Day-by-Day
Monday
After the meet; alert swimmers to check their
folders for Ribbons from prior Meet (if applicable).
Collect Meet Entry
forms from all swimmers who will attend the next meet.
Tuesday
Collect Meet Entry
forms from all swimmers who will attend the next meet.
Wednesday
Finalize Meet Entry forms. Coaches will generate Meet
Entries and post the Meet Entries report
Thursday. Alert swimmers and parents that this is the Meet
Entries for Saturday meet.
Thursday
Make changes to Meet Entries as required by last
minute changes in Entries. You may NOT enter a
swimmer into a race after Thursday at 8 PM when the lineups are exchanged.
Establish communication with Host if an Away meet, and plan to hand-deliver or
send the Meet Entries by email by 8 PM deadline Thursday. If we are the
Host team for a Home meet, we will send our Meet Entries to the other team by
8 PM. They send their Meet Entries at the same time. We merge the
entries in Meet Manager, Seed the Meet, Insert any Ad/Sponsor
pages, Print the Meet Program, Timers Sheets,
and Check In Sheets for Hand-Writers for both teams. We generally send a
doc for the Hand-Writers to the other team by Friday morning.
Friday
Home Meet:
- Copy Meet Programs at Staples.
-
Set Up Facility after 6 PM.
- Combine Timer Sheets with Clipboards
- Relay
Entries to Relay Coordinator
SET UP
(Friday 7-8 pm)
- Has the grass been cut? Try to
have it cut and bagged Wednesday or Thursday, if required.
- Secure key for Civic Association
building and lower bathrooms (contact Cynthia
Wills)
- Install Lane Lines
- Cover Shower Handles to prevent use on
the day of the meet.
- Set up backstroke flags 5 meters (16'
5") from
each end of the pool.
- Remove diving board and stow near the
back shed.
- Remove ladders and stow on fence.
- Set up chairs for swimmer queue.
- Move round table for Starter &
Referee.
- Set up Concessions table(s) for Girls
Scouts who will run that booth.
Saturday
Home meet starting time is 8:00
am. Warm-ups typically last 1/2 hour for each team. Home team
warms up 7:00-7:30. Visiting team normally warms up 7:30 - 8:00 am. Timers and Judges meeting starts at
7:30 am.
- The Order
of Events will change in 2005, adding 13-14 IM and 100 Free, plus 8
& Under 50 Free
SET UP (Saturday morning 7-8 am)
- Set up "No Parking" cones
- Parking Agent will direct our team to
Spring Hill lot or East Lot.
- Install Umbrellas for both teams
- Hang team banners
- Establish a lane for S&T Judges
near the perimeter of the pool
- Tape Lane numbers to the back of the
first chair of each lane (1 is on the left as you face the pool)
Computer Tech
acquires software to create entries and run meets. Current software
is Hy-Tek Team Manager 4 and Meet Manager (version 1.4). Work with Registration to create list of swimmers.
Recommend to use USS IDs in each swimmer record. Teach others how to use the software. Teach coaches how to run Team Manager software, create entries,
export our entries for Away meets, and import their entries for Home
meets. When we are host for Home meet, use those entries in Meet Manager
to create and Seed a meet, print Meet Program, Print Entry Lists for Home and
Away team Hand-Writers.
Sound Team
will set up Starting and
Announcing system with microphone, light, and buzzer for starting.
Parking for Home
Meet requires that we direct traffic and reserve the main parking lot
for the opposing team. Do not allow people to park on the street.
Direct cars to the Spring Hill lot. Erect signage to prevent people from
walking through the yards of the neighbors.
Programs
will be sold prior to and during the meet at the Concessions stand. Print
12 free copies for each team to give to coaches, referees, judges etc.
Hand Writers
will have a sheet with each swimmer's event, heat, and lane assignment.
This will be written on each swimmer's hand.
Relay Coordinator
delivers list of swimmers for the specified relay 1/2 hour prior to the
event. RC then assembles the swimmers and chaperones the swimmers to
ensure that they can complete the relay. Work with the coaches to fill out
the Relay
Form.
Try to field as many relay as possible for each event to increase participation.
Clerk of Course
checks that the swimmers are available for their event, in the correct lane, and
seated in the correct chair for the necessary heat.
Starter - Referee
(Mike Thackston or Bob
Carmack or Marc Howell or Jeff
Reidler) serves as the person who starts the meet and announces each
individual event. Typically, a starter is supplied by one team, and a
referee supplied by the other team. The Starter & Referee
will meet with all timers and Judges 1/2 hour before the start of the meet to
instruct.
Stroke & Turn Judge (Marc Howell) receives training in FSSL rules, which typically follow USS
rules. Normally, 2 judges are supplied by each team, and they position
diagonal to each other, and rotate each 15 events by 1/4 turn around the
pool. Instruction for Stroke & Turn Judges is taken in June for new
judges. In 2002, it was decided that certification will last for 2 years.
FSSL Certified for 2004 are Marc Howell, Jeff Reidler, Mike Thackston,
Janet Manning, Kathleen Igo, Carole Smith.
USS Certified S&T Judges are Marc Howell, Mike Thackston, Jeff Reidler,
Janet Manning, Carole Smith.
Timers
Away meet -> need 12 timers, 6 for first 30 events and 6 for
second 30 events. For Home Meets -> two Head Timers and 24 timers, 12 for
first 30 events and 12 for second 30 events. Timers are provided with a stopwatch and stand
at the edge of the pool. Start and stop as directed by the Starter-Referee
at the outset of the meet. One of the timers will record the 3 times onto
a sheet of paper provided and give the results to the runner. Tips:
Ask each swimmer their name to ensure that the correct swimmer is in the correct
heat and lane. If you miss one time, record what you have. If your
watch does not start, raise you hand and get an extra stopwatch from the head
timer.
RUNNER takes the completed time sheets from each timer at
the end of each heat and delivers them to the computer suite.
Scorer QA/QC works in the
computer suite with the opposing team to validate times. Each team
establishes its own procedure to enter times and check the computer entry times
against the original timesheets. At home meets, Clover Hill would average
the times, enter the data, and print the results for a given event. The
opposing Scorer QA/QC would check the printed sheet against the attached
original timer sheets and sign when approved. Only then would the final
results be posted.
Heat Winner Ribbon
is handed out to each Heat Winner in each race. Check with the timers if
not sure who won the race. Watch S&T judges for DQs.
Ribbons
are printed after each 10 events in the computer suite. The stickers are
attached to the ribbons and placed in the appropriate family folder.
TEAR DOWN
- Tear down backstroke flags.
- Replace diving board and ladders.
- Stow chairs from swimmer queue.
- Return Starter table to baby pool.
- Return Concessions table(s).
- Collect trash and clothing left from
both teams.
- Remove Lane Lines
- Remove Team Banners
- Remove Results from Fence and Soda
machine.
- Return key for Civic Association
building and lower bathrooms
Sunday
After the meet; send Meet Results to FSSL and to
opposing team. Import results into Team Manager. Print results to
post at pool. Print improvements for swimmers in Team Manager (1 second
for a 25, 2 seconds for a 50, 3 seconds for a 100) and give to coach for Monday
practice.
Divisional
The Divisional Championship meet is the
last team meet of the season. All teams within the Division are
represented. Scoring is 7-5-4-3-2-1? for 1st through 6th rather than 5-3-1
for 1st thru 3rd in dual meets. A trophy is awarded to the team which
scores the most points in this meet.. Note that Meet Entries are due earlier for this meet than for other
meets. Warm ups start earlier because there are 4 teams. We
are limited to 3 entries and 1 relay per swimmer.
All Stars
- Post All Star Cut-off times in the pool display case.
- Post a list eligible swimmers for All Stars, up to and
including the Divisional meet.
- Make a list to be posted and contact eligible swimmers with a
deadline for entry and payment ($2 per race, 4 race maximum)
- Collect money and give it to the Swim Team
treasurer. Keep track of swimmers paying and which strokes they will
swim with the Meet Entry form.
- Make Meet Entries in Team Manager and
send the Entries via email to the All Stars Host.
- Arrange with Treasurer to have team check ready to be sent
to Host team.
Party
- Works with the Head Coordinator, Pool Manager and coaches to
determine date of party. Pool Manager must know date at least two weeks in
advance.
- Entrance to the pool for swim team members and those who are
members of the CHSC are free. Siblings and parents who are not pool
members must pay $2.00 each to swim. Non swimmers are free. (This is in
addition to what is collected for food.)
- Determines best prices chicken, paper products, drinks and
then sets per person cost.
- Makes flier and determines count (necessary for food and
guards).
- Notifies Pool Manager about count so that appropriate guards
are hired.
- Secures Pavilion from CHCA (free in ’01) and secures key
for restrooms.
- Cleans up area before and after.
- Sets up table cover, drinks, paper products, etc.
- Purchases food, drink, paper products.
- Turns in receipts to CHST Treasurer.
Swim Suits
- Work with small subgroup to select three possible suits.
- Contact Pool Mart or equivalent for sample suits to look at
and try. Get final price including tax and shipping.
- Call other vendors to see if prices are reasonable.
- Set short meeting where subgroup decides on final suit.
- Have suit and prices ready to present at next meeting.
- Arrange for one date (2-3 hours) for a fitting.
Sponsors
- Secures corporate team sponsors by personal contact.
- Secure their "camera ready" signs.
- Delivers the checks to the Swim Team Treasurer.
- Makes sure that artwork (signs) are ready by June for
placement on T-shirts.
- Get quotes for quantity, color, design.
- Presents information to planning committee and carries
through with placing the order using available data for sizes/amounts
needed.
- Distributes the shirts when they arrive.
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