1. Meet Manager
RE – 2017/01

2. Course Outline Presentation of participants
Decision to host a swim meet
Functions of a meet manager
Rules
Important points
Organizing Committee
Equipment
Timeline
Protests
Meetings (referees and coaches)
Exam

3. Decision to host a swim meet
Decision taken 6-12 months prior to event
Ensure the pool is conforming and is booked for the event
Plan the format of the meet
Targeted swimmer’s level(s)
Number of invited swimmers
Events list
Maximum number of swims per swimmers
Organizing committee

4. Decision to host a swim meet
IMPORTANT: The presence of a meet manager and a referee is mandatory for the whole duration of the meet. If there is no qualified referee or meet manager, all the swimmer’s times and officials’ experiences will be invalidated.

5. Types of meets Pre-ligue and novice Intra-club
Invitational (regional and provincial)
Master swimmers invitational
Provincial Championships
Etc.
IMPORTANT : Always review the technical guide for the requirements pertaining to different levels.

6. Functions of Meet Manager
CSW Meet Manager
Shall be responsible for all the organizational details of the meet, shall have control of the mechanics associated with the running of the meet, and shall be responsible for having the necessary equipment and personnel available during the meet. Appointments of personnel shall be subject to ratification by the referee.
Shall be responsible for the dissemination of all meet information and all meet forms.
Shall be responsible for seeding all pre-seeded meets.
Shall be responsible for the preparation of entry lists and/or heat sheets and have them available prior to the start of each session.

7. Functions of Meet Manager
CSW Meet Manager
Shall be responsible for issuing official results.
Shall see that all record applications are processed.
Shall be Chairperson of the Jury of Appeal for the meet

8. How to succeed? Be available Be prepared Be organized
Be quality centered for the well-being of swimmers
DELEGATE!

9. The rules...
CGR All meets shall be conducted under FINA rules and regulations supplemented only by Swimming Canada or Provincial Section (PS) approved and published rules and regulations

10. The rules...
CGR Provincial Sections shall sanction all meets and time trials held within their jurisdiction. The PS may make special rules and regulations for age group and senior events

11. The rules...
CGR Competitions designated as senior shall be open to all eligible swimmers of any age who meet the qualification standards.
CGR Competitions designated as open shall be open to all swimmers registered with a FINA member and who meet the qualification standard.

12. The rules...
CGR Competitions designated as closed or restricted shall be those in which entry is restricted as published in the meet information.
CSW Seeding procedures and conversion of times information, if conversions are permitted, are to be stated in the Meet Information.

13. The rules...
SW Swim-offs In the event that swimmers from the same or different heats have equal times registered to 1/100 second for either the eighth/tenth place or sixteenth/twentieth place depending on the use of 8 or 10 lanes, there shall be swim-off to determine which swimmer shall advance to the appropriate finals. Such swim-off shall take place after all involved swimmers have completed their heats at a time agreed between the event management and the parties involved. Another swim-off shall take place if equal times are registered again. If required, a swim-off will take place to determine 1st and 2nd reserve if equal times are recorded.

14. The rules...
CSW Time-finals should normally be swum “slowest to fastest”, with the swimmers seeded according to their submitted times. However, the 800m and 1500m events may be swum “fastest to slowest” in alternating event order (female/male).

15. The rules...
SNC Swimming Canada Designated Meets shall be sanctioned by Swimming Canada and contracted for operations with a Local Organizing Committee.

16. The rules...
CSW Class One Sanctioned Time Trial (Sanctioned Record attempts)
(i) A Class One Time Trial is reserved for sanctioned record attempts. Such time trials shall be advertised at least three days prior to the attempt in order for a record to be recognized or accepted;
(ii) No advertising is necessary for record attempts at sanctioned meets;
(iii) The Time Trial shall be held in public and shall meet the minimum requirement of a PS;
(iv) No coaching is permitted during the record attempt.

17. The rules...
CSW ‘Name Change’ deadlines for relays should be stated in the meet information and announced at the Coaches Technical Meeting.
CSW Late or Deck Entries may be allowed at the discretion of the Meet Manager and shall be classified as Exhibition swims.

18. The rules...
SW 11.5 In the case of a relay disqualification, legal splits up to the time of the disqualification shall be recorded in the official results.
CSW Canadian Records: Record swims shall be timed and recorded by an Automatic Officiating Equipment system or by three (3) timekeepers.

19. The rules...
CSWAG 1.3 Age Group competition categories shall be based on single or multiple age ranges by chronological age or year of birth and published in the meet information. (This allows for any age grouping combinations)

20. The rules...
CGR Disqualified swimmers and relay teams shall not be awarded points. Points shall be assigned to unattached swimmers but shall not be credited to any club.
CGR A swimmer who fails to meet the qualifying time for an event shall not be awarded points.

21. The rules...
CGR Deck entries shall not be awarded points, medals, or awards. Deck or Late entries are to be classified as “Exhibition” swims. .

22. Important points
Ensure that the Swimming Canada WarmUp Safety Procedure is referred to in the meet package / technical bulletin
Ensure that the team scoring is published often when applicable
Ensure that all the record application forms are duly filled when applicable
Obtain all the accident reports produced during the meet

23. Important points
REMINDER : A qualified referree and a meet manager are on the premises AT ALL TIMES during the meet!

24. Meet package The meet package must contain: The name of the meet
The meet type (open/closed, championship/invitational, age groups/senior, etc.)
Date of the meet
Location of the meet (including the address)
Description of the pool (long/short course, number of lanes, stands, etc.)

25. Meet package The meet package must contain:
Sanction category (intra/regional/provincial)
Meet manager and official coordinator
Particularity in rules application
Age groups for the meet
Schedule for prelims/time finals and finals sessions

26. Meet package The meet package must contain:
Team Scoring (and individual) if applicable
Awards
Entries (deadline, cost, details for dropping entries, deck entry and scratches management, etc.)
Entries made using the Splash Team Manager software

27. Meet package The meet package must contain: List of events
Coaches meeting information
Warmup procedures

28. Organizing Committee
SW 1.1 The Management Committee appointed by the governing body shall have jurisdiction over all matters not assigned by the rules to the referee, judges or other officials and shall have power to postpone events and give directions consistent with rules adopted for conducting any event.

29. Organizing Committee
5 functions (may be filled by 1 to 5 persons or even more if necessary based on the complexity of the meet)
Meet Manager
Entries and Results coordinator
Equipment Coordinator
Officials Coordinator
Hospitality Coordinator

30. Meet Manager Book the pool and rooms
Publish the meet on the Swimming Canada site
Produce the meet package and request sanction
Coordinate the work of the organizing committee
Look at timelines
Ensure the availability of enough lifeguards
Find sponsors
Order the awards

31. Meet Manager Plan and manage the budget Prepare the financial report
Prepare the technical bulletin
Publish the results and thank you letters
Find an announcer (when required)
Plan music (Warm-ups, walk-ins, national anthem, award ceremonies)

32. Meet Manager Special Invitations (sponsors, etc.)
Greet the special guests
Organize the protocol (including award ceremonies)
Communicate with local medias

33. Entries / Results Coordinator
Prepare the Splash entry file
Receive and proceed the entries
Sending entries confirmation to registering clubs
Prepare the reports for the meet:
Time cards or timers sheets, heat sheets, timelines, documents for the clerk of course

34. Entries / Results Coordinator
Prepare the information for coaches:
First session of the meet:
Technical Bulletin
Warm Up lane assignments
List of entered swimmers
Heat Sheets
Relay Forms for the session
Any other relevant information
Other sessions:
Heat sheets and relay forms

35. Entries / Results Coordinator
Supervise the production of results:
Ensure the rules pertaining to results are in effect
Publish the official results
Identify the records and help with application forms
Help with awards (labels for medals and ribbons, improvement reports, etc.)

36. Equipment Coordinator
Ensuring the availability/state of:
Lane ropes, starting blocks
Electronic system / Starting system
Sound system and microphone
Backstroke flags and false start rope
Cones or indication for the 15 meter marks
Stop watches and bells for distance events

37. Equipment Coordinator
Ensuring that the setup is done as per the plans:
Pool deck
Officials room
Recorder scorer area
Tables for officials and coaches, etc.
Plan on the building management / maintenance availability

38. Equipment Coordinator
Wave stopping lane ropes
From each end of the pool, having markers at 15m (on lane ropes and / or on the side of the pool), having a measuring tape on premises
Starting blocks with a proper lane identification; lane 1 is on your right end side when facing the pool from the starting end (FR 2.8)

39. Equipment Coordinator
When there are starting blocks at both ends of the pool, ensure the lane numbering is the same of both sides of the pool
False start rope at 15 meters from each starting end
Backstroke flags at both ends at 5 meters from the wall
Electronic timing (if applicable)

40. Equipment Coordinator
Electronic touch pags and plungers properly installed and tested (if applicable)
Starting system fully charged and installed (extension or alternate system if starting from both ends of the pool is applicable)
Paper for the electronic system (if applicable)
Sound system

41. Equipment Coordinator
Sound system for the starter
Sound system for music and announcements (if applicable)
Music for warm ups
Music for walk ins and award ceremonies (if required)

42. Equipment Coordinator
Table and 2-3 chairs at the end of each lane for timers (both ends if necessary)
Chairs (and tables if possible) for referees, starters, etc.

43. Equipment Coordinator
Long table for the clerk of course with 2 chairs (might need 2, one at each end of the pool when running double-ended meets)
First-aid kit and sufficient ice for athletes (usually provided by lifeguards)
Elevation platform for starter and electronic operator (at each end where departing/ending)

44. Equipment Coordinator
Podium and tray/cushion for medal presentation (if required)
Table along the side of the pool for the announcer (if applicable) NOTE: test sound for feedback before the meet to find the ideal location
Team and sponsor banners
Crowd control ropes delimiting the officials areas (if possible)

45. Officials Coordinator
Recruit the officials
Assign positions (subject to referee’s approbation)
Prepare the material for officials
Ensure to have enough forms available
Greet the officials
Ensure that all officials are in place with appropriate material at the start of each session, fill a position if required

46. Hospitality Coordinator
Prepare snacks and water for officials and coaches during the sessions
Prepare meals for officials and coaches based on the meet schedule
Optionnal : hosting a restaurateur service for swimmers and families

47. Timeline
Note: The timeline is variable based on the type and scale of the meet (regional, provincial, national)
6-12 months before:
Booking the pool
Naminate the organizing committee
List the meet on Swimming Canada site

48. Timeline 60-90 days before: 30-60 days before:
Prepare the meet package and entry Splash file
Request the sanction through Swimming Canada site
Ask the club webmaster to prepare the links for the information to publish
30-60 days before:
Order the awards
Validate the list of needs with the pool management team

49. Timeline 15 days before: 10-15 days before:
Meet with the pool management team
Review the needs
Review the evacuation procedures
Obtain contacts for the emergencies arising during the meet
10-15 days before:
Receive, treat and confirm entries
Produce reports and timelines
Proceed to last check ups with the responsible of the organizing committee

50. Timeline 5-7 days before: 1-3 days before:
Prepare and publish a technical bulletin
Rules and specifics of the meet
Confirmed schedule and warm up periods
Last validation of facilities / materials
Confirm the reception of awards (check the order)
1-3 days before:
Prepare the officials’ material
Prepare the coaches packages
Test the facilities (including electronics)

51. Timeline The day of the meet (first in, last out):
Check the facilities and material – safety for participants
Meet the referees (1:30 hours prior to first start)
Meet the coaches (about 15 minutes prior to first start)
Ensure that electronic operator and recorder scorer areas are properly setup
Manage the issues arising during the meet
Preside the jury of appeal (protest)
Thank the officials and volunteers

52. Timeline After the meet: Publish the results and standings
Meet backup to FNQ (.smb format)
Upload results to Swimming Canada site (SDIF format)
Prepare and send the officials’ experiences to FNQ (excel file)
Publish the live results on the club’s website (while meet is running and after)
Send all protest forms, accident reports and record applications to FNQ
Meet the organizing committee for a post mortem

53. Protest during the meet
Head coach may want to protest on an event or disqualification  please send them discuss with the referee first
If head coach still wants to protest, provide him a protest form asking that it is brought to the referee
Ask the recorder scorer to “unpublish” the results for the event under protest.

54. Protest during the meet
Referee will review the protest and either :
Accept the protest which means there is a change in the decision that was previously taken
Reject the protest which means the decision previously taken is still in effect
The meet manager has the responsibility to let the head coach knows about the decision and to check if the coach wishes to continue the process to second instance

55. Protest during the meet
Head coach will either:
Accept the decision  end of process
Decide to continue protest to a second instance  the meet manager needs to move on with a jury of appeal
Jury of appeal is composed to the 3 or 5 most experimented officials that are not in any way involved in the situation for which a protest has been lodged

56. Protest during the meet
Meet manager will:
Identify the potential member of the jury
Organize for their replacement making sure there are still a referee that can take over if needed : the jury is going on at the same time as the meet is running
Find and prepare a closed and quiet area for the jury’s meeting and interviews
Gather the relevant information: infraction report, relevant paperwork that might help the jury

57. Protest during the meet
Meet manager will preside the jury:
Inform the jury of the situation under protest
Read them the protest from the head coach as well as the referee’s response
Ask them who they would like to meet in which order:
Get the “interviewed” to the room
Listen to the interview without intervening (no comments)
Get the jury’s decision based on a rule, fill the decision section on the form and gather the signatures

58. Protest during the meet
Meet manager will preside the jury:
Release the jury
Announce the decision of the jury to the head coach
Ask the recorder scorer to publish the results and rankings

59. Jury of appeal
CGR A Jury of Appeal decision on disputes covering the conduct of the meet or the decision of a meet official shall be final and shall not be appealed.
CGR The Jury of Appeal shall hear evidence as it sees fit; however, the protestor(s), referees, and officials whose decisions are being disputed shall have a right to present their case(s). The Jury shall conduct its business in private.

60. Jury of appeal GR 9.2.1 Protests are possible
a) if the rules and regulations for the conduct of the competition are not observed;
b) if other conditions endanger the competition and/or competitors, or
c) against decisions of the referee; however, no protest shall be allowed against decisions of fact.

61. Jury of appeal
CGR Other than official video back-up systems, no hand-held video or T.V. cameras shall be used by the Jury of Appeal to review disqualifications.

66. Meeting with referees 1:30 hours prior to first start of the session
Quiet and private location
Prepare in advance the points to be discussed
Prepare the following documents for the referees:
Meet package, technical bulletin, timelines, heat sheets, infraction reports, officials assignments for the session

67. Meeting with referees Information to review:
Important points of the technical bulletin
Meet caliber
Missed start can reswim?
Who swims where when double-ended (girls/boys, etc.)
Warm Ups: Safety marshals, clubs having or not assigned lanes, sprint and pace lanes, etc.

68. Meeting with referees Information to review: Officials march on?
Timing system?
Relay take over system?
Invite them to a debriefing after the session
Protocol during the session? How will it be done...

69. Meeting with referees Information to review: For the clerk of course:
Program seeded in advance?
Procedure for the m
Procedure for the 1 lap races (moving the starts or the timers?)
Deck entries and change of events management?
Combination of heats?
Positive check in?
Procedures for relays (name submission and changes, deadlines)

70. Meeting with referees Information to review: For the starter:
Placement on the deck
Presence of an announcer?
Principal and back up equipment?
For the chief timer:
Experience and number of timers to date
Marshalling of swimmers?
Documentation : Time cards or lane sheets
Specifics of the timing system

71. Meeting with referees Information to review:
For the chief finish judge:
Location
Management if runners (if applicable)
For the stroke and turns judges:
Experience and number to date
Possibility of using turn inspector as timer at the finishing end?

72. Meeting with coaches
A few minutes before the start of the meet: review the important information of the package and bulletin
Location close to the pool but as quiet as possible
Prepare in advance the points to discuss
Announce the meeting on the mic 1-2 minutes before to remind them
The refs are assisting if possible for them

73. Meeting with coaches Information to review: Welcome word
Presentation of meet managers and referees – remind coaches to refer to the referees for any swimming question / issue and to the meet managers for the facilities issues
Review the specific information for this meet (the differences with other meets)

74. Meeting with coaches Information to review:
Review the different deadlines (relays management, positive check ins, scratch deadlines for prelims and finals) and warm up times
Review the specific information for:
800/1500m events
1 lap events
Marshalling area
Protocol / Award presentations

75. Meeting with coaches Information to review:
Review specific information for the facilities:
Zones reserved for officials
Hospitality room
Relax room for swimmers
Evacuations / Emergency exits / Procedures
Services offered on the premises
Remind them to help keeping facilities as clean as possible (providing garbage bags to clubs is a strong message
Wish them a great meet!

76. So...
Any question??
Let’s do the exam!