.
EAP records (€400) must be budgeted, but the likelihood of them being broken obviously depends on the athletes the MO engages (https://eap-circuit.eu/scores-ranks/eap-records/) and, depending on the case, it's fairly predictable in advance.
There is an obligation to offer prizes for meeting records, depending on the "L" or "XL" meetings. For "S/M" meetings, this is not required. The prize amount remains at the organisers' discretion. If your records are easy to beat, it's better to keep the price "low" to avoid putting the MO in financial difficulty.
The estimated amount is given to give an idea of how much the EAP costs. Please redo the calculations based on the information given (what are MO's hotel costs, how many delegates are attending the Convention, how many EAP records MO thinks would be broken at his meeting, what prize he decides to set for each meeting record broken, etc.). Consider that this amount should be seen as an investment in perspective of the number of the member's athletes who will be able to participate (by being invited!) in other EAP meetings during the year, including Challenger and Bronze meetings. The experience gained abroad, the possibility of having meetings early in the season in the warmth (...), international competition, quality meetings, values and principles (-> EAP's CSR) are for the EAP the key to success in the career of each athlete. The EAP offers unique opportunities where places in meetings abroad are increasingly difficult to obtain while at home, these athletes have the privilege of being invited. This is essentially what the cost of the EAP corresponds to. This isn't simply a simple insertion into a calendar.
The total amount indicated varies greatly from one meeting to another because policies and subsidies vary from one country to another, from one city to another. However, it's safe to say, without much risk of error, that these amounts correspond to the minimum for organising an international meeting (including EAP costs).

Become a member of the EAP

Guide for your application and for your presentation at the Convention

Comparative table of costs for an EAP meeting (S/M, L, XL)

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