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European Athletics Event Presentation seminar Coordination and event presentation during a one day track and field event Ferdy Geeroms.

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Presentation on theme: "European Athletics Event Presentation seminar Coordination and event presentation during a one day track and field event Ferdy Geeroms."— Presentation transcript:

1 European Athletics Event Presentation seminar Coordination and event presentation during a one day track and field event Ferdy Geeroms

2 European Athletics Event Presentation seminar Details make the difference Meetings, meetings and meetings are a must

3 European Athletics Event Presentation seminar Meetings to prepare the event coordination announcers + spotters + TV producer + TV assistant + technical director /meeting organizer technical team for starting blocks, hurdles and basket carriers team for the coordination of technical events referees + team for the coordination of technical events DJ, responsible(s) technicians of the video screens/score boards infield + outfield coordinator team ceremonies (award ceremonies) call-room 1 + 2 general meeting

4 European Athletics Event Presentation seminar IEC D

5 INFORMATION EVALUATI ON COORDINATION DETAILED ANALYSIS

6 European Athletics Event Presentation seminar COORDINATION Organization protocol Continuity Based on:

7 European Athletics Event Presentation seminar 2. CHAMBRES D ’ APPEL R é ception en dehors du stade : Jos é e Goossens Elle est responsable pour distribuer les badges d ’ accr é ditations aux athl è tes qui ne passent pas par l ’ hôtel, ainsi qu ’ aux participants Belgacom Youth Memorial. Jos é e se trouve dans l ’ Athletes desk. Contrôle carte d ’ identit é en cas de doute. Belgacom Youth Memorial : F é d é rations envoient invitations avec les informations suivantes: que les tickets et les dossards devront être repris au Athlete ’ s desk (coin Av. du Marathon et Boechhout)que les parents ne peuvent entrer qu ’ apr è s l ’ ouverture des portes le nombre de tickets sera de trois et l ’ athl è te recevra un bracelet bleu que l ’ intra î neur recevra un bracelet rouge et un ticket pour avoir acc è s aux tribunes qu ’ il ya des vestiaires pr é vus à l ’ entr é e Marathon que les tickets et et bracelets devront être retir é s PERSONNELLEMENT qu ’ il n ’ y a qu ’ un acc è s au stade (Avenue de marathon) En annexe de l ’ invitation il y a un plan avec le terrain d ’é chauffement,(terrain synth é tique terrain 4), l ’ acc è s à la piste, les tickets pour la tribune, l ’ endroit o ù retirer les dossards, l ’ horaire et les call-times. Call-room 1 : responsables Dirk Berger et Hilde Ghesqui è re Pr é voir un extra walkie- talkie. Retirer 2 m é gaphones : un pour J.M. Bache et un comme back-up sur le terrain d ’é chauffement Au moment de l ’ arriv é e des busses un collaborateur montrera aux athl è tes le nouveau endroit du terrain d ’é chauffement et la chambre d ’ appel et insistera pour qu ’ ils retirent leurs dossards imm é diatement. Uniquement ouvrir porte avant des busses. Les sauteurs à la perch e et les lanceurs seront directement r é f é r é s vers les minibus. Une sonorisation sera plac é e sur le terrain d ’é chauffement La call-room 1 se trouve sur le terrain 4 (terrain synth é tique) !) o ù l ’é chauffement des coureurs se d é roulera). Ici les dossards seront r emis (except é perche, lancers, VRT-RTBF et To Walk Again) et 6 couloirs de 90 m de long seront install é s sur une plancher en bois couvert avec du Mondo. L ’é chauffement des lanceurs se fera sur le terrain 5. 100 m chaise roulante To Walk Again : -recevront leurs dossards à l ’ avance et ne passeront pas par la chambre d ’ appel 1 et Organization protocol

8 European Athletics Event Presentation seminar FERDY JACKY ETIENNEHélène + An TIME E Starters / JuryAnnouncersScoreboardSponsors/Hostess Presentation pole vault women Startlist pole vault men women 19:24:00 START POLE VAULT WOMEN 19:25:00 Athletes 4 x 1500 men prepare Belgacom M. V. D. 19:31:00 Text Tournée générale 19:32:00 Belgacom M. V. D. 19:33:00 Belgacom M. V. D. 19:33:40 Present. 4 x 1500 menStartlist 4 x 1500 men 19:34:00 START 4 x 1500 m MEN 19:35:00 Belgacom M. V. D. 19:38:00 Present. High Jump WomenStartlist high jump women 19:39:00 START HIGH JUMP WOMEN 19:40:00 Sponsor steeple called19:42:00 Results 3000 m steeple men Sp. + athl. steeple cr. track19:47:00 19:48:00 Tournée générale ??????????19:49:30 Athletes 800 m women called Belgacom M. V. D. 19:51:00 Belgacom M. V. D. 19:52:00 Belgacom M. V. D. 19:52:40 Presentation 800 m wom.Startlist 800 m women 19:53:00 START 800 m women 19:55:00 Athletes 110 m H. men called Belgacom M. V. D. 20:01:00 Belgacom M. V. D. 20:02:00 Belgacom M. V. D. 20:02:40 Presentation 110 m H. menStartlist 110 m H. men 20:03:00 START 110 M H MEN 20:05:00 Sp. 4 x 1500 m men called20:06:00 20:08:00 Present. Javelin men 20:09:00 Continuity

9 European Athletics Event Presentation seminar CathérineCANDOTCHANGJef GEES Announcer ceremonies VideoscreenMusicVRTTime 19:24:00 START POLE VAULT WOMEN 19:25:00 19:31:00 Slide Tournée gén. Comm; Belgacom fr. 19:33:00 Startl. 4 x 1500 men19:33:40 Lane 1 4 x 1500 men19:34:00 START 4 x 1500 m MEN Start 4x1500 men19:35:00 Logo Adidas 19:38:00 19:39:00 START HIGH JUMP WOMEN 19:40:00 19:42:00 Podium 3000 m steeple menComm. Ville de Brux.Tune 19:47:00 19:48:00 Slide Tourn. Gén.?Jef, un ptit ….? 19:49:30 19:51:00 Logo Hyundai 19:52:00 Startl. 800 m women19:52:40 Lane 119:53:00 Start 800 m women 19:55:00 20:01:00 Logo IBM 20:02:00 Startl. 110 m H. men20:02:40 Lane 120:03:00 Start 110 m H men 20:05:00 Continuity

10 European Athletics Event Presentation seminar OUTFIELD COORDINAT OR Team coord technical events (Asistant) TV producer Starter Announcer start present.infield Coord. cerem. Coord. announ. DJ Video screen A Video screen B Announcer ceremonies Respon..atlhetes Resp. VIPS Team S potter s Techn. events + Running events Spotter Announcers TV images Start lists; results Technical information general information Assist. starters Resp. Equipm. stadium + electricity Head logistical team Live results Resp. equipment stadium Referees technical events Technical team INFIELD COORDINATOR Scorebord/video screen C COORDINATION DURING THE EVENT Hostesses

11 European Athletics Event Presentation seminar Presentation running events till 800 m included - 4 min: athletes take off their training suit infield coordinator informs TV and outfield coordinator - 3 min:: commercial of the sponsor related to the event is played without sound on the video screen (max 30 sec) -2 min 30: infield coordinator informs TV and outfield coordinator athletes are ready and lined up - 2 min 20: TV shows start list presentation music starts - 2 min 15: announcer of the start presentation announces event volume music is reduced - 2 min: TV shows lane by lane (7 to 8 sec for a lane but important athletes 10 sec) volume music is improved between lane presentations. music stops after last presentation. announcer follows TV images! - 0 min : start orders

12 European Athletics Event Presentation seminar Presentation running events above 800 m - 4 min: athletes take off their training suit infield coordinator informs TV and outfield coordinator - 2 min: commercial of the sponsor related to the event is played without sound on the video screen (max 30 sec) assistant starters line up athletes -1 min 30: infield coordinator informs TV and outfield coordinator athletes are ready and lined up - 1 min 20: TV shows start list presentation music starts (if used) - 1 min 15: announcer of the start presentation announces event volume music is reduced (if used) - 1 min: TV shows overview of the athletes and concentrates 7 to 10 sec on local or important athletes. announcer follows TV images! volume music remains reduced.(if used) music stops after last presentation! (if used) - 0 min : start orders

13 European Athletics Event Presentation seminar Presentation technical events - 4 min: athletes called for presentation infield coordinator informs TV and outfield coordinator - 3 min: commercial of the sponsor related to the event is played without sound (max 30 sec) - 2 min 30: infield coordinator informs TV and outfield coordinator athletes are ready and lined up - 2 min 20: TV shows start list presentation music starts (if used) - 2 min 15: announcer of the presentation announces event volume music is reduced (if used) - 2 min: TV starts presentation from left to right first athlete to jump/throw stays on the left athletes leave after individual presentation - start event

14 European Athletics Event Presentation seminar INFORMATION : Call-room 1 Call-room 2 Technical team Team coordination technical events Referees TV (producer + assistant ) Team ceremonies Speakers and spotters

15 European Athletics Event Presentation seminar CALL-ROOM 1 (warming-up area ) Field terminal dataPrints startlists Call-room 1 (+ call-room 2 + media) Secretary Distribution BIPS (names!) Men Women Announce call-times Video screen Board with call-times Person escorts athletes to call-room 2 and takes start list Place to assembly the athletes Using announcements NO waiting (= sitting) room!! Throws Jumps Throws Jumps Running events

16 European Athletics Event Presentation seminar LeavingArrival 1st call2nd callLast callcall-room 1call-room 2LeavingArrival startStartEvent 10 '5'3'by minibus call-room 2 16:4916:5416:5616:5917:0317:1317:1517:25100 m boys 16:5717:0217:0417:0717:1117:2117:2317:33100m Girls 17:1017:1517:1717:2017:2417:34 17:43400m Boys 16:4616:5116:5316:5617:0017:10 17:50High Jump Girls Entrance gate Wemmel 17:40 17:4517:53100m Belgacom To Walk Again Cup 17:0217:0717:0917:12 grass field17:1417:2417:2517:55Discus Women 17:2217:2717:2917:3217:3617:4617:4817:581000m Boys 17:3017:3517:3717:4017:4417:5417:5618:061000m Girls 17:4117:4617:4817:5117:5518:0518:0918:194 x 100m Boys (call-times runners 3 and 4 boys and girls) 17:4417:4917:5117:5417:5718:0718:0918:294 x 100m Girls (call-times runners 1 and 2 boys and girls) 18:0318:0818:1018:1318:1718:2718:2918:39Heat 1 100 m men of EU 18:1118:1618:1818:2118:2518:3518:3718:47Heat 2 100 m men of EU 18:1918:2418:2618:2918:3318:4318:4518:55Heat 3 100 m men of EU 19.00Opening Ceremony 18:1618:2118:2318:26 grass field18:2818:3818:4019:10Shot Put Men 18:1418:1918:2118:2418:2718:3718:4019:15Triple Jump Women (4 attempts) 18:4818:5318:5518:58 grass field19:0019:0819:1019:20100m VRT - RTBF 18:5018:5518:5719:0019:0319:1319:1519:25200m single below knee amputee Belgacom cup Warming -up in main stadium 18:0318:1318:1519:30Pole vault men Call-times BELGACOM MEMORIAL VAN DAMME 2010

17 European Athletics Event Presentation seminar CALL-ROOM 2 Spikes on for running events Remember athletes their starting lane (also long distances!) Athletes remain maximum 10 min Athletes receive hips Referee escorts athletes to start or technical event and takes start lists Laptop + printer of data provider Check bags and publicity

18 European Athletics Event Presentation seminar Technical team Hurdles Blocs Basket carriers when to enter, where to stay, how to leave place first two hurdles as fast as possible anticipate (f.i. during long distances!) for 100 and 110 m hurdles hurdle 3 down during warm-up always anticipate first blocs, than lane numbers team A places and removes hurdles A events team B places and removes hurdles B events tiimetable for the basket carriers arrive just before the athletes leave before the start presentation or walk away from presentation camera

19 European Athletics Event Presentation seminar Coordination team technical events informs referees: when to stop the technical events during starts with blocs about time left before award ceremonies double checks hurdles, barriers, cones, relays, if blocks are away about the timing prepared by the referees never stops an athlete ready to jump or throw

20 European Athletics Event Presentation seminar - coordinator in contact with outfield coordinator - responsible VIPS + hostesses: - map VIPS available - VIPS informed in advance when their ceremony is planned - responsible VIPS receives in advance list of which VIP will do which event - list of gifts available (on paper!) - announcer with a ceremonious voice + spotter - reponsible athletes + all team (escorts athletes to the ceremony area keeping in mind the expected time of the ceremony) - knowledge of the timetable of the ceremonies - speaks english Team award Ceremonies

21 European Athletics Event Presentation seminar Row 1 seat1 Row1 seat2 Row1 seat3 Row1 seat4 Row1 seat5 Row1 seat6 Row1 seat7 Row1 seat8 Row1 seat9 Row1 seat10 Row1 seat11 Row1 seat12 Row1 seat13 Row1 seat14 Row1 seat15 FerdyAndyJesseLarsSarahFelixJadeRoger Row 2 Seat 1 Row 2 Seat 2 Row 2 Seat 3 Row 2 Seat 4 Row 2 Seat 5 Row 2 Seat 6 Row 2 Seat 7 Row 2 Seat 8 Row 2 Seat 9 Row 2 Seat 10 Row 2 Seat 11 Row 2 Seat 12 Row 2 Seat 13 Row 2 Seat 14 Row 2 Seat 15 FumeiXiaofeiChaoEllenYvonneMarilouZoëLoes Row 3 Seat 1 Row 3 Seat 2 Row 3 Seat 3 Row 3 Seat 4 Row 3 Seat 5 Row 3 Seat 6 Row 3 Seat 7 Row 3 Seat 8 Row 3 Seat 9 Row 3 Seat 10 Row 3 Seat 11 Row 3 Seat 12 Row 3 Seat 13 Row 3 Seat 14 Row 3 Seat 15 RonPietAmyJosBeaWimAlainBen Row 4 Seat 1 Row 4 Seat 2 Row 4 Seat 3 Row 4 Seat 4 Row 4 Seat 5 Row 4 Seat 6 Row 4 Seat 7 Row 4 Seat 8 Row 4 Seat 9 Row 4 Seat 10 Row 4 Seat 11 Row 4 Seat 12 Row 4 Seat 13 Row 4 Seat 14 Row 4 Seat 15 ChrisXiaochuanMaryElkeRaniGerritKimJosianne Row 5 Seat 1 Row 5 Seat 2 Row 5 Seat 3 Row 5 Seat 4 Row 5 Seat 5 Row 5 Seat 6 Row 5 Seat 7 Row 5 Seat 8 Row 5 Seat 9 Row 5 Seat 10 Row 5 Seat 11 Row 5 Seat 12 Row 5 Seat 13 Row 5 Seat 14 Row 5 Seat 15 TimoKasperVickyJulienMimi Row 6 Seat 1 Row 6 Seat 2 Row 6 Seat 3 Row 6 Seat 4 Row 6 Seat 5 Row 6 Seat 6 Row 6 Seat 7 Row 6 Seat 8 Row 6 Seat 9 Row 6 Seat 10 Row 6 Seat 11 Row 6 Seat 12 Row 6 Seat 13 Row 6 Seat 14 Row 6 Seat 15 CEREMONIES AND VIPS

22 European Athletics Event Presentation seminar Gifts Belgacom Memorial Van Damme SculptureChocolateFlowers cerem.Flowers finishMedal 17:25100m Boys////3 17:33100m Girls////3 17:43400m Boys////3 17:50High Jump Girls////3 17:53100m Belgacom To Walk Again Cup////3 17:55Discus Women132// 17:581000m Boys////3 18:00Triple Jump Women132// 18:061000m Girls////3 18:194 x 100m Boys////12 18:294 x 100m Girls////12 18:39Heat 1 100 m men EU cup///// 18:47Heat 2 100 m men EU cup///// 18:55Heat 3 100 m men EU cup///// 19.00Opening Ceremony///// 19:10Shot Put Men132// 19:20100m VRT - RTBF/3/13 19:25200m Belgacom single below knee amputees cup/3/13 19:30Pole Vault Men132// 19:353.000m steeple Men1321/

23 European Athletics Event Presentation seminar Referees Technical events pro-actve during warming-up countdown clock for the last last 10 min before start event use a small video screen for next but one jumper or thrower are informed when award ceremonies are planned Running events are never in front of information screens assistant starters should anticipate for the next event efficiency during the line-up of athletes for events above 800 m map where everyone will take place dessign a map where everyone will take place never in front of information screens draft of the expected length of throws or jumps per attempt + total duration of the event expected a written briefing for each event is a must the “best” and specialized in the technical discipline

24 European Athletics Event Presentation seminar 1 referee calling athletesPlace: beginning of the run up 1 referee for the wind measurementPlace: wind gauge 1 referee to operate the clock and to put the stop board Place: 10m before take-off board 1 referee to operate the field terminal Place: 2 m before take-off board 1 secretary sitting at the table of the field terminal Place: table field terminal 1 chief referee: to judge if the jump is valid Place:.prolongation of the take-off line 1 referee for the plasticine. Place: 2 m after take-off board 1 referee for EDM. Place: middle of the sandbox 1 referee for the indication of the landing Place: beside sandbox at the expected landing Place referees triple jump in Brussels

25 European Athletics Event Presentation seminar Javelin men PlaceParticipantsAttemptsStartEndDurationTemperatureWeather London8414:2015:0242 min17°CCloudy 16 x 0 throw 16 throws measured Stockholm12420:3022:0595 min19°CClear 15 x 0 throw 43 throws measured Paris8620:3821:4062 min24°CCloudy 8 x 0 throw 39 throws measured Lausanne9620:3021:4272 min23°CClear 21 x 0 throw 31 throws measured Barcelona12620:0521:2984 min27°CSunny 19 x 0 throw New York8616:5817:3537 min25°CSunny 15 x 0 throws 20 throws measured. Oslo8620:2021:32 82 min17°CSunny 16 x 0 throws 31 throws measured Brussels10620:4021:4262 min15°CCloudy 16 x 0 throws 37 throws measured

26 European Athletics Event Presentation seminar Triple jump men PlaceParticipantsAttemptsStartEndDurationTemperatureWeatherRemarks London8619:3820:44 66 min16°cCloudy22 x 0 throws24 jumps measured Stockholm11420:2521:27 62 min19°CClear11x 0 throw30 jumps measured Paris9620:3321:58 85 min24°CCloudy16 x 0 jump35 jumps measured Gateshead8618:0019:04 64 min22°CCloudy10 x 0 throws36 jumps measured Barcelona14619:4021:22 102 min27°CCloudy16 X 0 throws New York8617:0018:02 62 min25°CSunny10 x 0 jumps32 jumps measured Brussels9420:4221:38 56 min15°CCloudy14 x 0 jumps20 jumps measured

27 European Athletics Event Presentation seminar TV producer + assistant discuss with them the start presentation for: - starts till 800 m - starts above 800 m discuss the order of the introduction of a start presentation discuss the organization of (eventual) presentations of technical events inform them about eventual interviews on the track + where? which camera can be used for interviews on the track? which athletes will be presented in distances above 800 m way to inform infield coordinator when producer will start presentation discuss continuity

28 European Athletics Event Presentation seminar Announcers and spotters - discuss continuity - which are the pace makers? Lap times? - which are the accents of the competition? - assign tasks of the spotters and the announcers - which athletes will be presented for running events above 800 m? - length of presentation for one lane for events till 800 m? - when start to talk during the start presentations? - followTV images during a start presentation - way of receiving last start lists? - CIS monitor for announcers and spotters - TV monitor for announcers

29 European Athletics Event Presentation seminar EVALUATION Public Organization team (ALL volunteers and referees) Compare with other competitions

30 European Athletics Event Presentation seminar DETAILED ANALYSIS Each job should be analysed in detail - what can be improved ? - what did go wrong last year? What can go wrong this year? Each year is different - organizations differ - people react different from year to year What are the consequences of a change? How can we do better as last year? - see evaluation! - self-criticism is a must!

31 European Athletics Event Presentation seminar TIMETABLE try to alternate the starts between men and women try to alternate between short and long distances try to alternate starting places spread “high lights” all over the competition try to put a “high light” before and after TV breaks. Idem for the beginning and the end of the competition keep between 100 and 200 m min.50 till max. 70 min for athletes running both give events with good local athletes a “special” place into the timetable Should be realistic enough time between two events thoughtful sequence of the events


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