Presentation on theme: "Organizing and Hosting a Home Cross Country Meet"— Presentation transcript:
1 Organizing and Hosting a Home Cross Country Meet Presented by Kevin Smith, Ken Reeves, and Bill Tokar
2 Secure a Home CourseStandard Course—most courses a variation of these distances1 mile elementary3k middle school5k high schoolConsiderationsSafety
3 Secure a Home Course (cont.) 2. Spectator friendly-loops, Figure 8, cloverleaf a. Start and finish in proximity b. Wide, straight start ( m) c. Trails or path minimum 2 bodies wide (6 feet) d. Make sure loops don’t overlap time wise 3. Restrooms-ability to bring in (rent) portables a. One M/W for each 25 athletes b. Custodial care and maintenance 4. Parking and Traffic Flow a. Access for emergency personnel
4 Secure a Home Course (cont.) 5. Changing terrain and surfaces a. Safe terrain (snakes, rocks, ruts, steepness of downhill/uphill, etc.) b. It is cross country c. Have test race/practice on the course beforehand to test out challenges 6. Availability of water 7. Ideally meet time at appropriate weather time a. Standards of when to have meet and when to cancel b. Heat Index- combination of temp and humidity
5 Head Coach’s DutiesComplete permits with appropriate government agency or put on school’s master calendarRequest bus/district transportation or complete driverforms.Private Property, parks or Recreational Areas- add “Additional Insured” to district’s policyNotify rangers, police, fire, and EMT personnel.1.Try to arrange for emergency responders to be on site.2. Have a med kit accessible and emergency release cards.
6 Head Coach’s Duties (cont.) D. Inform Administrators and invite them E. Secure “Official Training” 1. Hire a firm- Royal Results 2. Parent/teacher volunteers- 2 timers (head and back up), chronomix, head official, finish boards, data entry to post results, water jugs. a. Access to electricity. May need to bring in a generator. 3. Old school sticks, tags, cards, check off chart F. Organize Parent Volunteers, Assistant Coaches, Fellow Teachers/ Colleagues 1.Delegate responsibilities-traffic control, hydration stations, restrooms, snack stand (?), clerk of the course, starter, course monitors.
7 3 Weeks Out Mail or Email Final Directions*. Include: Driving and Parking InstructionsCourse Map**file://localhost/Users/ksmith/Documents/Cross Country 2009/OAK CANYON PARK 2006 CC COURSE.docGoogle EarthEvent Order
8 3 Weeks OutIdentify Key Locations: clerk, restrooms, start and finish, emergency tent areaPack meet day envelops: extra tags, trash bags, course map, final instructions, race scheduleParent and visitor informationCost if any of parking or entering the courseLength of distance from parking to courseCourse restrictions (no dogs, bikes, etc.?)file://localhost/Users/ksmith/Documents/Cross Country 2008/OP Invite Letter All School.doc
9 Meet Day DutiesMark the course- chalk/flour, cones, posts, surveyor tape, tennis balls, athletic tape or duct tape.Proper course markings***file://localhost/Users/ksmith/Downloads/Marking a Course.pdffile://localhost/Users/ksmith/Downloads/Finish Chute.pdf2. Conform to the standards of the facility3. Set up clean up for after the meet
10 Meet Day Duties Walkie-talkies on a secure channel Water jugs, cups, trash bags, ice for injuriesBarf Buckets and latex/non-latex gloves for chute workersConfirm EMT staffingSet up packetsMEET DAY CHECKLIST***1file://localhost/Users/ksmith/Documents/Clinics/Meet Prep List.docx
12 Forms Pre-meet letter Course map Meet check off list Scoring sheets Tag sheets*****1file://localhost/Users/ksmith/Documents/Cross Country 2008/Tag Board Sheet 1-20.xls
13 Forms Press release Various instruction sheets Instructions for startersInstructions for chute workersa. Placement map for themInstructions for course monitors
14 After the Meet Send out results to local media and running sites Ventura Stara. Rich Romine:b. Rhinannon Potkey:d.e.Check the facility- leave it in better shape than you found itThank you letters/shirts (Tee shirt buys the world)Workers.Facility peopleMaintenance peopleTeams that cameSchool Secretaries- the run the siteAdministrators- They want to wear the gear of winners
15 Appendix Oak Park Invite Letter Course Map Proper Markings Meet Scoring ProgramTag Board Sheets