Meet Organization for ANS Sanctioned Meets:

Meet Organization for ANS Sanctioned Meets:

Information in this section is intended for Meet Organizing Committee members. Athletics Nova Scotia is available to advise at any stage of the development process, and may be willing to serve on organizing committees as a technical advisor. The Organizing Committee itself is responsible for

  • entries and results
  • assembly and organization of equipment (see T&F Meet site preparation below)
  • stadium booking and management
  • development of a competition schedule
  • hosting and liaison for officials (see below)

Hosting and Liaison for Officials

Athletics Nova Scotia officials are unpaid volunteers. Their primary responsibility is conducting the actual competitions. Officials will generally act in a leadership role, directing and training local volunteers as required. They are occasionally compensated by Meet organizers for unusual out of pocket expenses, such as extensive travel (out of their home area). Otherwise, their expectations are the same as any valued volunteer:

  • timely request for services (through the regional co-ordinator)
  • souvenirs, such as t-shirts, if provided to other volunteers
  • complementary meals every 4 hours
  • hot or cold (non-alcoholic) beverages

Track and Field Meet site preparation: checklists

These check lists are designed for a national lev​el meet but may be useful for any size competition.

Athlete Control Centre

Site Preparation:
to be completed prior to commencement of the meet

  • under shelter, preferably adjacent to 100m start
  • accommodation for 2-3 "flights" or "heats"
  • closed to spectators

table

1

chairs

3

benches

3

water cooler

1

paper cups

Lots

garbage can

1

writing paper

lots

marking pens

3

in tray

1

chart paper

4

hip numbers

2 rolls

safety pins

lots

blank athlete numbers (bibs)

lots

spikes (7mm)

lots

clock

1

walkie-talkie or cellphone

1

duct tape

1 roll

 

 

 

Track Events

Site Preparation:
to be completed prior to commencement of the meet

Table (finish line)

2

Chairs

6

Starters Stand

1

Umpire's stools

30

Victory Stand

1

Water cooler

1

paper cups

lots

garbage can

1

Display Clock

1

Red flags

12

Lane Markers(1-8)

2 sets

White flags

12

Sprints, hurdles, relays (additional to the above)

Starting blocks

8

Hurdles

10 flights

Relay batons

8

Wind gauge

1

Distance, middle distance (additional to the basic list above)

Lap counter

1

Bell

1

Traffic cones

30

Steeples

4

 

Discus

Site Preparation:
to be completed prior to commencement of the meet

  • sector lines laid out (50mm wide)
  • correct orientation of cage
  • safety inspection for netting or mesh
  • safety inspection; roped off spectator areas
  • shade for athletes

distance markers

40-50-60-70 meters

discus stand

1

athlete benches

2

chairs

3

indicator board

1

Water cooler

1

paper cups

lots

garbage can

1

Small equipment (75 minutes prior to event)

Discus

4

Broom

1

Traffic cone

1

Cocoa mats

2

Towels

2

Tape measures (100m)

2

Count-down clock

1

Meet record flag

1

White flags

2

Red flags

2

 

Hammer Throw

Site Preparation:
completed prior to commencement of the meet

  • sector lines laid out (50mm wide)
  • correct orientation of cage
  • safety inspection for netting or mesh
  • safety inspection; roped off spectator areas
  • shade for athletes

distance markers

40-50-60-70 meters

hammer stand

1

athlete benches

2

chairs

3

indicator board

1

Water cooler

1

paper cups

lots

garbage can

1

Small equipment (75 minutes prior to event)

Hammers

4

Broom

1

Hammer Insert

Inside Ring

20' Stepladder

1

Traffic cone

1

Cocoa mats

2

Towels

2

Tape measures (100m)

2

Count-down clock

1

Meet record flag

1

White flags

2

Red flags

2

 

High Jump

Site Preparation:
to be completed prior to commencement of the meet

  • Pits assembled and covered
  • Uprights assembled
  • shade for athletes

athlete benches

2

chairs

3

indicator board

1

Water cooler

1

paper cups

lots

garbage can

1

Small equipment (75 minutes prior to event)

Cross bars (4m)

2

Broom

1

Traffic cone

1

Count-down clock

1

Tape measure (6m rule)

1

Tape measure (100m)

1

Marking tape

1 roll

 

 

White flag

1

Red flag

1

 

Meet Organization

Registration:

Objectives

Produce final start lists
Produce a final schedule of events
Collect fees

Automated Pre-registration

We would recommend having registration done through www.trackiereg.ca If you have access to a computer and someone very familiar with the program being used, a lot of this work can be automated. If you are using a pre-registration system you should have the following complete before setup for the meet begins at least one full day in advance (therefore, if your meet begins on Saturday, have the pre-registration closing date on Wednesday night):

  • Full Schedule of Events
  • Heat Sheets (to be posted)
  • Starting Lists (Marshalling Clerk) (Almost the same as heat sheets).

Getting Through The Races:

Objectives

  • Ensure races progress quickly with minimal dowtime
  • Ensure results get posted quickly and accurately.
  • The System Simplified
  • Announcer or Marshalling Clerk calls the athletes
  • Marshalling Clerk checks athletes in (on Starting List).
  • Marshalling Referee leads athletes to start-line (takes Starting List)
  • Athletes are lined-up when previous race ends. (as listed on Starting List
  • Starter allow athletes to prepare
  • Gun is fired
  • Race finishes
  • Photo Finish timer collects results
  • One copy is posted.

Calling the Athletes to Marshalling Area

  • Call 20 minutes for track events
  • Call 40mins for Field Events
  • Athletes are told they should remain at the marshalling area until they are marshaled to event area.
  • Athletes who aren’t on the line when the gun goes off have missed their race.
  • Volunteers should know the meet will not wait one moment for athletes who are late.

Marshalling Referee

  • The Marshalling Referee takes the Starting List from the Marshalling Clerk and leads the athletes to the start line.
  • The athletes should be in the starting area BEFORE the previous race has finished. (This is a simple job but is the most important jobs in terms keeping the meet running quickly. Don’t combine your Marshalling Referee with any other position).
  • The Marshalling Referee delivers the Starting List to the Starter (or whoever will be assigning the athletes lanes on the startline).

Lining-up the athletes

  • Either your Starter or Marshalling Referee should line up the athletes once the previous race has finished.
  • For races starting with blocks ensure athletes have a fair and reasonable amount of time to set-up their blocks, however, do not hesitate to impose a reasonable time limit.

After the finish

  • Results are collected by the Photo Finish Judge and posted
  • Process is repeated

Keys to making it work

  • Have an Officials Meeting before the meet begins so everyone understands the process and the objective.
  • Empower the officials to solve any problems that are creating hold-ups in the meet.
  • Make sure everyone, but especially your key officials understand their responsibilities
  • Ensure Officials have the supplies they need – clip boards, pens, timers sheets, judging sheets, watches, etc..
  • Until you make it works at least two meets in a row, have someone whose only duty is to troubleshoot.

Set-up:

Objectives

  • Ensure everything is set-up well before it is needed.
  • Ensure safe and legal competition

General
Comprehensive “To-Do” List

  • Don’t try to do setup tasks yourself
  • List all tasks need for each area
  • Assign times for when these need to be completed
  • Assign volunteers to each task.
  • Do the same for take-down tasks.

Registration
Set-up well in advance.

Will need:

  • Registration List
  • Bib numbers
  • Pens
  • Float
  • Table, Chairs

Info:
Meet Info, Schedule etc.

Volunteers:
Registrar and an assistant (or two)

Electronic Timing Setup

PA System Setup

  • Setup (Time: 120 minutes)
  • Equip: proper equipment (Hurdles, blocks, steeples, lines Etc.)
  • Cones for curbing if no fixed curb
  • Flags
  • Starters Stand
  • Timer Stands
  • Clipboards with Start Sheets and Rain Covers

Throws

  • Setup (Time: 30 minutes)
  • Equip: proper implements, Circle and toe board, Hammer insert, Tape Measure, Crowd Barrier (to keep people from accidentally entering the sector).
  • Sector
  • Broom
  • Cones/Flags
  • Clipboards with Start Sheets and Rain Covers

Long Jump  and Triple Jump

  • Setup (Time: 30 minutes)
  • Equip: proper equipment: Shovels, rakes, broomMeasuring Tape
  • Water Sprayed Pit
  • Cones/Flags
  • Clipboards with Start Sheets and Rain Covers    

High Jump

  • Setup (Time: 30 minutes)
  • Equip: proper equipment: Secured High Jump Mat System
  • Measuring Tape (steel)
  • Cones/Flags
  • Clipboards with start Sheets and Rain Covers

Volunteers:

Here are some of the volunteers you will need:

  • Meet Director (1)
  • Facility Coordinator (1)Registrar (1)
  • Assistants (1 or 2)
  • Marshaling Referee
  • Marshaling Clerk
  • Starter (1)
  • Assistant Starter (1)
  • Umpires (4)
  • Finishline Judge (1)
  • Assistant Judges (2)
  • Photofinish (2)
  • Results Runner (1)
  • Backup Timers (8)
  • Head High Jump Official (1)
  • Assistants (1 or 2)
  • Head Throws Official (1)
  • Assistants (3)
  • Announcer (1)                     

 

 

About Us

Athletics Nova Scotia is a non-profit amateur sport governing body affiliated with Athletics Canada, and a member organization of Sport Nova Scotia.
Phone: 902.425.5450
Fax: 902-425-5606
athletics@sportnovascotia.ca

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