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Meet Manager Clinic

June 2006

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Today

Commitment of the Meet ManagerDecision to Host a MeetMeet Management Options and ConsiderationsMeet PreparationStart of MeetMeet OperationAfter the MeetReview Handouts, if requiredQuestionnaire – 15 minutesReview (answers)

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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: 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.Complete and submit the Meet Sanction Request along with the Meet Package.

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Meet Options

Often in concert with Coach

Sanctioned/Approved/Time Trial

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)

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Bid Meets

Regional and Provincial Championship meets are awarded by bid.Available meets are announced on the Swim BC or Regional web sites, by e-mail 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

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Meet Considerations

In concert 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

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Establish a Meet Committee

Meet ManagerMeet Office ChairpersonSenior Referee / Master OfficialBilleting Chairperson Official ChairpersonAwards ChairpersonConcession ChairpersonPublicityHead CoachSponsors Chairperson

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Sequence of Activities

Organizing Meeting Assignment of responsibilities Team building Reporting procedures

Confirm facilities and services (electronics)

Budget Sponsorship possibilities Contribution to Club finances

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Sequence of Activities (con’t)

Prepare Meet PackageEvent listingQualifying standardsSpecific information to that meet

Coordinate with Head Coach

Prepare and submit Sanction Application

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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 RulesStarting times - warm-up times, actual start time for sessions, heats/finalsEntry Limit (if any) and entry deadlineQualifying times, de-qualifying timesFormat: time finals, heats and finals Deck entriesEntry Fees

Meet Rules, including starting proceduresAge GroupsPool detailsScratchesScoringAwardsResultsDistance events - specifics (i.e. 2 swimmers per lane ?) Coaches' MeetingEvent ScheduleEntry Grids - encourage Hytek computer entries Billet/accommodation informationContact informationResponsibility for swimmer – each individual club is responsible for their swimmers; during and between meet sessions

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Entry Formats

Hy-TekPrinted GridsDelivery formats (fax, mail)

Time Cards completed by participating coaches (novice, dual meets)Entry closing datesPayment of feesConfirmation of entries

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Time Management

Swim BC regulation that sessions are not to exceed 4 hours for swimmers under 10 yrs.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

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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 Hytek will provide a timed printout for each session. Inputting 30 seconds between heats provides for extra time to deal with unexpected delays (i.e). electronic malfunctioning, pad changes, disqualifications, etc.

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Optimize Time

Consider Time Finals for some of the longer events, particularly in the younger age groups, i.e., 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. 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.

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Producing/Selling Heat Sheets

Time between entry deadline and start of meetAccess to photocopierSponsors and advertising insertsEndorsementsPricingLikelihood of significant changes to entriesCopies for officials, coaches and sale 2 copies per team entered 1 copy per lane 6-12 copies for senior officials (Referee, Starter, Electronics Office,

Clerk of Course, Chief Timer, Stroke and Turns Judges) Copies for check-in area Copies for sale (# of swimmers per session / 2)

Carded/cardless; positive check-in vs. scratch only

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Concessions and Officials’ Food

A good supply of coffee, cold drinks, veggies, cheese and crackers etc. for officials, coaches, etc. will keep your teams coming back to future meetsDepending on # of sessions per day (1 or more prelims plus finals), and # of days, lunch and dinnerFood sponsors can usually be found for a small ad in your program. Your concession chairperson should have a team of reliable assistants to help during the various sessions. A visit to the pool deck during the sessions is a good gesture, which will be appreciated by the officials. 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 permit food to be sold to visitors. These pools may have their own concession available.

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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 eventRemember to consider legal risks and exposureEstablish the number of swimmers than you can comfortably handleIndicate in your meet package whether limited billeting is offered

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Billeting (con’t)

A team of 2 - 3 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

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Organizing OfficialsIf necessary, ask for help in your meet package and have the clubs send their list of names / phone numbers / and qualifications along with their entriesDivide responsibility between senior officials and local Officials' Chairperson to arrange for officialsConfirm status of officials’ assignments to Regional Sanction Officer two weeks prior to meetIn any event, have the majority of the positions filled before the start of the meet. Arrange 2 - 3 spare Timekeepers on call in case of sickness or no-shows. Organize the Officials' Room Have your Officials' Chairperson or designate, greet and sign-in the officials as they arrive. Direct them to the heat sheets and equipment they will need for their position.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. All officials working a session must be recordedConfirm status of officials’ assignments to regional sanction office 10 DAYS prior to meet

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AwardsA committee of 2 - 3 people will be needed to handle the awardsAwards need to be ordered approximately 3 months prior to the meetSome preparation prior to the meet will make life easier during the meet. You will need to decide if you will be presenting medals during the meet.If you do present on deck, who will do the presenting, and when will you present? Hytek will produce result tags for events once they have been finalized. These can then be attached to the ribbon/medal once they have been printedIf you are not using Hytek, name/event tags should be arranged before the meet and once the event is completed, the volunteers can hand write the winning information on the ribbon/medalUse 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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Facility Relations

Check with the pool administration at least 1 month before the meet is to start, to ensure all arrangements are in place: Get to know the staff at the pool you will be working with

during the meet A few days before the meet, check again to ensure tables,

chairs starters podium etc. are available

Access rules for photographersElectronics equipment set-up, operation and maintenance/repair

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Equipment

BellsLap CountersClip boardsPens/pencilsStaplersPaper clipsElastic bandsStarter's guns with ammunitionWatchesWhistleExtra entry cardsDuct tape

Clerk of Course and Electronics (Scorer) KitsWhite board for marshalling and/or posting resultsA reliable photocopierComputer equipment, including printer, with supplies of paper and printer cartridges, extension cordsSignage for Results PostingMasking TapeCalculator

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Before and at Start of Meet

Arrive at the pool 1½ hours before the start of the warm-ups for the first sessionMake arrangements to have someone give out packages to the coachesEnsure that the Safety Marshal is in place to control the sprint and pace lanes. Warm-up procedures are in effect at ALL Canadian meets and the warm-up procedures should be posted on the pool deck during the warm-up Meet with the Referee to discuss specifics of the meet, such as changes to the program, heats that go directly to finals, handling of distance events, etc Maintain official’s sign-up, including late additions (insurance regulations)

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Coaches Meeting

Schedule for just prior to the start of the warm-ups

Discuss any changes to the meet, as well as highlights, can be addressed, and questions answered

Discuss scratch procedures

Define the working deck

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Opening Ceremonies

Generally only used for multi-day meets with prelims and finalsMarch on: a bagpiper or suitable music is usually well receivedOpening remarks: no more than 10 minutes Sponsor introductions

National Anthem: (tape and sound system)Sound system: adequacy

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During the MeetCoaches' meeting

Jury of appealrefer to swimming rules for detailsrole of the chairperson of the jury

Meet Commission

Office Manager and responsibilities

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Jury of AppealMeet 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 (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 sessionThe 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.

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Meet CommissionSNC 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 and give directions consistent with rules adopted for the conduct of any event. Responsibilities include:a) the inspection and control of all technical equipment

and installations prior to and during the competition;b) finalizing and approving rosters for senior positions at

the competition;c) the conduct of the competition itself;d) investigating cases of protest as preparation for the

Jury of Appeal

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After the MeetMeet Report and Gold Bonus FormRecords Submission Age group events, including age group swimmers properly in senior

events Split times with official times

Results Identity (including age) and Times of swimmers (Prelims and

Finals) Individual and Team Scores (if applicable) Names and abbreviations of participating clubs Publication order Lead off times for relays, even if subsequent swims are DQ’d Line demarcating de-qualifying standard for each event

Thank you notes to volunteers, especially out-of-clubSign NOC Expense Form for qualified officialsWrap up Meeting

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Handouts

Sanction Application FormSample BudgetSample Meet Package, including SNC Safety ProceduresJury of AppealOfficial ProtestNational and Provincial Record FormEntry GridPre-Meet Check-listMeet Report and Gold BonusMeet Manager ChecklistOffice Manager ChecklistOfficials’ Chair ChecklistProgram Manager ChecklistNOC Expense Form

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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;

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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.

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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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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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4. The following Age Groups are Nationally recognized for records, etc.

a. 10 years and under;

b. 11-12 years;

c. 13 years;

d. 14-15 years;

e. 15-17 years;

f. 13-14 years;

g. 15 years and over;

h. 8 years and under.

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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.

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6. Applications for meet sanctions are normally sent to the:

a. SNC national office;

b. Provincial Section office;

c. Provincial Officials' Chairperson;

d. Provincial Sanction Officer so designated by the section.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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).

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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.

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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.

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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.

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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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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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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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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.

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23. An SNC record may be established in:

a. any SNC sanctioned meet;

b. an Class Two Time Trial;

c. any high school swim meet.

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24. The following swimmers may score team points in a sanctioned swim meet:

a. age group swimmers in a Senior event;b. disqualified swimmers;c. unattached swimmers;d. swimmers who fail to equal or better the qualifying times;e. the first alternate to a Final if a finalist is disqualified during

the race.

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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.

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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;

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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.

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POST MEET DUTIES 28. The results of a local meet shall

contain:a. times of all swimmers in Preliminaries and Finals;b. identification of records apparently broken;c. disqualified swimmers' times;d. the age of all Age Group swimmers;e. individual and team point scores (if the meet is scored);f. names and codes of participating clubs;g. Jury of Appeal results (Jury Records);h. names of all Senior officials;i. names of the organizing committee;

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POST MEET DUTIES 28. The results of a local meet shall

contain:j. a line marking de-qualifying standard for each event;k. addresses of visiting clubs;l. the number of swimmers from each club;m. results which are listed in order of freestyle (50, 100, 200,

etc.),backstroke, breaststroke, butterfly, I.M., and relays;n. names of swimmers in relays in order of swimming;o. lead-off swimmer's time in a relay where the 3rd swimmer is

DQ'd.

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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;

e. provincial sections of out-of-province clubs.

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30. At the conclusion of the meet, the Meet Manager's duties shall include:

a. filling out the meet report form within 7 days; b. sending 2 copies of records pending to provincial section

office of the host club; c. paying levies as required; d. ensuring results and scoring are correct; e. sending out results; 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.

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Thank you.

Approved by BC Swimming Officials’ Association