Swim Alberta MEET MANAGER CLINIC

1. Swim Alberta MEET MANAGERCLINIC

2. How to Work the presentation • Clicking the left mouse button will advance to the next statement or slide. • To start this Presentation Press ‘F5’ • To Quit Press ESC • Swimming Rule Book extracts have letters and numbers preceding SW is a FINA rule and CSW is S/NC rule

3. Swim Alberta Code of Conduct • Swim Alberta values the work that officials provide on deck during meets. • The officials code of conduct documents the relationship that Swim Alberta has with officials and also the expected relationship that officials have back to Swim Alberta. • Please take a moment to review the Code of Conduct.

4. Swim Alberta Code of Conduct • If you have any questions on Code of Conduct, please direct it to a member of the Alberta Officials Committee (AOC). • I have read and agree to abide by the Alberta Officials Code of Conduct

5. The clinics should be taken in the following order: • Level 1 • Stroke and Turn • Chief Timekeeper • Clerk of Course • Chief Finish Judge • Recorder Scorer • Starter • Meet Manager May be taken in any order

6. The clinics should be taken in the following order: • Level 1 • Stroke and Turn Level 1 clinic, mentoring, and deck evaluations should be completed before other clinics, followed by Stroke and Turn.

7. The clinics should be taken in the following order: • Chief Timekeeper • Clerk of Course • Chief Finish Judge • Recorder Scorer These clinics may be taken in any order

8. The clinics should be taken in the following order: • Meet Manager • Starter These clinic may be taken in any order but should be taken after the officials gains experience

9. List of Abbreviations used AFC - Aquatic Federation of Canada ASSA - Alberta Summer Swimming Ass. CIS - Canadian Intercollegiate Sports FINA - Federation International de Natation FISU - World University Games Organization - e.g. In New York City 1998 IPC - International Paralympic Committee

10. List of Abbreviations used LC - Long Course Para - Swimmers With A Disability PS - Provincial Section SC - Short Course S/NC - Swimming/Natation Canada TF - Time Final PSO - Provincial Section Office CofC - Clerk of Course

11. Decision to Host a Meet • Decision to host a swim meet should be made at least one year in advance. • Club executive in concert with Head Coach should discuss & agree on the type of meet & start planning immediately. • Become familiar with the Swim Alberta Competition Guidelines (SACG) • New clubs, with inexperienced officials, consider hosting a developmental meet first, • Move to more complex meets e.g. - invitational or provincial meets as the club gains experience.

12. Decision to Host a Meet • Have the ability to supply at least 50% of officials • Get information about meet calendar for the area. This will affect your ability to attract swimmers, & availability of officials.Year Around Clubs ASSA • Complete the S/NC or ASSA online meet application at the S/NC or ASSA Event Database.

13. Meet Options • Sanctioned/Approved/Time Trial • Is the meet open to Para swimmers • Closed Meet - a pre-selected (restricted) number of clubs are invited • Circuit/Developmental Meets - ½ day • Invitational- 2 ½ days or 3 full days. • May be run as time final events, preliminaries & finals, time final for distance events, etc..

14. Meet Options • SA Provincial Championships • Generally, Provincial Championships are 3 ½ day meets with preliminaries & finals. Guidelines set by PS. • An official application must be made in writing to Provincial Section in advance. • ASSA Chapter 7, 8, and 9 • Time Standard or No Time Standard. • Short Course/long course - single/double ended. • Refer to Page 2-4 of SACG for additional information.

15. Meet Considerations Made in concert with Coach Consistency with training/development schedules. Timing - Meet Calendar - Pool Schedule. OfficialsRequires level 4 & 5 as Advisory Referee

16. Meet Considerations Availability & training sufficient number of volunteers for positions e.g. - Safety Marshall, Timers, Stroke & Turn, Clerk of Course, Marshalling, CFJ, RS Availability of Senior officials from other clubs, for mentoring, training, & positions e.g. Starter, Session Referee

17. Bid Meets Advanced Meets • Regional, Provincial Championship meets awarded by bid. • Available meets announced on PSO or Regional web sites, by Email • Terms subject to Provincial/Regional policies, usually set out in bid information • National Meets usually awarded to Provincial “team”, in conjunction with local Meet Committee • Information for Provincial Championships are supplied by mail out by the PSO

18. Meet Manager Duties The Meet Manager is the general manager of the competition: • His/Her skills are crucial to the success of the meet. • It is advisable for the Meet Manager to have an understanding of the various positions of the officials on the pool deck. • There is an enormous challenge to the position & satisfaction is achieved when the job is well done.

19. Pre-meet Preparation • plan well in advance • delegate work to volunteers • allocate sufficient time for your work • organize the work you have to do • Meet office & results

20. Pre-meet Preparation • Initial assignments of officials (in conjunction with Officials chairperson & Advisory Referee) • Eligibility of swimmers • Chairperson - Jury of Appeal • Chairperson - coaches technical meeting

21. CSW 2.13.1.4…………………..Meet Manager CGR 9.3.1. ……………………..Jury of Appeal CSW 3.4…………………………...Time Finals CSW 3.6.5 ………………………. Deck Entries SW 2.1.6 ………Reporting of Disqualifications CSW 2.13.1.5 …………………Safety Marshal APPENDIX D………..Warm-up Procedures APPENDIX C ……………..Masters Swimming Refer to S/NC Rules

22. Refer to the IPC Swimming Rules • The latest IPC Swimming rules are the rules to be used to judge Para swimmers. • Technical Official (TO/TA) will be present at S/NC Designated Meets which include Para swimmers

23. Refer to the IPC Swimming Rules • When no TO/TA, the Referee is responsible to download rule exceptions for the swimmers with a disability from S/NC https://www.swimming.ca/ParaswimmingClassification or PS website. • Function Disabilities FCS - S1 to S10, • Blind S11 to S13, • Mentally Handicapped S14. The higher the number the less disabled the swimmer has.

24. Establish Your Meet Committee Fill key positions as early as possible, • Referee & individuals in charge of office, • Officials • Concessions • Awards • Sponsors etc. • Refer to page 11 -15 of SACG.

25. TYPICAL MEET ORGANIZING COMMITTEE Meet Manager Meet Office Chairperson Advisory RefereeOfficials Chairperson Awards Chairperson Concession Chairperson Publicity Head Coach Sponsors Chairperson

26. Activities of Committee • Organize meeting 6 months before meet • Assign responsibilities. • Team building • Reporting procedures • Confirm facilities & services (electronics) • Budget – Sponsorship possibilities • Contribution to Club Finances • Prepare Meet Package • Event listing • Qualifying standards • Specific information to that meet

27. Activities of Committee • Consult Meet Manager Checklist • Coordinate with Head Coach • Prepare and submit online sanction application, attach copy of complete meet package to application located at http://www.swimalberta.ca/officials/competition-guidelines.htm(Refer to page 5-7 of SACG). • The following information needs to be included in your meet package when you are sanctioning your meet with S/NC.

28. Activities of Committee Rules - Timed Final Competitions Para Swimming Meet • All Para Swimmers (S1-S14) must be licensed by IPC Swimming and have a minimum Provincial Classification designation to be eligible to compete in the meet. Licensing and Classification information is available at https://www.swimming.ca/ParaswimmingClassification

29. Activities of Committee • All S14 Para Swimmers must have a National Classification prior to the first day of competition. • The Para Swimmers will be judged using the most current version of the IPC Swimming Rules. • Classes eligible for competition are S1-S10; S11-13 and S14.

30. Activities of Committee • All Para Swimmer entries must include the swimmers classification numbers (i.e. S4SB3SM5). • The most current S/NC Performance Points Charts will be used to determine ranking in all multi-disability events. Ranking will be from highest to lowest point score.

31. Prepare A Meet Budget • A sample budget (slide 83) is included in this clinic • If sponsors are to be major component of meet, appoint coordinator to handle this component. • You do not want to sacrifice meet management time to find sponsors.

32. Prepare Meet Package • Work closely with head coach & committee. Coach to establish qualifying times/de-qualifying times (if they exist), events & order of events • Components of the Meet Package will vary depending on the type of meet • One/ two pages for developmental meet • several pages for invitational meet

33. Prepare Meet Package • Make certain you have current emailaddresses of swim clubs you intend to invite. A current list is available at Year Around http://www.swimalberta.ca/links/swim-clubs/index.htm • ASSA (Alberta Summer Swimming Associate)http://www.assa.ca/web/clubDirectory.php • All information for the Provincial Championships supplied by email by PSO.

34. Prepare Meet Package • Upload Meet Package to the SNC website. • This can be done without a sanction and can be updated once the meet is sanctioned • The information can be updated with the sanction number later • Distribute Meet Packages at least 8 weeks before meet.

35. Some of the following may not be required for a development meet. Sanction # Meet classification open/closed invitational, developmental, championship, etc. Dates of the meet Sessions starting times for heats & finals, warm-up times, actual start time Facility name, location and helpful information (parking, access, hotels) Contents of Meet Package

36. Contents of Meet Package • Entry Limit (if any) • Entry deadline (Refer to page 8 of SACG) • Qualifying times, de-qualifying times • Format: time finals, heats and finals • Deck entries • Entry Fees (Refer to page 8 of SACG) • S/NC Safety Rules • Contact information • Meet Rules

37. Contents of Meet Package • Age Groups • Scoring • Pool details • Awards • Scratch Deadline • Results • Distance events – specifics (i.e. 2 swimmers per lane ?) • Accommodation information • Coaches' Meeting

38. Contents of Meet Package • Event Schedule • Hytek computer entries • Responsibility for swimmers – each individual club is responsible for their swimmers; during and between meet sessions • Para information (Swimmers with a disability)

39. Entry Procedures • If possible, make the entry deadline to have two weekends to process information prior to meet. • Not always possible, e.g. - provincial/national meets where entry deadline (10 days) stipulated by Provincial/National Section. • You should receive: • Hytek file - email, or hard copy of entry grid sheets • Entry fee cheque

40. Entry Procedures • Prepare check-off sheet, to keep record of information enclosed, e.g. cheque amount & number, Hytek file and/or grids. • Keep all entry information in a file easily transportable. • Take file with you to meet. You have a record to cross-reference with a coach when questions arise re: entries of their swimmers. • Insure all Swimmers are registered with their sanctioning body (S/NC or ASSA).

41. Entry Procedures • Hytek file and/or entry grids – Emailed, couriered, special delivery to home, club office • If receiving grids by FAX, Hytek, or e-mail, ensure clubs send hard copy in mail as well. • Some clubs are lax about entry deadlines. • If you are expecting a club to participate in your meet & do not have entries by deadline, call the club & inquire about entries.

42. Entry Procedures • Copies of Hytek entry information should be given to Meet Office Chairperson. • Good communication between Meet Manager & Office manager vital. • Once entries complete, Office Manager can communicate queries re: entries to Meet Manager e.g. too many entries for a swimmer, incorrect entry times - too fast or too slow, etc.. • Meet Manager can then contact club re: such entries. Sorting out questions before the meet starts saves time & confusion at the beginning of the meet.

43. Timing a Meet • Meet Managers work closely with Organizing Committee particularly Advisory Referee to ensure length of each session no longer than 4 hours in duration. • Sometimes it may be necessary to limit size of some events to fit all events in time allocated. • Heats should be controlled in length to approximately 3 - 4 hours, if possible (See page 10 of SACG). • ASSA meet sessions could be longer.

44. Timing a Meet • Finals usually require 2 - 3 hours to complete. • For a short course (25m) preliminaries meet, swim double ended, if possible. • Use two watches per timekeeper reduces time between heats. Recording done after next heat in the water • As you will notice, a long course meet with 2000 swims will require more pool time to complete.

45. Calculating Timing • Look for the slowest time for each heat in each event & allow another 40 seconds for each heat. • Timing out the meet is essential & if done correctly you can usually be within 15 minutes of the actual time it takes. • Hytek will provide a timed printout for each session. Inputting 40 seconds between heats provides extra time to deal with unexpected delays e.g. electronic malfunctioning, pad changes, disqualifications, etc..

46. Calculating Timing • Double ended meets - short course as well as long course. • Senior Seed 800/1500 Free - fastest to slowest. Age groups may be separated out for results • If you are swimming two/lane - starts must be staggered entry for safety reasons. Provides each swimmer opportunity to start from blocks & avoids collisions that could potentially occur from simultaneous starts.

47. Calculating Timing • Some ways to speed-up a meet • Consider Time Finals for longer events, particularly younger age groups, e.g. 400 IM, 800/1500 Free. • Limit number of entries in longer events • Start over heads of swimmers in water. • Use good Referee, Starter & Marshall • Swim two/lane in longer events, e.g. 400/800/1500 Free. • Combine all ages then separate out for results.

48. Producing Heat Sheets • Once entries inputted, corrections made you will have approximately 5 days to prepare heat sheets for copying. • Hytek will automatically pre-seed events. • When using this program encourage coaches to submit scratches when received from their swimmers. • This will give you opportunity to delete swimmers from events in which they are entered. • Do this prior to copying heat sheets.

49. Producing Heat Sheets • Providing you have photocopying capabilities, it may be easier to - Copy session 1 prior to start of meet . • Receive any changes during the meet from CofC before printing subsequent sessions. • You will find less confusion with coaches, swimmers & spectators if you incorporate changes. • You have fewer empty lanes & may speed-up the meet. • With sponsors & advertising, you will likely want a well presented book to sell to competitors.

50. Producing Heat Sheets • Try to find major sponsor to cover copying/collating costs. • They can place an ad in program. Programs may sell for $2.00 - $10.00 & should cover copying costs. • If you choose to print programs for each session, you can still incorporate ads into each program. • Arrange to have someone sell programs • Officials require approx. 40 copies of heat sheets/pool.