Coach_instructions Coach Instructions

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Cross-Country Meet Management
By Gopher State Events (GSE)
Having a meet you are participating in managed by GSE carries some advantages not found with
any other cross-country meet management system. They are listed here:
I.

GSE Meet Management Advantages
1) Line-up confirmation is emailed to you the morning of the meet.
2) Results are placed online as the meet progresses.
3) Coaches are notified of results uploads via email during the meet.
4) Finish line pictures are posted within 24 hours of the meet for free download.

In order to make the system work for you and your participants please follow the instructions
below.
II.

Pre-Meet Instructions
In order to have your meet managed by GSE there are two main processes that we need
coaches to take care of for us:
1) We need you to upload your roster to us AT LEAST 72 HOURS prior to the meet.
THIS ONLY HAS TO BE DONE ONCE-EVER! If you have EVER done this all you will
need to do is delete those no longer on the team and add new runners.
2) We need you to designate your meet line up BY 7:00 AM THE DAY PRIOR TO THE
MEET. This includes every meet timed by GSE that your team participates in.

III.

Submitting Rosters For Bach Upload
If you do not have a roster on file, send us one and we will upload it for you. Due to the
high volume of events we manage, we must insist that you follow the guidelines below for
ROSTER submission. (NOTE: We will not set your LINE-UP for you. Once your roster is
on file you must log in and set your line-up
before each meet.):
1) Use Microsoft Excel or Compatible Spread
Sheet
2) Use a different sheet for each gender
3) Include ONLY first name, last name, and grade (numeric, not “sophomore”) as
indicated:

IV.

Meet Day Instructions
There is little to deal with on meet day for the coaches but a couple of things are VERY
IMPORTANT:
1) You will receive a packet that includes a bib for each participant. If you need safety
pins they are available when picking up your packet.
2) It is imperative that your athletes compete in the race that you assigned to them. A
limited number of race changes can be made on meet but WE CAN NOT ADD
ATHLETES TO YOUR ROSTER ON SITE. Please ensure that anyone that MIGHT
participate in the meet is on your roster prior to 7:00 am the day before the meet.
3) Every athlete must wear the bib assigned to them, horizontally, un-modified, on the
front of their jersey.

V.

During the Meet
Please have a manager check the results online as the meet progresses for any athlete
whose bib did not get read by the system. Our RFID Technology is over 99.6% accurate
but occasionally a chip is not read. Please report any “no reads” to the finish line tent asap.
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