PACIFIC ASSOCIATION Meet Management Manual XCand Track

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PACIFIC ASSOCIATION

TRACK & FIELD
&
CROSS-COUNTRY
EVENT MANAGEMENT
MANUAL
PRICE $20
Edited by George Kleeman
Version 1, 8/2000

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Version 1 (8/2000)
INDEX
Page
Introduction
Overall Activity Timeline (Level 1)
Major Factors Affecting Events
Significant Events With In each Time Period
Meet Administration (Level 2)
Administration Checklists (Level 3)
Marketing and Media Relations (Level 2)
M & M Checklists (Level 3)
Facilities and Equipment (Level 2)
F&E Checklists (Level 3)
Electronic Calibration
Meet Operations (Level 2)
Meet Operations Checklists (Level 3)
Event Timeline
Guidelines for Pre Field Competition Activities
Miscellaneous Meet Forms
Meet Evaluation Forms
Cross Country Meets
Cross Country Checklists

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7
15
20
23
25
30
40
43
52
64
68
71
83
104
110

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TRACK AND FIELD EVENT MANAGEMENT
INTRODUCTION
This manual was designed to help the meet director or meet organizer to organize, plan and conduct a track and
field meet. It covers all of the activities that need to occur in order to have a successful competitive track and
field meet. The manual can be used for everything from the small dual or club meet through a national
championship. It can be used either by the novice or the first time meet director as an outline of what needs to
be done or by the seasoned games committee or the major meet promoter as a reminder so nothing is
forgotten. If you are new to putting on a track meet, don’t be overwhelmed by the amount of detail. Use the
manual first as an outline to determine what needs to be done overall and then as you get to each step read the
detail so you make sure you cover all of the bases. The text contains layered checklists whose items are listed
in chronological order. Often all of the steps can be handled by a single individual or a small group for small
meets and may involve a hundred people or more for large meets. A successful meet requires attention to most
of the steps no matter the size of the meet.
This document is a combination of information from a number of sources including the National Federation High
School Officials Manual, the various rulebooks from the IAAF, USATF, NCAA and the NFSHSA as well as input
and suggestions based on the experiences of Ed Parker, Dick Connors and the editor.
This manual is somewhat unique since the activities are laid out in order in which they should be done with
cross-references to the associated jobs. The first level contains the major activity blocks. These blocks cover
the longer periods of time until within a month of the competition. They then become more detailed and cover a
smaller period of time as a result of the increased activity needed just before and just after the meet. Job
descriptions and checklists supplement this information for each of the principle positions or activities.
A successful track meet requires long-range planning and attention to many details. The management structure
for such an undertaking is thus dependent on the size and complexity of the meet. The first body to be named
is the games committee or local organizing committee, which has overall administrative responsibility and
general supervision for the proper conduct of the meet. In a small meet it may consist of just the meet director
and or referee while in large meets it could include a list of several dozen, all with their particular expertise and
area of responsibility. In very large meets there may be a local organizing committee as well as a games
committee. The distinction here being the latter has responsibility to conduct the meet while the former is more
concerned with format, and overall direction from the vantagepoint of a governing body. For smaller meets the
two are often synonymous. The section on meet administration will describe their responsibilities and the
organization further.

OVERALL ACTIVITY TIMELINE (Level 1)
No.
1

Name
INITIATION

2
3
4
5
6
7
8
9
10
11

BID
CONCEPT DEVELOPMENT
PLANNING
DEVELOPMENT
EXECUTION
PRE MEET
DAY BEFORE
DAY OF
POST MEET
WRAP UP

Principle Activity
Outline of Plan and Responsible Organization,
Choosing Facility
Making and being awarded meet
Setting up structure
Detailed Planning
Initial Execution of early stages of Plan
Execution of second phase of Plan, Promotion
Equipment and Awards Pickup
Equipment Setup
Tie up loose ends and Troubleshoot
Awards and Results
Thank you’s, equipment return

Timeframe
8-10 Months before
Event
8 Months
5-8 Months
3-5 Months
Two weeks-3 Months
2 Weeks before meet
Week of meet
Day before
Required Day of meet
Week After
Required after meet

Each of the eleven time periods are broken down further into Major Activities (Level 2), Detailed Activities
and Checklists (Level 3) for activities including any specific Action Items. For example the various levels
might say: on the DAY OF (level 1); you must prepare the venues (Level 2), which includes preparation of the
long jump runway and the checklist might include a. Putting down extra triple jump boards, b. wetting down and
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preparing sand, c. getting necessary rakes and brooms; and finally under a. Paint or tape runway board 8
inches wide for girls at 7 meters for first event. Place layer of duct tape first (silver backed) and then overlay
with adhesive tape. Leave Tape for competition officials for other age groups.

MAJOR FACTORS AFFECTING EVENT MANAGEMENT AND PLANNING
MEET SIZE (Dictates Complexity and amount of help needed)
Meets can be broken up into one of three general size events:
Small Meets or Meets with less than 100 participants
Medium Meets or Meets with 5 or less teams or with 100 to 500 participants and
Major Meets or Meets with 6 or more teams or with 500 or more participants.
Examples of the small meet variety are dual, or triangular and possibly quadrangular meets with teams that
don’t have full squads. Meet planning for these normally can be completed in a relatively short period, since
they are relatively simple and tend to be carbon copies of other meets which have been previously planned.
However, if it is your first meet ever or of the year, then a little more planning is required to make sure all the
bases are covered. These meets usually take place in less than a half a day of competition. Planning for
moderate size meets takes a little more time because multiple heats or flights are necessary. This size of meet
can be normally be completed in a whole day of competition. If you want more teams, or participants but still
want a one day meet then there must be some restriction on the number of attempts and/or the number of
entries to control the timetable. Timed finals in the longer races or fewer events can also help you manage a
tight schedule. Major meets normally are multiple day events because of the need for both qualifying and
preliminary rounds. This type of meet is typical of the larger conference meets or area championships.
Planning for these meets is complicated by the need to take into account housing, transportation and other
items not normally required for smaller meets. These meets generally have multiple heats and flights and might
even have qualifying rounds.

SIGNIFICANT EVENTS WITHIN EACH TIME PERIOD (Level 2)
INITIATION: (8-10 months before event)
This the first phase of planning for an event. It is during this time that you need to decide what kind of an event
you want to have. Do some preliminary investigative work to get an idea of size, timing, budget, location, permit
needs in order to scope out potential problems and go/no go items. Talk to several track and field people who
are knowledgeable about what it takes to put on meets. This is the concept stage, and should occur from 8-10
months before the event.
What kind of an event do you want?
Time Available: How long do you want the meet to be? How much time is available?
Events Wanted: Which events do you want?
How much reliable, knowledgeable help do you have?
Who to Invite: Based on time available and events wanted you then can determine how many
athletes can compete. These three parameters are interdependent. See time planning
guidelines on page 57.
Where: Which facility are you going to use?
Visit facility and evaluate it versus your needs
Are modifications needed to meet the meet requirements?
Are more venues needed to meet the time and number of athletes?
Do any of the facilities need upgrading?
What is the cost of the facility?
Is there a cleaning cost?
Separate cost for lights or electricity?
Does that include security?
What kind of security or safety concerns are related to the facility?
Who needs to approve use of the facilities and their equipment?
When
Is facility available when the meet is scheduled?
Get a date commitment and a tentative letter of agreement for the date you want before moving
to bid step.
Conditions for use of facility
Are permits required?
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for use of facility
for food sales
for insurance
for parking
for medical support
Are sanctions required?
Are contracts needed?
Who has parking concession?
Who has food concession?
Any other use restrictions?
Is lighting available if you run late?
How much does it cost to use the lighting?
Is there an initial fee?
Does it take a special person?
Who

BID:

Who needs to be involved?
from facility
from other schools, league or governing body
from officials
for volunteers
Is there a bid process required for the meet?
Relationships
Establish early and good relationships with facility management
What can you offer them for use of their facility other than a fee?
Funding
Do you need seed money:
for facility deposit?
for bid fees?
for initial operating costs?
Where will the money come from?
For how long will you need the loan?
How are you going to fund the meet?
with entry fees?
with gate receipts?
with donations?
with sponsors?
with school or club funds?
( 8 months before event)
Name or get volunteers for the Local Organizing Committee (Make sure they are workers who can be
depended upon versus figureheads)
Lay out a committee structure, role for committees and key written job descriptions
Set up routine meeting schedule till after the bid is awarded
Have organizing committee review facilities for added input
Decide if there will be any paid staff
When
When is the bidding process
What
What is needed
Sanction Requirements
Who, when, requirements
Need Medical Plan before complete
Insurance Requirements
Competition
Liability, if USATF, covered by sanction
Food, if serving will need separate license since not cover by USATF
insurance.
Merchandise, need separate insurance to cover this activity
Permit Requirements
Which

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Timing
Who approves
Facility Approval
Budget and Funding Plan
Event and Meet Management Plan
Who
Who needs to be involved in bid development and presentation
Decide if paid staff needs to be there (depending on position)

CONCEPT DEVELOPMENT: (Setting up structure -Five to Eight Months before the event)
Name or get volunteers for the other committees
Schedule regular committee meetings
Develop an Event Schedule
Develop list of personnel needed and contact principal ones
Develop list of equipment needed
Will there be only pre-registration for athletes and events or will one or both be allowed the day of the
meet?
Update Budget Estimates
Determine what you will do as management team and what farm out to others and vendors
Preliminary contacts with vendors
Start Sponsorship solicitations
Understand all permit requirements in detail

PLANNING: (Detailed Planning -Three to Five Months before the event)
Set a detailed meet schedule
Understand what flexibility you have in the meet schedule, i.e. does the rulebook set?
Run longer races early since fewer entrants and get things going
Accommodate hurdles early so set up night before and then get off track
Order of events versus timetable
Interference between events
Athletes doubling
Weather impacts
Review each event for needs as well as general facilities
Develop detailed list of equipment needs and find source for each
Finalize budgets with development by committees
Develop meet and program information so can use with sponsors
Seek out advertisers and sponsors
Contact Officials and Meet Officials
Get necessary Permits/sanctions
Order any equipment not otherwise available
Determine and Order Awards
Develop entry form and mailing list
Sign contracts with vendors
Make general meet announcement
Develop paper flow diagram where does it come from, who fills it out, where does it go, who approves
it, who deals with completed form, and what is done with it after the meet.
Order Meet numbers
Send out entry forms
What to include?
Hotel, maps, travel directions, costs
Invitations, restrictions, qualifications

DEVELOPMENT: (Two Weeks to Three Months before the event)
Prepare Track and Field Facilities
Do any minor upgrading, filling of pits, repairs
Verify equipment being rented or borrowed
Verify meet personnel are all committed
Develop list of signage needs and get ordered
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Finalize Program and get to printer
Send out coaches’ packages including times for coaches meeting
Send out officials’ assignments and time for officials meeting
Notify VIP’s and sponsors of timetable
Submit articles for local newspaper on weekly basis
Develop forms needed
Develop Meet Evaluation format
Name Meet Evaluation Team (see page 80)

EXECUTION: (Two Weeks Before the event)
Verify hurdles and standards and other equipment are in working order
Verify with stadium property management any other scheduled events in area
Start collecting equipment
Verify each track and field venue ready for competition via a walk through
and check location of all track markings and race starts
Verify all athlete entries have been properly entered
Arrange for garbage pick up during (for multi day meets) and day after meet

PRE MEET: (Week Before the event)
Collect and verify all equipment needed
Attend Track Writers’ Luncheon to promote meet
Verify all needed forms are in hand
Have grass cut
Have awards
Prepare final event sheets
Meet with the chief officials and volunteer coordinators
Prepare facility for meet by cleaning track and runways

DAY BEFORE:
Get necessary keys or contact those who have them to confirm when they will arrive
Set up all equipment that can be set up
Verify that the sprinkler system is turned off and find out how to turn it off if it is should start
Put out trash cans at all venues and around track and infield
Walk through of facilities
Check all hurdle marks and put down any special or missing marks and clearly label each
Prepare map for clerks and starters of your track markings
Verify all paper work to be handed out, give out if possible

DAY OF: (Required day of meet)
Arrive 2-3 hours early
Open meet facilities, equipment storage areas etc.
If you are the meet director, try to limit yourself to attend only to any serious emergencies. You should
be free to roam and troubleshoot as needed. Don’t assign yourself any job on the day of the meet.
Meet with custodian, field crew or equipment people
Meet with heads and give out paperwork
Have Officials meeting
Have Coaches meeting
Walk through as people are arriving and setting up (Problem solve)
Start Meet on time
Validating all Results and send to media
Handing out Awards
Make sure all equipment is put away properly and locked up
Clean up facility before leave

POST MEET: (Week After event)
Clean and return borrowed and rented equipment
Post results on WebPages, CTRN
Send results to teams, league and include post-meet evaluation sheet
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WRAP UP: (As required after event)
Sending out Thank You notes
To Officials, Volunteers, Facilities, Sponsors
Send out post meet evaluations to athletes, coaches, spectators, parents, officials and volunteers
Send out any awards if not given out at meet
Hold feedback meeting with Meet Evaluation Team
Hold final LOC or games committee meeting to critique event
Document all lessons learned in putting on meet i.e.
things that went well and need no improvement
things that were changes from plan
things that need improvement or change
lucky things
Start planning for next year

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MEET ADMINISTRATION
Meet administration can be organized in a number of different ways depending on the size and complexity of the
meet. Although most of the functions are needed for every meet, a small group or even a single individual can
often do the function for a smaller meet. Figures 1-3 show several different organization charts. Figure 1 is the one
we will use for this manual. Figure 2 is that recommended in the High School Officials Manual and Figure 3 is the
one used for the 2000 Olympic Trials at Sacramento. Each has its advantages and it drawbacks. Each is more
complex than needed for most small or medium size meets. Although not all positions will be filled, the
responsibility for each needs to be considered as part of the planning process and either assigned or disposed of
as unnecessary for this meet. As with any organization, your effectiveness is limited by the number of people you
can effectively manage. The general rule is to have no more than 10-12 people reporting to a supervisor in the
organization and no less than 3.
As we will discuss it in this manual and as shown in overview in Figure 4, Meet Administration can be broken down
into four general categories, namely Administration, Marketing/Public Relations (Promotion), Facilities and
Equipment, and Meet Operations.
A successful track and field meet requires the services of many support personnel who serve as key persons in the
administration of the meet in addition to those who are officially involved in the application of the contest rules for
the meet events. The responsibilities of both these types of personnel have an immediate bearing on the success
of the meet. The Administrative and Marketing/Public Relations groups tend to have those associated with less
technical roles while the latter two, Facilities and Equipment and Meet Operations are more technical in nature.

ADMINISTRATION
This function includes all the activities involved with auxiliary, support functions such as finance, operations,
support services awards and other non track meet activities. The administration oversees and does those duties
related to non-meet operations activities such as volunteers, housing, transportation and hospitality. It would
organize and execute related activities, i.e. clinics, fun run, expo, award dinners etc.
EVENT MANAGER (Head of Local Organizing Committee)
Role: The event manager is the overall supervisor/manager for the whole undertaking and is ultimately responsible
for the organization, and execution of the event activities related to the track meet. The event manager leads the
Local Organizing Committee or LOC and then the four divisions of work. The event manager has the responsibility
not only to see that the meet is properly conducted through the meet director but that it also meets the financial
bounds under which it was undertaken, i.e. the budget. In doing this the event manager must often balance the
requirements versus the “nice to have” or “desirable elements” of the rest of the organization. It is best if the event
manager is not also the meet director. The background requirements and responsibilities for the two jobs are
significantly different.
LOCAL ORGANIZING COMMITTEE
Role: The committee is a group of individuals who support the event manager in helping to get the event organized
and produced. It may included paid staff for bigger meets but generally is a volunteer group who are the heads of
the various committees that are needed for the event. The makeup and size can vary considerably from meet to
meet. Normally this is a group of 5 to 15 individuals who are workers.
HOUSING DIRECTOR
Role: Manages direct housing arrangements/accommodations for all meet personnel, athletes, coaches/managers,
officials and staff as well as governing body personnel. This may or may not include offsite meals, particularly for
athletes. He or she also overviews and negotiates pricing and availability of hotel, dormitory or private home
accommodations. The director would be responsible for getting community maps and brochures.
TRANSPORTATION DIRECTOR
Role: Manages transportation arrangements for all meet personnel, officials, coaches, athletes and VIPs (sponsor
and governing body), including to and from airport, to and from housing to venue. This person would arrange for
car, bus and van leasing for those connected with the meet. It could involve running a volunteer taxi service for any
or all of the meet related personnel. He or she should establish and publicize schedules for such services. It
should include coordination with police and stadium personnel with regard to parking. Of particular importance is to

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FIGURE 1

MAJOR MEET ORGANIZATION CHART

SPORTS COMMIT TEE

EVENT MANAGER

LOCAL ORGANIZ IN G COMMITTEE

MARKETIN G/MEDIA RELATIO NS

FACIL ITIE S & EQUIP MENT

MEDIA

PRESS
WEB

MARKETIN G

TV
PRIN IT NG

TIC KETS

ADMIN IS TRATIO N

MEET DIR ECTOR

EQUIP MENT ROOM

FIE LD CREW

GAMES COMMITTEE

TECHNIC AL MANAGER

HURDDLE CREW

BLOCK CREW

APPEALS COMMITTEE

TECHNIC AL DIR ECTOR

SECURITY

MEDIC AL

COMMUNIC ATIO NS

SURVEYOR

PARKIN G

VENUE OPERATIO NS

OTHER ACTIV IT IE S

SPONSORS

EXPO

ADVERTIS IN G

TRACK REFEREE

FIE LD REFEREE

PROGRAM
TRACK OFFIC IA LS

FIE LD OFFIC IA LS

RECORDS

ANNOUNCER

FUN RUN

GOLF TOURNAMENT
SUPPORT SERVIC ES

SCORER

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FIN ANCIA L

VOLUNTEERS

HOSPITALITY

TRANSPORTATIO N

HOUSIN G

AWARDS

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FIGURE 2
HIGH SCOOL MEET
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FIGURE 3
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FIGURE 4
NGB/EVENT

SPORTS COMMITTEE

EVENT MANAGER

LOCAL ORGANIZIN G COMMITTEE

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MARKETIN G/M EDIA RELATIO NS

FACIL ITIE S & EQUIP MENT

MEET DIR ECTOR

ADMIN IS TRATIO N

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Figure 5
ADMINISTRATION

A D M INIS TRA TIO N

F INA NC IA L

O THE R A C TIV ITIE S

EXPO

F UN RUN

G O L F TO URNA M E NT
S UP P O RT S E RV IC E S

V O L UNTE E RS

HO S P ITA L ITY

TRA NS P O RTA TIO N

HO US ING

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A W A RD S

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make sure what school or stadium events might interfere with event or customer parking and who will get
parking concession fees, if any.
VOLUNTEER DIRECTOR
Role: The volunteer director is in charge of determining the needs, getting the volunteers, training the volunteers
and distributing them to the other committees who have a need for volunteer services to carry out their activity
charter. Make sure volunteers are available both before and after the meet for set up and clean up.
HOSPITALITY DIRECTOR
Role: This role involves taking care of the creature comforts and feeding of the personnel involved with the meet
at the event. This position often includes supplying coordination for any meals, parties or snack away from the
housing facilities for volunteer, officials, sponsor, athletes, VIPs, and meet personnel.
MEALS COORDINATOR
Role: This job can be as simple as supplying meals for officials and meet personnel to as complex as planning
and managing service of over a thousand meals at an Olympic Trials each day. Special training table type
meals may need to be prepared for athletes and coaches. Depending on the size and duration of the meet this
individual could be coordinating distribution of vendor box lunches and/or hot sit down meals at the stadium for
meet staff, officials, volunteers, media, coaches, athletes, VIPs, NGB and sponsors.
EXPO DIRECTOR
Role: This director is in charge of an auxiliary facet of the competition. The Expo should serve as a revenue
generator and a fan incentive. This individual must develop the marketing and sales strategy for this activity. It
includes but is not limited to the kind or type of an expo, who is invited, the cost of space rental, the layout and
size of vendor spaces. He or she will determine what will be included, what incentives are needed for the level
of participation desired and how to execute the related contracts for this activity.
AWARDS COORDINATOR
Role: This individual is responsible for all aspect of the awards program from determining the type and number
to presenting them. A definite awards schedule is recommended. The awards may be presented immediately
following a completed event by honoring the place-winner escorted directly to the awards stand or the awards
ceremony can be delayed by one event. The delayed method allows the athletes to gain their composure prior
to stepping on the stand. The athletes should wear only their regular school or team uniform or warm-ups as
they appear on the stand. The announcer and Awards Coordinator must work closely together to coordinate
this important aspect of the meet. A messenger must bring the results of the event to the awards stand as soon
as possible. The place winners are then escorted to the stand by stewards and in coordination with the
announcer, are given the awards by the presenter.
In case of ties, the Awards Coordinator will have the tied competitors flip or draw by lot to determine who shall
receive the award. If a duplicate award will be provided, the award will be sent to the competitor. Consequently,
the Awards Coordinator should record the name and address as well as the event and place won. It is his/her
responsibility to give this information to the meet director at the conclusion of the meet.
In small meets it may be appropriate to put awards for each team in envelopes and have the coach pick up the
envelope at the end of the meet. The Awards Coordinator should mark on the envelope the various events and
places won and have the coach double check and certify the receipt of the awards.
SANCTIONS AND INSURANCE NEEDS AND LIMITS
The official position of the Pacific Association on events it sanctions is that if you are a current member our
accident insurance is supplemental to your own health insurance and covers you for accidents during the meet
or travel to or from the meet. The sanction include a liability policy which covers liability for meet personnel for
conducting the meet and only that. Other activities such as food concessions, merchandise sales are separate
and separate insurance and permits for those activities may be required. Endeavors such as these, although
they can be very profitable in helping to pay for the meet, are not part of what USATF liability insurance covers.
You do them at your own risk. Appropriate insurance and permits must be gotten.

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EVENT MANAGER'S CHECKLIST
1. SELECT EVENT MANAGEMENT VOLUNTEERS
Select members of the Local Organizing Committee (LOC) or the Games Committee as appropriate from those
people who you know that you can count on. Select workers not talkers.
2.WRITE JOB DESCRIPTIONS FOR MANAGEMENT TEAM
Written descriptions should be made for each member of the Local Organizing Committee.
3. WRITE JOB DESCRIPTIONS, SET UP AND OVERVIEW COMMITTEE ACTIVITIES
Make sure that proper job descriptions, committee members, activity plans, timelines and budgets are
developed and monitored.
a. FINANCIAL COMMITTEE
This committee is responsible for budgeting, financial planning and accounting for all funds and contracts. The
committee needs to be set up early and ready to dispense and account for seed money as well as meet income
and expenses.
b. PUBLICITY AND PROGRAM COMMITTEE
This committee insures that meet information is generated and distributed in advance for meet promotion. It is
responsible for all interfaces with the news media, development of an overall event schedule and the publishing
of the meet program. The committee will develop and approve all promotional information, press releases and
develop any necessary interview and photo policies (see appropriate Media Director’s and Program checklists in
the next section).
c. SUPPORT SERVICES
This area covers all those other important services that are needed but are not directly involved in managing the
meet such as Volunteer Coordination, Hospitality, Housing, Transportation and Awards.
i. VOLUNTEER COORDINATION
This job may be as small as recruiting a few parents to help with the snack bar or as officials’ helpers to several
hundred needed for a major meet. There tend to be those who are willing to help but need guidance and
direction to do their jobs. So orientation and instructions are important elements of a volunteer plan. This is a
critical function since having enough manpower will spell the difference between a well run meet and an
average meet. You can always balance having more than you think you need by shortening the working hours.
Volunteers, particularly parent volunteer are there to help but they also want to watch their athlete compete so
take that into account when assigning location and number of hours. Its best if you can keep the hours down to
4 or less if you can get enough people. Parents of athletes, Dad’s or Mother’s Clubs and local service clubs are
good sources for volunteers. Make it worth their while to give up half a day to help out. Don’t forget to look to
your athletes to help out. In a major meet you may have to go out to other resources such as sponsors, Lions,
or other local service clubs to get enough help.
ii. HOSPITALITY
iii. HOUSING
iv. TRANSPORTATION
v. AWARDS
4. CHECK WITH INDIVIDUAL SANCTIONING AND PERMIT AGENCIES TO SECURE A PROPER MEET
SANCTIONS AND PERMITS
In some cases some or all of this activity can be delegated to the Meet Director. Contact local police and other
agencies to make sure all requirements for permits are obtained and their requirements are well understood,
especially their due dates. Obtain event sanction and any permits at least 30 days prior to the deadline for
getting such approvals. Get them as soon as details and agencies allow. The associations involved must
sanction a regional event sponsored by a club or school if there are two or more associations involved or three
or more states or four or more schools involved. See individual sanctioning bodies for their requirements.
5. RESERVE THE SITE
The selection of the meet site is normally routine since the director is usually using a home facility. In any case
the meet director should carefully check the availability of the intended facility and sign the necessary contracts
to ensure it will be available on the announced date. Check also to see what other activities might be taking
place at or near the school or venue to make sure there are no interfering events, traffic or parking problems.

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6. OTHER EVENTS
These should be taken on only when and if the main event, the track meet is well underway and fully staffed.
Getting involved in too many things can be a disaster. Your primary focus must be the meet itself, first and
foremost. If you have the staff to do them then the other events such as opening and closing ceremonies, an
expo, a dinner of officials and volunteers, food concessions, a golf tournament or merchandising can be a good
source of good will and financial support if done right. But if done wrong, they can detract from the meet.
7. SEND OUT INVITATIONS AND ENTRY BLANKS
This can be delegated to the Meet Director. Meet invitations should be sent out as soon as possible. They
must be sent to all schools, clubs or individuals that the director wishes to have included in the competition. It
should be done at least 12 to 16 weeks before and preferably before the start of the track season, i.e. November
of the preceding year so that your meet gets into their competition plan. (For necessary information for meet
entry forms see the Meet Invitation Checklist below).
8. SAFETY, CONTINGENCY AND EMERGENCY PLANNING
Develop alternate plans in the event of weather problems
Develop emergency plans in case of earthquake or other emergency such as a fire or bomb scare
Collect and share emergency numbers with principal staff
Facility Manager
Police
Hospital
Fire
Ambulance Service
Doctor
Grounds Keepers
9. PRE-MEET ASSIGNMENTS
Check that track and field areas have been reviewed for competition.
Check that supplies for all volunteers and officials have been put into packets.
Check that all equipment has been delivered.
Check that all the vendor contracts have been signed and arrival times verified.
Confirm pre-meet meeting time and place for all officials.
Confirm pre-meet meeting time and place for all volunteers.
Confirm pre-meet meeting time and place for coaches scratch meeting.
10. POST MEET ASSIGNMENTS
Check assignment of Clean-up crews.
Return of equipment and supplies.
Send out evaluation sheets to Officials, Volunteers, Coaches and Athletes
Check payment of all bills and close of books.
Thank you letters to sponsors, officials, volunteers and staff.
Event evaluation collected, understood and reviewed.
Get commitments from stadium, volunteers, and officials for next year's event.

MEET INVITATION CHECKLIST
The invitation should include the following information:
A. date of meet;
B. site of meet
C. confirm that meet is officially sanctioned and by whom;
D. type of competition;
E. method of confirming acceptance;
F. meet schedule;
G. time schedule
H. scoring system to be used;
I. number of entrants allowed;
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J.
K.
L.
M.

entry standards, if any
entry form and cost of the meet per team or individual;
participation limits if more restrictive than applicable rule book;
description of facilities including:
1. Iocation of dressing rooms;
2. type of running surface;
3. type of approach surfaces;
4. type of throwing surface;
5. Iength of spikes allowed;
6. parking areas;
7. training room or areas;
8. seating arrangements for coaches and athletes;
9. warm-up areas and restrictions;
10. check-in area;
11. list of restrictions (if any) on marking of surfaces;
12. entrance gate for athletes, coaches, officials and complimentary ticket holders;
N. equipment and/or implements to be provided;
O. implement and equipment inspection procedures;
P. lodging, meal information, and concession facilities;
Q. airline or car discounts
R. headquarters hotel
S. transportation
T. sponsors names
U. awards;
V. "scratch" meeting places and time;
W. list of pre- or post-meet activities;
X. publicity data required, location of awards stand and instructions;
Y. other special events.
Z. list of prohibited items, and instructions (i.e. alcoholic beverages, radio/stereo equipment, etc.);
AA. ticket information.
BB. packet pick up place and time(s)
CC. maps, directions

HOUSING DIRECTOR'S CHECKLIST
1.
2.
3.
4.
5.
6.
7.
8.
9.

Check with local hotels or Visitors Bureau to see if will be sponsor or help with coordinating this effort.
Get information on hotel or dorm prices, and availability.
See if any meal packages can be included.
Make selection of hotels to deal with.
Get contract with selected properties.
Get needed information, maps, and brochures to send out with entry blanks or on request.
Develop a housing information package.
Develop data tracking needs.
Develop a Lessons Learned document for use in next year’s planning.

TRANSPORTATION DIRECTOR'S CHECKLIST
1.
2.
3.
4.
5.
6.
7.
8.
9.

Determine available parking and limitations
Determine how participants and meet personnel will arrive, i.e. by car, bus or airplane as background
Develop transportation plan
Determine traffic flow patterns around the facility
Develop budget and get approval for transportation plan
Determine need for car, bus or truck rentals to support meet
See if any local agencies or merchants are willing to be sponsor and partially support needs
Develop any airline travel packages
Set up contracts as needed and get information for meet personnel and athlete packets

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10. Set up transportation schedule
To and From Airport
To and From Venue and Hotel
To and From Practice Track
11. Set up communication plan for transportation
12. Pick up vehicles and fill with fuel
13. Verify condition of all vehicles on pickup
14. Verify condition of all vehicles on return
15. Have vehicles cleaned and gassed up before return, particularly if sponsored or donated.
16. Develop a Lessons Learned document for use in next year’s planning.

FINANCIAL DIRECTOR'S CHECKLIST
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

Develop initial bid budget proposal.
Develop cash flow plan
Develop budget form sheet for committees
Have budgets developed by each committee
Approve budgets and monitor spending versus budgets
Set up expense statements and approval procedures
Approve expense statements
Pay bills and disperse funds
Make periodic final financial statements.
Develop a Lessons Learned document for use in next year’s planning.

VOLUNTEER DIRECTOR'S CHECKLIST
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.

Have committees submit volunteer needs and duties list
Collect list of volunteer organizations who might help
Prepare volunteer application form including approval of any wavier policy
Contact organizations or individuals to request help
Send out volunteer application
Select number of volunteers needed and send acceptance notices with timing of training classes
Prepare volunteer training package
Perform volunteer training and get needed security information and clothing sizes
Arrange for volunteer clothing
Set up volunteer check-in and assignments
Develop volunteer packet
Coordinate volunteer check in
Write Thank Yous
Develop a Lessons Learned document for use in next year’s planning.

HOSPITALITY DIRECTOR'S CHECKLIST
1. What hospitality items do you want?
A. Lunches for volunteers, officials and meet personnel
B. Coffee and donuts in morning
C. Soft drinks, Nutrient Replacement Drinks
D. Volunteer Party
E. Snacks during meet
F. VIP tent
G. Pre Meet or Post Meet Social
H. Hospitality rooms at housing locations
2. For whom- athletes, officials, coaches, volunteers, VIPs or sponsors
3. Who is included for each of the various hospitality items?
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4.
5.
6.
7.
8.
9.
10.

Develop and get approval for budget for each and whole package
Timetable for events
Determine what can be gotten with donations from sponsors
What needs to be bought?
Volunteers Needed
Meals for athletes, volunteers, officials, and meet personnel
Develop a Lessons Learned document for use in next year’s planning.

AWARDS COORDINATOR'S CHECKLIST
1.
2.
3.
4.
5.
6.
7.
8.
9.

What type of awards
Awards for which events and how many for each?
Do we need presenters?
When are awards to be given out?
Are there any restrictions on awards for any group?
Are there National or Regional medals?
When do awards need to be ordered?
What will be the policy for ties in events?
What will be the policy for awards previously given out that are now declared incorrect for whatever
reason?
10. What is paper flow from the meet secretary or scorer?
11. Develop a Lessons Learned document for use in next year’s planning.

EXPO DIRECTOR'S CHECKLIST
1.
2.
3.
4.
5.
6.
7.
8.

9.
10.
11.
12.
13.
14.

What kind of vendors do we want?
Do we want food or beverage vendors?
Who can attend?
When will it occur?
Where is it going to be?
How much space is devoted to this effort?
Is it an income source or just a convenience?
What are vendors requirements?
a)
Space costs
b)
limitations on types
c)
time
d)
utility needs
Develop vendor packages
Sell vendor packages and get contracts
Coordinate vendor set up
Overview expo and vendor activities
Vendor Clean Up
Develop a Lessons Learned document for use in next year’s planning.

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MARKETING/MEDIA RELATIONS:
This is the second major division of work and includes all of the activities, which interact with the public, the
media and the sponsors for the event as shown in Figure 5. Success in this area is mandatory for a successful
meet. This division includes two major subdivisions, namely media and marketing (including sponsorships).
The media arena covers all the areas related to getting to word out about the meet, the meet program as well as
the printing since it is a primary user of this function. The marketing group includes sponsorship, marketing of
the event and ticket sales.
MEDIA RELATIONS
This subdivision is headed up by a Meet Information or Media Director. For simplicity and because it more
accurately portrays the wider role we will use the term Media Director.
MEDIA DIRECTOR
Role: The Media Director supervises the efforts of support people who are key to the promotion of the meet but
who are not involved in the technical aspects of the meet. This includes press, meet program and other
interactions with the public and the media. His/her duties include:
A. pre-meet and post-meet publicity releases to all segments of the news media, including website and
CTRN;
B. distribution of press and photographers credentials;
C. establishing written policy regarding photographers in the infield area;
D. designating press box area seating and assignments;
E. establishing means to interview coaches and athletes;
F. developing and issuing press releases concerning new worthy item affecting the meet
G. meet program - layout, contents, advertising
H. prepares meet information packages for athletes, officials, press, coaches and meet management.
PRESS STEWARD
The press steward and meet information director are often the same individual in smaller meets. The press
steward should:
A. manage the press box area;
B. serve as the liaison between news media and the competitors, coaches, and officials;
C. prepare and provide a media package which will at a minimum include a listing of all entries including
full name, contestant numbers, team affiliation, and record for each event;
D. provide the running order of relay team members;
E. identify the full name of each coach and school affiliation;
F. distribute complete results of each event to the media following the completion of each event;
G. use discretion and good judgement in conveying the best interests of the participants or the meet in
general when this may be contrary to the wishes of the media;
H. distribute results.
Media in this context is meant to include all press, TV, and other electronic media including our website and
California Track and Running News (CTRN, our association's magazine).
PROGRAM
A meet program, even if it is just a listing of the members of the teams involved or the athletes entered, is an
important communication and crowd perk. It enhances the crowd participation and simplifies the three ring
circus atmosphere of most track meets. This can be a moneymaker for the meet via sales and or sponsorship
ads. The program helps give the sponsor something visible that they get that can help their businesses.
Although a program takes time, it is a very important component of a quality event.
PRINTING
This function is located under media because other than meet paperwork, the media relations group is normally
the biggest generator of print needs as a result of preparing meet handouts, the program, press release and
information packets.

MARKETING
The Marketing subdivision includes all aspects for marketing the meet, soliciting sponsorships and promotion
since they are often interrelated. Depending on the type of meet and who is involved there
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FIGURE 6

M A RK E TING/M E D IA RE LA TIONS

M E D IA

M A RK E TING

P RE S S

TV

TIC K E TS

WEB

P RINITNG

A D V E RTIS ING

S P ONS ORS

P ROGRA M

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may be limits on who local sponsors can be. This is because there may be national or regional long-term
sponsorships already awarded for the championship or series. These funds may or may not be available to
your meet. If this the case then you need to determine if and how the sponsors will be involved or if they waive
their rights so that you can get a competing local sponsor. Some times it may even affect the type of sponsors
you may involve. Be sure you understand this before you start any local sponsorship program or bid because it
may significant impact your financial position. You might be able to get local sponsors for a single event award
or awards, for printing or results. Be innovative in looking at what can be sponsored and thus cut your costs.
MARKETING DIRECTOR
Role: The Marketing Director has the overview role for sponsorship, promotion and ticket sales. This includes
all interactions with sponsors, including VIP treatment and perks for major sponsors or donors. He or she
should approve all advertising signage to be posted in or around the venues to make sure it meets all contract
requirements.
SPONSORSHIPS
Where to Look for Sponsors
How to Solicit Sponsors
Sponsorship Package
Meet Overview
Why should they become a sponsor?
What is in it for them?
What do you want from them?
In kind sponsors
Medical supplies
drinks, bottled water
printing
awards
food
equipment
MERCHANDISE SALES (coordinate with Expo)
T-shirts
golf shirts
coats
medals
sweatshirts
hats
shoes
track equipment
buttons & pins

TICKETS
TICKET DIRECTOR
Role: The Ticket director has the overview for the planning of ticket promotion and sales. This includes the
development of the marketing plan, pricing, sale techniques, number and type of ticket plans, and method of
sales, i.e. who sells) etc. (See Ticket Checklist at the end of this section below)

ADVERTISING/MEET PROMOTION
This activity involves the development and marketing of the meet itself in the press, in the neighborhood, among
the schools or participants. This is an activity of the media group.
BEFORE
Advertising in California Track and Running News, Track and Field News, local stores, local paper
Handout at other meets.
DURING
Daily Program
Daily Results
Athlete Outreach and Interview Programs
AFTER
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Results to California Track and Running News, to PAUSATF Website if PA meet, to local paper, TV,
radio

MARKETING DIRECTOR'S CHECKLIST
1.
2.
3.
4.
5.
6.

Determine if there are any limits on sponsorship
Generate list of possible sponsors by category, i.e. type of product, and money versus goods
Develop a marketing package
Determine if anyone connected to event has an inside track with a potential sponsor
Make contact with potential sponsors
Develop generic contract for sponsors stating what meet will do and what sponsor will do, specify
amounts of money or equipment in detail as well as installment payments. Normally up to 50% of
goods or funds should be available at time of signing.
7. Sign and overview all marketing contracts.

MEDIA DIRECTOR'S CHECKLIST
A. Advance Media Packet:
1. pertinent details of the meet;
2. list of news media for promotions;
3. diagram of track and field facilities (including dressing area, restrooms and off-limit areas).
B. Printed Program (see Program Checklist):
1. schedule of events;
2. records;
3. diagram of venues;
4. pictures;
5. heat and lane assignments;
6. advertising;
7. distribution and sales.
C. Media Coverage:
1. posters;
2. policies on interviews and photos;
3. release of meet results;
4. photographs
5. video of athletes or previous meet

PROMOTION CHECKLIST
1.
2.
3.
4.
5.
6.

Develop Promotion Package
Determine advertising budget
Send meet information to TV service stations, local newspapers, local clubs, schools
Put up signs at local merchants, particularly sponsors
Attend other local meets and hand out flyers to athletes and crowd
Go to Track Writer’s Luncheon

PROGRAM CHECKLIST
1. Determine type of program
a) how big
b) color or black and white
c) glossy or plain paper
d) pictures or not
e) sale or give away
f) how many copies
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2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.

Determine cost of program
Determine cost of advertising space and amount
Get list of sponsors and determine size of ads based on sponsorship level
Get Schedule of events
List of Officials and Meet Management
Get maps for track and venues
Get Records, i.e. meet, stadium, national and world
Get Pictures of top athletes
Make mock up of program as aid to soliciting ads and set input deadline
Get advertisement layout from sponsors
Determine which printer to use and thus what kind of format needed and last print date
Make up any layouts needed
Finalize text and number of copies
Do Officials and volunteers get a free copy?
Layout program and make mock copy
Take program to printer
Pick up program
Set aside enough so each sponsors get a copy
Distribute or sell programs

TICKETS CHECKLIST
1. Establish seating areas, leave room for finish line equipment and personnel, media and VIP section
2. Establish who needs tickets, versus badges for meet personnel, officials, vendors, coaches and
athletes
3. Establish price for tickets
4. Establish controls for ticket entry
5. Establish Entry and Exit Rules
6. Get needed ticket information
7. Determine how sell tickets
a) Sale at meet only
b) Pre meet sales by whom
8. Will there be complimentary tickets? for whom?
9. Specials prices for coaches, trainers, officials and/or parents?
10. Number of coaches tickets or badges per team
11. How many seats can be sold
12. How many tickets will be needed
13. What kind of tickets to be use?
a) Preprinted
b) Numbered for accounting
c) General Admission or by seat
d) Printed
e) Stamp only
f) Protection form counterfeiting
14. Determine printer and print date
15. Pick up tickets
16. Make up information sheets for ticket sellers and ticket takers
17. Train ticket sellers
18. If outside agency, set up contract
19. Set up money collection/accounting policies

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FACILITIES AND EQUIPMENT
This division is responsible for getting and having ready all the physical facilities and equipment needed to put
on the meet. Consequently it is organized by work groups such as the equipment room, the field crew, the block
crew, the hurdle crew, venue operations, medical, communications, security, parking and surveyor.
FACILITIES AND EQUIPMENT DIRECTOR
Role: Responsible for the determination of what equipment and facilities are needed and the source for each.
Validate and approve contracts for equipment to be supplied by:
A. Stadium or School
B. Officials
C. Vendors
D. Rental
E. Others
SURVEYOR
Role: The surveyor shall inspect and measure the track and all courses and take-off boards for the jumps and
vaults, throwing circles for the shot and discus, scratch line for the javelin, landing pits and exchange zones for
the relays. The surveyor shall also determine whether the course is level and present a written statement of
these findings to the games committee and the referee. The track should be surveyed each year.
HURDLE CREW
Role: The hurdle crew is made up of the Hurdle Chief and is usually assisted by 10 to 20 hurdle setters. The
chief has the responsibility to:
A. set each flight of hurdles at proper height in each lane;
B. set the flight nearest the starting line first so hurdlers may practice starts while remaining hurdles are
being set;
C. set each flight in a straight line at prescribed point;
D. remove hurdles from track as soon as the event is completed;
E. notify head umpire when all hurdles have been properly set;
F. hurdle heightsGirls’ 100,400, Boys’ 400 & Women’s 400
Women’s 100,Boys’ 400
Boys 400
Boys 110 & Men’s 400
Men's 110
See appropriate rulebook for age group heights.

30" (0.762 m)
33" (0.840 m)
36" (0.914 m)
39" (0.991 m)
42" (1.067 m)

BLOCK CREW
Role: The block crew is made up of the Block Chief and 2-9 other volunteers who take care of moving and
setting the blocks for use.
FIELD CREW
Role: The field crew prepares the field venues and the track for competition. This includes everything from
having the necessary equipment at the site to filling the sandpits, laying out the throwing sectors and distance
markers. Normally involves a very knowledgeable Field Chief working under the direction of the Technical
Manager and a crew of between 3 and 10 people depending on the need to move equipment or lay out sectors
during the course of the meet versus before the meet. Although often filled by maintenance personnel, strong
consideration should be given to using Technical Officials for some if not all these roles.

SECURITY
SECURITY DIRECTOR
Role: Handle interfaces with local police authorities for athlete and crowd control in and around the competition
area.
CERTIFICATION COORDINATOR
Role: This individual is responsible for developing, and executing a plan for the identification of meet personnel
and where they have access.
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FIGURE 7

F A C IL ITIE S & E Q U IP M E N T

Version 1, 8/2000

E Q U IP M E N T R O O M

F IE L D C R E W

HURD LE C RE W

B LOC K C RE W

S E C U R ITY

M E D IC A L

C O M M U N IC A TIO N S

S U R V E YO R

P A R K IN G

V E N U E O P E R A TIO N S

Page 29

MEET REGISTRATION
A table or registration area should be provided for meet entry an/or the distribution of meet packets and making
final declaration of entries.
MARSHAL COORDINATOR
THE MARSHAL and assistants shall keep the field of play free from all unauthorized persons which
generally means everyone except officials, contestants and others who have permits from the games
committee. The track and the enclosure inside the track shall be kept clear of all persons except the
officials (wearing authorized badges) and the competitors engaged in the event which is in progress.
Particular attention should be paid to landing areas in the throwing events, to the area surrounding the
finish line and to the runways and approach area for jumping events.
In general
A. The marshal should have a map provided for assistants to specifically show where they are to be
stationed.
B. The marshal must station assistants at strategic points so that only authorized persons are allowed to
move from point to point.
C. Coaches shall not be permitted on the track or field. A reserved section in the stands should be
provided for their use.
D. The marshal must make sure that athletes and coaches confine themselves to assigned areas. A
warm-up area should be available away from the start-finish lines, officiating posts or in front of the
stands.
E. The area immediately surrounding the start must also be kept entirely clear of non-runners. Runners in
subsequent heats or races should be assembled away from the starting line.
F. The field event areas, including all runways and throwing areas, must be completely clear of spectators,
coaches and contestants.
G. Photographers and interviewers must be kept in their assigned areas which should be clearly marked
or flagged and should never be allowed interfere with a race or to block a spectators' view when ever
possible.
To assist the marshals, restricted areas should be well-marked and special instructions given, such as this
sample for the finish line area:
1. Area will be clearly marked with ropes and/or pennants.
2. Relay restriction line
3. Outgoing runners must remain in this area until instructed to move onto the track.
4. Incoming runners will leave the track and immediately go behind the line and remain there.
5. Marshals will keep the area free of unauthorized personnel at all times. Other meet officials working in
this area will assist the marshals when necessary.

COMMUNCIATIONS
COMMUNICATION DIRECTOR
Role: The Communications Director oversees a group, which deals with all the various communication
requirements for the meet, including those required by the media. This includes radio, sound systems, fax,
phones, Internet connections, signage and scoreboards.

MEDICAL
MEDICAL DIRECTOR
Role: overviews and manages all medical related activities, including but not limited to athlete, event personnel
and public medical needs as well as doping.
MEDICAL PERSONNEL
Some type of medical personnel should be present at all sessions of the meet. The availability of the doctor, as
well as related services such as a first aid center, registered nurse, certified trainer, ambulance service, etc.,
should be outlined in the informational brochure sent to each competing school or team. The doctor should be
informed as to specific location of trainers and first aid station. The doctor or other medical personnel should be
available during the meet to examine any competitor whose condition to compete is doubtful. They should
forward a written certificate to the referee following such examination. The meet physician's decision on whether
or not the athlete can compete is final. It is also important that the physician be informed that the local hospital
has been alerted of the event.
Note: A competitor who has been rendered unconscious during a meet should not be permitted to resume
participation in that meet without written authorization from a physician.
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OFFSITE
An ambulance should be present or on call with an arrival time of less than 10 minutes.
ONSITE
Consideration should be given to having the services of some of the following onsite
Trainers, Podiatrists, Nurses, Doctors and Chiropractors at the meet and in major meets at the athlete housing
facilities.

VENUE OPERATIONS
This group is involved in the set up of the various track and field venues. This includes everything from
determining what needs to be there, to getting that equipment, to set it up to operate. It is involved in the
detailed planning for each venue. The Technical Director or the Meet Director normally heads this group. It is
his or her job to support each event so it can be properly and safely conducted.

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PHYSICAL FACILITIES REQUIREMENTS AND ADEQUACY CHECKLIST
General Stadium Facilities
Is the size adequate for the meet you want to host?
Is the location and access adequate?
Are the necessary field facilities available?
Are there lights for the track and/or field venues?
Is there change room, showers or toilets for athletes?
Are there adequate toilets for expected spectators?
Spectator Seating Area
Are seats in good repair?
Are stairs in good repair?
Is there adequate fencing from the track and field areas?
Weights and Measures Area: A room at least 10 feet by 10 feet and preferably twice that size with a lock
and key and limited access is recommended. You will need good lighting, preferably over the measurement
area. If you have a room smaller than this you will have problems checking the javelin, and storing
implements until competition time. This is particularly true if the meet is a two-day or longer meet. It should
be located near the field and preferably near the athlete entry gate. Make sure there are adequate signs and
announcements about its location. If you do the measurements on the field or outside make sure that the
wind isn't impacting your weight measurements. In a meet where you expect a record you may want an
additional location near that event where you can set up to be able to quickly recheck an implement during
the competition and get it back to the athlete before the next throw. You may also want a writing area. Set
up the room so that implements are dropped off at the door and athletes and other people are away from
the measurement area.

Meet Media
Workroom

Y

Y

Y
Y
Y
Y

Y
Y
Y
Y

Y
Y
Y

Y
Y

Y
Y

Y

Y
Y

Y
Y
Y

Y
Y
Y

10x
10
Y
Y
Y
Y
Y
Y
Y
Y

Y
Y
Y
Y
Y
Y
Y
Y
Y
Y

Y
Y

Y
Y

Y
Y

Y
Y
Y
Y
Y

Y
Y
Y

Y

Y
Y

Y

Y

Y
Y
Y
Y
Y

Y
Y

Y

Y

Y
Y

Y
Y

Y
Y

Y
Y

Y
Y

Y

Y

*Can radio communication take place at that location.

Version 1, 8/2000

Video Protest

USATF Office/
Operations

Y

Protest

Computer/
Data Processing

Y

Information Booth

Y
Y

Spectator First
Aid

Y

Lost & Found

Y

Vendor Sales

Location
Electricity other than lights
Water
Phone
Fax
Radio Communications *
Internet
Sound System
Locked Door
Air Conditioning/Heat
Permanent Signage
Desks/Tables
Chairs
Copy Facilities
Toilets

Food Service

Size

Press Box

W&M

Property/Service

Announcer Booth

ROOM REQUIREMENTS

Page 33

Expo Area
Size
Utilities

Parking
Participants/Officials Size
Bus Size
Public Size

Warm-up Area/Practice Track Area
Weight Room
Throwing Circles/Runways
Whirlpools Number
Medical/Trainers Area - Size
Hurdle Practice Area
Clerking Area for Check-in & Staging Size
Rest Rooms Number and Location
Security Area
Facilities Security- fencing, access
Sound System -Is it separate from the stadium system?
Are water and electricity available

Track
Surface –Type, Amount of Wear
Markings What are they? Record them and distribute a list of the colors.
Steeplechase Pit
Hurdles
Steeple Hurdles Can the height be changed?
Sound System

Field Venues
Hammer
Cage and Netting
Interferences and Safety
Circle Roughness
Discus
Cage, Safety and Interferences
Circle Roughness
Javelin
Runway and Toe Board
Shot
Circle Roughness
Toe Board or Stop Board
Pole Vault
Safety of pads and facility
Accuracy of Standards
Runway condition
High Jump
Accuracy of Standards
Pads
Long Jump/Triple Jump
Board Locations and conditions
Condition of Runway and Pit
Toilets near Field
Equipment storage Location & Size
Available Equipment

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Temporary Facilities
Radio Network
Clerking Area
Communication Links to
Announcers
Finish Line
Declarations
Referee
Press Area (in addition to Press Box)
Post Event Interview area
Writing area
Communications
Phones
Faxes
Internet
Official Area
Check In
Hospitality Area-Food/Drinks/Rest Area
Refrigeration
Lockers
Separate Men's and Women's Rest Rooms
Radio Communications
Speaker System
Awards Area
Stage
Sound System
Picture Opportunity
Communications with Scorer/Meet Secretary
Medical
First Aid
Trainers Tables
Ambulance Access and Parking Area
Drug Testing Area
Men's Area
Women's Area
Results
Copiers
Communication Links
Awards
Announcer
Referee
Games Committee / Appeals Committee Meeting Area
Radio Communications
Video Playback
Team Event Processing
Tables and Chairs
Sponsors VIP Area
Athlete Hospitality
Coaches Hospitality
Equipment Areas
Automatic Timing
Officials
Event
Information Package Pickup
Protest Table
TV Platform Areas

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CREDENTIAL CHECK LIST:
Which types are need? (How many different categories?)
How many of each type do are needed?
When will they be issued to each group?
What kinds of controls for issuing credentials are needed?
Are there daily credentials?
If so how issue? To whom?
Possible Type

Number
Needed

Date
Issued

Color

Comments

ATHLETE
COACHES/ MANAGER
MEDICAL/TRAINERS
DOPING CONTROL
VIP
NGB STAFF
VENUE STAFF
MEDIA/PHOTOGRAPHERS/
TV/OTHER
EQUIPMENT SUPPLIER
MAJOR TV
LOCAL TV
VOLUNTEERS
OFFICIALS
SPORTS MEDICINE
SPONSORS
NATIONAL COACHING
STAFF
GAMES COMMITTTEE
APPEALS COMMITTEE
EVENT MANAGEMENT

OFFICIALS’ EQUIPMENT ROOM'S CHECKLIST
8-12 Stop Watches
15 Clip Boards
2 Entry Lists for
Track Check-In Clerk
Field Check-In Clerk
5 Heat Sheets
Track Check In Clerk
Announcer
Starter
Chief Umpire
Finish Line Coordinator
4 Flight Sheets
Field Check In Clerk
Head of Event (3)
6 Rulebooks
10 Batons
20 Pencils
30-40 Yellow Flags (30 Umpire, 5-10 field)
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10 Red and White Flags
6-8 Large Cones (Javelin, Shot and Hammer/ Discus, horizontal jumps and Pole Vault)
25 Small Cones (Break Line and 5 or 10 Km alley start)
2-3 Wind Gauges (extra batteries)
2-3 100M tapes
1-100M steel tape
2-35M tapes
1-3M steel tape
1-5M steel tape
Spare PV and HJ Crossbars
Spare LJ/Triple Jump Boards
Spare Plasticine Boards (if used)
Plasticine

EQUIPMENT CHECKLIST
A. Track events:
1. watches, and/or automatic timing and placing equipment i.e. (including film, and reader or Lynx;
2. clipboards containing schedule, entry list, rule books, pencils, event sheets, records, heat sheets, finish
Judges and timers cards/pads;
3. yellow flags for each umpire, and red and white flags for head finish judge and wind gauge operator;
4. diagram of umpires' stations;
5. finish line yarn if not using automatic timing;
6. judges and timers stands;
7. anemometer (wind gauge);
8. 80-85 hurdles for eight lanes and transport vehicle;
9. Cones or flags for cut-in designation;
10. batons;
11. 8-10 Starting blocks or two sets of 8 for Youth meets
12. 8-9 Lane indicators;
13. 1-3 Starter's equipment Pistols and 1 extra box shells plus 1 shell for each heat.
14. Computer, printer, keyboard, mouse, paper, extra ink cartridges, cords
15. Hurdle parts, bolts and top rails
16. Lane numbers for sprints and hurdles
17. Hip Numbers plus pins (if needed in humid or hot weather)
18. Printing timer, which is a valuable timing device for recording individual times in longer track race
19. Scooter, cart or baskets to transport competitors' warm-ups from starting line to finish area.

B. Field events:
1.
2.
3.
4.
5.

implement inspection area, scales, gauges, etc. (if not provided)- see W&M Checklist;
Iadders, lift or aerial bucket for hammer cage
measuring tapes for all events;
clipboards for each event containing schedule, event record, entry list, rule books, pencils
Pole Vault Equipment
a) 1-2 Crossbars,
b) Pair of standards and bar location indicator on pit or standard base
c) Pair of bar raisers,
d) Pair of Extenders
e) Bar measuring device;
f) Wind indicator
g) runway markers for athletes
h) Bar Height Indicator Board
6. High Jump Equipment
a) 1-2 Crossbars
b) Pair of Standards
c) Bar measuring device, or tape
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7.
8.

9.
10.
11.
12.
13.
14.
15.
16.
18.
19.

d) Wind indicator
e) Bar Height Indicator Board
at least 2 Red, 2 white and a yellow flag for each field event;
Horizontal Jump Equipment
a) 2 brooms
b) 2 shovels
c) 2 rakes
d) 2-3 plasticine boards
e) 1-2 putty knives, 1 and 2 inch
f) roller
g) plasticine
h) anemometer (wind gauge)
i) take off boards for each board location plus 2 or 3 extra ones
j) replacement tartan for take off boards
k) plasticine trays (make sure they fit )
l) adhesive tape
m) duct tape for first layer for temporary board
n) wind indicator
o) distance indicator boards for pit
p) runway markers for athletes
rotating performance board indicators for each field event with competitor number and performance;
visible timing devices for each field event.
meet implements and implement carts
record flags or markers for - meet, American and World for distance events
distance indicators
sector tape and staples
white paint
adhesive tape
lighted scoreboards, if available, on which entries, results and brief messages can be shown.
Distance indicators for arc lines in the throwing events.

C. Other equipment/supplies:
1. contestant numbers, 4-5 pins each number, tape;
2. medical and training room supplies (See Medical Checklist);
3. P.A. system and portable communication items;
4. I.D. badges;
5. clerk of course sheets;
6. pill box with numbered pills (for drawing heats);
7. extra numbers and pins;
8. record of application forms;
9. jury of appeals forms;
10. umpires' forms;
11. table, chairs, tent;
12. awards and award stand;
13. lap counter;
14. prepare track map for umpires, starters and clerks with the track markings for easily identification;
15. band or record for national anthem;
16. U.S. flag for opening ceremonies;
17. benches for contestants;
18. caps, shirts, or jackets for officials and volunteers;
19. headquarters area;
20. first aid area;
21. press area;
22. motorized or manual cart to transport warm-ups from starting to finish area;
23. garbage cans and bags for field and stands;
24. extra toilet facilities;
25. Sun or Weather Screen
26. Kool Carts or fans for athletes
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27. Radio/phone communication system between field event area line, awards, announcer and others as
deemed necessary
28. Marshaling area covered or protected from weather by a tent or canopy
Games committee in larger meets may require the use of implements they provide.
29. Headquarters tent, which is centrally located so that event judges may have easy access to the referee,
meet director and field referee.

WEIGHTS AND MEASURES EQUIPMENT CHECKLIST
TM

Trackmaster or equivalent
Marking Pens or paint for implements
Adhesive Tape
Implement Labels and Form Sheets:
Stencil:
Square: Used to test the overall hammer length.
Current Meet Schedule
Signs
Weights and Measures Spec Tables
Implement and Impoundment Forms.
Level
Pocket Calculator
Caliper
W&M Handbook and Rulebooks
Straight Edge
Javelin Measuring Gauge

FIGURE 8
Wet and Dry Towels
1 or more wheelbarrows, grocery carts, or Implement Carts
2 Boxes or baskets for Impounded Implements
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Signs for Location of Weights and Measures
Notebook
Tables
Scale and Weights
Basket for each implement size except the javelins

FIELD CREW'S CHECKLIST
Equipment Needed:
Carts for vertical jump pits;
Carts for blocks;
Carts for hurdles;
Golf Cart or other ATV;
Hoses for sandpits;
Rototiller for pits;
Air blowers;
Squeegees for water;
Towels.
Clean all blocks and repair spikes as needed;
Inspect all hurdles and repair, paint and oil as needed;
Validate that you have at least 80 hurdles and preferably 85;
Have spare bolts and top bars for 5 hurdles.
Prepare track and field areas for competition:
Check hurdles carts and repair as needed.
Get new name stickers for top board for meet.
Make sure all height and distance indicators work and will stay in stand;
Check visible timing devices to make sure work and batteries charged;
Review location of all track marks and refresh those needing it;
Get grass cut and runways and track cleaned;
Make sure sprinklers won't turn on and know where they can be turned off;
Check all lines, marks, zones, and sectors etc. for accuracy;
Check all field equipment that will be used and repair as needed ;
Prepare Plasticine Boards;
Place new boards in all runways;
Make sure all vertical jump pits are in place and tied together and hazards padded;
Make sure all sandpits have been turned and are leveled;

HURDLE CREW'S CHECKLIST
Load Hurdle carts with hurdles;
Use mark diagram to place all hurdles starting at the start line so hurdlers can warm up;
Set weight and heights on each hurdle;
Reset hurdles between heats;
Remove hurdles after race;
Know where the spare hurdles and hurdle parts are located.

MEDICAL CHECKLIST
Develop Medical Check Form
Determine how many doctors, nurses, podiatrists, chiropractors and trainers are needed
Develop how many treatment tables are needed
Notify local ambulance and hospitals or event
Determine where ambulance will come and how to get injured to that location
Medical Supplies List
Adhesive Tape
Ace bandages
Splints for legs and arms
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Crutches
Band Aids
Sun burn ointment
Ice Packs
Blankets
Sports Drink and Water Containers (at least one per field event venue, finish line, medical and clerks area)
(estimate the amount of liquid by at least a pint per athlete per hour on the field, or per event)
Ice Chests
Towels
Ice Storage
Cups
Sports Drink and Bottled Water
Hose and paddles for mixing Sports Drink
ATV or equivalent for Transportation of Water and Athletes
Arrange for medical waste storage and disposal

DOPING CHECKLIST
Supplies
Bottled Water
Sports Drink
Test Kits
Medical Waste Disposal
Forms
Ice Bags
Blankets
Band-Aids
Develop paperwork and protocol procedures
Train volunteers
Set up Control rooms

SECURITY CHECKLIST
Persons to notify and have phone numbers for:
Police/Sheriff
Campus Police
National Guard
Issues to be discussed:
Street Control
Parking Control
Facilities Control- Before, During, After
Track
Stands

COMMUNICATIONS' CHECKLIST
How many of the following devices are need?
How many channels are needed? This is a function of the number of radios needed and how many separate
conversations might need to take place at one time.
RADIOS
REFEREES/OVERSITE COMMITTEE
GAMES COMMITTEE
MEET OPERATIONS
APPEALS COMMITTEE
OFFICIALS
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MEDICAL
ANNOUNCERS
STADIUM STAFF
SOUND SYSTEMS
MAIN STADIUM (ANNOUNCER)
STARTERS
CLERKS AREAS
POST EVENT AREA
INTERVIEW AREA
FAX /Computer Link
CLERKS
ANNOUNCERS
FINISH LINE
FIELD RESULTS
MEDIA
PHONES
WIRED
CELL
SIGNAGE
DIRECTIONS
RESULTS
SCOREBOARD

VENUE CHECKLIST
Venue
Circle Depth
Circle Diameter
Surface
Pull Through Mark
Length
Cage & Opening
Stopboard
Crossbars
Sector Lines
Timing Lights
Performance Boards
Pit
Standards,
calibration and zero
Takeoff Boards &
Plasticine Tray
Interference
Safety & Flagging

Version 1, 8/2000

Shot
Y
Y
Y
Y

Discus

Hammer

Y
Y
Y
Y

Y
Y
Y
Y

Y

Y

Y
Y
Y

Y
Y
Y

Javelin

Y
Y
Y

Horizontal High
Jumps
Jump

Pole Vault

Y

Y

Y

Y

Y

Y

4M

4.5 M

Y
Y
Y
Y

Y
Y
Y
Y

Y
Y

Y
Y

Y
Y
Y
Y

Y
Y
Y

Y
Y
Y
Sand Level
Y

Y
Y

Y
Y

Y
Y

Y
Y

Y
Y

Page 42

ELECTRONIC CALIBRATION PROCEDURE
The following technical guidelines were prepared for calibration of electronic distance measurements used at
the 1996 Atlanta Olympics. Although such devices are generally only used at major meets, I expect their use
will increase in the years to come.
Pre-Competition Day Activity
1. Appoint a Measurement Official to coordinate with the Measurement Organization doing the actual
measurement.
2. The Measurement Organizations appointed to do the measurements at the competition will develop setup
and calibration procedures for their measurement devices and provide to the Measurement Official approval.
3. The Measurement Official will inform the appropriate Field Referee of his/her findings.
Pre-Competition Calibration (before each field event competition):
1. The Measurement Organization will perform a pre-competition calibration and setup, i.e. system placement,
leveling, centering, checking of zero at the center of the "circle" or the take-off board for the horizontal jumps or
the "zero" plane for the vertical jumps.
2. The Measurement Official will observe the Measurement Organization when they perform pre-competition
calibration and setup, particularly the zeroing step. That includes measurement optics, observation alignment,
and focus through optical portion of the device for each step. The next two steps vary with each venue.
For Throws and Horizontal Jumps:
3. The Measurement Judge will then extend a steel tape with a 10 lb. Pull form a point expected to be the
minimum distance in the landing zone in a straight line through the center of the circle or foul line. To ensure
accuracy the field mark should have a 10 cm offset.
4. This is repeated for the longest expected distance. The Measurement Official will observe and record these
measurements to the nearest mm of output. The measurement official will then make any needed corrections
for expansion/contraction of the steel tape using the formula to be given later. The Measurement Official will
then compare the results of the tape and the electronic system to the nearest mm. If acceptable, i.e. within 2
mm, the Measurement Official will certify the system in writing for use for that event. For distances over 17 m a
temperature correction may be needed since a ten-degree centigrade variation from the tape calibration
temperature can account for a 2 mm difference.
For the Pole Vault:
3. The Measurement Official and Measurement Organization will define the zero plane at the back of the box
(runway surface level around the box).
4. Then check that the uprights are vertical, i.e. 90 degrees and the bar is level. Calibrate the height at 2m (=/2mm) at the low point of the bar (generally the center). After this calibration, the low point measurement shall
be taken at 5m at the "0" position, 5m at the + 40 position, and 5m at the -80 position (or range allowed in
competition being held). Checking the height at the edge of the standards will also check the levelness of the
cross bar at each position. Use a steel tape or calibrated bar to validate the height. The use of a level on the
side of the calibration bar helps to make sure the bar is vertical. The Measurement Official will then compare the
results of the tape and the electronic system to the nearest mm. If acceptable, i.e. within 2mm of each other,
the Measurement Official will certify the system in writing for use for that event. Note: Because of the short
distance a temperature correction is usually negligible and therefore not necessary.
For the High Jump:
3. The Measurement Official and the Measurement Organization will define the zero plan (a one-dimensional
line under the bar). Then calibrate the standards and level the bar with the high jump bar at 1.5 m to the nearest
+/-2 mm at the low point, normally the center.
4. Then do one additional height at a height near the maximum height expected in the competition and compare
readings with an alternative calibration bar or tape measurement. Checking the height at the edges of the
standards will also check the level of the crossbar at each position. The Measurement Official will then compare
the result of the tape or bar and the electronic system to the nearest mm. If acceptable, i.e. +/- 2 mm, the
Measurement Official will certify the system in writing for use for that event. Note: Because of the short distance
a temperature correction is usually negligible and therefore not necessary.
5. In each case when the calibration is complete, the Measurement Official should complete the certification
paper work (see copy in Appendix). It should be clearly marked as the pre-event certification, keeping the
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original until the results and the competition records are declared final but give a copy to the Measurement
Organization and the Chief Judge of the event before the event starts. The chief Judge will turn in his copy with
the event results.
6. Upon completion of the pre event certification, the Measurement Official will leave the venue.
Post Competition calibration (Performed after each field event competition):
7. Following the completion of each event the Measurement Official will return to observe a Post event
Calibration of the measurement system to make sure there are no changes in accuracy. The activities and
duties are the same as for the pre-competition calibration. For all but the pole vault and high jump only one
random field measurement check is needed. For the pole vault the low point at the winning height will be read
at the "0" position and the -80 cm position and the bar checked for level. The cross bas should then be lowered
to 2 m and the low point measurement made along with the level check. The expected accuracy as before is +/2 mm. For the high jump check the winning height and the level and then lower the bar to 1.5 m and recheck
the height and level.
8. In each case when the calibration is complete, the Measurement Official should complete the certification
paper work (see copy in Appendix), clearly marking it as the post-event certification. The calibrations should be
clearly marked so that the pre and post event calibrations are easily distinguished if you don't use the form
supplied in the appendix.
9. A copy of the recertification should be given to the Measurement Organization and the originals for both the
pre-event and post-event to the Chief Judge of the event. The Chief Judge will turn in the originals with the
event results. It is prudent that the Measurement Official also keep a copy of all the paperwork.
Steel Tape Calibration
The following steel tape corrections should be applied when doing calibrations for long throws and records.
Normally tapes are standardized at either 20 or 25 degrees centigrade. The correction even at the maximum
expected temperature gradient (10 degrees C) will usually make less than 2 mm difference for measurements
less than 17 meters (56 ft.). Thus the need to apply generally only to long throws. But it could be important if
pre-event calibrations are done in the heat of the day or the cool of the evening and the post event calibration is
done under the opposite conditions.
Degrees C= (Degrees F-32)/1.8
Correction in mm =0.012xL(meters)x(T-Tc) in degrees C
Note: At 100 m and 10 degrees C above or below the calibration temperature, Tc, this correction could be as
much as 12 mm or 1.2 cm.

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ELECTRONIC MEASUREMENT SYSTEM
CERTIFICATION
This certification complies with the requirements of both USATF Rule 63 and IAAF Rule 136 for calibrating
electronic measurement systems, which are used in measuring field events.
This is to certify that the Pre and Post Event setup and calibration procedures were conducted and the
acceptance criteria of +/- 2 mm was met in accordance with USATF/IAAF Draft technical Guideline AWBW-1
(August 8,1996) and other specified agreements of the competition cited below. This Certification substantively
Acknowledges the electronic distance measurement system conformance with the requirements of both USATF
Rule 63 and IAAF Rule 136 as observed by the designated Measurement Official.
Date: _________________

Pre-Event Certification Time: __________
Post-Event Certification Time: __________

Competition/Meet Name: __________________________________________________________________
Event: _________________________________ Men's Women's Qualifying Finals (Circle all appropriate)
Start Time of Competition: ______________
End Time of Competition: ________________
Notes: Certified Steel Tape Identification: _____________ Date of Last Calibration:_________________

Pre-Event Values: Selected Distances (Heights) (1) ________ Electronic Measurement: __________
Differences:

(2) ________
(3) ________
(1) ________ mm

__________
__________
(2) _______ mm (3)_______ mm

Temperature Corrective Calculation: Correction in mm =0.012xL(meters)x(T-Tc) in degrees C, where Degrees C= (Degrees F-32)/1.8
Temperature on Field: __F__C Tape Calibration Temperature: __F__C Temperature Difference: __C
Corrections to Measurement (1) ______ mm
(2) _____ mm (3) _____ mm
Corrective Measures for Acceptance of Electronic Equipment (explain): ___________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
____________________________ __________________ _______
__________________ _______
Measurement Organiz. Representative Measurement Official/ Certification No. Chief Event Judge/Certification No.

..............................................................................................................................................................................
Post-Event Values: Selected Distances (Heights) (1) ________ Electronic Measurement: _________
(2) ________
_________
(3) ________
_________
Differences:
(1) ______ mm
(2) ______ mm
(3) _____ mm
Temperature Corrective Calculation: Correction in mm =0.012xL(meters)x(T-Tc) in degrees C,

where Degrees C= (Degrees F-32)/1.8

Temperature on Field: __F__C Tape Calibration Temperature: __F__C Temperature Difference: __C
Corrections to Measurement (1) ______ mm
(2) _____ mm (3) _____ mm
Corrective Measures for Acceptance of Electronic Equipment (explain): ___________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_____________________________ __________________ ________ _________________
_______
Measurement Organiz. Representative

Version 1, 8/2000

Measurement Official/ Certification No. Chief Event Judge/Certification No.

Page 45

MEET OPERATIONS
MEET DIRECTOR
Role: The meet director shall supervise the conduct of the meet and perform such duties to ensure that the
competition will be run safely, smoothly, in a fair manner and on time. He or she will take on the role of the
Games Committee if one is not named. He or she will have general supervision of the operation of the meet as
a whole. In a small meet he or she would also assume the roles of the technical director, the jury of appeals and
possibly even the role of referee. It is recommended that a separate referee and a separate jury of appeals be
named, particularly if the meet director is also a coach of one of the teams entered in the meet.
GAMES COMMITTEE
Role: This is the overall administrative body for the meet and is responsible for general supervision and the
proper conduct of the meet. The Games Committee will determine the administrative procedures, terms and
conditions that will govern the competition in particular, determine the time schedule. The committee has the
authority to establish reasonable deadlines for receipt of entries. It will set the advancement procedures, then
number of heats and set up the preliminary heats, lane assignments and rounds of competition. It may set the
starting heights and/or minimum qualifying distances for field events. It will set the warm-up procedures and
number of trials, marking materials and what is considered the competition areas. It may consist of the meet
director and selected individual who overview the whole meet and act as resources for the meet. They may or
may not also serve as the appeals committee. A games committee is recommended for any meet larger than a
dual meet.
THE GAMES COMMITTEE HAS AUTHORITY TO DETERMINE:
A. Meet time schedule;
B. Number of heats required;
C. Heat and lane assignments for competitors;
D. Number to qualify for the next round of competition;
E. Preference lanes;
F. Method of exchanging the baton in relays if not run in lanes;
G. Location of throwing areas;
H. Starting height and successive heights of the crossbar;
I. Length of spikes used on all-weather surfaces;
J. Specify marking material, if any, to be used on all weather surfaces
K. Order in which contestants take their trials;
L. Time limitation, or number of warm-up opportunities in the field events;
M. Time at which field events shall terminate;
When necessary and only for good reason the Games Committee can override the rulebook. This should not be
done lightly. Besides the authorities listed above the committee can determine:
N. which events to hold
O. order of events
P. timing method for events
Q. number of competitors per event
R. size of flights in field events
S. what to do about interferences
T. any special rules for the meet
U. timing and registration needs
V. minimum measured distances or maximum time limits
TECHNICAL DIRECTOR
Role: The technical director works for the meet director and has overview of the technical conduct of the meet.
That includes such things as setting the timetable, layout of venues, how many contestants from a given club or
school may be entered either in individual events or the meet as a whole, number of attempts per athlete in field
events, etc. He or she supervises the direct Meet Operations. In addition, the officials’ coordinator, the referees,
the scorer or meet secretary, the records coordinator and the announcer report to the Technical Director.
TECHNICAL MANAGER
Role: The Technical Manager supervised the facilities and equipment needed to conduct the meet and acts as
technical advisor for the meet. He or she ensures that the facilities are properly set up for each event and that
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all necessary equipment is available at the event site. This role is very important in all meets and normally
should be someone other than the meet director or the technical director but is often assumed by the Meet
Director in smaller meets to the detriment of the meet. The duties for this manager are described in the section
of Facilities and Equipment. It should be a certified official.
Under each of these lead positions there is a cadre of support people to help them carryout their responsibilities.
Generally the Technical Director, Technical Manager and the Meet Information Director work for the Meet
Director.
OVERSIGHT COMMITTEE
Role: The sports committee for which the meet is being conducted normally names this committee. Its role is
as a consultant to ensure that the meet is run in accordance with the needs and desires of the sports committee.
The members observe the conduct of the meet and supply to the meet director, the coordinators and the head
officials their observations to improve the conduct of the meet and to proactively avoid problems. Internationally
the Area or International Technical Officials fill this role.
JURY OF APPEALS or APPEALS COMMITTEE
Role: This committee is made up of knowledgeable individuals, often officials, who handle any protests made on
the referee decision on a point of competition. They are the final board of appeal. The can also serve in an
advisory role to the referee. The committee has the freedom to use any information available in making their
decision about what is fair. They are not limited, as are the referees, to the rulebook per se. All participants and
coaches in the meet should be informed of the members of this committee before the start of the meet. The Jury
of Appeals is usually appointed by or consists of the games committee.
OFFICIALS COORDINATOR
Role: This individual is in charge of the officials for the meet including their assignment to various events. See a
typical organization chart in Figure 10. An alternate organization is shown in Figure 11 used at the Olympic
Trials in Sacramento in 2000.
EVENT COORDINATORS
Role: These individuals are the coordinators for a single venue and work for the technical manager in fulfilling
his role. They are responsible for venue set up and tear down on a daily basis. Usually only assigned at the
larger meets (See Figure 11). They would fall between the referee and the officials’ boxes on Figure 9.
Equipment Manager
Role: Overview and maintenance of facilities and borrowed equipment

ADMINISTRATION OF RUNNING EVENTS
The following is a brief description of some of the major officiating roles. For more details on officiating meets
see the Clinic for Pacific Association USATF Officials.
THE REFEREE
Role: The referee(s) is solely responsible for the overall proper conduct of all phases of the track and field
competition once it has started. He or she has direct charge of meet activities during the meet and for up to 30
minutes after the results of last event of meet have been announced or made official in order to deal with any
protests which might be lodged. The referee will answer and deal with questions or activities not specifically
assigned to other officials. The referee has the sole authority to determine if a race should be rerun and if so
who can participate and when it will be rerun. The referee has the authority to disqualify a competitor and then
notify the competitor or his coach of the disqualification. He or she has the sole authority to rule on infractions or
irregularities, which are not covered by the rules. In this regard, the referee may seek the advice of the head
umpire or field judge before making a ruling. Under authority of the referee, all other meet officials are assigned
and are responsible to the referee.
Responsibilities of the referee will include:
1. PRE-MEET DUTIES
A. inspects all track and field event facilities;
B. meets with the meet director and all umpires;
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C. designates area of availability during the meet;
D. obtains and reviews all games committee information
E. assigns officials to various jobs.
2. DUTIES DURING MEET
A. directly responsible for ensuring fair competition;
B. shall decide place winners in track events if judges are unable to do so
C. responsible for designating a lap caller and bell lap ringer;
D. may suspend a meet due to an emergency such as hazardous weather conditions;
E. check and certify all record performances in all track and field events;
F. referees' decisions are final except for any appeal procedure established prior to meet;
G. if conditions warrant, may alter the order of trials in field events;
H. the referee's authority begins upon arrival at meet site and concludes 30 minutes following the last
event.

THE CLERK OF THE COURSE
Role: The clerk of the course shall be responsible for recording the name and number of each competitor and
shall assign each runner to the proper heat and starting position, as approved by the games committee or meet
director. The clerk is responsible for giving all necessary instructions concerning the rules governing the race
and either the clerk, or the assistant starter, shall be at the starting mark before each race, record the lane
assignments and hold each competitor responsible for reporting promptly to the starting line when the race is
announced.
When unusual conditions make the original lanes or number of qualifiers unfair to any participant, adjustments in
heat or lane assignments should be made.

MEET ANNOUNCER
A capable public address announcer is a key to creating spectator interest in the track and field meet. The
announcer's primary job is to aid in helping the meet stay on schedule, to alert the contestants and coaches of
the coming events and to inform the spectators of what is happening.
The announcer's duties are many and varied. A good sense of timing and attention to detail are necessary
requires. The announcer should:
1. speak clearly and slowly;
2. be serious and courteous;
3. keep the meet on schedule;
4. give pre-race calls if given;
5. identify the location of each event, when making the first call for all field events;
6. identify the location of the starting line for the first event, and each time it changes;
7. announce results;
8. dispense information and records, etc., but make no announcements during the starter's commands;
9. call attention to events that might be missed by the spectators;
10. Use proper pronunciation of entrants' names;
11. be familiar with qualifying procedures for each event;
12. be familiar with scoring procedure
13. prepare a script including an opening and closing statement;
14. prepare announcer's time schedule-(see announcers sample )
15. use a specific procedure to introduce competitors, such as:
a) Iane number;
b) competitors' number;
c) full name;
d) school name;
16. have competitors step forward in lane when introduced;
17. announce record for the event, name of holder, school and year established
18. use "open time" for results and pertinent information;
19. coordinate awards presentation:
a) announce awards one event later; or

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FIGURE 9
MEET OPERATIONS

M E E T D IR E C TO R

G A M E S C O M M ITTE E

TE C H N IC A L M A N A G E R

A P P E A L S C O M M ITTE E

TE C H N IC A L D IR E C TO R

TR A C K R E F E R E E

F IE L D R E F E R E E

TR A C K O F F IC IA L S

F IE L D O F F IC IA L S

RE C ORD S

A NNOUNC E R

S C ORE R
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20.
21.
22.
23.
24.
25.
26.

b) have place-winners go directly to award stand;
keep the spectators informed of the field events in progress;
periodically announce team points;
adjust your time schedule if meet gets behind original schedule;
make no announcements during short running events - less than 800 m;
make no announcements that are not necessary;
have a good working knowledge of rules;
do not talk just to be doing something.

MEET SCORER or COMPETITION SECRETARY
Role: The scorer or meet secretary shall keep a record of the entrants, the point winner in each event and
complete team score, and shall deliver these records to the meet director or the games committee at the end of
the meet. The very nature of the sport requires accurate and prompt recording of the results of the various
events. The scorer and assistant should normally be located in an area where they will have immediate access
to the results of each event. A referee or games committee chairman must approve the results submitted by the
head field judge or finish line recorder. The scorer should have a scoring sheet, pens or pencils in two colors,
paper clips and paperweights. The scorer will release results to the scoreboard and any local posting areas and
then the press steward is responsible for preparing of copies of all results in each event for distribution to news
media and coaches. The copies of the complete meet results should be made available shortly after the
conclusion of the meet. Clerical workers will be working on these summaries as the meet progresses.
The running score sheet can be either a commercially printed form or the scorer may make one on a computer
or by hand. The number of teams entered in the meet will dictate the size of the scoresheet. The sheet should
be made of material that will not easily be torn by a wind. One or more manila folders taped together do a good
job and folds up compactly. The score sheet may be prepared by lining off as many horizontal rows as events
in the meet. The vertical lines will then be put on using one line for each team entered. The teams should be
listed alphabetically in meets with 20 or less teams. In large meets this is not possible, so the procedure to
follow generally is: Determine the number of total scoring places by multiplying the number of places to be
counted by the number of events in the meet and then set up team columns for about two-thirds of that number.
The results of the first event are entered with the names of the teams who scored at the top of the first vertical
columns and the appropriate points posted below. As subsequent events are reported, add the names of the
teams who had place winners and had not previously scored in the meet. The events should not be listed in
advance, but should be entered, as the final results become available. The points for a particular event can be
entered in the upper left-hand corner of the box under the proper school name using one color ink. Doublecheck the points to be sure they total correctly. The running total for each team will be shown in the lower right
portion of the box using different colored ink. This provides the scorer with an up-to-date total for each team.
The scorer should check out any irregularity or question but must be brief.

RECORD CLERK
Role: The record clerk oversees the meet for outstanding performances and records of all kinds and makes sure
the necessary documentation is completed to insure that an athletes outstanding effort will be recognized as a
record. It is his or her duty to get all necessary signatures, paperwork and verifications needed for a record.
Normally meet or league records only require the official meet results. For age, national, world or governing
body records further information verification is generally needed. It is usually a condition of the meet sanction
that the meet forward needed documentation to the respective body for record approval. When ever possible a
certified official should witness the record measurement.
HEAT SIZE AND LANE ASSIGNMENTS
For longer distance events the following table provides the guidance for determining heat size and the number
of competitors assigned to each heat:
Distance

Number Reporting

Maximum for a Final

1500

16 or more

12

3000

18 or more

14

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Distance

Number Reporting

Maximum for a Final

5000

20 or more

16

10000

24 or more

Sections of not more than 24 per
section

Forming Heats and Determining Lane Assignments
When preliminary heats/races are used to narrow the field for a fair final, the following procedure is to be used:
1.

List Entrants in Order of Performance. Declared contestants are listed by best performance in a
continuum from fastest to slowest.

2.

Assign Competitors to Heats. Starting with the fastest performance and working toward the slowest, each
competitor is assigned to a separate heat moving left to right and then right to left (i.e., serpentining) until
all competitors are assigned to a heat. For example:
•
•

Total of 23 declared competitors and 8 lanes leading to two heats of 8 competitors each and one
heat of 7 competitors.
FASTEST
-->
SLOWEST
1-2-3-4-5-6-7-8-9-10-11-12-13-14-15-16-17-18-19-20-21-22-23

•

Heat 1

•

Heat 2

Heat 3

1

2

3

6

5

4

7

8

9

12

11

10

13

14

15

18

17

16

19

20

21

23

22

Assigning Lanes:
Draw by lot for all lane
assignments within each
heat

Qualifying: If hand timed then the first five finishers in each heat plus the next fastest competitor
advance to the semi-final round. If automatic timing then the first four finishers in each heat plus the
next four best times will advance.

3.

Assign Heat's Competitors to Lanes. Once the heats are filled, lanes are assigned by drawing lots for
each heat.

4.

Form Semi-Final--Weigh Places First, Fill with Next Best Times. As many of the semi-final's available
lanes as possible should be determined by the order of finish in each heat. Any remaining lane(s) should
be filled on the basis of the next fastest times among the remaining competitors. Working from left to right
and right to left: a. Group and seed first-place winners by their times. b. Group and seed second-place
winners by their times. c. Group and seed third-place winners by their times. d. Group and seed
fourth-place winners by their times.
In the first round of competition only in high school and in all rounds in IAAF(166.3.b) and Youth Athletics
(243.1.a), if two contestants from the same team (nation) are in the same heat, move the slower
contestant to another heat by interchanging with a contestant of nearest comparable place and time by
weighing place first and time second. In all other USATF and NCAA competitions no allowance is made
for teammates in any round.
If all heats do not have the same number of contestants, draw for the extra contestant assignment to heat
by lot.

5.

6.

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Returning to our example of forming two semi-final heats with 8 competitors in each semi:
Heat Winners

Heat 2nd's

3rd's

4th's

5th's

1a = Fastest 1st Place
1b = Second Fastest 1st
1c = Third Fastest 1st

2a = Fastest 2nd
2b = Second Fastest 2nd
2c = Third Fastest 2nd

3a

4a
3b
4c

5a
4b
5c

3c

5b

n1 = Fastest remaining competitor (i.e., fastest 6th place finisher)
Semi-Final Heat #1
1a
2a
2b
3b
3c
4c
5a
n1
7.

Semi-Final Heat #2

(left to right, right to left)

1b
1c
2c
3a
4a
4b
5b
5c

Assign Semi-Final and Final Lanes by Draw. For each semi-final heat and for the final, assigned
competitors are divided into two groups. If eight lanes are available, the four fastest competitors from the
preceding heat are drawn for lanes 3 through 6 and the remaining four slower competitors are drawn for
assignment to lanes 1, 2, 7 or 8.

When heats are set then complete or print out the heat sheets comparable to Figure 18 in sufficient copies for
the announcer, finish line and clerks. Note for tracks with other lane counts see USATF Rule 75.1. (h), NCAA
Rule 5-11, IAAF Rule 166 and High School Rule 5-6.
OTHER CLERKING DUTIES
Athlete Check-in: Upon arriving at the track, athletes and coaches should check with Meet Operations to secure
competition bibs (if not previously issued), the final meet event schedule, and to declare. The Games
Committee should provide the Clerk with the names and race numbers (if required) of all competitors entered in
running and walking events. This information is gathered either through pre-registration or by the clerks as
athletes assemble at the Clerking Area to check-in.
Assembling Athletes: The "Clerking Area" or "Clerk Circle" is a visible restricted access area where the
announcer directs athletes for final check-in at least 30 minutes prior to the event's scheduled start time. This
area is to be kept clear of coaches, spectators, and athletes not involved in an upcoming event. The Assistant
Clerks help Marshals with this important task. It is important that this area remain clear to ensure that a
controlled atmosphere is established for issuing instructions and providing information. The clerk should confirm
the presence of each athlete and inform the athlete's heat and lane assignment; verify uniforms, shoes and
numbers; issue hip numbers (if required) and check spikes. This is also the time to inform the athletes of the
method that will be used to advance from the preliminary rounds/heats into the finals, and the correct method of
starting and running the upcoming event (e.g., use of waterfall or staggered lanes, break line rules, use of alleys
or boxes, relay zone locations, etc.). In Youth meets it is important that they know that if they are using blocks
that they should set their blocks while the heat in front of them is running. This assumes you have two full sets
of blocks.
Escorting the Athletes: When the athletes are escorted to the start line, the Clerk must allow time for the
Starter's brief instructions and commands review, adjusting starting blocks, and positioning all relay members in
the appropriate zones. Figure 14 illustrates the typical location of various start lines, finish lines and relay zones
for a 400-meter track. The Clerk should be aware of any special start lines and unique features or
considerations (e.g., steeplechase and race walk start lines). Once competitors are placed in their start position,
the clerk then reports to the Referee and Starter any changes in the number or position of competitors or heats
resulting from absent athletes. A runner should be available to take revised clerk sheets to the finish line area.
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For Youth meets because of the large number of 100m and 200 m races, clerks should line up athletes in rows
by age group and by heat so that once the gun is fired the next group can take their blocks up and put them
down and start taking starting practice. Blocks from the former heat are taken the following heat so they can
adjust them and be ready when their turn comes. Having enough clerks to monitor and keep this process going
will save a lot of time. Without that support it will easily take twice as long to run these events.
Finish Line Management:
In a properly administered track and field meet, there could be as many as 50 officials in the immediate finish
line area. These would include timers, judges, FAT operator and reader, recorder, etc. The results of their efforts
are critical to the competition. Proper finish line procedures will contribute to a well-run meet free of unnecessary
controversy. A premeet conference for planning and coordinating all responsibilities for finish line officials is a
fundamental requirement for efficient meet administration. The meet referee should schedule a premeet
conference with all finish line personnel.
The rulebooks and high school officials’ manual contain information that may be used to develop a meaningful
agenda for this meeting. Whether this briefing begins with a general meeting of all finish line officials, followed
by separate meetings conducted by the head finish judge and head timer, the following items should be covered
in the premeet briefing of finish line officials:
1. Rules governing the finish.
2. Reporting/recording procedures.
3. Handling discrepancies in timing or order of finish.
4. Pre race instructions to the runners by the clerk of course concerning post-race procedures at the finish line.
5. Handling disqualifications as they may affect the final order of finish.
6. Review the role and authority of the following:
a. Referee.
b. Head finish judge.
c. Head timer.
d. Chief finish line evaluator.
e. Finish line recorder.
f. Wind gauge operator.
g. Records clerk.
7. Reconfirm individual assignments, official'spositions, equipment distribution and return.
8. When FAT is used, the games committee may reduce or eliminate the use of judges at the finish line.

ADMINISTRATION OF FIELD EVENTS:
Because of the larger number of events when both men’s and women’s teams are participating, it is now
common practice to assign both a track referee and a field referee. Their jobs are the same except one deals
with track related problems and the other with field related problems.
FIELD REFEREE
The field referee is responsible for the conduct and supervision of all field events. In case of infractions or any
irregularities not specifically placed under the jurisdiction of other field judges, the field referee shall report
directly to the referee for a final decision.
It is the responsibility of the field referee to:
1. Review procedures for using equipment and/or implements when provided by the games committee.
2. Inspect, measure and weigh implements and apparatii, such as cross bars, jumping standards, pole vault
poles, etc.
3. Conduct a premeet meeting of all individual event judges.
4. Make certain field events begin on time and continue without unnecessary delay.
5. Make every effort to ensure that each competitor has a fair and equal opportunity to perform.
6. Verify outstanding performances, which might qualify for records.
7. Review and certify the scorecards of each completed field event.
8. Instruct event judges to secure facilities and return equipment after completing competition.
9. Communicate continually with the meet referee.
FIELD JUDGES
The individual event judges are directly responsible to the field referee.
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The event judges shall:
1. Report to event site at least 45 minutes before the event is scheduled to begin.
2. Be certain the competition area is properly prepared and ready for warm-ups.
3. Prior to the beginning of the event, review the assignments of the judges and workers.
4. Inspect the jumping and vaulting areas, making sure all hard and unyielding surfaces around the high
jump/pole vault landing pad are padded, no metal cross bars are being used and vaulting standards are
securely fastened.
5. Check in competitors early enough so warm-ups can be completed prior to the scheduled start of
competition.
6. Check and enforce uniform, visible apparel and shoe regulations.
7. Use traffic control ropes, flags or fences around the competition area.
8. Keep the competition area clear of all nonparticipating individuals.
9. Keep competitors out of impact area during warm-ups and competition. Implements should be carried out of
landing sector by an official and then carried by the competitor to the waiting area.
10. Conduct the trials according to the procedure established by the games committee, including when
athletes are excused to compete in another event.
11. During the competition call the contestants "up", "on deck" and "on hold".
12. Charge competitor with an unsuccessful trial if a trial is not initiated within the defined time period after
being called.
13. Use white flag to indicate a fair trial and red flag to indicate a foul trial.
14. Announce measured distances in a loud and clear voice.
15. Sign the event card indicating the place winner for each event.
16. At the conclusion of an event permit no practice, have all implements removed from the area and place a
traffic cone in a position to indicate the area is closed.

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MEET DIRECTOR’S CHECKLIST
(Some of these items will duplicate those for the event manager. If both positions exist the meet director would normally
complete them.)

1. SECURE A PROPER MEET SANCTION
This is a joint effort with Administration and depending on complexity either may do it. Obtain meet sanction at
least 30 days prior to the deadline for getting a sanction. Get it as soon as possible. The associations involved
must sanction a regional event sponsored by a club or school if there are two or more associations involved or
three or more states or four or more schools involved. See individual sanctioning bodies for their requirements.
2. RESERVE THE SITE
The selection of the meet site is normally routine, since the director is usually using a home facility. In any case
the meet director should carefully check the availability of the intended facility and sign the necessary contracts
to ensure it will be available on the announced date. Check also to see what other activities might be taking
place at or near the school or venue to make sure there are no interfering events, traffic or parking problems. If
more than just the track is involved this activity may be best coordinated by the event manager.
3. MEET MANAGEMENT VOLUNTEER
Select members of the Games Committee as appropriate from those who know the rules and can be counted on
to be there when needed to do the job.
4. SEND OUT INVITATIONS AND ENTRY BLANKS
Meet invitations should be sent out as soon as possible , preferably two to three months or more in advance or
before the start of the track or cross-country season. It should include all schools, clubs or individuals that the
director wishes to have included in the competition. (For necessary information see Event Invitation Checklist in
the Administrative section)
5. INVITATIONS TO MEET OFFICIALS
The Meet Director should refer to the organizational chart (Figure 10) to determine the officials needed for the
meet. If the meet has an Officials Coordinator this duty can be delegated to that individual. These should be
sent out before the start of the track season since most officials fix their officiating schedules, particularly for
weekends by early January. The invitations should include:
A. a self-addressed postcard to indicate confirmation of assignment;
B. specific assignment;
C. date, site and schedule of assignment;
D. specific study materials;
E. training sessions or pre-meet meeting of officials;
F. information regarding accepted dress for meet officials.

6. REGISTRATION COMMITTEE
A. plan and do athlete registration;
B. makes and issues team packets,
C. mans a scratch table;
D. posts entries and other pertinent premeet information on bulletin boards.
7. EQUIPMENT NEEDS
If a Technical Manager has been appointed, this activity can be delegated to that individual.
Validate and approve contracts for equipment to be supplied by:
A. Stadium or School
B. Officials
C. Vendors
D. Rental
E. Others
Insure that all needed equipment arrives and is accounted for.
8. PRE-MEET ASSIGNMENTS
Check that all borrowed or rented equipment has arrived and been properly tagged and stored.

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Assign group to set up each venue.
Check that track and field areas have been reviewed for readiness before competition (See Venue Checklist in
Facilities and Equipment section);
Check that all signage for the meet is up.
Check that supplies for all volunteer and officials have been put into packets;
Confirm pre-meet meeting time and place for all officials, coaches and volunteers.
10. POST MEET ASSIGNMENTS
Make sure that Clean-up crews have been assigned and are working;
Make sure there is a plan and that all borrowed and rented equipment and supplies are returned;
Make sure that all results have been validated and distributed;
Send Thank you letters to all meet operations staff, officials and volunteers;
Send out Meet evaluation forms
Collect and summarize all comments and lessons learned for the operation of the meet and make
recommendations for the next year or the next meet director and the event director.
Committments from stadium, volunteers, and officials for next year's event.

SAMPLE ANNOUNCER'S SCHEDULE
The schedule will vary with the type and size of the meet. For larger and more formal meets there may be no
preliminary announcements for check-in by the announcer. Such announcements will be handled completely by
the clerking staff at the warm-up area. For smaller meets warm-ups occur on the field of play and usually the
announcer makes the calls. In either case there are generally three calls for athletes. In smaller meets field
athletes report directly to the venues. In larger meets they report to the Field Clerk and are escorted to the
venues. Track athletes always report to the clerk except in very small meets where the starter may also act as
the clerk. Report times for the two groups are different because the warm-up requirements are different.
Generally allow 30minutes before warm-up time plus the warm-up time to determine the time for the first call in a
field event for most meets. The Second call should be about 10 minutes later and the third call about 10
minutes before the start of warm-ups. A method for estimating the amount of time for warm-up times is included
later in the section on event timing (page 68). But generally for field with 8-10 athletes or less, 15 minutes is a
good estimate and is what is specified for NCAA meets. For track events allow 15 minutes before

Field Events Timing
Time, Minutes
Time, Minutes
Time,
Medium Meet
Large Meet
Minutes
Small Meet
Athlete Check In
30+X+Y
(30-35)+X+Y
(80-90)+X+Y
First Call
32+X+Y
(32-35)+X+Y
(65-70) +X+Y
Second Call
22+Y+X
22-(25)+X+Y
(45-50)+X+Y
Third Call
12+Y+X
(12-15)+X+Y
(25-30)+X+Y
Report Time
7+Y+X
(7-10)+X+Y
(20-25)+X+Y
Clerk Instruction Time
0
0
5
Travel to Venue Time
0
0
(5-10)
Familiarization/Prep Time
5
5
5
Warm-up Time
Y
Y
Y
Introduction/Introduction Time
2+X
2+X-5+X
5+X
Start Time for Event
X
X
X
Y varies from 15 minutes to 30 minutes for throws and horizontal jumps, 30-45 minutes for high jump and 45-60
minutes for pole value depending on what type of meet and how many athletes.
Activity

Estimates for Warm-Up Time per Athlete (Y)
Activity (Time in seconds)
Throws and Horizontal Jumps w/o raking
High Jumps

Per Athlete
45
45

Bar Up/Rake
75
60

Pole Vault

45

75

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Track event Timing
Activity

Athlete Check In
First Call
Second Call
Third Call
Report Time
Clerk Instruction Time
Travel to Venue Time
Familiarization/Prep Time
Warm-up Time
Introduction/Introduction Time
Start Time for Event

Time,
Minutes
Small Meet
30+X+Y
32+X+Y
22+Y+X
12+Y+X
7+Y+X
0
0
5
Y
2+X
X

Time, Minutes
Medium Meet

Time, Minutes
Large Meet

(30-35)+X+Y
(32-35)+X+Y
22-(25)+X+Y
(12-15)+X+Y
(7-10)+X+Y
0
0
5
Y
2+X-5+X
X

(80-90)+X+Y
(65-70) +X+Y
(45-50)+X+Y
(25-30)+X+Y
(20-25)+X+Y
5
(5-10)
5
Y
5+X
X

where Y is generally, 5 minutes or less for track events depending on number of heats. If warm-up is provided
off the field this can be reduces for most events to 2-3 minutes. For hurdles generally the full 5 minutes is
needed. For the first heat in each race, additional time may be needed to set the hurdles. The amount will be a
function of how many people are available to be the hurdle crew. A minimum at a major meet is about 5
minutes. For small meets this could be up to 10 minutes.
For a moderate size meet scheduled to begin at 4:15 p.m. (sample as follows):
3:30 - first call for all field events (4:15)
3:40 first call 110 m high hurdles (4:15);
- second call for all field events (4:15);
3:50 second call 110 m high hurdles (4:15);
-last call for all field events (4:15);
-first call 100 m dash (4:25)
4:00 last call for 110 m high hurdles (4:15);
-second call 100 m dash (4:25);
- first call for 800 m run (4:35);
4:10 third call 100 m dash
-second call for 800 m run (4:35)
- first call 1600 m run
4:11 - welcome to all spectators, coaches, participants;
-review placing and scoring;
4:13 - anthem
4:14 - announce entries for 110 m high hurdles, record holder, etc
4:15 110 m high hurdles;
4:20 last call 800 m relay (4:35);
- second call 1600 m run (4:45);
-first call 400m relay
4:22 - announce results of 110 m high hurdles;
4:25 -100 meter dash;
4:27 - announce results of 100 m dash;
4:30 - second call 400 m dash (4:45);
-last call 1600 m run (4:35) and etc.

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ANNOUNCER’S CHECKLIST
1. Check out sound equipment before the meet, preferably at least a week before so you can plan and if
need be it can be changed.
2. Check that it can be heard under and in the stands, at the clerks’ area, in the rest rooms.
3. Check out all microphones, portable and hard wired.
4. Understand when press box or announcer area will be open on day of meet.
5. Check out the view to make sure you can see all you need to see.
6. Check how much room for spotters and helpers is available.
7. Get preliminary schedule from meet director several days in advance.
8. Set up tentative schedule and prepare any athlete profiles before you arrive.
9. Make sure you have a list of the meet, league, stadium, national and world records.
10. Bring a clock that you can see and set to meet time.
11. Show up and set up at least 30 minutes before the first call for the first race or field event.
12. Get latest schedule and a meet program when you arrive.
13. Check with clerks on you plan for check in announcements.
14. Check with starters to see if they will be using the same PA system.
15. Make any needed adjustments to your plan based on new information from officials or schedule
changes.
16. Make first call on time. You can greatly help the meet by keeping the meet moving.
17. Stop talking once the gun is up.

SCORER/COMPETITION SECRETARY’S CHECKLIST
1. Determine how the meet will be scored, if it is not set in the rulebook, i.e. as a dual meet, a double dual
or a triangular meet. How many team members are scoring and who is non-scoring? Who is going to
declare that and when?
2. Develop paper work flow plan from you to clerk to officials and back to you and then to awards,
announcers, board posting and press.
3. Make sure you have a list of the meet, league, stadium, national and world records.
4. Validate all entries.
5. Run preliminary heat and flight sheets for check.
6. Verify that individual heats and flights have the correct number of athletes and are on individual sheets.
7. Run all sheets.
8. Check that there are copies of all the heat and flight sheets the day before the meet, if possible.
9. Hand out sheets to various heads of events and head track officials or to the referees.
10. Have extra blank copies of heat and flight sheets in the case of a redraw or additions.
11. If using a computer make sure you are familiar with the program and the location of it and the
database. make any necessary links to field measuring equipment such as wind gauge or Finishlynx.
12. Keep a backup copy of the original data.
13. Make sure printing and copying equipment is in working order.
14. Make sure you are in an area that has limited access so you can do your work.
15. Make sure you have necessary communications with awards, the referees, the meet director, the finish
line, heads of events and the announcer.
16. Have sufficient file folders and clipboards to handle results.
17. Have sufficient tape and/or pins to post results.
18. Have an area set aside for new results, completed results and revised results.
19. Have team scoring sheets and copy of applicable scoring procedure.
20. Have the applicable rulebook.
21. Put a time stamp on all paperwork and a revision number. It helps if you have multiple revisions to
know which one is the last one.
22. Input results and look for errors or inconsistencies.
23. Score Meet.
24. Get Referee’s approval of results.
25. Post and distribute results.

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Page 59

PAPER WORK CHECKLIST
1.
2.
3.
4.
5.
6.
7.

8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.

21.

22.
23.
24.
25.
26.
27.
28.

29.
30.
31.
32.
33.

Will you use a computer, print, or network forms for the meet paperwork?
Entry forms
Meet applications
Officials applications
Volunteer applications
Budget forms
Cash receipts
a. Entries
b. Concessions
c. Gate/tickets
Expense report forms
Computer entry form
Declaration forms
Declarations
a. Who/when/where/how
Officials training manuals
Volunteer training manuals
Athlete packages
Coaches packages
Press packages
Volunteer packages
Heats/flights sheets
Copy request forms
Track heats/results (to/from track)
a. Announcer
b. Clerks
c. Starter
d. Finish line
e. Photofinish
Field flights/results (to/from venue)
a. Announcer
b. Clerks
c. Event head
d. Referee
e. Results
Approval/interface with protests/referee
Posting
Information for press/interview area/coaches
Protest forms
Finish line forms
Clerk forms
Field event forms
a. Shot/hammer/discus/javelin
b. Long jump/triple jump
c. Pole vault/high jump
Scoresheet forms
Medical forms
Drug testing forms
Press credential forms
Thank yous
a. Officials
b. Volunteers
c. Staff
d. VIP
e. Sponsors

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Page 60

Version 1, 8/2000

Page 61

FIGURE 10
OFFICIALS ORGANIZATION

FIGURE 11
EVENT COORDINATORS ORGANIZATION
Coordinator of Officials

Coordinator of
Multievents (4)

Assistant Coordinator of
Track

Coordinator of Umpires
(24)

Coordinator of Track Events
(4)

Coordinator of Clerks
(12)

Coordinator of Finish Line
(9)

Coordinator of Race
Walking

Coordinator of Field
Events (5)

Coordinator of Throws (3
Crews/ 27)

Coordinator of Vertical
Jumps (2 Crews/11)

Coordinator of Disabled
Events

Coordinator of Horizontal
Jumps (2 Crews/ 18)

Coordinator of Support
Officials (10-19)

Coordinator of Marshals
(8)
Version 1, 8/2000

PAGE 62

Figure 12
OFFICIALS ASSIGNMENT FORM
Meet:
Track Referee
Starter
Chief Clerk
Chief Finish Judge
Place
Finish Judge

Chief Timer
Place

Timer

Date:
Walk Referee
Recaller
Assistant Clerk
Chief Umpire
Umpire

Officials Coord.
Field Referee
Recaller
Assistant Clerk
Chief Field Judge
Implement
Weigh-in
Area #
1
Wind Gauge (Track)
2
Wind Gauge (Field)
3
4
Long Jump Chief
5
6
7
Triple Jump Chief
8
9
10
High Jump Chief
11
12
13
Pole Vault Chief
14
15
16
Hammer Chief

Finish Line Coord.
Watch # Photo Panel
Javelin Chief
Chief Judge
Race Walk Judge

Version 1, 8/2000

Jud. #
1
2
3
4
5
6

Shot Put Chief

Discus Chief

PAGE 63

Figure 12(cont.)
OFFICIALS ASSIGNMENT FORM
Place

Timer

Watch #
Lap Score Chief

Disqualification Board

For large meets significantly more officials are needed in almost every area.

Version 1, 8/2000

Page 64

FIGURE 13
THROWS

5

7

6

(J a v e lin )

17

12
13
14
Date:_____________
9
Meet:__________________

1
4

2

15

8

3

10 11
16
Official's
Assignment

Time_______
Shot Put
M

W

Time_______
Discus
M

W

Time_______
Javelin
M

W

Time_______
Hammer
M

W

1. Event Head/Flags

_______________

_______________

_______________

_______________

2. Flight Coordinator/
Clock Operator
3. First Recorder/Judge

_______________

_______________

_______________

_______________

_______________

_______________

_______________

_______________

4. Second Recorder/
Reader/Judge
5. Marker/Sector Judge

_______________

_______________

_______________

_______________

_______________

_______________

_______________

_______________

6. Marker/Sector Judge

_______________

_______________

_______________

_______________

_______________

_______________

_______________

7. Marker/Measurer
8. English Board

_______________

_______________

_______________

_______________

9. Metric Board

_______________

_______________

_______________

_______________

10. Escort

_______________

_______________

_______________

_______________

11. Escort

_______________

_______________

_______________

_______________

12. Retrievier

_______________

_______________

_______________

_______________

13. Retrievier

_______________

_______________

_______________

_______________

_______________

_______________

_______________

14. Retrievier
15. Implement Inspector

_______________

_______________

_______________

_______________

16. Marshall

_______________

_______________

_______________

_______________

17. Javelin Landing

Version 1, 8/2000

_______________

PAGE 65

FIGURE 14
VERTICAL JUMPS

Meet:__________________
Date:_____________

POLE VAULT
5
11

1

2

4

3

8 9

7

10

8 9

2

6

1

11

4
5

6

4

10

HIGH JUMP
Official's
Assignment

Time_______
High Jump
M

W

Time_______
Pole Vault
M

W

Time_______
High Jump
M

Time_______
Pole Vault
M

W

W
_______________

1. Event Head/Flags

_______________

_______________

_______________

2. Flight Coordinator/
Clock Operator
3. First Recorder/Judge

_______________

_______________

_______________

_______________

_______________

_______________

_______________
_______________
_______________
4. Second Recorder/
Runway Official
5. Bar Raiser/
Standard Setter
6. Bar Raiser/
Standard Setter
7. Pole Catcher

_______________

_______________

_______________

_______________

_______________

_______________

_______________

_______________

_______________

_______________

_______________

_______________

8. Escort

_______________

_______________

_______________

_______________
_______________
_______________
_______________
_______________

9. Escort

_______________

_______________

_______________

10. English/Metric Board

_______________

_______________

_______________

11. Marshall

_______________

_______________

_______________

_______________
_______________

Version 1, 8/2000

PAGE 66

FIGURE 15
HORIZONTAL JUMPS

Date:_____________
Meet:__________________
7
17

10

14
2

9

16

15

4
5

12 13

Official's
Assignment

11

1

6

8

3

Time________
Long Jump
M

W

Time________
Long Jump
M

W

Time________
Triple Jump
M

W

Time________
Triple Jump
M

W

1. Event Head/Flags

_______________

_______________

_______________

_______________

2. Flight Coordinator

_______________

_______________

_______________

_______________

3. First Recorder

_______________

_______________

_______________

_______________

4. Second Recorder

_______________

_______________

_______________

_______________

5. Marker/Pit Judge

_______________

_______________

_______________

_______________

6. Plasticine Official

_______________

_______________

_______________

_______________

7. Pit Leveler

_______________

_______________

_______________

_______________

8. Pit Leveler

_______________

_______________

_______________

_______________

9. Runway Official/
Clock Operator
10. Metric Board

_______________

_______________

_______________

_______________

_______________

_______________

_______________

_______________

11. English Board

_______________

_______________

_______________

_______________

12. Escort

_______________

_______________

_______________

_______________

13. Escort

_______________

_______________

_______________

_______________

14. Raker

_______________

_______________

_______________

_______________

15. Raker

_______________

_______________

_______________

_______________

16. Wind Gauge

_______________

_______________

_______________

_______________

17. Marshal

_______________

_______________

_______________

_______________

Version 1, 8/2000

PAGE 67

FIGURE 16
EVENTS & MAKE-UP OF HEATS
INDOOR EVENTS

OUTDOOR EVENTS

Number
Distance

50 Meters
55 Meters
60 Meters
300 Meters
400 Meters
500 Meters
600 Meters
800 Meters
1000 Meters
2000 Meters
3000 Meters
5000 Meters
50 Meter Hurdles
55 Meter Hurdles
60 Meter Hurdles

100 Meters
200 Meters
400 Meters
800 Meters
1000 Meters
1500 Meters
2000 Meters
3000 Meters
5000 Meters
10,000 Meters
100 Meter Hurdles
1100 Mete Hurdles
400 Meter Hurdles
3000 Meter Steeplechase
1 Mile

INDOOR EVENTS

OUTDOOR EVENTS

800 Meters (4 x 200)
1600 Meters (4 x 400)
3200 Meters (4 x 800)
6000 Meters (4 x
1500)
1100 Meter Sprint
Medley
4000 Meter Distance
Medley

400 Meters (4 x 100)
800 Meters (4 x 200)
1600 Meters (4 x 400)
3200 Meters (4 x 800)

1500
3000
5000
10000

Reporting
17
19
21
25

1
6
7
12
13
18
19
24

Maximum Number

1

2

3

4

5

6

or in Final
12
14
16
Section of not more
than 24

2
5
8
11
14
17
20
23

3
4
9
10
15
16
21
22

6000 Meters (4 x 1500)
1600 Meter Sprint Medley
4000 Meter Distance Medley
440 Meter Shuttle Hurdles

Version 1, 8/2000

Page 69

7

8

EVENT TIMELINE GUIDELINES
Based on experience at many different events the following guidelines are useful to understand the length of
time each event will take and in planning meet schedules. These are for a well run meet with adequate officials
and volunteers to run the meet. People are critical to keeping a meet on time. Without enough people the times
shown can easily be 50 –100% of actual times. Preplanning for all contingencies will help you keep on schedule
and met these target times. Certainly your knowledge of those competing should be filtered in to arrive at a
workable time schedule. Having no meet day entries helps but it not critical. You do need to have a system set
up to handle changes. For example at National Masters meets, entries are not closed and heats not set until 30
minutes before the start of the race. You can do this if you have a computer program and knowledgeable
officials. In large meets with lots of heats and flights it helps to do everything possible to keep the meet on time.
For example in relays, have the clerks put hip numbers for the lanes that teams are in. This is particularly
important for the young age groups. Have them go out to their respective positions as a group.

Track Events per heat (including warm up time)
General Rule: Use slowest expected time to run the race plus 1 minutes for lining up and instruction. For races
less than 300 m allow an extra minute for each huddle race and an extra 2 minutes in total for false starts within
a series of heats. If you are using hand timing only, add an additional 1 minute per race. If you use a
Chronomix or similar multilane time recorder you need not add the extra time assuming you use some type of
finish chute to collect the runners in order even for the short races so that you can move on to the next race.
This table assumes good weather conditions, an all weather track, and sufficient personnel to stage the athletes
at their starting positions as fast as that track area is clear from the previous race. In the Youth meets there is
no warm up time other than just to practice one or two starts, while the preceding race is going on and you are
using two sets of blocks. If you are using a dirt track allow an additional minute per race. If sufficient manpower
is not available to move the athletes then add 2 –3 minutes per heat. In championship meets, 5 minute intervals
can usually be maintained between heats.
Event

Youth*

Masters

High School

100,100H, 110H
200
300H, 400, 400H
800
1500
2000
3000 SC,3200
5000
10,000
4x100
4x400
Other

2 – 3 min
3 min
3 –4 min
3 – 4 min
6 – 7 min
8 min
12 - 13 min
20 min

3 min
3 min
4 min
4 min
9 min
14 min
16 -18 min

2 1/2 min
3 min
4 min
4 min
8 min

2-3 min
6 min

15-16 min

Other (Collegiate,
Open, Junior)
3 min
3 min
3-4 min
4 min
6-7 min
12-14 min**
17-22 min**
40-50 min **
3 - 4 min
6-7 min

3 - 4 min
3 - 4 min
8 min
6 min
Race Time + 1 min then rounded up
to next whole minute to be
conservative
* To have this quick turn around you need to use a finish chute for all races so that the next race can be started
as soon as the last race is complete and have two set of blocks so that the follow heat can preset their blocks.
** Because of possible lapping and the larger number of runners in these events, they are dependent on the
finish line officials being ready for the next event.
Example: 5 heats of 100 M for each age group in Youth meet
5 heats x 2 min/heat x 5 divisions x 2 (boys and girls)= 100 min +10 groupsx2 = 120 minutes since there might
be a glitch. These tables assume you have enough clerks and starters to move this number of people though.
That is the athletes are lined up in heats waiting on blocks and for youth two full sets of blocks are available so
next heat can set their blocks while the former heat is starting. If you're short on one or the other it will take
longer, 3 or even 4 minutes per heat. That would mean it could be as long as two hours. If less than 8 per heat,
Version 1, 8/2000

Page 71

you loose time. It is better to have full lanes and less heats than more heats and empty lanes. In planning your
schedule be realistic in estimating how many runners you will have and how much help your will have since
either can significantly impact the time required. The key is to have enough knowledgeable manpower available
so that the next race can start as soon as the last race is complete. In a well run youth meet you can get to 15
second intervals between finish and start of next race particularly in short races and younger age groups that
don’t use blocks.

Field Events per athlete per round
General Rule: Estimate 1 to 2 minutes per entrant per attempt during competition. To this add warm-up time
before each flight of between 10 to 15 minutes for flights of 8-12 people (i.e. allow about 30 seconds for each
athlete for each attempt). Allow the same amount of time for warm-ups between preliminary and finals if there
are multiple flights. If flights are seeded such that most or all the finalists come from the last flight then this
warm-up period can be eliminated or greatly reduced, i.e. giving only those not in the last flight two warm-up
attempts. It is best to give a set number of attempts rather than a fixed time for warm-ups because it gives
everyone the same opportunity. Generally allow 2 attempts for a warm-up period. Alternatively, if the flights are
not seeded by qualifying mark then guess how many will come from a flight other than the last flight and allow 1
1/2 minutes per athlete not in the last flight.

Early in the season meets, most youth clubs will have entries mainly in the shot put and long jump. There will
be very few triple jumpers, high jumpers or pole vaulters until the end of the season. Having more than one long
jump pit and shot put ring really helps to keep the meet on time and moving. However, in all cases, the need for
officials and volunteers is the key to a successful meet run on time. You must have the key people on board
and ready before the day of the meet. This is one of the biggest failings of many meets.
Event
Long Throws
Shot Put, Weight
Horizontal Jumps
High Jump
Pole Vault

Youth/Masters/High School
1 min
¾-1 min
1-1 ½ min
¾ min each jump for a total of
9 jumps
2 min each jump for a total of 9
jumps

Collegiate, Open, Junior)
1 1/2 min
1 min
1-2 min
1 min each jump for a total
of 9 jumps
2 min each jump for a total
of 9 jumps

Example: It is now 10 o'clock. You have two flights plus finals of high school boys long jump with 15 jumpers
overall. What time do you estimate the next age group can start warming up and what time do you tell flight 2 to
return for warm-ups and all to report to see if in finals?
Flight 1 =7 Flight 2 =8 (particularly if in ranked jumping order to increase the possibility that no one from the first
flight will make it and thus you could reduce the preliminary to finals warm-up time.
Activity
Warm-up Flight 1
Preliminary Jumps Flight 1
Warm-up Flight 2
Preliminary Jumps Flight 2
Warm-up finals
Final 3 Jumps (Assume 8 to finals)
Second Flight Warm-up
Finals Report
Total Event Time Estimate
Start for next age group

Version 1, 8/2000

Time to
Complete
10 min.
21 min.
10 min
24 min
10 min
24 min
10:30
11:05
1 hours &
39 min
11:45

Notes
Two or three jumps
Usually fast since ready to go when pit is for this age group.
Should be same as for Flight 1 unless number in flight
considerably different, better to use 2 or three jumps.
3 jumps x 8 jumpers x 1 min
Can be different from warm-up per flight but usually the same.
Round down so there early, in case run faster
Which I would round off to 1 hours and 40 min.
It could take up to 15 minutes more but this way you won't be
waiting for the next group to show up.
Page 72

On the other hand if this were a youth meet with the same number of jumpers and a one day meet then they
would only get 4 jumps with no finals and you would run the whole group of 15 through as a single flight.
Normally flights are not used in youth meets. Likewise timing is dependent on how fast the pit can be raked
because the athletes will be lined up and ready to go. The timetable for bantam boys might look like this:
Activity
Warm-up Bantam
Jumps
Total Event Time Estimate
Start for next age group

Version 1, 8/2000

Time to
Complete
15 min.
60 min.
1 hours &
15 min
11:00

Notes
Two or three jumps, assuming 3 jumps
Usually fast since ready to go when pit is for this age group. 15
jumpers x 1 min/jump x 4 jumps)

It may take up to 15 minutes more but this way you won't be
waiting for the next group to show up and if you have a second
clerk they can check them in while your finishing with the first
group.

Page 73

FIGURE 17

Field Event Timing
Recent changes in IAAF, USATF and NCAA rules have made for many differences in the amount of time
allowed to complete attempts in field events. This table is offered to help clarify those differences. Because
this continues to be an area for change, please review your rulebook when moving from event to event or
meet to meet to make sure you are applying the appropriate time increment.

Time in Minutes for Trial
---------- OPEN --------FIELD
HJ
PV

---MULTI-EVENTS 1) --FIELD
HJ
PV

Greater than 3
USATF/IAAF
NCAA
HS

1
1
1 1/2

1
1
1 1/2

1-1/2
1
2

1
1
1 1/2

1
1
1 1/2

1-1/2
1
2

If 2-3 remaining
USATF/IAAF
NCAA
HS

1
1
1 1/2

2
2
3

3
3
4

1
1
1 1/2

13)
21)
3

1 1/23)
31)
4

If 1 remaining
USATF/IAAF
NCAA
HS

1
1
1 1/12

5
4
5

6
5
6

14)
1
1 1/12

24)
2
5

34)
3
6

2
1
-

2
2
-

3
2
-

2
1
-

2
2
-

3
3
-

1/4
1/2
-

1/4
1/2
-

1/4
1/2
-

1/4
1/2
-

1/4
1/2
-

1/4
1/2
-

CONSECUTIVE
ATTEMPTS
USATF/IAAF
NCAA
HS2)
WARNING
USATF/IAAF
NCAA
HS2)

1) No difference specified in rules so open rule applies except where noted.
2) There is no rule covering this item.
3) Noted difference in rules.
4) Same as consecutive attempts after the first attempt which will have the normal time limit unless a consecutive
attempt. (Note this normally applies only to vertical jump competitions since other event should not have more
than one attempt per round.)

Version 1, 8/2000

Page 74

FIGURE 18

Guidelines for Pre Field Competition Activities
Pre Meet Meeting Questions
1. Under which rules will the meet be conducted?
2. How many officials are assigned?
3. Where will Weights and Measures be?
4. Where is the Clerk?
5. How much warm-up time?
6. How many athletes go to the finals?
7. Are there any special rules or instructions?
8. Who is the field referee?
9. Are their qualifying heights or distances?
10. Who gets results and where do they go?
11. Who will bring in the implements out or when can they be picked up?
12. Who will bring in the athletes?
13. Are there record flags and who will set them out?
14. Is there a time clock?
15. Are there performance indicator boards? Who to operate?
16. How will distances be measured?
17. Will there be athlete introductions?
18. Will there be a communicator?
19. Who is the oversight committee representative? (National Meets)
20. How will drug testing be done?
21. Will there be marshals?

Meet Day Questions
1. What is the color and mark for implements?
2. What are the qualifying distances, if any?
3. What is the meet record?

Items for Field Officials Meeting
1. Go over flag coordination. Use one in field/pit and one at foul line
2. Always mark all attempts and keep until next athlete called up
3. Always carry implement to side or back. Don’t throw back.
4. Assignments for the day (rotate if possible)
5. March out and back or not

Version 1, 8/2000

Page 75

FIGURE 18 (Cont.)
Activities before Warm-ups
1. Check Site for markings, safety
2. Check Implements for marks
3. Check in Athletes (get their starting height estimate, their vault standards setting, or which board they will use
and see if they will need to be excused)
4. Give pre warm-up instructions
a. How much warm up time, general, each flight
b. How many flights
c. Who in which flight
d. Procedures for warm-ups
e. Sitting on bench if available, away from board or circle
f. Qualifying distance if any
g. Check throwers for taping, gloves and shoes
h. When to pick up implements if implement rack
i. If numbers, location- front or back or both
j. Warn about use of non checked implements
k. Need of escort if you leave the competition area
l. Use of radios, electronic instruments etc. if restricted
m. What you need to do to see your coach
n. Use of chalk/spray on hand not implement
o. Warm up in circle/runway only
p. Retrieving Implement, if, when and how
q. Two throws per turn during warm-ups
r. If throws in order, how, when
s. Use clock if available for warm-up period
t. Explain lines in field or record flags
u. Starting height in vertical jumps and increment

Instructions before Competition for Throws
1. Enter circle or runway anyway after called up
2. Stationary in circle or on runway, then start
3. If you hit ground with hammer you must complete throw or it is a foul
4. Leave by back half of circle or behind arc line
5. Mark is no longer called, leave once the implement has hit in the field
6. Flag indicating fair or foul will be raised after you leave the circle or runway
7. The clock is your responsibility, if none then call at 15 sec (USATF/IAAF) or 30 other
8. Time for fair throw, 1 1/2 min. Unless the NCAA then 1 min.
9. How will call athletes up
10. How many to finals or to qualify
11. Warn that there is no warm-up in the competition area or impact area, no use of implements period.
12. How to foul if not want attempt measured
13. Where to go after event and comments on dope control, if any
14. Competition order
15. Whether you will read both Imperial and Metric or not
16. If qualifying round how impound and mark implements
17. Check gloves and hands for taping
18. Will there be warm-ups between trials and finals
19. Pick up implements only when on deck or on hold
20. If you want to protest a call, do so immediately; measure but the head official keeps it and does not
announce.
21. Go out along line for introductions, line up in competition order

Additional Instructions for Vertical Jumps
1. Passing before called up, Pass jump/ height (IAAF\USATF)
Version 1, 8/2000

Page 76

FIGURE 18 (Cont.)
2. Use of 5 alive or not
3. When get run throughs (when bare raised to entering height
4. When time starts
5. Breaking the plane
6. Use of runway only when you up
7. If high school pole weight
8. If windy, bar movement
9. Starting height, increment (usually 5 cm (2 in) HJ and 15 cm (6 in) PV) and passes
10 Check marks, usually 2
11. If leave, procedure

Competition Period
1. When reading tape, record number and have reader repeat
2. If record, measure with steel tape and impound implement to recertify.
3. Jump off
HJ
HS (1“), NCAA (3 cm), USATF/IAAF (2 cm)
PV
HS (3“), NCAA (8 cm), USATF/IAAF (5 cm)

Cage Open for Hammer
Must be at least 6 meter opening at 5 meters from center of circle USATF
Must be at least 8.3 meter opening at 4.2 meters from center of circle NCAA

Version 1, 8/2000

Page 77

FIGURE 19

HEAT SHEET
Instructions Please print all information; record times to next higher 1/10 second.

EVENT
Heat ___ of ___ Heats

SCORING
NON-SCORING

LANE

FIRST NAME

LAST NAME

SCHOOL PLACE

(Please Print all 4 team members' names in the order that they will run)

TIME
(in 1/10 sec.)

1
2
3
4
5
6
7
8

Version 1, 8/2000

PAGE 78

FIGURE 20

LOCATION OF STARTING LINES (400 Meter Track)

Finish

Start

400 Meters
400 Meter Hurdles
800 Meters
1600 Meters
2000 Meters
10000 Meters

4 x 100 Meter Relay
4 x 200 Meter Relay
4 x 400 Meter Relay
4 x 800 Meter Relay
Distance Medley Relay

Start
100 Meters
100 Meters Hurdles
110 Meters Hurdles
Relay
Zone # 3

4 x 400
Relay Zone

Water Jump

Breakline

Relay
Zone # 1

Start
1500 Meters

Version 1, 8/2000

Relay
Zone # 2

Start
3000 Meter
Steeplechase

200 Meters
1000 Meters
3000 Meters
5000 Meters

PAGE 79

Figure 21

UMPIRE INCIDENT REPORT FORM
Name of Meet:
Event:

Men's or Women's (circle)

Competitor Bib #:

Lane #:

Date:

Session:

Heat #:

Hip #:

Team:

Uniform Colors:

Description of Possible Infraction (who?,where?,when?,what?,how?) -- Lane ___ Hurdle Infraction ___ Jostling/Impeding ___ Relay ___ Other
___

Signature of Umpire:

Time of Day:

Certification #

Signature of Chief Umpire:

Time of Day:

Certification #

Decision of Referee:

Decision based on USATF Rule Number

on page

of the 200

Signature of the Referee:

USATF Rule Book
Time of Day:

Decision of Jury of Appeals:

Decision based on USATF Rule Number
Signature of Chair of the Jury of Appeals:
Version 1, 8/2000

on page

of the 200

USATF Rule Book
Time of Day:

Certification #
PAGE 80

FIGURE 22

UMPIRE LOCATIONS AND COVERAGE (A Minimum Level)

x

x

x

x

x

x

Version 1, 8/2000

x

x

PAGE 81

FIGURE 23

UMPIRE INCIDENT REPORT LOCATION

Version 1, 8/2000

PAGE 83

Instructions:

Indicate the location on the diagram where the incident took place and any other relevant information.
Start

Finish

for:

- 400 Meters
- 400 Meter Hurdles
- 800 Meters
- 2000 Meters
- 10000 Meters

- 4 x 100 Meter Relay
- 4 x 200 Meter Relay
- 4 x 400 Meter Relay
- 4 x 800 Meter Relay

Start

- 110 Meters Hurdles
- 100 Meters
- 100 Meters Hurdles

Relay
Zone # 3

4 x 400
Relay Zone

Relay
Zone # 1

Breakline

Water Jump

Start

Relay
Zone # 2

- 1500 Meters

Start
- 3000 Meter
Steeplechase

- 200 Meters
- 1000 Meters
- 3000 Meters
- 5000 Meters

Additional Comments:

Version 1, 8/2000

PAGE 84

FIGURE 24
LAP SCORING SHEET - 10,000 METERS
Team or Uniform Colors
Competitor's Hip #
Competitor's Bib #

Event Time

Version 1, 8/2000

Team or Uniform Colors

Team or Uniform Colors

Competitor's Hip #

Competitor's Hip #

. Completed Competitor's Bib #

Laps to Go Competitor's Bib #

Laps/Dist

Start
Event Time
1- 400
2 - 800
3 - 1,200
4 - 1,600
5 - 2,000
6 - 2,400
7 - 2,800
8 - 3,200
9 - 3,600
10 4,000
11 4,400
12 4,800
13 5,200
14 5,600
15 6,000
16 6,400
17 6,800
18 7,200
19 7,600
20 8,000
21 8,400
22 -

25
24
23
22
21
20
19
18
17
16
15

Event Time

14
13
12
11
10
9
8
7
6
5
4
3
PAGE 85

8,800
23 9,200
24 9,600

2
1

Finish
Time
Event:

0
Date:

Certification Number:

Lap Timer:
(Please Print Your Name)
Sheet ___ of ___ Sheets

Version 1, 8/2000

Start Time:

FIGURE 25

USA Track & Field -- Event Timing Sheet
EVNET NO.

FINISH
PLACE

HEAT NO. DISTANCE

ST

1

RECORDS
Stadium:
U.S.:
World:

2ND

3RD

4TH

5TH

6TH

7TH

8TH

9TH

10TH

11TH

12

TH

13TH

14TH

15TH

16TH

17TH

18TH

19TH

20

TH

21ST

22ND

23RD

24TH

ASSIGNED
PLACE:
1st & 3rd

1st & 3rd

1st & 4th

2nd & 4th

2nd & 5th

2nd & 6th

3rd & 7th

4th & 8th

1st & 5th

FINISH
PLACE
Timing
Machine
FINISH
PLACE
Timing
Machine

N. A. O.C. -- 11/91 -- LGR

Version 1, 8/2000

PAGE 87

FIGURE 26

Official Protest Form

Instructions:
Complete all of the information requested below. Provide a specific description of the circumstances,
time, location, involved parties, possible infraction and any other relevant supporting information.
Submit this form and any supporting documentation to the Event Referee as soon as possible. You may
attatch additional pages and/or documentation you believe to be essential to support or further explain the
basis for this protest. Remember that it is critical to cite the rule and page numbers from the USATF
"Competition Rules for Athletics" which provide the basis for submitting this protest.
Name of person submitting this protest (please print):
Protest is based on Rule No.

on Page _____ of the 19___ - 19___ USATF "Competition Rules"

This appeal is being submitted to protest the following:

Signature of Protest Submitter:

Date:

ADMINISTRATIVE (Do not write below this line):
P.A. Announcement -- order of finish results announced at (time of annoucement):

AM/PM (please circle)

Written protest and protest fee received at (time of day):

AM/PM (please circle)

Finding of the Jury of Appeals:

Finding is based on Rule No.
Signature of Jury Chair:

Version 1, 8/2000

on Page _____ of the 19___ - 19___ USATF "Competition Rules"
Date:

Page 88

FIGURE 27

WIND GAUGE FORM - TRACK

U S A T ra c k a n d F ie ld

U S A T ra c k a n d F ie ld

R a ce :

R a ce :

H e a t N u m b e r:

H e a t N u m b e r:

S e m i N u m b e r:

S e m i N u m b e r:

F in a l:

F in a l:

G a u g e P o s i ti o n :

G a u g e P o s i ti o n :

M e te r s P e r S e c o n d R e a d i n g :

R e m a rk s :

M e te r s P e r S e c o n d R e a d i n g :

R e m a rk s :

N .A .O .C . - 1 1 / 9 1

Version 1, 8/2000

Page 89

FIGURE 28

FIELD EVENT RECORDING SHEET
SH O T P UT

D ISC US

LO NG JUM P

TR IP LE JU M P

M eet:

Men:

Start Time:
Com petitor

X = Foul

School Flt.

M . Cm .

M . Cm .

M . Cm .

Best

#

M . Cm .

M . Cm .

M . Cm .

Best

Place

- - = Pass

Place W inner

Distance

Place W inner

1st

5th

2nd

6th

3rd

7th

4th

8th

Version 1, 8/2000

Check

W omen:

School

Distance

Page 91

FIGURE 29
Race Walking Judge’s Tally Sheet

Version 1, 8/2000

Page 93

FIGURE 30
Judges Summary Sheet

Version 1, 8/2000

Page 94

MEET EVALUATION FORMS SAMPLE
The following system is a revision of that used by the Special Olympics and can be adapted for your
meet.
The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

OVER ALL MEET RATINGS
Final Summary Analysis
Transfer from the Detailed Analysis the Maximum and Earned points for each activity. The
percentage score is the total earned points divided by the highest possible points.
E/HP

Description

I
II
III
IV
V
VI
VII
VIII
IX
X

Possible
Pts

Earned Pts.
(E)

Highest Possible
Pts. {Minus N/A,
N/O, N/P} (HP)

Percent %
E/HP

Games Management
Administration
Support Services
Human Resources
Public Relations
Financial Development
Special Events
Management
Committees
Medical Support
Competition
Total

Version 1, 8/2000

Page 95

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

I.

Event Management
A. Event Director

TOTAL

HP
___
___
___
___
___
___
___

E
___
___
___
___
___
___
___

1. Qualified Event Director appointed
2. Clear system of chain of command
3. Delegates responsibilities
4. Communicates needs effectively
5. Coordinates Local Management Team
6. Directs Local Management Team

B. Event Management Team

TOTAL

HP
___
___
___
___
___
___

E
___
___
___
___
___
___

1. Qualified staff members appointed
2. Team members delegate responsibility
3. Team members communicate needs effectively
4. Team members coordinate activities
5. Comply with and enforce established chain of command

C. Management Volunteer Training
HP
___

TOTAL

___
___
___
___

E
___
___
___
___
___

1. Detailed plan for Meet developed by the Games Committee and staff
2. Job descriptions for all Team members available
3. Training sessions conducted for Team members
4. Training processes established for volunteer leadership

Meet Management

Earned Points (E)

Highest Possible Pts. (HP)

Meet Director
Meet Management Team
Meet Volunteer Training
TOTAL

Version 1, 8/2000

Page 96

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

II. Administration
A. Computer

TOTAL

HP
___
___
___
___
___
___

E
___
___
___
___
___
___

1. Computer system in use
2. Information update made
3. All Meet information distributed
4. Heating and flighting is done in accordance to standards
5. Computer Committee's Final Report completed 30 days following the meet

B. Finance

TOTAL

HP
___
___
___
___
___

E
___
___
___
___
___

1. Meet budget established
2. Meet expenses and receipts handled properly
3. All committees' needs met
4. Finance Committee Final Report completed 30 days following the Meet

C. Meet Evaluation
HP
___
___
___
___
___
TOTAL

___

Version 1, 8/2000

E
___ 1. Meet Evaluation Team chosen (60 days before the Meet) through a group
effort by members of the Local Meet Committee and Governing Body staff
___ 2. Meet Evaluation Team Chairperson selected and clearly designated by both
Local Management Team and Governing Body staff
___ 3. Meet Evaluation Team given complete instruction and guidelines for using
the Evaluation
___ 4. Team had adequate time to observe Meet and meet to discuss evaluation
tool
___ 5. Evaluation Team given every opportunity to evaluate the Meet freely and
objectively
___

Page 97

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

III. Support Services
A. Communications/Nerve Center
HP
___
___
___
___
___
___
___

TOTAL

E
___
___
___
___

1. Central nerve center on-site and identified
2. Center staffed with knowledgeable people at all times
3. Master listing of all athletes, competition times and housing site available
4. Key individual/areas in direct communication with nerve center, Event
Director, Meet Director, meet staff and medical facilities
___ 5. Lost and found message service available
___ 6. Communication system in contact with all safety and security agencies
___

B. Food Services

TOTAL

HP
___
___
___
___
___

E
___
___
___
___
___

1. Appropriate well-balanced, nutritious meals offered
2. Liquids available with meals and at all event and competition sites
3. Refreshments available to spectators and families
4. Food services open and in adequate time slots

C. Games Facilities

TOTAL

HP
___
___
___
___
___

E
___
___
___
___
___

1. Correct facilities and equipment reserved
2. Proper control of facilities, smooth traffic flow
3. Facilities information posted
4. Facilities appropriately decorated

D. Housing

TOTAL

HP
___
___
___
___
___
___
___

Version 1, 8/2000

E
___
___
___
___
___
___
___

1. Accommodations for participants within 15 minutes of competition venues
2. Accommodations available for special guests
3. Accessible housing for physically handicapped
4. Emergency plan for each site
5. Map to housing given to each official, coach and athlete
6. Hosts at each housing site available for questions and problems

Page 98

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

E. Security
HP
___

TOTAL

___
___
___
___
___
___
___

E
___ 1 Map with safe traffic directions provided to coaches in pre-registration
materials
___ 2. Security personnel identified; adequate number on site
___ 3. Facilities monitored
___ 4. Security personnel available at high traffic (vehicle and pedestrian) areas
___ 5. 24 hour security coverage
___ 6. Overall evacuation and emergency plan given to each coach in writing
___ 7. All facilities monitored, especially housing in the evening
___

F. Signage
HP
___

TOTAL

___
___
___
___
___
___

E
___ 1. Detailed map of all identifying sports venues, awards, clinics, housing,
dining, games facilities, registration, medical, nerve center, parking,
hospitality.
___ 2. Identifying signs posted at all areas used
___ 3. Directional signs posted
___ 4. All meet sites decorated
___ 5. Sign center maintained for additional needs
___ 6. Signage Committee to repair and replace signs
___

G. Transportation Services

TOTAL

HP E
___ ___ 1. Transportation schedule and pick-up/drop-off areas
designated on map
___ ___ 2. Adequate number of vehicles
___ ___ 3. Communications set up between all vehicles and transportation center
___ ___ 4. Transportation center staffed
___ ___ 5. Back-up plan for vehicle breakdowns
___ ___ 6. Service equipment available
___ ___ 7. Handicapped accessible
___ ___

Version 1, 8/2000

Page 99

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

Support Services
Communications
Food Services
Meet Facilities
Housing
Security
Signage
Transportation
TOTAL

Version 1, 8/2000

Earned Points (E)

Highest Possible Pts. (HP)

Page 100

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

IV. Human Resources
A. Families

TOTAL

HP E
___ ___ 1. Families welcome letter sent to teams to forward to parents (including
general schedule, map, housing information and family activities)
___ ___ 2. Family registration area identified and easily accessible
___ ___ 3. Identification for each family member
___ ___ 4. Special seating provided at events such as Opening Ceremonies
___ ___ 5. Families reception, including celebrities, VlPs
___ ___ 6. Adequate number of family activities
___ ___ 7. Families center staffed at all times
___ ___ 8. Competition and housing information available at Family Center
___ ___ 9. Evaluation forms available for families to evaluate family services
___ ___
B. Protocol/Hospitality

TOTAL

HP
___
___
___
___
___
___
___

Version 1, 8/2000

E
___
___
___
___
___
___
___

1. Accommodations for all guests
2. Reception for special guests, families, etc.
3. Hosts and escorts available
4. Protocol followed for visiting dignitaries
5. Hospitality center staffed
6. Protocol followed for Opening and Closing Ceremonies

Page 101

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

C. Volunteers

TOTAL

HP
E
___ ___ 1. Job description given to all key volunteers
___ ___ 2. Responsibilities clearly identified
___ ___ 3. Pre-event training for all key volunteers including screening & placement
___ ___ 4. Reminder notice sent to all volunteers with reporting time and place
___ ___ 5. Volunteer registration station easily accessible with I.D. system
___ ___ 6. Volunteer recognition during or after the Games
___ ___ 7. A one hour on-site orientation and training for all walk-up volunteers
___ ___

Human Resources
Families
Protocol/Hospitality
Volunteers
TOTAL

Version 1, 8/2000

Earned Points (E)

Highest Possible Points (HP)

Page 102

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

V. Public Relations
A. Celebrities/VIPs

TOTAL

HP
___
___
___
___
___
___
___
___

E
___
___
___
___
___
___
___
___

1. Housing and hospitality made available for celebrities/VIPs
2. Transportation and escorts provided
3. Written instruction provided for each celebrity
4. Use of celebrities/VIPs for award presentations, special events and clinics
5. Celebrities/VIPs center staffed
6. Thank you letters sent to celebrities
7. Celebrity/VIP parking provided

B. Media/Publicity

TOTAL

HP E
___ ___ 1. Local and statewide publicity before and during the
meet
___ ___ 2. Media packet available for all media including l.D.
___ ___ 3. Press rooms identified and staffed
___ ___ 4. Athletes, celebrities/VIPs available for interviews
___ ___ 5. Press conferences schedule established
___ ___ 6. Athlete media release forms available
___ ___ 7. Follow-up publicity/results sent to media
___ ___

Public Relations
Celebrities/VI Ps
Media/Publicity
TOTAL

Version 1, 8/2000

Earned Points (E)

Highest Possible Pts. (HP)

Page 103

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

Vl. Financial Development
A. Fundraising Events

TOTAL

HP
___
___
___
___
___

E
___
___
___
___
___

1. Resource marketing plan developed to meet budget
2. Effective fundraising event(s) planned and executed
3. Fundraising goals met and awareness of meet raised
4. On-site fundraising managed

B. Merchandising

TOTAL

HP E
___ ___
___ ___
___ ___
___ ___
___ ___

1. Official and approved concession items available
2. National Governing Body logo on appropriate items
3. Receipts accounted for daily
4. Funds deposited daily

C. Sponsors

TOTAL

HP
___
___
___
___

E
___ 1. Sponsorship package prepared and used
___ 2. Corporate and/or other sponsors obtained
___ 3. Sponsors recognized and thanked
___

Financial Development
Fundraising Events
Merchandising
Sponsors
Total

Version 1, 8/2000

Earned Points (E)

Highest Possible Pts. (HP)

Page 104

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

VlI. Special Events
A. Awards

TOTAL

HP E
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___

1. Correct number of awards on hand
2. Award stands used
3. Use of celebrities or dignitaries to present awards
4. Script for award presentation followed
5. Easy flow of athletes from competition to awards
6. Awards area highlighted each athlete
7. Awards given according to Official Sports Rules
8. Awards presented as soon after competition as possible
9. Appropriate sound system or music used to herald award presentation
10. Appropriately decorated award areas used
11. Appropriate hardware in place for presentation
12. All necessary facilities reserved and equipment is available.

B. Opening Ceremonies

TOTAL

HP

E

___
___
___
___
___
___

___
___
___
___
___
___

1. Opening Ceremonies appropriate
2. All spectators able to hear sound system
3.Ceremonies area decorated so as to highlight and draw attention to the event
4. Master of Ceremonies directed all or part of ceremonies
5. Sports celebrities and Outstanding athletes play a part in the ceremonies

C. Closing Ceremonies

TOTAL

HP
E
___ ___ 1. Master of Ceremonies directing all or part of ceremonies
___ ___ 2. All spectators able to hear the sound system
___ ___ 3. Celebrities and athletes play a part in ceremonies
___ ___

Version 1, 8/2000

Page 105

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

D. Clinics and Demonstrations

TOTAL

HP E
___ ___
___ ___
___ ___
___ ___
___ ___

1. Inclusion of some sport clinics and demonstrations
2. Recreational clinics and demonstrations
3. Clinics well staffed by qualified personnel
4. Appropriate facilities and equipment available

E. Entertainment/Hospitality

TOTAL

HP E
___ ___ 1. Entertainment appropriate for all ages
___ ___ 2. Entertainment/hospitality should be offered throughout the Meet
___ ___ 3. Security provided at entertainment/hospitality venues
___ ___

Special Events
Awards
Opening Ceremonies
Closing Ceremonies
Clinics/Demonstrations
Entertainment/Hospitality
TOTAL

Version 1, 8/2000

Earned Points (E)

Highest Possible Pts. (HP)

Page 106

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

VIII.

Management Committees

A. Meet Games Committee
HP E
___ ___ 1. Appropriate members selected 3 months in advance
___ ___ 2. Official Sports Rules available
___ ___ 3. Committee members available throughout Meet
___ ___ 4. Committee members have received training and are aware of their
responsibilities
TOTAL
___ ___
B. Appeals Committee
HP
E
___ ___ 1. Experienced members selected 1 month in advance
___ ___ 2. Official Sports Rules available
___ ___ 3. Committee members have received training and are aware of their
responsibilities
___ ___ 4. Rules Committee personnel at each sports venue
___ ___ 5. Committee members available throughout Meet
TOTAL
___ ___

Management Committees
Games Committee on site and
functioning
Appeals Committee on site and
functioning
Protest and appeals
procedures clearly defined
and followed
TOTAL

Version 1, 8/2000

Earned Points (E)

Highest Possible Pts. (HP)

Page 107

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

IX. Medical Support
A. Offsite Medical Facilities
HP E
___ ___
___ ___
___ ___
___ ___
TOTAL

___

1. Trainers and medical help available at housing facilities for all athletes.
2. Proper medical assistance forms available and used at all times
3. Written medical instructions and procedures given to each athlete/coach
4. 24-hour coverage provided a. within 15 minutes at night & b. within 5
minutes during the day

___

B. Onsite Medical Facilities

TOTAL

HP E
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___

1. Trainers and medical help available at meet facilities.
2. Adequate fluids, towels and medical help available at venues.
3. Drug testing facilities adequately sized and private.
4. Adequate separate change room facilities.
5. Arrangement for on call ambulance/paramedic service and hospital care.
6. Proper medical assistance forms available and used at all times

Medical Support
Offsite Medical Facilities
Onsite Medical Facilities
TOTAL

Version 1, 8/2000

Earned Points (E)

Highest Possible Pts. (HP)

Page 108

The rating scale used is 5 to 1. Ratings should be assigned as follows:
5= Excellent
4= Very good
3= Good
2- Fair
1 = Needs improvement
N/A= Not applicable
N//O= Not observed
N/P= Not present
When NA, NO or NP is used, the maximum score allocated MUST be 0.

X. Competition
HP E
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___
___ ___
___
___
___
___

TOTAL

___
___
___
___

___ ___
___ ___

Version 1, 8/2000

1. All athletes, officials and spectators able to hear sound system
2. All Official positions assigned
3. All Officials received advanced training
4. Ail volunteer positions assigned
5. All volunteers received training
6. All necessary facilities reserved, designated with signs and decorated.
7. All necessary equipment on hand and in good working order
8. Staging areas provided with smooth flow of athletes from staging to
competition to awards
9. Competition run so as to highlight the athletes
10. All Official Sports Rules adhered to
11. Adherence to schedule within 10 minutes
12. Awards given according to rules and immediately following competition
when possible .
13. The paper flow is well managed.

Page 109

MEET QUICK EVALUATION CHECKLIST FOR VENUES

Long Jump/Triple Jump
Ample water for athletes; several water stations
throughout venue
Competition area separated and kept secure from
spectators
Smooth transition from staging to competition area
Chairs for waiting athletes at least 5m from competition
area
Take-off and landing areas safe and free of debris

Yes

No

High Jump
Yes
Ample water for athletes; several water stations
throughout venue
Proper Fiberglass crossbars used
High Jump standards/crossbars set at proper starting height set
by Games Committee.
Smooth transition from staging to competition area
Chairs for waiting athletes at least 5m from competition
area
Jumping area roped off, safe and free of debris
Landing pad free of cracks and in good condition
Adequate shade available

No

Pole Vault
Yes
Ample water for athletes; several water stations
throughout venue
Proper Fiberglass crossbars used
High Jump standards/crossbars set at proper starting height set
by Games Committee.
Smooth transition from staging to competition area
Chairs for waiting athletes at least 5m from competition
area
Jumping area roped off, safe and free of debris
Landing pad free of cracks and in good condition
Adequate shade available

No

Shot Put
Ample water for athletes; several water stations
throughout venue
Sector lines clearly marked
Throwing area roped off from spectators and free of
debris
Smooth transition from staging to competition area
Chairs for waiting athletes at least 5m from competition area

No

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Yes

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Javelin Throw
Ample water for athletes; several water stations
throughout venue
Sector lines clearly marked
Competition area roped off, safe and free of debris
Smooth transition from staging to competition area
Chairs for waiting athletes at least 5 m from competition
area

Yes

Hammer Throw
Ample water for athletes; several water stations
throughout venue
Sector lines clearly marked
Throwing area roped off from spectators and free of
debris
Smooth transition from staging to competition area
Chairs for waiting athletes at least 5m from competition area

Yes

Discus Throw
Ample water for athletes; several water stations
throughout venue
Sector lines clearly marked
Competition area roped off, safe and free of debris
Smooth transition from staging to competition area
Chairs for waiting athletes at least 5 m from competition
area

Yes

Wheelchair Race(If any)
Ample water for athletes; several water stations
throughout venue
Sector lines clearly marked
Competition area roped off, safe and free of debris
Smooth transition from staging to competition area
Access is acceptable for wheelchairs

Yes

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No
.

No

No
.

No

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MEET QUICK EVALUATION CHECKLIST
Equipment
Starter's pistol and sleeve used for all running events
Time cards used by all timers
Use of Automatic Timing for any Qualifying meet
Red , white and yellow flags appropriately used
Whistles for Starter and Head Timer
Field event measurements recorded in metric systems
Adequate tape measures available
Adequate chalk or tape
Wheelchair races - Traffic cones

Yes

Officials
Starter uniformed
Timers uniformed or distinguishable from starters and
spectators
Umpires with yellow flags (two for every 100
meters)
Marshals used to keep spectators off track
Timers and judges on opposite sides of the track on
raised stand
Escorts at least 15m beyond finish line
Officials Properly uniformed
Head Officials knowledgeable of rules
Appropriate Referees Named

Yes

Direction Signs
Race venues
Escort assignment
Field venues
Staging
Spectator seating
Restrooms
First Aid
Medical
Clerking
Awards

Yes

No

Public Address System
Available for the track
Available for the clerking area
Available at field event venues
Announces report times and locations
Announces time to start of event both track and field.
Announces racer currently at start
Announces times as racers cross finish
Announces field event results

Yes

No

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No

No

.

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MEET QUICK EVALUATION CHECKLIST
First Aid/Safety
Are there First Aid personnel at the site?
Is the First Aid station for that venue clearly marked?
Evacuation transportation provided

Yes

No

Awards
Are all athletes highlighted?
Is the awards ceremonies clearly visible from the
Spectator seating area?
Are there Special Olympics banners and signs to mark
the area as a Special Olympics Competition Venue?

Yes

No

Competition
Used correct rules for competition
Rules consistently enforced
Equal competition within each group
Appropriate judging cards, timing cards, score sheets used

Yes

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No

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COACHES’ MEET EVALUATION
Please complete this evaluation to help us to continue to improve the quality of the meet.
Please note that it will be necessary to ask your athletes their opinion and how they felt about the
meet. We ask that you summarize their feelings into the listed ratings. Each coach should take a few
minutes after the meet with the athletes to get their input while it is fresh
.
Thank you!
Name of coach: ____________________________
Team/School: ______________________________
For coaches
As a coach how did you feel
about:
Pre-games communication from
coordinator
Housing accommodations
Medical facilities/supervision
Meals and cafeteria
How well events were run
Opening ceremonies
Closing ceremonies
Officials
Volunteers who ran the games
The general schedule
Your athletes experiences

Excellent

Good

Fair

Poor

Other Comments: __________________________________________________________
__________________________________________________________________________
__________________________________________________________________________

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ATHLETES’ MEET EVALUATION
Dear Athletes:
We hope that the meet that you recently took part in was exciting and left you with many happy
memories.
This form that you are being asked to complete is to help us continue to improve the quality of future
meets. YOUR opinion is very important to us. We ask that you express your feelings of the meet as
Excellent, Good, Fair or Poor.
THANK YOU!
Name: ___________________________________
Event: ____________________________________
Team/School: _____________________________
For Athletes:
How did you feel/like the:

Excellent

Good

Fair

Poor

About staying in the housing
Food
Officials who ran the events
Volunteers who helped with the events
Opening Ceremonies
Closing ceremonies
Your competition events
Clinics/Special activities

Other Comments:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________

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CROSS-COUNTRY MEET ADMINISTRATION
INTRODUCTION
Varying circumstances encompass the sport of cross-country. Due to the variance in seasons, climatic
conditions and distances, it is difficult to standardize all facets of the sport. The following comments and
guidance is set forth to help meet directors and to standardize as much as can be done. It is hoped that these
comments will provide aid to meet directors in planning and conducting an efficient cross-country event. The
duties in cross-country are slightly different than in a track meet. The meet director should prepare a list of
assignments to be completed prior to the meet. They should be arranged in chronological order according to the
date that they need to be completed. The work should be organized in such a way that the meet director does
not personally have to administer all of the details. Meet directors must be prepared to handle all matters under
their jurisdiction.
OFFICIALS AND HEPERS
The meet director should make an inventory of the needed workers and then proceed to organize the secured
individuals. Involved schools often will assist in providing workers when requested. All officials and meet
workers must be thoroughly familiar with their duties and responsibilities if you want a successful meet.
Instruction sheets prepared in advance should assist with this task. Officials recommended on the course for a
meet are :
...Referee/Starter ...................1 ..... Clerk of the Course .............1
...Chute Director ....................1 ..... Chute Umpires ....................4
...Checkers ............................3 ..... Course Umpires .............. 4-6
...Caller ..................................1 ..... Marshals ..............as needed
...Finish Line ..........................2 ..... Timers .................................3
The meet director should arrange for all officials and meet workers to wear some standard identifying item such
as caps or jackets/vests of a common color, arm bands, etc.
Meet Director’s Responsibilities
A checklist should be prepared and should include the following, but not limited to
1. Arrange for site.
2. Obtain proper sanction as required.
3. Prepare and mail instruction sheets to each coach and official.
4. Advance publicity.
5. Select and assign officials.
6. Prepare signs, flags or course markers and finish chute.
7. Prepare checker sheets and numbers for each contestant.
8. Obtain safety pins for numbers.
9. Check entries of each team.
10. Secure restroom facilities.
11. Arrange for medical services.
12. Time schedule—coaches' meeting, officials' meeting, anthem, team introductions and races.
13. Award trophies and medals.
14. Report results to the area press and radio stations.
15. Mail meet summary to each participating school or team.
Team Instruction Sheet
An instruction sheet should be sent to coaches of all participating schools at least five days before the meet and
should include the following, but not limited to:
1. Time and place of meet, length of course and a description map of course including surface, terrain, etc.
2. Uniform and spike requirements.
3. Course map and instructions explaining the course and markings.
4. Instructions regarding location and use of dressing rooms, locker assignments and showers, if available.
5. Any special ground rules necessary because of unusual terrain of course.
6. Diagram of chute with explanation of finish.
7. Position of competitors' numbers and method of securing it.
8. Special instructions for spectators.
9. Instructions to coaches and team managers defining restricted areas.
10. Verification that the proper sanctions have been secured.
11. Time that course opens for warm-ups.
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12. Indicate if use of wireless communication devices will be allowed.
13. Indicate if water will be available on the course.
NOTE: Teams should arrive early enough to walk the course and ask questions before the meet.
Course Considerations
Cross-country courses vary in length and terrain so that times are not comparable even over the same distance.
The length of a cross-country race varies with age group and sex. The normal ranges are
Youth
High School
Junior
Collegiate
Open/IAAF
Masters

3000 to 5000 m
2500 to 5000 m
6000 m women and 8000 m men
5000 to 8000 m for women and 8000 to 10000 m for men
4000 to 8000 m for women and 4000 to 12000 m for men
5000 to 15000 m

The course should be confined, as far as possible, to fields, woods and grasslands. Parks, golf courses or
specially designed courses are recommended. The turf should be of a quality to promote safety and freedom
from injury to the runners, keeping the following in mind:
a. Dangerous ascents or descents, undergrowth, deep ditches, and in general any hindrance detrimental to
the contestants must be avoided.
b. Narrow gaps shall be not less than 2 and preferably 5 meters in width for non-championship courses and
not less than 10 meters in width for championship courses. Obstacles and other hindrances shall be avoided
throughout the course; and any narrowing of the course must be avoided for the first 600 to 800 meters as
well as the last 200 to 300 meters of the race. High school has a minimum course width of 3 feet at its
narrowest place.
c. Continuous traversing of roadways should be avoided.
d. The direction and path of the course shall be defined clearly for the runners.
e. Turns must be gradual.
f. No ground obstructions, which might cause tripping, turned ankles, etc. No overhead objects such as tree
branches lower than 8 feet above the ground.
g. A 2-inch-wide starting line marked at the beginning of a lengthy straight
h. away, wide enough to accommodate ail teams; i.e., a width twice the number of teams multiplied by 3 feet.
i. At the end of the course, a straightaway of at least 150 yards ending in a rope funnel with a mouth 15-feet
wide. The finish line should be at the mouth of the funnel and 15 to 25 feet from the chute. This funnel should
narrow to a rope chute about 30-inches wide and at least 100 feet long. The stakes supporting the ropes
should be solid enough to permit taut ropes, and the stakes and ropes near the finish line should be well
padded. See diagram of chutes in Rule 9-1 for high school or Figure 31.
NOTE: For most meets, the use of a double chute is recommended. For large meets, or those with very
competitive fields, more than two chutes are recommended.
Course Markings
The course should be properly measured along the shortest possible route that a runner may take; and it must
be marked clearly by at least two of the following methods, which are clearly visible for a distance of 100 feet
which are presented in order of preference:
a. Sign posts not less than 7 feet high (6 feet in high school), with large directional arrows on boards fastened to
the tops of the posts so that the arrows shall be visible plainly at a distance to competitors approaching the
posts. The posts must be placed at every point where the course turns, on the side of the direction of the turn
and wherever there is any doubt as to the direction of travel;
b. A single white or colored line for directional purposes only—not to be assumed as the measured line—or two
lines that mark the outside borders of the course, one on the measured course marking its shortest perimeter
and the second such that runners cannot vary from the proper course. In addition, these two lines serve as
restraining lines for spectators. Lines on the turns must vary in color from the color of lines approaching the turn
in collegiate meets. The marking material used should not be injurious to the eyes or skin.
c. If a facility will not allow you to mark the course with chalk/paint, then small flags should be placed in the
ground.
Thus the course is marked by flags, signposts or stakes, which meet the following conditions:
(1) At least 7 feet (6 feet for HS) above ground level;
(2) A turn to the left is marked by a red flag or arrow of direction on a sign post or stake;
(3) A turn to the right is marked by a yellow flag or arrow of direction on a sign post or stake;
(4) A course continuing straight is marked by a blue flag or arrow of direction on a sign post or stake; and
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(5) All flags, signposts or stakes used shall mark the shortest perimeter of the course.
Note: All of the above course-marking devices must be placed on the edge of the measured line when lines and
flags, sign posts or stakes are used to mark the course.
Officials
The number of officials necessary to conduct a cross-country meet varies with the size and type of meet being
conducted. The following officials are recommended for a large meet:
a. General officials
Organizing committee
Games committee
Referee
Jury of Appeals
Course inspection committee
Headquarters organizations
Custodian of awards
Announcers and assistants
Marshal and assistants
b. Course Officials
Clerks of course
Starters
Umpires
Timers
Finish Judges

Petitions committee
Meet director
Press steward and assistants
Surveyor
Medical doctors and/or certified
trainers
Team attendants
Traffic control
Film crews

Time recorders
Finish place recorders
Gate controllers
Chute Umpires
Scorer and quick scorers
Caller

Starting Line Officials
Referee
The referee shall disqualify any competitor for unsportsmanlike conduct or for any violation of the rules.
If a referee is not assigned to be the referee, the starter shall act as the referee and shall make final decisions
concerning questions, which are not specifically placed under the jurisdiction of other officials. If a clerk of
course is not assigned, then referee/starter must also assume those duties.
Starter
The starter shall start the race. The no-false start rule is in effect for cross-country.
Clerk of Course
It shall be the duty of the clerk of course to place the teams in proper position on the starting line. The clerk shall
instruct the runners before the start of the race including recall procedures.
The clerk should also check and enforce uniform, visible-apparel and shoe regulations.
Starting Procedures
The start should be surveyed to permit each competitor to line up equidistant from the first turn. It is
recommended further that for NCAA meets that:
a. The middle of the starting arc should be marked with a perpendicular line. The arc should be described so
that all starting positions are equal distance from the focal point not less than 400 meters from the starting line
that marks the most desirable route.

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NCAA Starting Area
b. The start shall be located so as to provide a long straight route from the starting line. The first turn shall be
not less than 200 meters, preferably not less than 400 meters, from the start on non championship courses
and not less than 600 meters, preferably not less than 800 meters, from the start on championships courses.
c. The starting line shall be wide enough to provide a 50-centimeter (19.69in.) space for five front-line starters.
d. Lane positions or boxes shall be numbered from left to right facing the running area.
Note: It is recommended that the start and finish be within close proximity; however, confusion between the two
must be avoided.
The meet management or games committee will drawing (by lot) box assignments for all entrants (teams and
individual) and should include that information in the premeet information.
Before the race begins, all competitors shall be given premeet instructions as to course regulations, rules
clarification and starting and recall procedures. Once the premeet instructions are given and after a reasonable
span of time, the starter blows a loud, long blast of a whistle, indicating all runners should remove their
warm-ups and be prepared for the start.
The gun is raised and the command "On Your Marks" is given. When everyone is motionless and steady, the
pistol is fired. The assistant starters along with the starter are responsible for enforcing all rules identical to the
start of any other race. The position of the starter will depend upon how much qualified help is available. If one
or two assistant starters are present, the starter may take a position behind the starting line. When this
procedure is used, no vocal commands are necessary. If assistant starters are not present, a choice must be
made to start from either end of the starting line or from a position in front of the runners. The use of an
audio-visual start/countdown time clock is permitted.
Finish Line Officials
Chute Director
The chute director shall supervise the finish chute. This may include, but is not limited to, directing gate
controllers when more than one chute is used, directing marshals to keep the chute area free of unauthorized
individuals and assigning positions for chute umpires and any other needed personnel. It may be necessary to
assign fillers who shall take the place of any runner unable to pass through the chute.
Finish Judges
The finish judges shall stand outside the chute but on the finish line to determine the proper order in which
competitors enter the chute. Their decision is final and without appeal except for possible action taken by the
referee or the jury of appeals.
Chute Umpires
The chute umpires supervise the competitors after they enter the chute and see that they are properly checked
to prevent any irregularity in the order of finish. They see that all competitors who cross the finish line are given
their proper order as they go through the chute.
Caller
The caller calls the number of each competitor in the order of his/her proper place in the chute.
Checkers
The checkers keep a record of the competitors and their order of the finish as announced by the caller. In case
of conflicts, if two are in agreement, their records are accepted. If agreement cannot be reached by at least two
of the checkers, the referee makes the final decision.
An additional checker might record the order of finish using a tape recorder. This serves as a double-check for
the order of finish. Also, checkers sometimes use numbered cards. A card with a number indicating the order of
finish is handed to each competitor upon leaving the chute.
Timers
The timers record the called-out times of all competitors who finish the race. A printing timer may be used to
time each finisher.
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Course Officials
Course Timers
Intermediate timers may be assigned to designated positions along the
race.

course to give elapsed time during the

Course Umpires
The course umpires observe the activity of the competitors during the race. If any competitor fails to run the
proper course or otherwise violates the rules, the umpires report the infraction to the referee.
Marshals
The marshals shall keep the competitive area free from all persons except officials, contestants and other
individuals authorized by the games committee.

Finish Area
It is recommended strongly that the finish area be relatively close to the start of the race. It also shall be on fairly
level ground and have a finish area to include a straightaway finish of at least 200 to 300 meters.

NCAA Finish Area (Funnel & Chute)
Finish Line
The collegiate finish line should be at least 10 meters (32.81 ft.) wide and located at right angles to the course
line. It shall be marked brightly and be visible from a distance. The finish line is at the mouth of the finish chute.
Note 1. Stand-ins (Chute Assistants). Located near ropes to take competitors' position in chute area.
Note 2. Directors 1 & 2 (Gate Controllers). Coordinate rope changes.
Note 3. Gate Controllers 1~6. Use ropes attached to various posts off finish chutes to direct runners into chute.
Note 4. Judges/Recorder Stand. Should be at a height and distance enabling identification of runners as they
cross the line. It also should not obstruct the FAT camera.
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Note 5. Guide rope(s) for chute change shall extend five meters (16.40 ft.) in front of the finish line.
Note 6. Worker area at back of chute accommodates computers, quick scores, etc.

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Finish Chute
The use of a finish chute is recommended at all cross-country meets to aid in meet administration and to provide
accuracy and fairness to the competitors.
a. The chute shall be constructed with suitable materials such as stakes joined with rope, snow fence or firm
posts with streamers. Sturdiness of material is recommended for safety and longevity.
b. The chute begins at the width of the finish line and narrows to a single or multiple-chute funnel between 15
and 25 meters (49.20 and 82 ft.) from the finish line.
c. The posts at the narrow funnel shall be firm and padded for safety.
d. The chute shall be approximately 76.20 centimeters (30 in.) in width and the length shall be 30.48 centimeters
(1 ft.) for every runner entered in the competition It is recommended that the chute be 30.48 meters (100 ft.) in
length for championships meets.
e. The guide rope(s) shall extend five meters (16.40 ft.) in front of the finish line.
f. No officials shall stand in the area between the finish line and false-finish line at the beginning of the chute
rope.
g. It is recommended that the area between the finish line and the false-finish line be painted in a checkerboard
pattern. This pattern shall begin two inches beyond the finish line.
Finish Area Officials Briefing
In a properly administered cross-country meet, there could be as many as 35 officials with about 20 in the
immediate finish line area. These would include timers, judges, and chute personnel. The results of their efforts
are critical to the competition. Proper finish line procedures will contribute to a well-run meet free of unnecessary
controversy. A premeet conference for planning and coordinating all responsibilities for finish area officials is a
fundamental requirement for efficient meet administration. The meet referee should schedule a premeet
conference with all finish line and chute personnel. Whether this briefing begins with a general meeting of all
finish area officials, followed by separate meetings conducted by the head finish judge, the head timer and the
chute director, the following items should be covered in the premeet briefing of finish area officials:
1. Rules governing the finish.
2. Reporting/recording procedures.
3. Handling discrepancies in timing or order of finish.
4. Pre race instructions to the runners by the clerk of course concerning post-race procedures at the finish
line.
5. Handling disqualifications as they may affect the final order of finish.
6. Review the role and authority of the following:
a. Referee.
b. Head finish judge.
c. Head timer.
d. Chief finish line evaluator.
e. Finish line recording Teams.
f. Chute Director.
g. Chute Plugs.
h. Chute Recording Teams.
i. Records clerk.
7. Reconfirm individual assignments, official's positions, equipment distribution and return.
8. When a FAT system is used, the games committee may reduce the use of some judges at the finish line.

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CROSS COUNTRY EQUIPMENT LIST
I. General Equipment, Supplies and Facility Needs
1. SPECTATOR AIDS
a. Lighted scoreboards, if available, on which entries, results and brief messages can be shown.
b. Radio/phone communication system between course, announcer and others as deemed necessary.
c. Stands
d. Course maps, suggested observation points and why.
e. Announcer
f. Program
g. Timely Awards
2.OFFICIATING AIDS
a. Fully automatic timing (FAT) and placing devices.
b. Printing timer, which is a valuable timing device for recording individual times in cross country.
c. Counters
d. Watches
e. Radios
f. Megaphones
g. Headquarters tent, which is centrally located so that officials may have easy access to the
referee, and meet director.
h. Provide distinctive uniforms such as caps, shirts, jackets/vests to identify meet officials.
i. Numbers
j. Adequate starting and finish area flagging.
k. Box numbers
3. CONTESTANT AIDS
a. Have a clearly marked first-aid tent in an accessible area.
b. Services of a doctor and trainer provided on site.
c. Marshaling area covered or protected from weather by a tent or canopy.
d. Provide chairs or benches for competitors at start and finish.
e. Scooter, cart or baskets to transport competitors' warm-ups from starting line to finish area.
f. Water stations.
g. Split times

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