technical officials checklist

TECHNICAL OFFICIALS CHECKLIST

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Race Referee’s Duties

Appointed by the ITU or the Technical Delegate of the Event

o Is introduced at the briefing

o Responsible to make final decisions on all rule violations reported by Technical Officials

o The starter of the race

o Coordinate preparation of run-sheets with TD

o Prepare appeal and protest forms with receipts for deposits

o Prepare official notice board at the finish line

o Set-up competition jury room

o Arrange for pre-event meeting of the Competition Jury, with agenda

o Prepare uniform and logo measurement template

o Supervise handlebar and uniform check

o Supervise set-up of the Prime Line: branding flags, prime line, prime line officials

o Collects all protests and appeals

o Sign off on official results immediately after the race

o Write the athletes’ violations and the penalties at the finish board. o Fill in the athletes’ violation report (WTS, WC) o Review the announcer’s script for presenting the athletes

Essential Equipment: Start lists, microphone, start horns (2), uniform templates, red flags,

run sheets, all ITU forms.

Chief Race Official’s Duties

o Prepare agenda for Technical Officials’ Briefing

o Communicate assignments to all Technical Officials one week prior to the event

o Ensure all Technical Officials receive a race welcome package

o Distribute the necessary competition forms for the TOs

o Review all National Technical Officials credentials with the referee

o Distribute officials vests and radios

o Assistant Starter

o Supervise all Technical Officials during the event and be prepared to support

o Prepare Start Lists for Technical Officials

o Ensure all Technical Officials are fed during the event day


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Chief Event Control Centre Official’s Duties

o Establish good relations with members of the Control Centre, LOC, Police, Fire,

Ambulance, etc

o Prepare and print a map with the FOP sectors, grid map and ambulance location for

reference

o Ensure good communication with TD & Control Centre

o Regularly keep TD updated with the number of volunteers lost on each specific race day

o Communicate to the LOC all of the operational requests from the Chief Technical

Officials

o Advise TD of course lockdown announcement from LOC prior to each race start

o Record all DNS, DSQ, Penalties, Lapped athletes, Withdrawals, etc. as secondary copy for

Race Referee

o Regularly keep TD updated with current and upcoming weather conditions

o Keep TD updated with any issues on FOP

o Ensure any medical cases are recorded and followed up as to which hospital athlete has

been taken to so coaches and family can be informed

o Keep the log of the communications among the technical team with specific data on

who, when and what, along with the action item and the final outcome per case.

o Be the eyes/ears for TD about every aspect of the race and keep them updated on any

issues arising including predicting issues that may be discussed in the Control Centre

o Make sure that the Daily Run Sheet is being followed

Chief Registration Official’s Duties

Assistant Registration Officials (2-4)

At the athletes’ briefing

o Confirm athlete briefing venue set up

o Inform TD of no-shows or late arrivals to the briefing

o Athletes’ Agreements (World Cup, WTS, Junior and U23 World Championship, Elite

Multi-sport World Championship, Paratriathlon World Championship)

o Briefing Check in of athletes, wait list and coaches

o Uniform check (provisional)

o Distribution of race package after the Briefing

o Inform the other assistants about their duties

o Ensure, that stickers and body decals are in the race package

o Distribute coaches accreditations


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Essential Equipment: Tables, pens, tape, highlighters, final start list, waiting list (if

applicable)

On race day

o Ensure that athletes agreements are signed and delivered to ITU

o Prepare athlete lounge for athlete arrival

o Report to the Technical Officials any athletes who have not checked in by the close

of the athlete check-in

o Ensure all athletes receive a timing chip, body decals and swim cap

o Distribution of swim caps, timing chip

o Conduct uniform, logo and body decal check and take uniform photos

o Conduct a branding check for all the equipment that the athlete’ will use during the

race (race hat etc.)

o Confirm uniform with ITU database at ITU Triathlon Series events

o Report to the Technical Officials any athletes who retire to the Athlete Lounge

during the race

o Line up athletes for athlete introduction

o Ensure athlete lounge is secure

o Carry out UCI wheel check on all wheels (bicycle and spare) and camera check with bike mechanic

Essential Equipment: tables, pens, tape, highlighters, final start list, uniform templates,

digital cameras (2), copy of uniform database in colour (World Triathlon Series, World

Championships only), buckets, sponges, bottled water for athletes, UCI approved wheel

list


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Chief Swim Official’s duties

Assistant Swim Officials (2-4)

o Supervise swim course familiarizations

o Complete final check of start area:

width

spacing

numbering

carpet

pre-start line

distance from the water

o Organize a rehearsal with all start officials including: the routine to enter and exit the

start area; the start, a false start, correct instruction, “take your mark”

o Check sound system and start mechanism

o Ensure an assistant is assigned to each start official to record athlete position on start

o Review start area security with the LOC

o Ensure sufficient red flags

o Report the position of the first and last athlete during the race

o Verify course measurement:

distance to first buoy

laser measurement

turn angles

swim exit

hazards and depth o Measure water temperature and post in host hotel, athlete lounge and inform TD

o Guarantee boats and officials for each turn

o Secure video cameras for start, turns and exit and record any indication of un-

sportsman behavior.

o Arrange and brief all water safety personnel


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Chief Transition Official’s Duties

Assistant Transition Officials (2)

Assistant Transition Officials (2) – Mount/Dismount Line

o Create transition check-in sheet

o Report to Referee any illegal or unapproved equipment

o Organise set-up and conduct handlebar checks and bike specifications check by using

the ITU tools.

o Ensure a bike mechanic is on duty any time athletes are in the transition area

o Supervise transition set-up:

flow

hazards

racks (height, spacing, numbering)

carpet

o Ensure that the bike racks have name cards with:

name

number

country code or flag

o Individual bike racks:

T1 point out

T2: point in

o Organise and conduct briefing of transition officials with agenda

o Supervise placement of gear boxes and clean-up after each transition

o Distribute and collect red flags

o Supervise mount and dismount areas

o Ensure transition area is secure while bikes are checked-in o Report when all the athletes are off the TZ o Organize set-up and conduct wheel, bike and helmet checks o Set up video cameras for recording athletes’ violations o Carry out UCI wheel check on all wheels and camera check with bike mechanic if not

done at Registration o Take a photo of all the elite athletes’ positions after the transition zone check in. o Make sure that he/she has a photo evidence of any used equipment outside the

athletes’ box.


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Chief Bike Official’s Duties

Assistant Cycle Official (1)

o Supervise bike familiarizations

o Verify course measurement and include the exact distance at the briefing presentation

o Check road surface, topography, technical challenges

o Ensure that all hazards are covered and marked

o Ensure the course is swept

o Ensure that there are whistles and flags are key areas

o Ensure lapped athletes are removed safely from the course

o Meet with Vehicular Technical Official, motorcycle drivers and cameramen

o Monitor the movements of the motorbikes during the race

o Ensure that athletes who retire from the bike course are escorted safely back to

transition

o Report when all the athletes are off the bike course

o Control, with Chief Run Official, the first runner and last biker scenario.

o Ensure all traffic controlled and road closure safety on the bike course.

o He is aware of camera/photo positions in their area.

o The TO with the last athlete has to be located on the side of the road and away from any

TV angle.

o Ensure that the free littering zone (20m before and 150m after the specific point) is well marked and the littering bins have been placed correctly.

Chief Wheel Station Official’s Duties

Assistant Wheel Station Officials (1-5)

o Ensure that all wheels are delivered from Transition or Athlete’s Lounge

o Brief any wheel station officials and volunteers

o Supervise wheel stations

o Communicate with Chief Cycle Official about and potential issues on the bike course

o Ensure wheels return to rightful owner

o Notify Referee of any wheels used during the race day

Chief Vehicular Official’s Duties

o Meet with Chief Cycle Official, motorcycle drivers and cameramen

o Maintain safe number of motorcycles on the course

o Ensure safe routes for emergency vehicle


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o Ensure traffic controlled and road closure safety on run

o Monitor motorcycles and bicycles for lens drafting and report to Chief Cycle Official

Chief Lap Auditor Official’s Duties Assistant Lap Auditor Official (1-2)

o Ensure the lap boards and bell are in position for cycle

o Ensure the lap boards and bell are in position for run

o Report over the radio to TOs when the leaders have completed each lap

Chief Run Official’s Duties

Assistant Run Official (1)

o Verify course measurement

o Ensure traffic controlled and road closure safety on run

o Ensure that athletes who retire from the run course are escorted safely back to

transition

o Check road surface, topography, technical challenges

o Ensure that all hazards are covered and marked

o Ensure the course is swept or clear of any hazards

o Ensure that there are whistles and flags are key areas

o Report when lead athlete is 200m from the finish o Report when last athlete is off the run course o Control, with the Chief Bike Official, the first runner and last bike scenario o All the TOs should be aware of camera/photo positions in their area. o We don’t use a lead runner TO in a WTS event – the Chief Run should sweep the course

about 5 minutes before the first athlete entering the run course. o The TO with the last runner has to be located on the side of the road and away from any

TV angle. o In sections that the TO has an eye contact with the last athlete (e.x. dog leg, out and

back run sections) he/she doesn’t need to ride behind the last athlete. He can be stationed in a key location and monitor the athlete’s movement from there and join the athlete again.


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Chief Aid Station Official

Assistant Aid Station Official (1)

o Ensure that all water delivered is supervised by an official

o Ensure that there are enough aid station volunteers

o Brief all aid station officials and volunteers

o Ensure that aid stations are well stocked throughout the race

o Communicate with Chief Run Official about any potential issues on the run course o Supervise aid stations o Ensure that all the water bottles are sealed o Ensure that the free littering zone (20m bfore and 80m after the aid station) is well

marked and the littering bins have been placed correctly o Position yourself at the end of the littering zone for monitor the athletes’ behavior.

Chief Technology Official’s Duties o Liaise with the ITU Live Coverage Team re: timing and results

o Monitor athletes chips at each stage, report athlete numbers that have lost chip and

arrange manual back-up

o Secure sufficient stop watches

o Check quality of Velcro on timing chips at athlete registration

o Check the photo finish camera

o Secure official results immediately after the event and deliver to Referee for verification

o Communicate to the timing company all the DSQ and DNF athletes on real time through the Referee

Chief Prime Line Official

Assistant Prime Line Officials (1-2)

o Supervise the set up of the Prime Lines, including flags and line

o Secure video cameras to be used at the Prime Lines

o Watch for first athlete to cross the Prime Line

o Communicate the winner of the Primes to the Referee who will communicate this to the

ITU for the issuing of the prime line wires


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Chief Penalty Box Official

Assistant Penalty Box Officials (1)

o Prepare decals with the athletes’ numbers

o Secure the penalty box board

o Ensure the penalty box signs have been placed correctly

o Be in contact with the Race Referee for receiving and confirming the athletes’ violations

o Ensure that there are enough number of TOs at the penalty box o Allocate a coaches’ area next to the penalty box

Chief Finish Official’s Duties

o Review set-up plans with the TD

o Secure finish line tape

o Supervise the placement of the finish line

o Organize a briefing with chief of medical and media manager to review roles in finish

area

o Brief the media prior to the finish re: finish-line and timing so they can get their long

shots

o Supervise flow through area and security

o Supervise the position of the photo finish camera

o Supervise timing equipment placement

o Supervise the finish line handlers

o Ensure minimum of 15m from gantry to media stand

o Ensure athletes do not cross back over the finish line

o Ensure athletes leave from the finish area

o Ensure that experienced technical officials hold the finish line tape and that they are

prepared to make the first level decision in the event of a tie.

o In the event of a tie, assemble all of the evidence (finish line officials, video)

o Ensure that there is enough sealed water bottles at the finish area for the athletes o Organise a briefing with chief of medical, doping control chaperone and media manager

to review roles in finish area o Ensure recovery area is well stocked

o Ensure the manual back up timing at the finish line o Ensure volunteers are in place to take the timing chips


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Protocol Official’s Duties

o Meet with LOC Presentation Team to review music play-list, sound system quality and

volumes, attend all rehearsals and supervise during the event

o Rehearse the athlete introduction with the announcer

o Rehearse the podium protocol with LOC Presentations Manager and ensure announcer’s

sheet, ITU music, anthems, medals, flowers, flags and champagne are ready

o Ensure VIP passes are ready for top 3 finishers re: time and place for podium awards

o Ensure athletes are appropriately dressed, according to avoid ambush marketing rules,

for the podium

o Supervise setting up of the podium and backdrop

o Ensure the medal and flower presenters are appropriate and present

o Ensure the medal presentation takes place at the appropriate time

Medical Delegate Prior to the race

o Request, review, comment and approve the events’ medical plan

o Meet with the Medical Race Director and Operations Team.

o Meet the anti-doping people and review the procedure to test the athletes

o Check all the facilities and the provided services prior to the event

o Confirm the readiness of the LOC medical team prior to each event.

During the race

o Effective communication with the Race Medical Director and be immediately informed

with anything that is happening on the course

o If there is an accident in any of the race courses keep the TD informed about the

country, name, number of the athlete and his/her medical condition and if the athlete

will require medical attention on site, in the medical tent or, if it is necessary, to transfer

to the hospital.

o Coordinate the finish line TOs on who is to assist athletes after they cross the finish line.

Assume the authority and responsibility to keep a clean area to allow a free flow of the

athletes and guarantee a rapid assistance and direction to the medical and recovery

area. Make sure that there is a good provision of sealed liquids in place.

o Close communication with anti-doping staff

After the race

o Prepare a final report about medical issues of the race and keep medical records if there was an accident or medical emergencies in the Medical Tent.


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Top 3 finishers’ chaperones (WTS event assignment)

o Responsible to move the top 3 finishers quickly from the post finish area to the

Broadcaster’s interview area.

o Conduct an ambush marketing athletes’ uniform check (hats, visors, jackets) to make

sure that the athlete is not using these opportunities for additional promotion for

his/her own sponsors (size of logo on the hat/visors, only national uniforms are allowed,

not holding sponsor’s products or equipment).

o Move the athletes from the Broadcaster’s interview area to the medal ceremony area

when called by the Chief Protocol/ ITU TL.

o Prior to the line up for the medal ceremonies, conduct an additional ambush marketing

check.

o Following the medal ceremonies, escort the athletes from the medal ceremony area

back to the mixed zone.

OB van official duties

Prior to the event

o Discuss the role and the responsibilities of this assignment with the assigned TD and the

race referee.

o Attend the broadcasters meeting and be introduced to the team by the assigned TD.

o Visit with the TD and the RR, the OB van to familairise with the layout and access.

On the race day

o Meet with the TV Producer and go through with him/her the communication process

between you the OB van. Chain of command and communication process within OBU

has to be strictly adhered to. Official needs to know who they can speak to, who can

deliver replays for them and how to request them.

o Report to the OB van 30 minutes before the start of the race. Make sure to have with

you the run sheet, start list and your radio with an earpiece.

o Meet with the allocated OB van staff, responsible for the play back.

o During the race report any violations that you have identified to the RR and wait for the

RR instructions.

o Review any footage upon request of the RR.

o Keep log on the incidents ( type of incident, athlete(s) involved, violation, RR comments,

WHO notified)

o Communicate directly only with the RR or the TD

o Have to be careful with any food or drink in OB van, so adhere to broadcaster’s

guidelines.


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o Please keep in mind that the primary role of the OB van is the live coverage of the event.

Any requests coming from you, shouldn’t distract the OB van staff from their job.

o At the be thankful to the team in the OB vant as this is their property and we are only

Guests.

Competition Jury duties

o ITU Technical Delegate will appoint the members of the Competition Jury based on the

ITU Competition Rules and arrange a suitable venue for any meetings.

o The Competition Jury must be available prior to the Athletes’ Briefing until after the end

of the competition.

o The Competition Jury will meet, at minimum: After the race briefing; One hour before the

start of the event; and after the last finisher completes the competition. Additional

meetings will be required during an AG event.

o The Competition Jury observes the principles described in the ITU Competition Rules.

o Appeals or protests will be filed in writing to the Race Referee, signed by the appellant or

protester and will be accompanied by a fee of $50 USD or equivalent. It will be

refunded if the appeal or protest is successful. If the appeal is denied, there will be no

refund and the money will be retained by ITU.

o The appeal or protest can be filled within the time limits defined in the ITU Competition

Rules.

At the beginning of the process

o The Competition Jury Chair is responsible for filing a written statement on all appeals and

decisions reached.

o The Chair of the Competition Jury decides if any member has a conflict of interest. The

request for replacing a member can be made from a protester or appellant. Having

someone coming from the same country is not necessarily a conflict of interest.

o In the case of a conflict of interest, the Chair of the Competition Jury has to replace the

member who has the conflict of interest, at his/her discretion. The Competition Jury will

have the same number of members required according to the ITU Competition Rules.

o The Chair of the Competition Jury is deemed not to have a conflict of interest.

o The protester or appellant and the accused and/or their coach or representative must be

present. If the protester does not attend, the protest hearing may be postponed or

cancelled. The Competition Jury will determine if absence from the hearing is valid.

o Failure of any party to attend the hearing may justify the Competition Jury in making a

decision without them.


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o If an official other than the Race Referee is involved in the protest or appeal, he/she

should be invited to the hearing.

o The Chair of the Competition Jury will invite all the involved parties to attend a meeting,

and describe to them the process that will be followed, explain to them the appeal

process of the Competition Jury’s final decision and read to them the submitted protest

or appeal form to confirm that there is no additional information to be included.

o The hearing will not be open to the public; Persons attending the hearing, other than the

protester/appellant with their witnesses or protestee with his/her witnesses and/or the

Race Referee should be agreed to by all parties.

The hearing

o The Chair will ask the protestee with his/her witnesses and/or the Race Referee to leave

the room to allow the protester/appellant to explain their case.

o Following this, the protestee with his/her witnesses and/or the Race Referee will present

their case without the presence of the other party.

o The protester/appellant and the accused will be given adequate time to give their

accounts of the incident.

o Witnesses (two each) may speak for three (3) minutes each.

o The Competition Jury can ask for additional support or advice from additional sources,

but this needs to be communicated to all parties.

The decision

o Following this process, the Competition Jury will meet alone and make a decision by

simple majority based on all the information presented.

o The decision should be announced to all of the involved parties and the minutes from the

hearing should be signed off by all members of the Competition Jury and sent to the ITU

Sport Department with the event’s post- race report.

technical officials checklist

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