05/04/2017 Meet Manager Clinic February 2009.

05/04/2017 Meet Manager Clinic February 2009

Today Commitment of the Meet Manager Decision to Host a Meet
05/04/2017 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) Today

Commitment of the Meet Manager
05/04/2017 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

05/04/2017 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 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).

Meet Options Sanctioned – all Meets/ Time Trials
05/04/2017 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)

05/04/2017 Bid Meets Regional and Provincial Championship meets are awarded by bid. Available meets are announced on the Swim Ontario or Regional web sites, by 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

Meet Considerations In consultation with Coach: Timing: Officials
05/04/2017 Meet Considerations In consultation 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

Establish a Meet Committee
05/04/2017 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

Sequence of Activities
05/04/2017 Sequence of Activities Coordinate with Head Coach Organizing Meeting Assignment of responsibilities Team building Reporting procedures Confirm facilities and services (electronics) Budget Cost of pool rental, fees for individual events & relays Sponsorship possibilities Contribution to Club finances

Sequence of Activities (con’t)
05/04/2017 Sequence of Activities (con’t) Prepare Meet Package Event listing Qualifying standards Specific information for that meet Determine volunteer requirements Could be a grid of all required positions for larger meets Prepare and submit Sanction Application Swimming Natation Canada (SNC) web site

SNC Web Site Start of sanctioning process
05/04/2017 SNC Web Site Start of sanctioning process Location of all official documentation and electronic files for the meet Meet package Event file for coaches’ software Entry management area Results file

05/04/2017 SNC Web Site

SNC Web Site Public access https://www.swimming.ca/meetlist.aspx
05/04/2017 SNC Web Site Public access Login for club and meet manager is required Access for meet manager

SNC Web Site Apply for sanction or advertise meet (without sanction)
05/04/2017 SNC Web Site Apply for sanction or advertise meet (without sanction) Completed meet package required for sanction

05/04/2017 SNC Web Site First section of Sanction Application screen

SNC Web Site Coaches must use entry area to submit teams’ entry file
05/04/2017 SNC Web Site Coaches must use entry area to submit teams’ entry file Include details in the meet package Site validates swimmer registration number, birth date, club, etc. Use of validation of entries prevents delays with load of results following the meet Notification of entry file received to MM Can post status of entry file Accepted, rejected, pending Can send s to coaches from this page

05/04/2017 SNC Web Site Good for version control - choose display of only the most recent file

Contents of Typical Meet Package
05/04/2017 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 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

Entry Formats Hy-Tek High School Meets Entry closing dates
05/04/2017 Entry Formats Hy-Tek Quebec teams use different software High School Meets Printed Grids, Delivery formats (fax, mail) Time Cards completed by participating coaches (novice, dual meets) Entry closing dates Payment of fees Confirmation of entries

05/04/2017 Time Management Swim Ontario regulation that sessions are not to exceed 4½ hours 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

Hints on Calculating Timing
05/04/2017 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 Electronic malfunctions or pad changes Disqualifications Delays to move starts to other end of the pool, etc.

05/04/2017 Optimize Time Consider Timed Finals for some of the longer events, particularly in the younger age groups 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.

Producing/Selling Heat Sheets
05/04/2017 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 Pricing Estimated number is # of swimmers per session / 2 Make master available so more can be made, if necessary Copies for officials, coaches 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

Food for Officials and Coaches
05/04/2017 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.

05/04/2017 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. 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 Check facility guidelines Agree on revenue sharing

05/04/2017 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

05/04/2017 Billeting (con’t) A team of 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

05/04/2017 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

05/04/2017 Organizing Officials Arrange 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. All officials working a session must be recorded 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.

Awards Form a committee of 2 - 3 people to handle the awards
05/04/2017 Awards Form a committee of 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. 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

05/04/2017 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 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. Good idea to mention in coaches meeting

05/04/2017 Facility Relations Check with the pool administration at least 1 month before the start of the meet to ensure all arrangements are in place. Suggest a letter outlining all requests 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 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

Equipment Clip boards White/chalk board for marshalling and/or results
05/04/2017 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 Bells (1 per lane is best) Lap counters for starter, session ref 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)

Pool Equipment (If not provided by facility)
05/04/2017 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)

Before and at Start of Meet
05/04/2017 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: “Only competitors, certified coaches and officials are allowed on deck. NO other persons are permitted on deck unless expressly authorized by Meet Management.”

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 Create a team box in MM office or hand out individually

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)

05/04/2017 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: Facilities, session time outs, any changes to the meet Scratch procedures Any questions Define the working deck

05/04/2017 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: no more than 10 minutes Introduce sponsors and key senior officials National Anthem Test sound system with CD prior to first day Versions available on Canadian Heritage web site

During the Meet Jury of appeal Meet Commission
05/04/2017 During the Meet Jury of appeal Refer to swimming rules for details Role of the chairperson of the jury Meet Commission Meet Management Office responsibilities

05/04/2017 Jury of Appeal Meet Manager acts as the Chairperson of the Jury should there be any written protests Select most senior officials to serve as members of the jury 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.

Meet Commission SNC Meet Commission
05/04/2017 Meet Commission SNC Meet Commission (Refer to Rulebook SNC 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: 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

Meet Management Office
05/04/2017 Meet Management Office Need volunteers to assist meet manager with operation of session Number depends on complexity of meet 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

Meet Management Office Responsibilities
05/04/2017 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

05/04/2017 Meet Management Office Responsibilities Process scratches before session start Follow terms in meet package Encourage coaches to inform MM of any known scratches 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

05/04/2017 Meet Management Office Responsibilities Produce Lane / Timer sheets Should reflect scratches received If many heats in event, break lane / timer sheets into smaller groups so CFJ does not fall behind 22 heats of 100 Free - create 3 sets of lane / timer sheets for heats 1-7, 8-15, Consider distance lane / timer sheets 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

05/04/2017 Meet Management Office Responsibilities Example of distance lane / timer sheets Example: Double lane for 800 Free Short Course

05/04/2017 Meet Management Office Responsibilities Process and distribute relay cards Can be very time consuming for heavily subscribed meets Accuracy is very important 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

05/04/2017 Meet Management Office Responsibilities Organize swim-offs, if required CFJ may see tie for place in finals or alternate swimmers during scoring Tied swimmers can swim again to determine placing MM and referee decide on best time to swim Consider start time of next session, other swims for swimmers involved, order of events in finals

05/04/2017 Meet Management Office Responsibilities Organize swim-offs, if required Inform coaches and get decision 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

05/04/2017 Meet Management Office Responsibilities Prepare for finals Follow terms in meet package for: 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

05/04/2017 Meet Management Office Responsibilities Prepare for finals Clerk of Course document 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

05/04/2017 Meet Management Office Responsibilities Prepare for finals During warm up of finals Monitor adjustments by Clerk of Course Repost heat sheets for swimmers Create Lane / Timer sheets

05/04/2017 Meet Management Office Responsibilities Organize paperwork for Provincial or National records, if required Coaches may mention before swim that record may be broken Record application is on SNC web site under Statistics with list of documents required Best to get signatures while officials (referee, chief timer, recorder) on deck

After the Meet Load Results file to SNC site
05/04/2017 After the Meet Load Results file to SNC site 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/ s to volunteers, especially out-of-club Sign NOC Expense Form for qualified officials Wrap up Meeting

Handouts Sanction Application Form Sample Budget
05/04/2017 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

05/04/2017 MASTERS Masters meets have some different procedures and rules, also a different environment than SNC meets

Hosting and Sanctioning
05/04/2017 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

05/04/2017 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

05/04/2017 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

05/04/2017 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.

05/04/2017 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

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.

1. Some of the responsibilities of the Meet manager are to:
05/04/2017 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;

1. Some of the responsibilities of the Meet manager are to:
05/04/2017 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.

05/04/2017 2. An "Open" meet is: a. available only to those who are not age-group swimmers b. available to all swimmers registered with SNC; c. available to all age groups but restricted to one province; d. held outdoors as an open water long distance event.

3. A "Senior" event is an event for which:
05/04/2017 3. A "Senior" event is an event for which: a. there are NO age restrictions; b. swimmers must be at least 18 years old; c. only Masters swimmers are eligible.

05/04/2017 4. The following Age Groups are Nationally recognized for records, etc. a. 10 years and under; b years; c. 13 years; d years; e years; f years; g. 15 years and over; h. 8 years and under.

05/04/2017 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. be conducted as an "Open" meet; b. be approved by the provincial section; c. use an approved automatic placing and timing system.

6. Applications for meet sanctions are normally sent to the:
05/04/2017 6. Applications for meet sanctions are normally sent to the: a. SNC national office; b. Provincial Section office; c. Provincial Officials' Chairperson; Provincial Sanction Officer so designated by the section.

7. An Application for Meet Approval:
05/04/2017 7. An Application for Meet Approval: a. shall be submitted for each individual meet; b. shall be accompanied by a copy of the meet invitation; c. is needed for Class Two Time Trials.

05/04/2017 8. Mixed competition (males and females competing with one another) shall be permitted: a. in an age group meet; b. as a novelty event; c. in a Senior meet; d. in time trials.

05/04/2017 9. In pre-seeded meets, primary responsibility for seeding each event lies with the: a. Referee; b. Meet Manager; c. Clerk of Course; d. Marshall.

05/04/2017 10. The Meet Manager has the responsibility of notifying the following people ten days prior to the meet regarding staffing: a. Regional Officials Chairperson; b. President of the Provincial Section; c. SNC Statistician.

11. The term "Short Course" refers to:
05/04/2017 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.

05/04/2017 12. Non-regulation length pools may be used for SNC-approved competitions: a. at no time; b. at the local or PS level only; c. during the summer break.

05/04/2017 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. on your far left; b. on your far right; c. immediately to the right of the centre lane.

14. The following pool and equipment conditions are correct if:
05/04/2017 14. The following pool and equipment conditions are correct if: a. the end walls of the pool are parallel and vertical; b. both end walls or bulkhead walls extend at least 0.80 meters below the water surface; c. free movement of officials is provided along the length of the bulkhead if the pool is more than 9m wide; d. each lane is not less than 2.0 meters wide and unobstructed; e. the top surface of the starting blocks is at least 0.5m x 0.5m; f. backstroke grips protrude beyond the vertical plane of the end-wall, over the water surface; g. the false start recall rope is 15 meters from the starting end; h. a marker visible to swimmers is placed 15m from the start for backstroke.

05/04/2017 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).

05/04/2017 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.

05/04/2017 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.

05/04/2017 18. Responsibility for approving the final assignment of all officials for a session lies with the: a. Clerk of Course; b. Session Referee; c. Meet Manager; d. Official on duty with the highest level badge.

05/04/2017 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.

20. In the format of a meet, Consolation (B) Finals:
05/04/2017 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.

21. A "Swim-off'” shall be held:
05/04/2017 21. A "Swim-off'” shall be held: a. whenever there is a tie; b. to break a tie for last qualifying position(s) or alternate position(s) in a Final or Consolation Final; c. whenever there is a tie for a medal.

22. A "Swim-off'” is normally arranged by the Meet Manager:
05/04/2017 22. A "Swim-off'” is normally arranged by the Meet Manager: a. after consultation with affected coaches or swimmers; b. after consultation with the Referee; c. after consultation with the Chief Timer; d. after consultation with the pool manager; e. to take place not less than 1 hour after all involved swimmers have completed their heat.

23. An SNC record may be established in:
05/04/2017 23. An SNC record may be established in: a. any SNC sanctioned meet; b. an Class Two Time Trial; any high school swim meet. any Masters meet

05/04/2017 24. The following swimmers may score team points in a sanctioned swim meet: 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.

25. The following swimmers are eligible for Canadian records:
05/04/2017 25. The following swimmers are eligible for Canadian records: a. age groups swimmers in a Senior event; b. swimmers with good automatic times but no back-up times; c. swimmers with an official time derived from two watches; d. swimmers with record splits from the start of a race 50, 100, 200, etc; e. a swimmer in the first leg of a relay if the 3rd swimmer is disqualified; f. a swimmer breaking a breaststroke record in a freestyle event; g. a swimmer with a record split from the start who subsequently fails to make the qualifying time for the event.

05/04/2017 26. The Jury of Appeal: a. shall be chaired by the Meet Manager or designate; b. shall be composed of an odd number of members; c. shall have the Referee as a voting member; d. may be attended by any interested official; e. shall be held during or immediately following the session; f. shall hear evidence from the protestor, the Referee and the person whose decision is in dispute; g. shall make a written formal record of its proceedings; h. shall reach a decision on the day of the protest; i. shall make the final decision;

05/04/2017 27. The Meet Manager's responsibilities regarding safety procedures during warm-up shall be to: a. assign teams to lanes; b. increase the number of sprint lanes when the situation requires it; c. limit the number of swimmers in the pool; d. check the pool deck for unsafe areas; e. assign Marshals during warm-up; f. provide signs for each lane at both ends of the pool indicating designated use during warm-up; g. post warm-up procedures prominently on deck.

POST MEET DUTIES 28. The results of a local meet shall contain:
05/04/2017 POST MEET DUTIES 28. The results of a local meet shall contain: 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;

POST MEET DUTIES 28. The results of a local meet shall contain:
05/04/2017 POST MEET DUTIES 28. The results of a local meet shall contain: 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.

29. Meet results shall be sent to:
05/04/2017 29. Meet results shall be sent to: a. the meet approval/authority (Provincial Section or SNC); b. the National Rules Chairperson; c. each participating club; d. all clubs in the host province; provincial sections of out-of-province clubs.

05/04/2017 30. At the conclusion of the meet, the Meet Manager's duties shall include: a. Upload results to within 24 hours; b. sending 2 copies of records pending to provincial section office of the host club; c. Post Meet Results plus payment to Swim Ontario in 7 days; d. ensuring results and scoring are correct; e. Upload results to your website; f. sending out "Thank you's"; g. contacting sponsors; h. submitting a report to local sports announcer; i. ensuring pool deck is clean and lane ropes are put away; j. arranging travel home for VIP's attending the meet.

Approved by Ontario Swimming Officials’ Association Board
05/04/2017 Thank you. Approved by Ontario Swimming Officials’ Association Board February 2009

05/04/2017 Meet Manager Clinic February 2009.

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05/04/2017 Meet Manager Clinic February 2009.

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Presentation on theme: "05/04/2017 Meet Manager Clinic February 2009."— Presentation transcript:

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