Meet Management Office Responsibilities

Report
Meet Manager
Clinic
September 2014
© Copyright 2013 - 2017 Ontario Swimming Officials’ Association
1
Today
Experience – Meet Manager
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)
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Experience – Meet Manager
A Meet Manager’s first step is taking this clinic
The following are recommendations for the Meet Manager
position:
Time Trials:
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The Meet Manager should also have taken the following clinics:
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Chief Finish Judge, Recorder/ Scorer, Clerk of Course
LI or LII official
Small Swim Meets:
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Timed final invitational < 300 swimmers
The Meet Manager should also have taken the following clinics:
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Chief Finish Judge, Recorder/ Scorer, Clerk of Course
Should have some sign-off’s for these deck positions
LI or LII official, with Meet Management office experience
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Experience – Meet Manager
The following are recommendations for the Meet Manager
position:
Large Swim Meets:
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Timed final or prelim/ final invitational, regional, provincial, national
meets
The Meet Manager needs to have extensive Meet Management
experience
Level III official
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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:
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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
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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 https://registration.swimming.ca/Login.aspx, complete and
submit the Meet Sanction application along with the Meet
Package (you will require username and password from your
club registrar to log on this site)
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Meet Options
ALL swim meets/ time trials require a sanction that is
completed on the SNC registration system and
sanctioned by Swim Ontario
Options on sanction:
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Open or closed swim meet
Invitational or championship
Age group or senior
Time standard/ no time standard
Short course/ long course (single/ double ended)
Traditional or mixed gender (novelty)
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SNC - All individual races must be held as separate gender
events for record purposes
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Bid Meets
Regional and provincial championship meets are
awarded by vote/ bid respectively
Available meets are announced on the Swim Ontario
or regional websites, by e-mail, or snail mail
Terms subject to provincial or regional policies,
usually set out in their bid and/ or meet information
Assistance with officials is often available
National meets usually awarded to a provincial
“team”, in conjunction with a local Meet Committee
A Meet Package is often provided
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Meet Considerations
In consultation with coach:
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Meet options
Consistency with training/ development schedules
Timing:
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Meet calendar
Pool schedule
Officials:
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Sanction requires a Level IV or V for Meet Referee
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Class II Time Trial – can be a Level III if approved by Regional
Official Representative (ROR)
Availability and training of sufficient number of volunteers for
positions such as Safety Marshal, Timekeepers, Strokes and
Turns, Clerk of Course, Marshalling, CFJ, etc.
Availability of senior officials from other clubs for mentoring,
training, and positions such as Starter and Session Referee
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Establish a Meet Committee
Meet Manager
Meet Office Chairperson
Meet Referee - Senior LIV/ Master LV Official – major officials
Officials Chairperson – minor officials
Electronics Chairperson (if electronic timing system available)
Awards Chairperson
Concession Chairperson
Officials Food Chairperson
Publicity
Head Coach
Sponsors Chairperson
Billeting Chairperson
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Sequence of Activities
Coordinate with head coach
Organizing Meetings:
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Assignment of responsibilities
Team building
Reporting procedures
Confirm facilities and services (electronics)
Budget:
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Cost of pool rental, fees for individual events and relays
Sponsorship possibilities
Contribution to club finances
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Sequence of Activities
Prepare Meet Package:
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Event listing + qualifying/ de-qualifying standards
Specific information for that meet
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Scratch Rules defined; S/C L/C conversions; separate
gender swimming;
Split times; Swimsuit Rules; LTADS; Warm-up procedures
Determine volunteer requirements
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Grid prepared of all required positions for larger meets
Prepare and submit Sanction Application
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Swimming Natation Canada (SNC) website
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SNC Website
Start of sanctioning process
This is the location of all official documentation and
electronic files for the sanctioned meet:
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Approved Meet Sanction with number
Valid Meet Package
Event file for coaches software (Team Manager)
Entry management area
A Post Meet Report – Swim Ontario Gold Bonus fees
Results file
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SNC Website
Public access
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https://www.swimming.ca/MeetList.aspx
Login for club and Meet Manager is required
Access for Meet Manager
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https://registration.swimming.ca/Login.aspx
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SNC Website
https://registration.swimming.ca/Login.aspx
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SNC Website
Meet Manager
Updates – SNC guides, instructions
My Info – Meet Managers contact information
Meet List – Sanctions status for each swim meet
Swimmer Lookup – Current and historical listing of athletes ID + DOB
Support & FAQ – Assistance
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SNC Website
Your club’s name
Meet Manager
Your club’s
meet names
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SNC Website
Meet Lists/ Meet Sanctions:
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List your meet early to advertise (without sanction)
Apply for a sanction
Your Meet Package is required when you apply for a
sanction and should include the following info:
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Policies:
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LTADS – September 2008
Swimsuit Policy – September 2009
Warm-Up Procedures – June 27, 2014
Rule Changes:
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Scratch Rules; Conversions; Separate Gender swimming;
Official Splits
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SNC Website
First section of the Meet
Sanction application screen
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SNC Website
Coaches must use entry area to submit teams entry
file
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Include details in your Meet Package
Site validates swimmer registration number, birth
date, club, etc. upon upload of club’s event file
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Use of validation of entries prevents delays when
uploading the results following the meet
Notification of entry file received to MM e-mail
Can post status of entry file
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Accepted, rejected, pending
Can send e-mails to coaches from this page
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SNC Website
Meet Name
Meet Manager
Most recent only
Club info:
1) Short name
2) Event file
3) Coach
4) Coach contact
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Contents of a 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
LTADS Document - Warm-up times,
starting times, finish times for sessions,
prelims/ finals
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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 (See LTADS)
Results (See LTADS)
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
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Contents of a Typical
Meet Package
Swim Ontario Requirements
LTADS September 2008 impact:
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12 and under time finals for individual and relay events
Single age increment std’s for 14 and under
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Individual awards for individual event performances
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Invitational – Oct 2009 suspended single age group for
results
Invitational – Oct 2009 suspended single age group for
awards
4 ½ hours sessions excluding warm-ups
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Contents of a Typical
Meet Package
Swimsuit Policy September 2009
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Contents of a Typical
Meet Package
Hy-Tek event file for meet: www.swimming.ca/MeetList.aspx
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Quebec teams use different software - “SPLASH”
High School meet entries – some still manually accepted:
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Printed Grids, Delivery formats (fax, mail)
Time cards completed by participating coaches (novice,
dual meets)
Entry closing dates
Payment of fees
Confirmation of entries
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Contents of a Typical
Meet Package
Class II Time Trials – the required meet package can
be found on the Swim Ontario website
www.swimontario.com -> Club Services -> Forms ->
Time Trial Template
Invitationals – sample meet package also found at
website above for new Meet Managers needed to start
from scratch -> Swim Meet Package Template
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Every approved sanction has a meet package attached. Go to
www.swimming.ca/MeetList.aspx and view them under each
swim meet listing for more samples
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Awards
Form a committee of 2 - 3 people to handle the awards
Calculate the number of medals, ribbons required:
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Count manually or use the MM software to estimate
Remember to add extra for ties and Para awards
Order awards approximately 3 months prior to the meet
Decide if you will be presenting medals during the meet:
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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
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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
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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.
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Good idea to mention in coaches meeting
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An unhappy club in a not so good billet situation will have a lousy swim meet and may never return to your meet.
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
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Billeting
A team of 2 - 3 individuals with a co-ordinator
is preferred:
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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
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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
Official Representatives 10 DAYS prior to meet
Publish schedule and assignments as soon as it is
finalized
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Organizing Officials
Arrange 2 - 3 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
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All officials working a session must be recorded
Have all positions posted in the officials' room
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If there are openings for other sessions, officials can sign-up
where they see the empty positions
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Organizing Officials
www.osoa.ca – official’s registration
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Meets – new in 2013
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Set up your meet, add your sessions:
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Officials can register directly from their own account
Meet Admin can add officials that e-mail their
availabilility
Assign deck positions, after meet confirm worked
positions
Meet Referee, COC, or official co-ordinator can
be given Meet Admin access (see your ROR’s)
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Producing/ Selling Heat Sheets
Produced in time between entry deadline and start of meet considering
likelihood of significant changes to entries
Sponsors and advertising inserts, endorsements
Programs for finals cannot be prepared until prelims have finished
Access to fast photocopier – print more copies as needed
Copies of programs/ heat sheets: Minimize versions with heat start times
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Copies for Sale: Pricing; Estimated number is # of swimmers per session/ 2
Copies for coaches, officials, HLT, canteen, photographers,…
Copies for Senior Officials: Meet Referee, Session Referee, Starter, Chief
Timekeeper, Clerk of Course, electronics, Chief Finish Judge, and
Recorder/ Scorer, S & T Judges on turn or bulkhead
Copies for swimmers posted on deck, in check-in area, if marshalling
Carded/ cardless, positive check-in vs. scratch only
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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 one 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
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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.
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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
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Check facility guidelines
Agree on revenue sharing
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Time Management
Swim Ontario regulation that sessions are not
to exceed 4½ hours
Analyze your meet needs:
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Number of lanes
Single/ double ended
Para Swimmers – refer to coach for any changes
Events
Level and age of swimmers
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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 delays:
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DQ’s, inexperienced officials, age of swimmers
Electronic malfunctions or pad changes
Delays to move starts to other end of the pool, etc.
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Optimize Time
Consider timed finals for some of the longer events,
particularly in the younger age groups
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400m Free/ 400m IM/ 800m Free/ 1500m Free
Limit the number of entries in longer events
Use an experienced Referee, Starter, and Clerk of
Course. Consider keeping swimmers in the water at end
of races, and starting “over the top”
Swim 2/ lane in the longer events such as 400m, 800m,
1500m Free but consult electronics on implications. May
need all manual times.
Double ended meets - short course as well as long course
Senior Seed 800m Free/ 1500m Free - fastest to slowest
all ages combined, age groups may be separated out for
results
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Facility Relations
Check with the pool administration at least 1 month
before the start of the meet to ensure all
arrangements are in place.
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Suggest a letter outlining all requests
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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
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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
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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
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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 Marshals (nice to have)
Bells (1 per lane is best)
Lap counter sheets for Starter, Session
Referee
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Pool Equipment
(if not provided by facility)
False start rope
Lane numbers for blocks
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lane 1 on far right looking down the pool
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 Timekeepers
Medal podium if presenting medals
Electronic timing equipment (wiring, pads, starter,
starting flash, computer)
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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 the most current SNC warm-up procedures
around deck area. These are in effect at ALL
Canadian meets and must be displayed
Post signage for deck access:
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“Only competitors, certified coaches and officials are allowed
on deck. NO other persons are permitted on deck unless
expressly authorized by Meet Management.”
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Before and at Start of Meet
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.
NEW in May 01, 2014… Swim Ontario has produced
Coach Compliance ID cards
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Coach Compliant List on Swim Ontario website updated weekly if
coach does not have their ID card
Print out the most current Coach Compliant List
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All coaches must have proper accreditation to be on the deck during a
sanctioned swim meet
Before handing out their coaches package, confirm compliancy
Distribute coaches meeting agenda, relay cards, session
time-outs, any other meet information to the coaches
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Create a team box in MM office or hand out individually
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Before and at Start of Meet
Run coaches meeting with Referee
Ensure Safety Marshals are ready to control sprint,
pace lanes
Ensure someone is in Meet Manager office to answer
questions and collect cheques for meet fees and
write receipts
Maintain official’s sign-up, including late additions
(insurance regulations)
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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:
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Facilities, session time outs, any changes to the meet
Scratch procedures
Any questions
Define the working deck
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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:
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No more than 10 minutes
Introduce sponsors and key senior officials
National Anthem:
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Test sound system with CD prior to first day
Versions available on Canadian Heritage website
http://www.pch.gc.ca/progs/cpsc-ccsp/sc-cs/anthem_e.cfm
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During the Meet
Jury of Appeal:
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Refer to swimming rules for details
Role of the chairperson of the jury
Meet Commission
Meet Management office responsibilities
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Meet Management Office
Need 2 - 4 volunteers to assist Meet Manager with
operation of session
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Number depends on complexity of meet
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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
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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
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Meet Management Office
Responsibilities
Process scratches before session start:
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Follow terms in Meet Package
Encourage coaches to inform Meet Manager of
any known scratches:
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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 Referee
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Meet Management Office
Responsibilities
Produce lane timer sheets:
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Should reflect scratches received
If many heats in event, break lane/ timer sheets into smaller groups
so CFJ does not fall behind
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Continuous Feed, two events per page, or one event per page
Consider distance paperwork:
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If time cards available, actual splits on back
Lap counter sheets to assist counting of laps
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Less chance of losing track of laps and not finishing race at correct point
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Meet Management Office
Responsibilities
Example of distance lane/ lap counter sheets
Event 3
800 Free
HEAT:
LANE:
Swimmers:
Left
Right
Split Times:
Split Times:
50 m
50 m
100m
100m
150m
150m
200m
200m
250m
250m
300m
300m
350m
350m
400m
400m
450m
450m
500m
500m
550m
550m
600m
600m
650m
650m
700m
700m
750m
750m
Final time
Final time
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Meet Management Office
Responsibilities
Process and distribute relay cards if available:
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Can be very time consuming for heavily subscribed meets
Accuracy is very important:
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Print out the relay events for a master page
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 heat/ lane order for Clerk of Course OR event,
lane order for Timekeepers
Distribute cards to Clerk of Course OR Timekeepers, be
consistent
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Meet Management Office
Responsibilities
Organize swim-offs, if required
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Chief Finish Judge may see tie for place in finals or
alternate swimmers during listing/ scoring
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Tied swimmers can swim again to determine placing
Meet Manager and Referee decide on best time to
swim
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Consider end of session, start time of next session, other
swims for swimmers involved, order of events in finals
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Meet Management Office
Responsibilities
Organize swim-offs, if required:

Inform coaches and get decision




May decide not to do the swim-off
Notify Session Referee, Starter, electronics, Chief
Timekeeper, Timekeepers, coaches for lane
assignments, announcer (if used)
Prepare lane timer sheets/ time cards for swim-off
Handle Judge’s Decision for original event then
repost results
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Meet Management Office
Responsibilities
Prepare for finals:

Follow terms in Meet Package for:





All Scratch Rules
A/ B finals, split by age group, gender
Seed heats with results of prelims
Produce programs for sale and heat sheets for
officials
Produce document for Clerk of Course to use to
check in swimmers
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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
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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
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Meet Management Office
Responsibilities
Organize paperwork for provincial or national records,
if required:




Records can be input into the MM software prior to the swim
meet, set up to flag on results
Coaches may mention before swim that record may be
broken
Record application is on SNC website under Statistics with
list of documents required – new Jun 2010
https://www.swimming.ca/RecordApplicationProcedure
Best to get signatures while officials (Referee, Chief
Timekeeper, etc.) on deck
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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





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

After the swim meet, the Meet Manager maintains the original with their records and
sends a copy of this report to Swim Ontario along with payment for the Gold Bonus
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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. The Meet Commission
shall give directions consistent with rules adopted for the
conducting of any competition. Responsibilities include:
a)
b)
c)
d)
the inspection and control of all technical equipment prior to
and during the competition;
finalizing and approving rosters for senior official
appointments at the competition;
the conduct of the competition itself;
investigating cases of protest as preparation for the Jury of
Appeal.
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Meet Manager
Responsibility
Incident Reports

Throughout the meet, swimmers and/ or officials may
require assistance by the lifeguards


If the incident delays the meet, the Session Referee needs to
make sure the Meet Manager is aware
Incident Reports are prepared at the time of each incident by
the lifeguards

The Meet Manager needs to:
• Attain a copy of the incident report to send to Swim Ontario and
maintain with the swim meet files
• If unable to attain a copy due to PIPEDA, send a hand-written
report to Swim Ontario detailing what information they have with
the parent’s consent.
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After the Meet
Load Results file to SNC site – 48 hours:


Will not load if any discrepancies in swimmer registration number,
name, birth date, club
All issues need to be resolved before file is accepted


Out of country swimmers require SO proof of residency and club insurance. Your
file will not upload. Once you have resolved all other issues, send a copy to SO
and they will upload.
Coaches also waiting for results
Post Meet SO Fee report, results are produced by the SNC site
and can be seen in Meet Manager area

Send a copy of the Post Meet Report along with payment for these
fees to Swim Ontario

Attach to this paperwork any Jury of Appeals paperwork and any
Incident Reports
Send records paperwork to SNC and provincial office
Thank you notes/ e-mails to volunteers, especially out-of-club
Sign NOC expense form for qualified officials
Wrap up Meeting
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Sample Forms
see SNC clinics on Swimming Canada
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
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MASTERS
Masters meets have some different
procedures and rules, also a different
environment than SNC meets
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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
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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
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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
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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.
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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.
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Meet Manager - Questionnaire
Questions before we begin?
We will use the questionnaire for the correct
answers
Remember…there may be one or more
correct answers for each question
20 minutes
72
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Meet Manager - Questionnaire
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 paperwork
h. Prepare entry lists or heat sheets
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Meet Manager - Questionnaire
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
l. 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
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Meet Manager - Questionnaire
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
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Meet Manager - Questionnaire
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
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Meet Manager - Questionnaire
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
See SNC clinic and SNC website under records
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Meet Manager - Questionnaire
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
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Meet Manager - Questionnaire
6. Applications for meet sanctions are normally sent to
the:
a.
b.
c.
d.
e.
SNC national office
Provincial Section office
Provincial Officials' Chairperson
Provincial Sanction Officer so designated by the
section
https://registration.swimming.ca/Login.aspx
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Meet Manager - Questionnaire
7. An Application for meet approval:
a.
b.
c.
Shall be submitted for each individual meet
Shall be accompanied by a copy of the meet
invitation or Meet Package
Is needed for Class Two Time Trials
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Meet Manager - Questionnaire
8. Mixed competition (males and females competing
with one another) shall be permitted:
a.
b.
c.
d.
e.
In an age group meet
As a novelty event
In a Senior meet
In time trials
In mixed relays
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Meet Manager - Questionnaire
9. In pre-seeded meets, primary responsibility for
seeding each event lies with the:
a.
b.
c.
d.
Referee
Meet Manager
Clerk of Course
Marshal
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Meet Manager - Questionnaire
10. The Meet Manager has the responsibility of notifying
the following people 10 days prior to the meet
regarding staffing:
a. Regional Officials Representatives
b. President of the Provincial Section
c. SNC Statistician
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Meet Manager - Questionnaire
11. The term "Short Course" refers to a:
a.
b.
c.
d.
e.
25yd pool
Meet in a 25yd pool
Meet in a 50m pool
25m pool
Pool that is shorter than regulation length
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Meet Manager - Questionnaire
12. Non-regulation length pools may be used for SNCapproved competitions:
a.
b.
c.
At no time
At the local or PS level only
During the summer break
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Meet Manager - Questionnaire
13. EQUIPMENT/ POOL SETUP: 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
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Meet Manager - Questionnaire
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 0.80m 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 2.0m 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 15m from the starting end
A marker visible to swimmers is placed 15m from the start for
backstroke
See SNC website – MM clinic
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Meet Manager - Questionnaire
15. MEET PACKAGE: 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.)
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Meet Manager - Questionnaire
15. MEET PACKAGE: The meet invitation package shall
contain the following:
j.
k.
l.
m.
n.
o.
p.
q.
Scoring rules for prizes and awards
Admission price for spectators
Procedures for scratches, deck entries, etc.
A list of all invited clubs
Rules about Finals (A) and Consolation (B) Finals
Safety/ warm-up procedures
An approved sanction form
Notification of starting procedures for the meet (one or two
starts)
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Meet Manager - Questionnaire
16. DURING THE MEET: 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
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Meet Manager - Questionnaire
17. Responsibility for recruiting and initially
assigning officials lies with the:
a. Chief Timekeeper
b. Meet Manager
c. Referee
d. Provincial Chairperson of Officials
e. Provincial Section office
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Meet Manager - Questionnaire
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
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Meet Manager - Questionnaire
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
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Meet Manager - Questionnaire
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
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Meet Manager - Questionnaire
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
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Meet Manager - Questionnaire
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 Timekeeper
After consultation with the pool manager
At a time agreed to by all parties after all involved
swimmers have completed their heats
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Meet Manager - Questionnaire
23. An SNC record may be established in:
a.
b.
c.
d.
Any SNC sanctioned meet
An Class Two Time Trial
Any high school swim meet
Any Masters meet
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Meet Manager - Questionnaire
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
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Meet Manager - Questionnaire
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 50m,
100m, 200m, 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
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Meet Manager - Questionnaire
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
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Meet Manager - Questionnaire
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
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Meet Manager - Questionnaire
28. POST MEET DUTIES: 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
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Meet Manager - Questionnaire
28. POST MEET DUTIES: 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 (50m, 100m,
200m, etc.), backstroke, breaststroke, butterfly, IM, 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
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Meet Manager - Questionnaire
29. Meet results shall be sent to:
a.
b.
c.
d.
e.
f.
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
https://registration.swimming.ca/login.aspx
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Meet Manager - Questionnaire
30. At the conclusion of the meet, the Meet Manager's
duties shall include:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
Upload results to https://registration.swimming.ca/login.aspx
within 48 hrs
Sending 2 copies of records pending to provincial section
office of the host club
Post Meet Results plus payment to Swim Ontario in 7 days
Ensuring results and scoring are correct
Upload results to your website
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
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Thank you
Approved by Ontario Swimming Officials’ Association Board
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