Meet Operations

Presented By:

John Lorimer

USA Swimming Volunteer

What is Meet Operations

Planning and Management

Computer and Timing Systems

Reporting and Publishing

What isn’t Meet Operations

Taking flack from volunteers

Meet Ops Goals

Not to use up the big bottle of Advil Migraine

Make sure the coffee stand is next to the computer desk

Keep the balding guy with glasses and the beard away from the computer

Have a long vacation somewhere out of state after the meet

Real Goals

The goal of any meet is to provide the best possible venue for athlete competition.

Being the best technology meet operations volunteer.

Being a strong team member.

Get Certified as a Timing Judge.

Meet Operations Planning

Most LSC’s have a sanctions process.

For instance CSI a sanction must be applied for 60 days in advance of the meet

The meet information must be complete before the application

The Meet Information is your guide to planning the meet.

Meet Operations Planning

Is there an entry cap

Has the meet format changed from last year

Modify last years meet database with the new format and check timelines

Will the timers need to move, how does that affect the timeline?

Meet Operations Planning

Electronics – is there power?

Network – do you need one and options– Wireless – great idea for Hy-Wire– Network over Power (Cisco/Linksys PLE200)– Wired – Combination– Internet and RealTime Results

Facility Rules, Wireless Broadband….

Meet Operations Planning

Timing Systems for the meet?

Scoreboards

Printers

Supplies (paper, batteries…)

Where are we going to post results

Heating 8 & Unders

Clerk of Course

Meet Operations Planning

Is there an Administrative Referee?

Phone numbers and Email Addresses

Call the Meet Ref and Admin Ref to be proactive and find out any special requests

The Meet Project

Seed Meet or Psych Sheets 20m Thu 7/12/07Thu 7/12/07

"Run Timeline, email to Meet Ref." 20m Thu 7/12/07 Thu 7/12/07

Run Financials and check against money received 1hThu 7/12/07 Thu 7/12/07

Print Meet Program 30m Thu 7/12/07 Thu 7/12/07

The Meet Project

Off to the printer 3d Thu 7/12/07 Tue 7/17/07

Time to Relax and answer Meet Refs Questions3d Tue 7/17/07 Fri 7/20/07

Meet Setup2h Fri 7/20/07 Fri 7/20/07

Run the Meet 2d Fri 7/20/07 Tue 7/24/07

Financial Reports and Mail Results 2hTue 7/24/07 Tue 7/24/07

Meet Database

Remember the Meet Information is your Guide

What information is required by your LSC

What information is required by SWIMS

What Other Things can Help

Time Standard Files

Record Files

Call the Meet Referee and introduce yourself

If there is a Admin Ref call them as well, you will be a team through the meet completion

Meet Database Naming

Depends on LSC Requirements

Should start with year or date

After Year should be LSC code

Example: 2006 AD Hurricane Inv.mdb

Example: 2006 AD Kingston Hurricanes Invite.mdb

Example: 061023_AD_HURR.mdb

What to get from Meet Info

Meet Dates

Scoring

Format (TF, Prelim/Finals,…)

Events

Sessions

Entry Fees

Slow-Fast, Fast-Slow, Alternating

Name the DB

Basic Information

Report Headers

Completing the setup

Go through each item of the Setup Menu

Verify your events and sessions

Verify the Entry Time Standards

Verify Entry Limits and Fees

Export the Events for Team Manager

Have them posted to your club Website

Have them posted to the LSC web site

Email them to clubs invited if an Invitational

Post Entries

Note CSI expects entry deadline to be at least 10 days prior to the beginning of the meet.

Export data for Registration Check

Clean up Entries from Exception Reports

Run Exception Reports and POT Reports if required

Notify Clubs with remaining exceptions

Pre-Meet

Assuming Clean data….

Psych Sheets published

In a Pre-seeded meet - meet program

Session Reports for meet Referee

How fast are we going to go?

Who is running the console?– Enlighten them on Reset is not required and

asking timers to hit the pads will mess things up.

Before Meet Deck Setup

Post scratch deadline – seed session

Lane Timers Sheets

Any last minute reports for Admin or Meet Ref

Any Forms Required (Positive Check-In, Scratch, No-Show, Relay Take Off, …)

Deck Setup

Network Setup

Set up/load systems and check communications and Printing

Where are the tools?

If Using Dolphin, theft prevention

Test Timing system

Bells, Pencils, Clipboards, Counters….

Running the Meet

Backing UpFeeding times from Console and/or DolphinWatch Times and Meet ManagerTiming Corrections as per the rules and reports (Timing System Corrections must be done, no if’s and’s or but’s, NO EXCEPTIONS)Heat Malfunctions for late starts.

Running the Meet

Moving Swimmers - Dealing with Combined Events or use the combine events in seeding menuSwimoff’sClerk of Course and the Announcer reports plus posting.

Running the Meet cont.

Fixing Mistakes and who needs to be notified to authorize the correction.

Make sure there are no Flags

All Relays must have Athletes Declared

Scoring Events

Scratching from Finals

Finals Seeding if needed and Finals Program.

Meet Completion

Meet is Over

Referee and Official Results

Team Scores, High Point Reports

Records Report

Financial Reports

Electronic Reporting for Swims and Meet Backup

Final Notes

Why and what we publish– Meet Backup– TM Results– Paper Results

USA Swimming and Privacy– Be sure that no ID’s, Birthdates or any other

information deemed by National is printed

Meet Operations

Discussion and Questions

Clinic Materials

The Clinic Documents and Data along with extra manuals are available on the CSI website (http://www.csi.org).

Always keep your Hy-Tek Software up to date. http://www.hy-tekltd.com/

Thank You jlorimer@csi.org

http://www.csi.org

http://www.usaswimming.org

Thank you for the opportunity to share.

John Lorimer