Transcript Meet Manager - Swim Ontario

Meet Manager Clinic
February 2009
© Copyright 2009- 2012 Ontario Swimming Officials’ Association
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Today
Commitment of the Meet Manager
Decision to Host a Meet
Meet Management Options and
Considerations
Meet Preparation
Start of Meet
Meet Operation
After the Meet
Review Handouts, if required
Questionnaire – 20 minutes
Review (answers)
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Commitment of the Meet
Manager
The overall role focuses on managing meets,
not performing specific tasks: Delegate
Prior to taking on the role, make a personal
commitment:
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Availability of time (throughout pre-meet period,
during meet and for follow up)
Ability to delegate work to volunteers, maintain
teamwork and adherence to timelines
Ability to monitor progress on multiple priorities
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Decision to Host a Meet
The decision to host a swim meet should be made sufficiently in
advance to allow proper organization.
Determine the timing and type of meet in concert with Head
Coach (see Meet Options)
For a new club, with inexperienced officials, consider hosting a
developmental meet first and then move on to more complex
meets such as an invitational or provincial meet.
Get information about the meet calendar for the area. This will
affect your ability to attract swimmers, as well as availability of
officials.
On www.swimming.ca/registration.aspx, complete and submit
the Meet Sanction Application along with the Meet Package (you
will require username and password from your meet manager/
club registrar to log on this site).
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Meet Options
Sanctioned – all Meets/ Time Trials
Closed or invitational meet
Age Group or Senior
Time Standard/No Time Standard
Short Course/Long Course (Single or
Double Ended)
Traditional or Mixed gender (novelty)
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Bid Meets
Regional and Provincial Championship meets are
awarded by bid.
Available meets are announced on the Swim Ontario
or Regional web sites, by e-mail or snail mail.
Terms subject to Provincial or Regional policies,
usually set out in bid information.
Assistance with officials is often available.
National Meets usually awarded to a Provincial
“team”, in conjunction with a local Meet Committee
Meet package is often provided
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Meet Considerations
In consultation with Coach:
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Meet Options
Consistency with training/development schedules
Timing:
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meet calendar
pool schedule
Officials
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Requires level 4 or 5 for Meet Referee
Availability and training of sufficient number of volunteers for
positions such as Safety Marshall, timers, strokes and turn,
Clerk of Course, Marshalling, CFJ, etc
Availability of Senior officials from other clubs, for mentoring,
training, and positions such as Starter and Session Referee
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Establish a Meet Committee
Meet Manager
Meet Office Chairperson
Senior Referee / Master Official
Officials Chairperson
Electronics Chairperson (if electronic timing system available)
Awards Chairperson
Concession Chairperson
Officials’ Food Chairperson
Publicity
Head Coach
Sponsors Chairperson
Billeting Chairperson
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Sequence of Activities
Coordinate with Head Coach
Organizing Meeting
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Assignment of responsibilities
Team building
Reporting procedures
Confirm facilities and services (electronics)
Budget
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Cost of pool rental, fees for individual events & relays
Sponsorship possibilities
Contribution to Club finances
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Sequence of Activities (con’t)
Prepare Meet Package
Event listing
 Qualifying standards
 Specific information for that meet
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Determine volunteer requirements
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Could be a grid of all required positions for larger
meets
Prepare and submit Sanction Application
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Swimming Natation Canada (SNC) web site
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SNC Web Site
Start of sanctioning process
Location of all official documentation and
electronic files for the meet
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Meet package
Event file for coaches’ software
Entry management area
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Results file
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SNC Web Site
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SNC Web Site
Public access
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https://www.swimming.ca/meetlist.aspx
Login for club and meet manager is required
Access for meet manager
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https://www.swimming.ca/registration.aspx
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SNC Web Site
Apply for sanction or advertise meet (without
sanction)
Completed meet package required for
sanction
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SNC Web Site
First section of Sanction Application
screen
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SNC Web Site
Coaches must use entry area to submit teams’ entry
file
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Include details in the meet package
Site validates swimmer registration number, birth
date, club, etc.
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Use of validation of entries prevents delays with load of
results following the meet
Notification of entry file received to MM e-mail
Can post status of entry file
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Accepted, rejected, pending
Can send e-mails to coaches from this page
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SNC Web Site
Good for version control - choose display of only the most recent file
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Contents of Typical Meet
Package
Sanction form
 Meet classification - open/closed
invitational, developmental,
championship, etc.
 Dates of the meet
 Facility name, location, and
helpful information (parking,
access, hotels)
SNC Safety Rules
Warm-up times, Starting times,
Finish times for sessions,
prelims/finals
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Maximum session – 4 ½ hrs
Entry Limit (if any) and entry deadline
Qualifying times, de-qualifying times
Format: timed finals, prelims, finals
Deck entries
Entry Fees - individual, relays
Relay rules
Meet Rules, including starting procedures
Age Groups
Pool details
Scratches
Scoring
Awards
Results
Distance events - specifics (i.e. 2 swimmers
per lane, limit # of swimmers, etc.)
Coaches' Meeting, time, location
Event Schedule
Entry Grids - encourage Hy-Tek computer
entries
Billet/accommodation information
Contact information
Responsibility for swimmer – each
individual club is responsible for their
swimmers; during and between meet
sessions
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Entry Formats
Hy-Tek
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Quebec teams use different software
High School Meets
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Printed Grids, Delivery formats (fax, mail)
Time Cards completed by participating coaches
(novice, dual meets)
Entry closing dates
Payment of fees
Confirmation of entries
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Time Management
Swim Ontario regulation that sessions are not
to exceed 4½ hours
Take into account number of lanes,
single/double ended, etc
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Number of lanes
Single/double ended
SWAD – participation should be taken into account
Events
Level of swimmers
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Hints on Calculating Timing
Look for the slowest time for each heat in each event
and allow another 30 seconds for each heat.
Timing out the meet is essential and if done correctly
you can usually be within 15 minutes of the actual
time it takes
Hy-Tek will provide a timed printout for each session.
Interval of 30 seconds between heats provides for
extra time to deal with unexpected delays
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Electronic malfunctions or pad changes
Disqualifications
Delays to move starts to other end of the pool, etc.
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Optimize Time
Consider Timed Finals for some of the longer events,
particularly in the younger age groups
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400 IM, 800/1500 Free.
Limit the number of entries in longer events
Use an experienced Referee, Starter and Marshal.
Consider keeping swimmers in the water at end of races,
and starting “over the top”
Swim two per lane in the longer events such as 400, 800,
1500 Free but consult Electronics on implications. May
need all manual times.
Double ended meets - short course as well as long
course.
Senior Seed 800/1500 Free - fastest to slowest all ages
combined. Age groups may be separated out for results.
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Producing/Selling Heat Sheets
Produced in time between entry deadline and start of meet considering
likelihood of significant changes to entries
Programs for finals cannot be prepared until prelims have finished
Access to fast photocopier
Sponsors and advertising inserts, endorsements
Copies for spectators
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Pricing
Estimated number is # of swimmers per session / 2
Make master available so more can be made, if necessary
Copies for officials, coaches
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minimum of 2 copies per team entered
1 copy per lane for timers
6-12 copies for senior officials (Clerk of Course, Chief Timer, Assistant
Chief Timer, Recorder/Scorer, Stroke and Turns Judges)
Versions with heat start times for Referee, Session Ref, Starter, Electronics
Copies for swimmers posted on deck, in check-in area, if marshalling
Carded/cardless; positive check-in vs. scratch only
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Food for Officials and Coaches
A good supply of water, coffee, cold drinks, veggies,
cheese and crackers, cookies, etc. will keep officials
and teams coming back to future meets
Consider refilling water bottles to reduce waste
Meals may be offered between sessions if 1 or more
prelims/timed finals plus finals
Food sponsors can usually be found for a small ad in
your program.
Be sure to visit the pool deck with water and snacks
during the sessions for the officials.
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Concessions
Your concession chairperson should have a team of
reliable assistants to help during all sessions.
Depending on the pool facility, it may be possible to have
food available (purchased or donated) that can be sold to
swimmers, parents, etc.
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Some pools do not allow this as they have their own concession.
Decide if meet T shirts (or other swimming supplies) will
be designed and sold
Decide if vendors (eg. Aquasport) will be invited to large
meets
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Check facility guidelines
Agree on revenue sharing
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Billeting
Determine whether as host club, you are going to be
responsible for billeting some of the out-of-town
swimmers
The placing of billets can be a real chore if not
organized by a committee, but also impacts the
attractiveness of your event
Remember to consider legal risks and exposure
Establish the number of swimmers than you can
comfortably handle
Indicate in your meet package whether limited
billeting is offered
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Billeting (con’t)
A team of 2 - 3 individuals with a co-ordinator
is preferred:
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copy all billet requests that arrive with the entries, for the billet co-ordinator
if you depend on other clubs in the area to assist in the billeting, make sure
you talk to these clubs well in advance of the entry deadline to solicit
support
keep a list of chaperone names and contact number's in case of billeting
problems
be available during and after the first session to solve any last minute
billeting problems
Prepare a list of billets and their billeting family & phone number that can be
given to the chaperone of each club requiring billeting
maintain spots for 1-2 swimmers that may not have made the original list
supplied (usually a few last minute cancellations create some openings)
maintain a complete and up-to-date list of billet assignments, available at
the pool at all times, for emergency contact and follow up
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Organizing Officials
If necessary, ask for help in your meet package and have the
clubs send their list of names / phone numbers / and
qualifications along with their entries
Divide responsibility between senior officials and local Officials'
Chairperson to arrange for officials
In any event, have the majority of the positions filled before the
start of the meet.
Confirm status of officials’ assignments to regional sanction
office 10 DAYS prior to meet
Publish schedule and assignments as soon as it is finalized
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Organizing Officials
Arrange 2 - 3 spare Timekeepers on call in case of
sickness or no-shows.
Organize the Officials' Room with required supplies
for that session
Designate a person to greet and sign-in the officials
as they arrive, direct them to the heat sheets and
equipment needed for their position and answer any
questions.
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All officials working a session must be recorded
Have all positions posted in the Officials' Room.
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If there are openings for other sessions, officials can sign-up
where they see the empty positions.
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Awards
Form a committee of 2 - 3 people to handle the awards
Calculate the number of medals, ribbons required
Order awards approximately 3 months prior to the meet
Decide if you will be presenting medals during the meet.
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If you present on deck, who will do the presenting, and when will
you present?
Consider how you will find the winners if presentation is not done
close to the event in which they swam
Session referee and starter must be briefed if the session is
interrupted for awards
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Awards
Hy-Tek can produce and print result tags for events
after scored. These can then be attached to the
ribbon/medal.
If you are not using Hy-Tek, name/event tags should
be arranged before the meet and once the event is
completed
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Volunteers can hand write the winning information on the
ribbon/medal
Use large envelopes to organize the ribbons/medals
by club and arrange for Clubs to pick-up their awards
at the conclusion of the meet. It is very costly to mail
awards.
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Good idea to mention in coaches meeting
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Facility Relations
Check with the pool administration at least 1 month
before the start of the meet to ensure all
arrangements are in place.
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Suggest a letter outlining all requests
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Garbage collection, tables, chairs, podium, bleachers, warm-up
and session times for life guards, numbers of swimmers in pool
for warm-up,etc.
Get to know the staff at the pool you will be working
with during the meet
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Check a few days before the meet to ensure requests are in
order
Access rules for photographers
Electronics equipment set-up, operation and
maintenance/repair
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Equipment
Clip boards
Pens/pencils, sharpener
Staplers, staples
Paper clips, elastic bands
Calculator
Starting gun with ammunition
Microphone for starter
Stop watches
Whistle
Extra entry cards
Relay card stock
Duct tape
For distance events
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White/chalk board for marshalling and/or results
A reliable photocopier
Computer equipment, printer, printer cartridges,
extension cords
All software packages needed
Session Time signs for spectators
Signs for Posting Results
Masking Tape
White paper
Coloured paper for master lists
DQ slips on coloured paper
Scratch forms on coloured paper
Receipt book for meet fees
Coloured vests for safety marshalls (nice to have)
Bells (1 per lane is best)
Lap counters for starter, session ref
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Pool Equipment
(If not provided by facility)
False start rope
Lane numbers for blocks
Back stroke flags
Pylons to close blocks during warm-up
Bells for distance events
Mark 15m from pool ends for Turn judges
Seating for teams
Chairs for timers
Medal podium if presenting medals
Electronic timing equipment (wiring, pads, starter,
starting flash, computer)
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Before and at Start of Meet
Suggest printing relay cards before the meet starts
Arrive at the pool 1½ hours before the start of the
warm-ups for the first session
Post SNC warm-up procedures around deck area.
These are in effect at ALL Canadian meets and must
be displayed
Post signage for deck access:
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“Only competitors, certified coaches and officials are allowed
on deck. NO other persons are permitted on deck unless
expressly authorized by Meet Management.”
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Before and at Start of Meet
Meet with the Referee to discuss coaches meeting
and specifics of the meet, such as changes to the
program, heats that go directly to finals, handling of
distance events, etc
Distribute coaches meeting agenda, relay cards,
session time-outs, any other meet information to the
coaches
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Create a team box in MM office or hand out individually
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Before and at Start of Meet
Run coaches meeting with Referee
Ensure Safety Marshals are ready to control sprint,
pace lanes
Ensure someone is in MM office to answer questions
and collect cheques for meet fees and write receipts
Maintain official’s sign-up, including late additions
(insurance regulations)
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Coaches’ Meeting
Schedule for just prior to start of warm-ups away
from the pool deck
Conducted with the Meet Referee
Suggest agenda of topics to be discussed such
as:
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Facilities, session time outs, any changes to the meet
Scratch procedures
Any questions
Define the working deck
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Opening Ceremonies
Generally only used for multi-day meets with
prelims and finals
Music/ bagpiper for march on of officials for
finals is a nice touch
Opening remarks:
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no more than 10 minutes
Introduce sponsors and key senior officials
National Anthem
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Test sound system with CD prior to first day
Versions available on Canadian Heritage web site
http://www.pch.gc.ca/progs/cpsc-ccsp/sc-cs/anthem_e.cfm
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During the Meet
Jury of appeal
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Refer to swimming rules for details
Role of the chairperson of the jury
Meet Commission
Meet Management Office responsibilities
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Jury of Appeal
Meet Manager acts as the Chairperson of the Jury should there be
any written protests
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Select 3 - 5 most senior officials to serve as members of the jury
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Must be an odd number
Members should not be involved in the protest
Deal only with the matters being protested
Interview all involved officials and/or coaches to make an objective
decision
Be decisive i.e. make objective decisions as expediently as possible
To be held immediately following the session
The Chairperson does not have a vote.
The Chairperson does not express his/her opinion
He/she should direct the jurors to consider all pertinent facts
(Referee, ruling official) and then to make a decision
The Chairperson completes the report of the jury of appeal and
gives a copy to the protester and session referee.
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Meet Commission
SNC Meet Commission
(Refer to Rulebook SNC 1.2.1 and SNC 1.2.2)
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SNC 1.2.2: The Meet Commission shall have
jurisdiction over all matters not assigned by the
rulebook to the referee, judges, or other officials
and give directions consistent with rules adopted
for the conduct of any event. Responsibilities
include:
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the inspection and control of all technical equipment
and installations prior to and during the competition;
finalizing and approving rosters for senior positions at
the competition;
the conduct of the competition itself;
investigating cases of protest as preparation for the
Jury of Appeal
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Meet Management Office
Need 2 - 4 volunteers to assist meet manager
with operation of session
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Number depends on complexity of meet
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Single ended, relays at end of session - fewer staff
Need to arrive 1 hour before start of session
Need to have good computer skills, attention to
detail, able to meet strict time deadlines
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Meet Management Office
Responsibilities
Process scratches before session start
Produce Lane / Timer sheets
Process and distribute relay cards, if required
Organize swim-offs, if required
Prepare for finals, if required
Organize paperwork for Provincial or National
records, if required
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Meet Management Office
Responsibilities
Process scratches before session start
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Follow terms in meet package
Encourage coaches to inform MM of any known
scratches
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Could use empty lanes for deck entries, missed swims in
development meets, etc.
Starter and referee can operate more efficiently
Mark scratches on session master, lane timer
sheets, heat sheets for starter, session ref, Hy-Tek
if using
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Meet Management Office
Responsibilities
Produce Lane / Timer sheets
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Should reflect scratches received
If many heats in event, break lane / timer sheets into
smaller groups so CFJ does not fall behind
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22 heats of 100 Free - create 3 sets of lane / timer sheets for
heats 1-7, 8-15, 16 - 22
Consider distance lane / timer sheets
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List every lap for timers to record splits. Could be done in
Excel
Have to write in heat, event, name of swimmer(s)
Less chance of loosing track of laps and not finishing race at
correct point
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Meet Management Office
Responsibilities
Example of distance lane / timer sheets
Event 3
800 Free
HEAT:
LANE:
Swimmers:
Left
Right
Split Times:
Split Times:
50 m
50 m
100m
100m
150m
150m
200m
200m
250m
250m
300m
300m
350m
350m
400m
400m
450m
450m
500m
500m
550m
550m
600m
600m
650m
650m
700m
700m
750m
750m
Final time
Final time
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Meet Management Office
Responsibilities
Process and distribute relay cards
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Can be very time consuming for heavily subscribed
meets
Accuracy is very important
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Run master on coloured paper
Check off cards returned by coaches on master
If using Hy-Tek, update any changes to the swimmers
and/or relay order
Follow-up with coaches for any cards not returned
Arrange cards in event, lane order for timers
Distribute to timers
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Meet Management Office
Responsibilities
Organize swim-offs, if required
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CFJ may see tie for place in finals or alternate
swimmers during scoring
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Tied swimmers can swim again to determine placing
MM and referee decide on best time to swim
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Consider start time of next session, other swims for
swimmers involved, order of events in finals
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Meet Management Office
Responsibilities
Organize swim-offs, if required
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Inform coaches and get decision
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May decide not to swim off
Notify session referee, starter, electronics, chief
timer, lane timers, coaches for lane assignments,
announcer (if used)
Prepare lane timer sheets for swim-off
Judge then re-post results
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Meet Management Office
Responsibilities
Prepare for finals
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Follow terms in meet package for:
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Scratches
A / B finals, split by age group, gender
Seed heats with results of prelims
Produce heat sheets for sale and for officials
Produce document for Clerk of Course to use to
check in swimmers
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Meet Management Office
Responsibilities
Prepare for finals
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Clerk of Course document
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Allows the session to run more smoothly and ensures lanes
are filled
Lists all swimmers and alternates by club in final session
Coaches sign off that swimmers are present or scratched
before the session starts
Heats adjusted and alternates notified before the events
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Meet Management Office
Responsibilities
Prepare for finals
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During warm up of finals
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Monitor adjustments by Clerk of Course
Repost heat sheets for swimmers
Create Lane / Timer sheets
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Meet Management Office
Responsibilities
Organize paperwork for Provincial or National
records, if required
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Coaches may mention before swim that record may
be broken
Record application is on SNC web site under
Statistics with list of documents required
https://www.swimming.ca/RecordApplicationProcedure
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Best to get signatures while officials (referee, chief
timer, recorder) on deck
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After the Meet
Load Results file to SNC site
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Will not load if any discrepancies in swimmer registration
number, name, birth date, club.
Must be resolved before file accepted
Coaches also waiting for results
Summary of fees required, results is produced by the
SNC site and can be seen in Meet Manager area
Send records paperwork to SNC and provincial office
Thank you notes/e-mails to volunteers, especially
out-of-club
Sign NOC Expense Form for qualified officials
Wrap up Meeting
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Handouts
Sanction Application Form
Sample Budget
Sample Meet Package, including SNC Safety Procedures
Jury of Appeal
Official Protest
National and Provincial Record Form
Entry Grid
Pre-Meet Check-list
Meet Report and Gold Bonus
Meet Manager Checklist
Office Manager Checklist
Officials’ Chair Checklist
Program Manager Checklist
NOC Expense Form
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MASTERS
Masters meets have some different
procedures and rules, also a
different environment than SNC
meets
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Hosting and Sanctioning
A Masters meet should be hosted by a
Masters Club
MSO has a two stage sanction process, see
MSO website
1. Submit date, location and type of
competition
2. Submit full meet package
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Participants
All participants must be registered with MSO or another
Provincial or National Masters organization
All participants must have reached their 18th birthday the first
day of the meet, their age is as of December 31.
Participants are divided into age groups in five year increments,
starting with 18 – 24, 25 – 29, 30 – 34, etc.
Relay age group are the total age of the four swimmers. Age
groups are 72 – 99, 100 – 119, 120 – 159, then in 40 year
increments
Many Masters Clubs do not have the discipline of SNC Clubs,
many swimmers self enter, there are few coaches at a meet,
information on meet should be available to all
In addition to the competition, Masters are there for the fitness,
fun and socializing, which creates a more relaxed atmosphere
In addition to Officials food, liquid refreshments and light food
should be available, free of charge, to all participants during the
meet. A light meal should be provided to all involved after the
meet
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Masters Rules
Masters have their own rules, provided by MSC,
based on FINA, which are different in some areas to
SNC Rules
MSC Warm–up rules must be posted and complied
with
All Masters events are timed finals
All events are swum slowest to fastest
There are no qualifying times
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Masters Rules
Seeding can be by time, by time and gender, or by
age, time and gender. Age, time and gender is only
used in Championships for events under 400m.
Freestyle events of 400m or over may be swum two
per lane
Open individual and relay events are allowed. A
swimmer can only swim once in an open event. The
stroke swum by each swimmer must be noted by the
officials and stated in the results.
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Records and Results
Ontario Records shall be posted at the pool, Canadian Records shall be
posted for Nationals
Swimmers who believe they might set a record should inform the
Referee - three manual times or equivalent are required
Potential World Records require forms filled out at the meet, signed by
officials and submitted to the MSO Ontario Recorder who will pass it on
to the National Recorder. This process is time sensitive
Results, ideally on Hy-Tek, should be submitted immediately to MSO
and MSC
Results for all events, including open events (ensure strokes are
accurately listed) and relays must be separated into gender, stroke and
age-group
Contribution to officials - A fee of $2.00 per registered swimmer, $5.00 at
Championships, shall be sent to OSOA, Masters support for officials
training
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Questionnaire
Please take 20 minutes to complete the
questionnaire


We will use the presentation for the correct
answers.
Remember! There may be one or more correct
answers for each question.
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1. Some of the responsibilities of the Meet
manager are to:
a. organize and plan the meet;
b. ensure the pool is available and booked;
c. acquire necessary equipment such as computers, copiers,
extra timing systems;
d. ensure that the meet is staffed properly;
e. operate the automatic placing and timing system;
f. prepare and distribute the meet invitation;
g. provide the Clerk of Course with necessary time cards;
h. prepare entry lists or heat sheets;
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1. Some of the responsibilities of the
Meet manager are to:
i. ensure each race is conducted fairly;
j. issue complete lists of results;
k. ensure disqualified swimmers are listed at the end of the event;
1. process record applications;
m. serve as Chairperson of any Jury of Appeal.
n. buy awards;
o. arrange provision of food for officials;
p. organize warm-up conditions;
q. publish safety rules for warm-ups;
r. obtain approval/sanction for the meet;
s. keep financial books for the meet.
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2. An "Open" meet is:
a.
b.
c.
d.
available only to those who are not age-group swimmers
available to all swimmers registered with SNC;
available to all age groups but restricted to one province;
held outdoors as an open water long distance event.
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3. A "Senior" event is an event for which:
a.
b.
c.
there are NO age restrictions;
swimmers must be at least 18 years old;
only Masters swimmers are eligible.
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4. The following Age Groups are
Nationally recognized for records, etc.
a.
b.
c.
d.
e.
f.
g.
h.
10 years and under;
11-12 years;
13 years;
14-15 years;
15-17 years;
13-14 years;
15 years and over;
8 years and under.
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5. In order for the results of a swim meet
to be officially recognized for SNC records
or for future qualifying times, the Meet
must:
a.
b.
c.
be conducted as an "Open" meet;
be approved by the provincial section;
use an approved automatic placing and timing system.
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6.
a.
b.
c.
d.
e.
Applications for meet sanctions are
normally sent to the:
SNC national office;
Provincial Section office;
Provincial Officials' Chairperson;
Provincial Sanction Officer so designated by the section.
www.swimming.ca/registration.aspx
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7.
a.
b.
c.
An Application for Meet Approval:
shall be submitted for each individual meet;
shall be accompanied by a copy of the meet invitation;
is needed for Class Two Time Trials.
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8. Mixed competition (males and
females competing with one another)
shall be permitted:
a.
b.
c.
d.
in an age group meet;
as a novelty event;
in a Senior meet;
in time trials.
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9. In pre-seeded meets, primary
responsibility for seeding each event
lies with the:
a.
b.
c.
d.
Referee;
Meet Manager;
Clerk of Course;
Marshall.
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10. The Meet Manager has the
responsibility of notifying the following
people ten days prior to the meet
regarding staffing:
a.
b.
c.
Regional Officials Chairperson;
President of the Provincial Section;
SNC Statistician.
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11. The term "Short Course" refers to:
a. a 25 yard pool;
b. a meet in a 25 yard pool;
c. a meet in a 50 meter pool;
d. a 25 meter pool;
e. a pool that is shorter than regulation length.
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12. Non-regulation length pools may be
used for SNC-approved competitions:
a.
b.
c.
at no time;
at the local or PS level only;
during the summer break.
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EQUIPMENT/POOL SETUP
13. When standing at the starting end
of the pool, facing the course, you will
find lane number one (1) to be:
a.
b.
c.
on your far left;
on your far right;
immediately to the right of the centre lane.
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14. The following pool and equipment
conditions are correct if:
a.
b.
c.
d.
e.
f.
g.
h.
the end walls of the pool are parallel and vertical;
both end walls or bulkhead walls extend at least 0.80 meters
below the water surface;
free movement of officials is provided along the length of the
bulkhead if the pool is more than 9m wide;
each lane is not less than 2.0 meters wide and unobstructed;
the top surface of the starting blocks is at least 0.5m x 0.5m;
backstroke grips protrude beyond the vertical plane of the
end-wall, over the water surface;
the false start recall rope is 15 meters from the starting end;
a marker visible to swimmers is placed 15m from the start for
backstroke.
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MEET INVITATION:
15. The meet invitation package shall contain the following:
a. date of meet and starting times of each session;
b. a list of Senior officials working the meet;
c. a list of events and qualifying times;
d. de-qualifying times (if appropriate);
e. disqualifying times;
f. entry fees and procedures;
g. accommodation and travel information;
h. recommendations for rule changes;
i. pool details (length, number of lanes, etc.);
j. scoring rules for prizes and awards;
k. admission price for spectators;
l. procedures for scratches, deck entries, etc.;
m. a list of all invited clubs;
n. rules about Finals (A) and Consolation (B) Finals;
o. safety/warm-up procedure;
p. an approved (signed) sanction form;
q. notification of starting procedures for the meet (one
or2009-2012
two starts).
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DURING THE MEET
16. Responsibility for ensuring that a
list of current records and TAG times is
available to the Recorder/Scorer lies
with the:
a. Meet Manager;
b. Clerk of Course;
c. Referee;
d. Provincial Officials Chairperson;
e. Provincial Section office.
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17. Responsibility for recruiting and
initially assigning officials lies with the:
a. Chief Timer;
b. Meet Manager;
c. Referee;
d. Provincial Chairperson of Officials;
e. Provincial Section office.
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18. Responsibility for approving the
final assignment of all officials for a
session lies with the:
a.
b.
c.
d.
Clerk of Course;
Session Referee;
Meet Manager;
Official on duty with the highest level badge.
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19. In a meet with Preliminaries and
Finals in an 8-lane pool, if there are 7
swimmers entered in an event the Meet
Manager may:
a. schedule a Preliminary heat to determine Final seeding;
b. schedule the event as a Final during Preliminaries;
c. consult all affected coaches to determine their wishes;
d. schedule the event for the Finals session at night.
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20. In the format of a meet, Consolation
(B) Finals:
a. may be included along with Finals;
b. must be included along with Finals;
c. shall be swum BEFORE the Final of each event;
d. should be swum AFTER the Final of each event.
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21. A "Swim-off'” shall be held:
a.
b.
c.
whenever there is a tie;
to break a tie for last qualifying position(s) or alternate
position(s) in a Final or Consolation Final;
whenever there is a tie for a medal.
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22. A "Swim-off'” is normally arranged
by the Meet Manager:
a.
b.
c.
d.
e.
after consultation with affected coaches or swimmers;
after consultation with the Referee;
after consultation with the Chief Timer;
after consultation with the pool manager;
to take place not less than 1 hour after all involved swimmers
have completed their heat.
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23. An SNC record may be established
in:
a.
b.
c.
d.
any SNC sanctioned meet;
an Class Two Time Trial;
any high school swim meet.
any Masters meet
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24. The following swimmers may score
team points in a sanctioned swim meet:
a.
b.
c.
d.
e.
age group swimmers in a Senior event;
disqualified swimmers;
unattached swimmers;
swimmers who fail to equal or better the qualifying times;
the first alternate to a Final if a finalist is disqualified during
the race.
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25. The following swimmers are eligible
for Canadian records:
a.
b.
c.
d.
e.
f.
g.
age groups swimmers in a Senior event;
swimmers with good automatic times but no back-up times;
swimmers with an official time derived from two watches;
swimmers with record splits from the start of a race 50, 100,
200, etc;
a swimmer in the first leg of a relay if the 3rd swimmer is
disqualified;
a swimmer breaking a breaststroke record in a freestyle
event;
a swimmer with a record split from the start who subsequently
fails to make the qualifying time for the event.
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26. The Jury of Appeal:
a.
b.
c.
d.
e.
f.
g.
h.
i.
shall be chaired by the Meet Manager or designate;
shall be composed of an odd number of members;
shall have the Referee as a voting member;
may be attended by any interested official;
shall be held during or immediately following the session;
shall hear evidence from the protestor, the Referee and the
person whose decision is in dispute;
shall make a written formal record of its proceedings;
shall reach a decision on the day of the protest;
shall make the final decision;
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27. The Meet Manager's
responsibilities regarding safety
procedures during warm-up shall be to:
a.
b.
c.
d.
e.
f.
g.
assign teams to lanes;
increase the number of sprint lanes when the situation
requires it;
limit the number of swimmers in the pool;
check the pool deck for unsafe areas;
assign Marshals during warm-up;
provide signs for each lane at both ends of the pool indicating
designated use during warm-up;
post warm-up procedures prominently on deck.
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POST MEET DUTIES
28. The results of a local meet shall
contain:
a.
b.
c.
d.
e.
f.
g.
h.
i.
times of all swimmers in Preliminaries and Finals;
identification of records apparently broken;
disqualified swimmers' times;
the age of all Age Group swimmers;
individual and team point scores (if the meet is scored);
names and codes of participating clubs;
Jury of Appeal results (Jury Records);
names of all Senior officials;
names of the organizing committee;
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POST MEET DUTIES
28. The results of a local meet shall
contain:
j.
k.
l.
m.
n.
o.
a line marking de-qualifying standard for each event;
addresses of visiting clubs;
the number of swimmers from each club;
results which are listed in order of freestyle (50, 100, 200,
etc.),backstroke, breaststroke, butterfly, I.M., and relays;
names of swimmers in relays in order of swimming;
lead-off swimmer's time in a relay where the 3rd swimmer is
DQ'd.
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29. Meet results shall be sent to:
a.
b.
c.
d.
e.
f.
the meet approval/authority (Provincial Section or SNC);
the National Rules Chairperson;
each participating club;
all clubs in the host province;
provincial sections of out-of-province clubs.
www.swimming.ca/registration.aspx
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30. At the conclusion of the meet, the
Meet Manager's duties shall include:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
Upload results to www.swimming.ca within 24 hours;
sending 2 copies of records pending to provincial section
office of the host club;
Post Meet Results plus payment to Swim Ontario in 7 days;
ensuring results and scoring are correct;
Upload results to your website;
sending out "Thank you's";
contacting sponsors;
submitting a report to local sports announcer;
ensuring pool deck is clean and lane ropes are put away;
arranging travel home for VIP's attending the meet.
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Thank you.
Approved by Ontario Swimming Officials’ Association Board
February 2009
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