The tasks listed in this section are those very specific things that must be done to prepare for EACH home meet. Most of the tasks are the responsibility of the Meet Director but, depending on how your club is organized, they may be done by other board members or he may be assisted by parent volunteers, or, in some cases, the Meet Director may request that the facility do some of the work.
The tasks are listed in time oriented groups as to when they should be done prior to the meet: The week before, the night before, and the morning of the meet. If you can start any sooner, you should do so. It is sometimes hard to develop any real enthusiasm for pre-meet work, but these tasks are absolutely essential to a successful meet.
Many of the tasks listed in this section require that one or more of the tasks listed in the Early Season Preparation section of this handbook be done. Before your first home meet, you should read that section and review each task for completion to insure you can complete these tasks in time for the meet.
Meet worker reminders
Mail out Order of Events
Equipment/supply check
Prepare mailing envelopes for results
Submit facility work order
Set up clip boards/equipment
Track Preparation
Field event area preparation
Check rest rooms
Check trash cans
Equipment set up
Open and set up Snack Bar
Set up and test the P.A. system
Set up the Announcer's area
Set up Awards
Set up Staging
Set up the Finish Line
Set up the Hurdles
Set up the High Jump
Set up the Long Jump(s)
Set up the Shot Put area(s)
Open rest rooms
Open gates, parking areas
Check trash cans
Officials meeting
Coaches meeting
It is difficult to make a very specific list that can be used by all clubs. Most clubs will do all of the above tasks in some form but it is very likely that your club will not do all of the tasks listed. You may find that one or more tasks may be combined into a single effort or, that the facility will do some of the above for you as a part of the use permit that you will probably be required to get.
Now a brief, but somewhat detailed explanation of each of the tasks. Remember, the tasks are listed by the LATEST time they should be complete and that some of them can be done earlier. You should start as early as possible, especially for your first home meet.
Remember, you must do these tasks for EACH home meet.
MEET WORKER REMINDERS: As described in the "Staffing" section, you will need to remind the volunteers that they must help at the meet. Whether you do this in writing or verbally, it is best done by Tuesday or Wednesday of the week prior to the meet. Reminders are essential since most of the commitments are made months prior to the meet(s). A summary list should be prepared for each home meet showing who is to work where. The list should be given to the Meet Director for use on meet day.
MAIL OUT THE ORDER OF FIELD EVENTS: You may not do this task. The rules now require you notify the visiting team of the order of competition for the field events IF you have more than one pit (throwing area) for an event AND you will not compete boys at one and girls at the other (Alters the order of competition). The rules currently describe an order of (field) events for single and dual pit facilities.
EQUIPMENT/SUPPLIES CHECK: This activity is concerned with the expendable items you need for each meet. You need to check/replace/buy:
- Starters ammunition. Make sure there is at least 100 rounds in the box for the meet. More is O.K.
- Ear protection (If you use the expendable type plugs) is in the Starters's box.
- Check the stop watches to see that you still have enough and they work.
- Check/replace the radio batteries or, if you use the rechargeable type, recharge them. Also check the radios to see that they work.
- Pre-package the ribbons. Optional task but some think worth the effort. See the Awards section for details.
- Locate/check the measuring tapes and other field event equipment. They may have been broken or lost since the last meet.
- Locate the shot puts. If you don't have a separate set just for the meets, start early to insure they are available on meet day.
- If using a megaphone, check it/replace the batteries.
- Check the forms you will need. Copy/replace as needed so that you have the following recommended quantities:
Running event finish sheets : 185-250
Field Event finish sheets : 60-100
Varsity Score (Results) sheet : 10-15
Event call sheet : 5-10
- Check supply of pens/pencils. Make sure they work or are sharpened.
- Chalk to mark the track (if you have a dirt track).
- Buy snack bar items.
- If you use paper (lunch) bags to distribute awards, buy and mark them.
PREPARE MAILING ENVELOPES FOR VARSITY RESULTS: As described in the Awards Table section, preparation of the envelopes for mailing out the varsity meet results will reduce the amount of effort after the meet is over and expedite the sending of the results to the other clubs. See the Awards Table section of this handbook.
SUBMIT FACILITY WORK ORDER: If your facility manager and crew will perform any of the preparation tasks, it is almost always required that you submit a work order to the crew at least a few days in advance,possibly more. In the meeting with the facility manager, you should have determined what they will do and how and when you must submit your request. You may also need to submit a request to have things like the sprinklers turned off or the rest rooms opened or the lining equipment made available.
If no formal written work order is required, it would be a very prudent idea for you to call the facility a few days prior to the meet to gently remind them.
Whether or not a formal process is used or the facility work is supposed to occur automatically based on the facility reservation, check to see that what you need or expect to be done has been finished. Do the checking enough in advance that you can get whatever was missed done before the meet.
SET UP CLIPBOARDS/EQUIPMENT: There is more than the clip boards that can be set up. In this task you can not only set up the clip boards but box all of the equipment and supplies going to an area in order to expedite meet day set up/delivery.
By reviewing the list of items by area in the appendix and by reading the individual sections in this book on Staging, Starting, Announcing, the Finish Line, and Awards you can assemble all of the equipment and supplies for each of the areas. The clipboards can be set up as follows:
On the Announcer's clipboard, put:
- A copy of the running events and a copy of the field events call
sheets.
- If you use it, a copy of the "Schedule of Event Calls" sheet.
- A copy of the facility map.
On the Stager's clipboard, put:
- A copy of the running events call sheet.
On the Finish Line Clerk's clipboard, put:
- Approximately 25 Running Event finish sheets. The remainder can be
left in a box or a rubber band put around them and delivered loose to
the finish line.
On the Awards Table clipboards, put:
- One varsity Score (Results) sheet on each of 10 clip boards. Fill
out each sheet to indicate varsity results for one of the age/groups
(GG thru IB). See the Awards Table section for more details.
- On 1 clipboard, a copy of the Order of Events sheet.
On each field event clipboard, put:
- 10-15 Field event finish sheets.
- An Order of Events Sheet for that event area.
- A copy of the event rules from the Conference Rule book.
On the Meet Manager's clipboard, put:
- A copy of the "Items by Area" list.
- A copy of the meet volunteers list.
- A copy of the Order of Events sheet.
- A copy of the Announcer's call sheet.
- A copy of the current Conference Rule Book.
In order to perform the many tasks necessary to prepare your facility for your home meet, you will need two VERY important things: People and equipment.
The pre-meet set up crew is essential. You will need 4 or more people to help prepare the facility.
In addition to the people, you will need the following:
Marking chalk (4-5) Rake(s) Plumber's helper(?)
Broom(s) "Snap" line 6-12 rolls toilet paper(?)
Shovel(s) 50' Tape Keys/Access
If you have a dirt track and will line it yourself, you will need access to:
Tug/Tractor Lane Marker Hose(s)
Drag Hand chalker
TRACK PREPARATION: Unless you are lucky enough to have the use of an all-weather track, you will need to consider the preparation of the track for your meet. Even if your facility manager will do some or all of the tasks for you, it is wise to check for completion.
Track preparation is always done the night before the meet because doing it before that may result in having to do it again. Do not be surprised, either, that you may need to "re-do" some of the preparation tasks on the morning of the meet. Gremlins (non-track type) seem to keep late hours.
In preparing a dirt track, you will need to:
- Drag the track. The facility usually has the equipment and you will borrow and sometimes operate it. It requires a vehicle (usually a tug or tractor but can be anything able to tow the drag), and the drag. The drag is usually some kind of chain link or heavy metal screen material.
- "Rock" the track. A manual effort to walk around the entire running surface picking up rocks, glass, or any foreign material.
- Line the track. Again, the facility usually has the device, which is either pulled manually or towed behind a vehicle. This puts the lane lines around the track.
- Mark the Starting line(s), Finish line, staggers, and relay zones. This is a manual effort usually with a small hand operated chalker. If the track curb is not clearly marked as to where these places are, you should have one of the facility crew who knows show you before you try to mark the track.
- If the weather is dry and windy, you may want to water (spray) down the track so that the markings don't blow away during the night.
FIELD EVENT AREA PREPARATION: Each field event area you intend to use will need some preparation work. The field event areas are easier to prepare than the track surface. If you have a minimum crew of 6 for preparation work, I would assign 4 to the track and 2 to do all of the field event areas. To prepare the different areas you will need to do or check to see that the following has been done. Remember, if you have, for example, 2 long jump pits, you will need to do the tasks for both pits.
Long Jump area(s):
- Check the runway for debris. Remove any foreign objects and sweep the last 10 yards or so, especially around the take off board.
- Dig up the pit sand. Check for and remove any foreign objects or debris. Move sand from the end farthest from the board to the end closest until the sand is level with the top of the pit. Actually, you should try to get the sand surface level and even with the take off board.
NOTE: You only need to dig up the sand about 8" to 12" down and for a length of 18' to 20'from the take off board. This will be something like 14' to 16' feet in the actual pit.
- Sweep the sand off the pit boundaries and into the pit.
- You may want to water the pit down lightly. Cats seem to prefer a dry toilet.
High Jump Area(s):
- Check the run-up pad and surrounding area for foreign matter. If you have a hard pad, sweep it.
- Does the grass need mowing to be safe ?
Shot Put area(s):
- Sweep the throwing circle.
- Check the impact area for debris and remove it.
- Mark the throwing sector lines. See the Conference rule book for dimensions, etc. You will need the hand chalker for this.
- Mark the distance arcs. This isn't mandatory but will help meet day. Start at 10 or 15 feet out and put an arc each 5 feet from one sector line to the other.
CHECK REST ROOMS: This is a last minute check of the boys and girls rest rooms for usability on meet day.
- Do all of the toilets/urinals work? If they don't, at this point you may be in trouble. If stoppage is the problem, try a plumber's helper (plunger). Next, put a panic call into to the facility maintenance crew. As an alternative, see if you can get another rest room open on meet day.
- Are the rest rooms clean ? Paper on the floor or other trash can be removed.
- Are they stocked ? Even if you have placed a work order with the school, be sure to check. It wouldn't hurt to bring 6-12 rolls of paper just in case. On meet day, the paper could be stored in the snack bar until needed.
- Be sure to relock the rest rooms after you finish.
CHECK THE TRASH CANS: You may need to empty them or reposition them for your meet. Do you need extras ? You might consider bringing some large plastic trash bags on meet day to help if you don't have many cans. The bags may be taped to the backs of chairs or to the grandstand. If you want to collect recyclable cans or bottles, put out and label one of the cans or bags.
EQUIPMENT SET UP: The security at your facility will dictate how much actual set-up can be done the night before the meet. Normally, not much can be done, but if possible you could do the following to ease your early morning set up chores:
- Set up the staging area. Place barriers, ropes, flags and or shade tarps/awnings. If you use benches, they could be set up.
- Move the timers stand in place (if you have one).
- Set up the awards table shade tarp/awning. You could possibly set up the tables as well.
- Set-up and check out the P.A. system, especially if it is secure in a press box. I always want to know as early as possible if this most critical piece of equipment won't work.
- Put up any crowd control measures you will have. You may want to rope off the shot put area, long jump runways, finish line area.
- Set up the Snack Bar. You could stock it and have everything ready to turn-on the next morning.
- Get the hurdles out. You could either put them on the infield (off the track) stacked in flights by the where they will be set up, or you could actually place them on the track except lanes 1 to 3. The hurdles are run after the two mile run(s). The 2 mile runs are not in lanes after the start.
You and your set-up crew should plan on arriving 1 1/2 to 2 hours before the meet. The more people you have and the more experience they have the later you can come. An hour and a half before the meet is a late start.
Before you start, and assuming you have "boxed" all of the supplies and equipment for one area together, simply deliver the "boxes" to the proper area. As your crew arrives, point them to one of the areas you have delivered to so they can begin.
- Open and set up the Snack Bar. See the Snack Bar section is this book.
- Set-up and test the P.A. system. Don't do this at 6:00 am or 7:00 am, but do it early so you have time to fix it or use a back-up plan if it doesn't work.
- While you are setting up the P.A. system, set up the Announcer's area. See appendix and/or the Announcer's area.
- Set up the Awards area, including the shade tarp, tables, chairs, supplies, and clipboards.
- Set up the Staging area.
- Set up the Finish Line.
- Set up the hurdles if not done the night before.
- Set up the High Jump area(s).
- Set up the Long Jump area(s).
- Set up the Shot Put area(s).
- Open rest rooms.
- Open/close gates, parking areas.
- Check trash cans.
- Have a brief meeting with your key meet officials. Discuss any last minute problem areas, radio procedures, procedure changes, etc.
- Have a Coaches meeting 15 to 20 minutes before the first race. At that meeting you might discuss:
- Who the key officials are.
- Order of competition at the field events if using more than one pit/area for an event.
- Where the Snack bar, staging, announcer, and awards will be.