Transcript Meet Manager

Meet Manager
Clinic
June 2006
1
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 – 15 minutes
Review (answers)
2
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:



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
3
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.
Complete and submit the Meet Sanction Request along with the
Meet Package.
4
Meet Options
Often in concert with Coach
Sanctioned/Approved/Time Trial
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)
5
Bid Meets
Regional and Provincial Championship meets are
awarded by bid.
Available meets are announced on the Swim BC 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
6
Meet Considerations
In concert with Coach:


Meet Options
Consistency with training/development schedules
Timing:


meet calendar
pool schedule
Officials



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
7
Establish a Meet Committee
Meet Manager
Meet Office Chairperson
Senior Referee / Master Official
Billeting Chairperson
Official Chairperson
Awards Chairperson
Concession Chairperson
Publicity
Head Coach
Sponsors Chairperson
8
Sequence of Activities
Organizing Meeting



Assignment of responsibilities
Team building
Reporting procedures
Confirm facilities and services (electronics)
Budget


Sponsorship possibilities
Contribution to Club finances
9
Sequence of Activities (con’t)
Prepare Meet Package
Event listing
 Qualifying standards
 Specific information to that meet

Coordinate with Head Coach
Prepare and submit Sanction
Application
10
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
Starting times - warm-up times,
actual start time for sessions,
heats/finals
Entry Limit (if any) and entry deadline
Qualifying times, de-qualifying times
Format: time finals, heats and finals
Deck entries
Entry Fees
Meet Rules, including starting
procedures
Age Groups
Pool details
Scratches
Scoring
Awards
Results
Distance events - specifics (i.e. 2
swimmers per lane ?)
Coaches' Meeting
Event Schedule
Entry Grids - encourage Hytek
computer entries
Billet/accommodation information
Contact information
Responsibility for swimmer – each
individual club is responsible for their
swimmers; during and between meet
sessions
11
Entry Formats
Hy-Tek
Printed Grids

Delivery formats (fax, mail)
Time Cards completed by participating
coaches (novice, dual meets)
Entry closing dates
Payment of fees
Confirmation of entries
12
Time Management
Swim BC regulation that sessions are not to
exceed 4 hours for swimmers under 10 yrs.
Take into account number of lanes,
single/double ended, etc





Number of lanes
Single/double ended
SWAD – participation should be taken into
account
Events
Level of swimmers
13
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
Hytek will provide a timed printout for each session.
Inputting 30 seconds between heats provides for
extra time to deal with unexpected delays (i.e).
electronic malfunctioning, pad changes,
disqualifications, etc.
14
Optimize Time
Consider Time Finals for some of the longer events, particularly
in the younger age groups, i.e., 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.
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.
15
Producing/Selling Heat Sheets
Time between entry deadline and start of meet
Access to photocopier
Sponsors and advertising inserts
Endorsements
Pricing
Likelihood of significant changes to entries
Copies for officials, coaches and sale





2 copies per team entered
1 copy per lane
6-12 copies for senior officials (Referee, Starter, Electronics Office,
Clerk of Course, Chief Timer, Stroke and Turns Judges)
Copies for check-in area
Copies for sale (# of swimmers per session / 2)
Carded/cardless; positive check-in vs. scratch only
16
Concessions and Officials’ Food
A good supply of coffee, cold drinks, veggies, cheese and crackers etc.
for officials, coaches, etc. will keep your teams coming back to future
meets
Depending on # of sessions per day (1 or more prelims plus finals), and
# of days, lunch and dinner
Food sponsors can usually be found for a small ad in your program.
Your concession chairperson should have a team of reliable assistants
to help during the various sessions.
A visit to the pool deck during the sessions is a good gesture, which will
be appreciated by the officials.
Depending on the pool facility, it may be possible to have food
available, purchased or donated, that can be sold to swimmers,
parents, etc.
Some pools do not permit food to be sold to visitors. These pools may
have their own concession available.
17
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
18
Billeting (con’t)
A team of 2 - 3 individuals with a co-ordinator
is preferred:







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
19
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
Confirm status of officials’ assignments to Regional Sanction Officer
two weeks prior to meet
In any event, have the majority of the positions filled before the start of
the meet.
Arrange 2 - 3 spare Timekeepers on call in case of sickness or noshows.
Organize the Officials' Room
Have your Officials' Chairperson or designate, greet and sign-in the
officials as they arrive. Direct them to the heat sheets and equipment
they will need for their position.
Have all positions posted in the Officials' Room. If there are openings
for other sessions, officials can sign-up where they see the empty
positions. All officials working a session must be recorded
Confirm status of officials’ assignments to regional sanction office 10
DAYS prior to meet
20
Awards
A committee of 2 - 3 people will be needed to handle the awards
Awards need to be ordered approximately 3 months prior to the meet
Some preparation prior to the meet will make life easier during the
meet.
You will need to decide if you will be presenting medals during the
meet.
If you do present on deck, who will do the presenting, and when will
you present?
Hytek will produce result tags for events once they have been finalized.
These can then be attached to the ribbon/medal once they have been
printed
If you are not using Hytek, name/event tags should be arranged before
the meet and once the event is completed, the 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.
21
Facility Relations
Check with the pool administration at least 1 month
before the meet is to start, to ensure all
arrangements are in place:


Get to know the staff at the pool you will be working with
during the meet
A few days before the meet, check again to ensure tables,
chairs starters podium etc. are available
Access rules for photographers
Electronics equipment set-up, operation and
maintenance/repair
22
Equipment
Bells
Lap Counters
Clip boards
Pens/pencils
Staplers
Paper clips
Elastic bands
Starter's guns with
ammunition
Watches
Whistle
Extra entry cards
Duct tape
Clerk of Course and
Electronics (Scorer) Kits
White board for marshalling
and/or posting results
A reliable photocopier
Computer equipment,
including printer, with
supplies of paper and printer
cartridges, extension cords
Signage for Results Posting
Masking Tape
Calculator
23
Before and at Start of Meet
Arrive at the pool 1½ hours before the start of the warm-ups for
the first session
Make arrangements to have someone give out packages to the
coaches
Ensure that the Safety Marshal is in place to control the sprint
and pace lanes.
Warm-up procedures are in effect at ALL Canadian meets and
the warm-up procedures should be posted on the pool deck
during the warm-up
Meet with the Referee to discuss specifics of the meet, such as
changes to the program, heats that go directly to finals, handling
of distance events, etc
Maintain official’s sign-up, including late additions (insurance
regulations)
24
Coaches Meeting
Schedule for just prior to the start of the
warm-ups
Discuss any changes to the meet, as
well as highlights, can be addressed,
and questions answered
Discuss scratch procedures
Define the working deck
25
Opening Ceremonies
Generally only used for multi-day meets with
prelims and finals
March on: a bagpiper or suitable music is
usually well received
Opening remarks:


no more than 10 minutes
Sponsor introductions
National Anthem: (tape and sound system)
Sound system: adequacy
26
During the Meet
Coaches' meeting
Jury of appeal
refer to swimming rules for details
 role of the chairperson of the jury

Meet Commission
Office Manager and responsibilities
27
Jury of Appeal
Meet Manager acts as the Chairperson of the Jury should there
be any written protests

select 3 - 5 most senior officials to serve as members of the jury
(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.
28
Meet Commission
SNC Meet Commission (Refer to Rulebook
SNC 1.2.1 and SNC 1.2.2)

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:
a)
b)
c)
d)
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
29
After the Meet
Meet Report and Gold Bonus Form
Records Submission
 Age group events, including age group swimmers properly in senior
events
 Split times with official times
Results
 Identity (including age) and Times of swimmers (Prelims and
Finals)
 Individual and Team Scores (if applicable)
 Names and abbreviations of participating clubs
 Publication order
 Lead off times for relays, even if subsequent swims are DQ’d
 Line demarcating de-qualifying standard for each event
Thank you notes to volunteers, especially out-of-club
Sign NOC Expense Form for qualified officials
Wrap up Meeting
30
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
31
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;
32
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.
33
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.
34
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.
35
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.
36
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.
37
6.
a.
b.
c.
d.
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.
38
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.
39
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.
40
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.
41
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.
42
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.
43
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.
44
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.
45
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.
46
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 or two starts).
47
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.
48
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.
49
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.
50
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.
51
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.
52
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.
53
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.
54
23. An SNC record may be established
in:
a.
b.
c.
any SNC sanctioned meet;
an Class Two Time Trial;
any high school swim meet.
55
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.
56
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.
57
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;
58
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.
59
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;
60
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.
61
29. Meet results shall be sent to:
a.
b.
c.
d.
e.
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.
62
30. At the conclusion of the meet, the
Meet Manager's duties shall include:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
filling out the meet report form within 7 days;
sending 2 copies of records pending to provincial section
office of the host club;
paying levies as required;
ensuring results and scoring are correct;
sending out results;
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.
63
Thank you.
Approved by BC Swimming Officials’ Association
64