Rules and Regulations Concerning American Radio Relay League Division and Section Manager Elections

Revised: January 2026

ARRL Election Procedures and Rules

This document includes details and procedures not covered by ARRL Bylaws 18-24.  As mandated in Bylaw 18, this document is maintained by the Ethics and Elections Committee subject to the approval of the ARRL Board.   

This document contains sections moved from the Director Workbook and the Standing Orders. The reference table at the end of this document shows the source of the relevant sections. 

1.      Definitions  

Campaign material is defined as any material that might reasonably be expected to affect the outcome of such an election. Mass communication is defined as communications by mail, electronic distribution, posting to a web site, email, hand- delivery or any other means of distribution to ARRL members in the contested election. 

2.      Mass Communication During the Election  

In any contested election for Director, Vice Director, or Section Manager, during the campaign period no mass communication at ARRL expense, in whole or in part, dealing with any candidate in any way or issued by a candidate, or any ARRL official in the Division of the candidate, shall contain election campaign material. The use of an “arrl.org” email address in campaign material is not appropriate since this might be misinterpreted as an organizational endorsement of the candidate. The use of “callsign@arrl.net” is permitted, since this facility is available equally to all ARRL members.  

3.      ARRL Officials, Board Members, Section Managers, and Appointees Election Involvement 

To avoid the appearance of an ARRL organizational endorsement, ARRL Officials, Board Members, Section Managers, or Appointees shall indicate that they are acting based on personal opinion when they campaign for another individual. 

4.      Ethics and Elections Committee Actions  

4.1.   The candidate shall be informed in writing at the beginning of the nomination process that decisions of the Ethics and Elections Committee concerning candidate eligibility will be made publicly available unless the candidate expressly requests otherwise; and that, if it is requested by the candidate that the reason(s) not be disclosed publicly, that the ARRL shall be authorized to publicly reveal that this permission was not granted, and to disclose the request for privacy as received by the candidate.

4.2.   If a candidate’s petition is rejected by the Ethics and Elections Committee, the candidate shall, with the notification of ineligibility, be given the opportunity to request in writing that the reason for the rejection is not made public. The candidate shall have 10 (ten) business days from the date that notice is given to the candidate to request privacy. If no such request is received within this period, the information may be publicly released. This information shall include the reasons for the rejection, with reference to the relevant ARRL governing documents, and may include other correspondence to or from the Ethics and Elections Committee and/or the Board concerning disqualifications.

4.3.   The candidate shall agree, in writing, to hold the ARRL harmless from any damages or alleged damages arising from or related to the release of information concerning candidate certification or non-certification.

4.4.   Responses to information and/or clarification requests made to E&E by candidates will be made available to all candidates in the current election. 

5.      Voting By Members Located Out of Their Home Area  

Full members temporarily residing in other areas than their home Divisions may receive absentee voting ballots for their home Division in Director or Vice Director elections upon written application to the Secretary received by September 10 of each election year. 

6.      Voting Accommodations for Pacific Section Members 

Members of the Pacific Section experience delays in receiving bulk mailings sent from the mainland to Hawaii and the U.S. Pacific Territories.  To ensure that ARRL election material arrives in a timely manner, all mailings to members in the Pacific Section related to elections shall be sent as U.S. first-class mail. 

7.      Policy Governing Appearance of Candidates’ Statements

7.1.   The heading for each office will take the following format:

_____________ DIVISION

20xx Elections Statement of Candidates

DIRECTOR or VICE DIRECTOR

7.2.   The candidates’ photographs, if supplied, will appear below this heading. If no photograph is supplied, the statement “Photograph not provided by candidate” will be printed.

7.3.   Below each photograph, or below the space for a photograph if none was supplied, the candidate’s name will appear in upper case. Unless otherwise requested by the candidate, the first name, middle initial, last name, and call sign will be used.  Name and call sign below the picture are not considered part of the 300-word statement.  Website addresses are considered one word.

7.4.   Below each name will appear the corresponding statement. Statements of the candidates for an office will be typeset using a uniform type size and font, and in columns of uniform width.

7.5.   Because leaving them uncorrected would reflect badly on the organization, obvious typographical and spelling errors will be corrected although ARRL assumes no responsibility for failure to correct such an error. Corrections to grammar or punctuation generally will not be made, since to do so might alter the intended meaning.

7.6.   Uniform paragraph indentations will be used.

7.7.   Below the statements, the following statement will appear: “The above statements have been reproduced from material supplied by the candidates. They have been screened for obvious typographical errors but otherwise have not been edited in any way.” 

8.      Timetable For ARRL Director and Vice Director Elections 

Unless otherwise noted, the subsections below are references to By-Law 18. 

8.1.      First business day of July - "Call for Nominations" announcement published on ARRL website and in July & August QST.

8.2.      Noon eastern time-- 2nd Friday of August -- Deadline to request official nominating petition forms.

8.3.      Noon eastern time-- 3rd Friday of August -- Deadline for receipt of completed nominating petition forms including a signed ARRL Board Member Statement on Authority, Responsibility and Expectations by Secretary.

8.4.      The 4^th Friday of August -- Deadline for the Ethics and Elections Committee to determine eligibility and announce all candidates (By-Law 18).

8.5.      Seven days after all candidates are announced -- Deadline for protests of qualification decisions.(E&E Procedure)

8.6.      Fourteen days after the 4^th Friday of August, candidates may submit a 300-word statement to the Secretary.

8.7.      September 10 -- Membership cutoff date (By-Law 19).

8.8.      Seven days prior to the last Monday in October -- Election postcards enter mail stream (E&E Procedure).

8.9.      Last Monday in October – Election site opens for voting (By-Law 19).

8.10.  Noon eastern time—1st Monday of November -- Deadline for petitioners or their      representatives to request to watch the ballot counting (By-Law 20).

8.11.  Noon eastern time-- 3r`d Friday of November -- Deadline for election voting. (By-Law 20). Candidates will be notified of results electronically (By-Law 20).

8.12.  Five days after the 3rd Friday of November -- Any protests must be received by the Secretary in writing and forwarded to the Ethics and Elections Committee (E&E Procedure). 

9.       Rules for Non Third-Party Ballot Counting

In the unlikely event that a qualified and disinterested entity cannot be used, the following Standard Operating Procedures will be utilized: 

9.1        Other than the Committee of Tellers, the only persons permitted to be present during ballot counting shall be:

a)      Persons authorized by the Secretary to perform clerical duties;

b)      Representatives of the Public Accounting firm;

c)      Persons authorized by the Committee of Tellers;

d)      Candidates or their authorized representatives exercising their rights to observe pursuant to the Bylaws.

9.2        With regard to 1(a) above, the Secretary shall furnish a list of these assistants and their designated tasks to the E&E Committee prior to the start of the counting procedures. No other employees of the League shall be permitted to enter the rooms set aside for the counting.

9.3        The Committee may utilize volunteer assistance from other members of the Board who are present (Officers, Directors, or Vice Directors), provided that no volunteer assistant may participate in any fashion in the counting of ballots from their division of residence, whether or not they are a candidate.

9.4        Rooms used at ARRL HQ for the ballot counting process shall be posted with notices stating “authorized persons only”.

9.5        Ballots that are questioned as to validity shall be resolved to any final count. It shall be the policy of the Committee to count ballots as valid whenever the clear intent of the voter can be determined. Questioned ballots will be resolved only by members of the Committee. Neither staff nor other volunteer assistants shall offer comments regarding questioned ballots.

9.6        No election results shall be publicly announced to third parties until the certification of the count by the Committee of Tellers.

9.7        Upon completion of the ballot counting and certification, the results shall be communicated to candidates in an expeditious manner, by telephone or electronic means. 

Election Procedures and Rules References to source documents 

SO: Standing Order (original non-subjected ordered

WB: Director Workbook

Candidates for the office of Section Manager should contact the Field Services Department with questions related to the election process for the office of Section Manager.

Rules and Regulations Concerning Advisory Committees

The following rules and regulations provide for the establishment of national Advisory Committees. Such committees shall be composed of amateurs qualified in various specialty areas of concern to the League. The Committees, acting in their areas of specialty, shall undertake studies, review proposals, and make recommendations to the League management. League members interested in serving on Advisory Committees should make themselves known to their Director.

Each ARRL Division is represented on each Advisory Committee. The Division representatives to the national Advisory Committee also serve as special advisors to the Division Director. The Radio Amateurs of Canada (RAC) may also appoint a representative to each Advisory Committee.

1. Authority for establishing, terminating, or modifying terms of reference of any Advisory Committee rests with the Board of Directors.

2. Any proposal to the Board for the establishment of an Advisory Committee shall outline the purpose of the proposed Committee, the proposed scope of its activities and the Standing Committee of the Board to which it shall report. The proposal shall explain why its objectives cannot be met through the existing organizational structure of the ARRL.

3. The membership of any Advisory Committee shall consist of one Full Member of the League from each Division plus the representative to that Advisory Committee from the RAC who shall be a member of the League. Advisory Committee members are to be residents of the Division from which they are appointed and may not hold any League elective office (Officer, Director, Vice Director, Section Manager) during their tenure as a member of an Advisory Committee.

Each committee member is appointed by the respective Division Director for a term concurrent with that of the Director. It is recommended that Advisory Committee members shall serve a maximum of six (6) years so as to provide diversity of views within the Division. The Advisory Committee members serve at the pleasure of the Director and shall be responsible to him for the proper performance of their duties. Directors should consider the following in selecting appointees to an Advisory Committee:

a. Willingness to serve and participate in committee deliberations;

b. Possession of knowledge and expertise in the committee's field of endeavor;

c. The ability and willingness to communicate with others in writing and verbally.

Communications includes the use of electronic media;

d. The ability and willingness to participate in public forums.

4. Each year, the President shall designate one member of each Advisory Committee as chairman for that calendar year. Chairmen will serve in that post for no more than two one-year terms consecutively. Each chairman shall designate a vice chairman to assist him and to assure continuity in the committee's operation.

5. Each Advisory Committee shall report to an appropriate Standing Committee of the Board. The ARRL President shall appoint a Director member of the appropriate Standing Committee to serve as liaison to the full Board for each Advisory Committee. The Chief Executive Officer may designate Headquarters Staff to fulfill the functions of Resource and Administrative Liaison to each Advisory Committee.

6. Advisory Committees initiate studies upon request by the Standing Committee of the Board to which they report. Proposals for studies may be made to the responsible Standing Committee by any of the following groups or individuals:

a. By the Board of Directors;

b. Between meetings of the Board, by the Executive Committee or the President;

c. By a committee of the Board;

d. By the Chief Executive Officer;

e. By the Committee at its own initiative.

The Board shall be advised promptly of the responsible Standing Committees' disposition of proposed studies.

Advisory Committee recommendations shall be made in a timely manner to the appropriate Standing Committee and shall be advisory in nature. Status reports shall be submitted, to the Board Secretary, at least (30) days prior to any regular meeting of the Board.

7. Members wishing to express their opinion on a matter being studied by, or within the terms of reference of, an Advisory Committee are encouraged to communicate with their Division representative. To this end, the names, callsigns, and e-mail contact information for Advisory Committee members shall appear on the ARRL website. Space in QST and other League publications shall be available to the committees, as appropriate.

8. Advisory Committee members are entitled to the same privileges accorded Assistant Directors.

9. Incidental expenses are reimbursable according to guidelines adopted by the Board. Any expenses for the Radio Amateurs of Canada (RAC) representative to any Advisory Committee shall be paid in accordance with RAC policy.

The American Radio Relay League (ARRL) governs the organization and conduct of conventions and hamfests, integral gatherings for individuals passionate about amateur radio. Revised as of January 2025, these rules delineate the framework under which such events are authorized, ensuring compliance and the promotion of the League's interests.

National Conventions

In exceptional circumstances, the Board of Directors may authorize the assembly of a National Convention, which invites amateur radio enthusiasts spanning the entire ARRL operational footprint. The process involves:

·         Assignment of a Board member to collaborate with staff for the evaluation of applications.

 ·         Approval of the program by the Executive Committee.

 Overview of ARRL Division / Section / State Conventions

ARRL hamfests and conventions serve as a platform for amateur radio enthusiasts to connect, learn, and share knowledge. These gatherings can be sanctioned at various levels—Section, State, or Division—and can also be categorized as Operating-Specialty conventions. Here, "Operating-specialty" refers to specific technical or operational activities pertinent to subsets of the ARRL membership.

Key Requirements for Sanctioning

Before a convention can be branded as ARRL-sanctioned, specific protocols must be followed:

Application Submission: Organizers must submit an application detailing:

 ·         Venue and date of the event

 ·         Territorial scope and target audience

 ·         Sponsoring clubs or associations

 ·         Any club requesting a convention must be an ARRL Affiliated Club

 ·         Names and addresses of the event's officers

Approval Process:

 ·         The application is evaluated by ARRL's Convention Program Manager, who then seeks approval from the respective Division Director.

 ·         Once the application is submitted, it undergoes an evaluation by the Conventions Program Manager. This phase is critical, as it not only assesses the feasibility of the event but also ensures alignment with ARRL's mission and objectives.

·         After careful review, the corresponding Section Manager and Division Director are consulted, providing additional layers of oversight. Upon review by the Section Manager and approval by the Division Director, the Chairman of the hamfest will receive notification regarding the approval status of the event. This process ensures that all sanctioned events maintain a standard of quality and professionalism that reflects the values of the ARRL.

Limitations:

Not more than one convention is permitted annually in a given area at each level. For state conventions straddling two ARRL divisions, authorization must be obtained from both Directors.

     Convention Features:

ARRL-sanctioned conventions are required to adhere to the following regulations:

 ·         An ARRL forum or meeting should be included in the program.

 ·         Provision for an ARRL display booth or table at no cost to ARRL in a prominently visible location.

 ·         The ARRL diamond logo must be prominently featured in all promotional materials.

     In reciprocation, ARRL commits to providing:

·         A speaker from the headquarters staff or League officers at no charge. (subject to CEO authorization)

 ·         Editorial support for promotion in QST, ARRL's official magazine.

 ·         Advertising at reduced rates compared to commercial listings.

 ·         Awards or prizes for participants up to one hundred- and fifty-dollars maximum value.

 The ARRL's official rules and regulations, established to govern hamfests and conventions, reflect the League's commitment to fostering community and enriching the amateur radio experience. By outlining comprehensive procedures for organization and approval, the ARRL ensures that all sanctioned events maintain high standards of quality and relevance to its members.

Guidelines for ARRL Hamfests: Ensuring a Successful Event

ARRL-sanctioned hamfests are vital gatherings for amateur radio enthusiasts, providing an opportunity for learning, networking, and buying or selling amateur radio equipment. However, organizing a successful hamfest involves adhering to specific guidelines set forth by the American Radio Relay League (ARRL). The following guidelines are designed to ensure a smooth application and event execution process.


1.    Application Submission:

Applicants must submit the same detailed information for what is required for conventions. Key elements of the application encompass the proposed date and location, an outline of event activities, expected attendance, do you plan on having space for vendors and/or flea market area. An accurate and thorough submission not only facilitates a smoother approval process but also provides insights into the event's organization. 

2.    Approval Process:

Once the application is submitted, it undergoes an evaluation by the Conventions Program Manager. This phase is critical, as it not only assesses the feasibility of the event but also ensures alignment with ARRL's mission and objectives.

After careful review, the corresponding Section Manager and Division Director are consulted, providing additional layers of oversight. Upon review by the Section Manager and approval by the Division Director, the Chairman of the hamfest will receive notification regarding the approval status of the event. This process ensures that all sanctioned events maintain a standard of quality and professionalism that reflects the values of the ARRL. 

3.    Event Structure:

·         Provision for an ARRL display booth or table at no cost to ARRL in a prominently visible location. 

·         If formal presentations are scheduled, time for an ARRL meeting must be allocated upon request. 

·         Any club requesting ARRL sanctioning should be an ARRL Affiliated Club and will only be sanctioned for a maximum of two hamfests/swaps in any given calendar year, and they must be at least four months apart. 

Indoor Hamfests

Indoor hamfests usually take place in convention centers, community halls, or similar venues. Their structured environment provides various advantages that appeal to both participants and organizers.

1. Climate Control: Indoor hamfests benefit from regulated temperatures, ensuring a comfortable experience for attendees regardless of external weather conditions. 

1.  
2. Structured Program: Indoor events often feature organized schedules, including workshops, guest speakers, and forums. Attendees have the opportunity to participate in discussions, enhancing their knowledge and skills. 

1. Less Distraction: The confined nature of indoor settings minimizes distractions, allowing participants to focus on the exhibits, presentations, and networking opportunities.

1. Safety and Accessibility: Interiors are typically accessible for individuals with disabilities and come equipped with security measures. This creates a sense of safety, particularly for families or first-time attendees. 

1.  
2. Awards and Recognitions: Indoor hamfests often host competitions and award ceremonies, recognizing excellence in various categories within the amateur radio community.
3.  
4.  
5. Support from ARRL Headquarters:

·         Editorial support for promotion in QST’s Convention and Hamfest Calendar 

·         Provision for advertising in QST at preferable rates. 

·         Optional awards or prizes up to $100 maximum value.  

·         If you have an ARRL V.E. session during the event you will receive an additional $50 prize coupon  certificate.

Given these factors, indoor hamfests tend to attract larger crowds and generate a higher level of engagement among participants. 

Outdoor Tailgate / TrunkFests / Hybrid events

In contrast, Tailgate / TrunkFests and hybrids are held either in completely open-air spaces, such as parking lots or fairgrounds with little to no area where a forum could be held free of any inclement weather, or along with an indoor area which would allow for meetings.  They embody a more casual and laid-back atmosphere but come with distinct limitations. 

1.    Limited Structured Activities:

Unlike their indoor counterparts, Tailgate/TrunkFests and hybrid events many times lack formal programming. This limitation can result in missed educational opportunities and fewer organized competitions or awards. 

2.    Weather Dependency:

One of the more immediate challenges posed by the outdoor setting is the weather. Participants and attendees alike must adapt to whatever Mother Nature has in store for them that day. The scorching sun may be joyous for some, but it can quickly become uncomfortable and potentially harmful without proper precautions like a covered venue would provide. Conversely, unanticipated rain showers can disrupt the vibrant atmosphere, forcing attendees to hastily retreat to a safer location. 

3.    Location:

Tailgate / TrunkFests /Hybrids are often held in settings of parks, perhaps with a Gazebo or other small, covered area, stadium parking lots, or similar outdoor spaces. The charm of these gatherings comes with unique challenges, primarily due to their exposure to the natural elements and the uncontrolled noise around them. 

4.    Resources:

Tailgate / TrunkFests / Hybrids are primarily focused on minimization. They allow individuals to drive to a location, pop open their vehicle trunks and display a variety of goods for sale or trade. This open-air marketplace serves as an easy way to display equipment and merchandise for sale or trade. However, being outdoors brings significant limitations that can impact the overall experience. 

5.    Noise:

Another complexity of having outdoor events is noise. With discussions unfolding in a lively atmosphere complemented by music, laughter, and the hum of people interacting, sound can easily become a barrier to any meaningful communication.

In such environments, forum presenters would find it challenging to articulate their messages or engage fully with their audience due to the noise pollution surrounding them. This distraction hampers the opportunities for deeper discussions, limiting the exchange of knowledge and experiences crucial to community building. 

6.    Support from ARRL Headquarters: 

·         Editorial support for promotion in QST’s Convention and Hamfest Calendar 

·         Provision for advertising in QST at preferable rates. 

·         Optional awards or prizes up to $50 maximum value. 

·         If you have an ARRL V.E. session during the event you will receive an additional $50 prize coupon certificate.

Frequently Asked Questions (FAQs)

Q: How do I find out if an event is officially ARRL-sanctioned?

A: ARRL-sanctioned events will prominently display the ARRL diamond logo in their promotional materials, websites, and on-site signage. You can also check QST or the ARRL website at https://arrl.org/ for a calendar of upcoming events.  

Q: What kind of events qualify as "Operating-Specialty" conventions?

A: These are conventions focused on specific technical or operational aspects of amateur radio. Examples might include conventions dedicated to digital modes, emergency communications, or contesting. 

Q: Can a non-ARRL affiliated club host a sanctioned convention or hamfest?

A: No. Any club requesting ARRL sanctioning must be an ARRL Affiliated Club. 

Q: What are the benefits of having an ARRL sanctioned event?

A: Benefits include access to ARRL speakers, promotional support in QST magazine, reduced advertising rates, the ability to award ARRL prizes, and the prestige associated with the ARRL name.

Q: How far in advance should organizers start planning an ARRL-sanctioned event?

A: It's advisable to start planning several months, if not a year, in advance. This allows ample time for application processing, venue booking, program development, and promotion. 

Q: How can I learn more about the application process for ARRL sanctioning?

A: Visit the official ARRL website and search for "hamfest" or "convention sanctioning." There, you'll find the most current instructions, forms, and contact information.