AWARDS TABLE

Two things are done by the awards table: the recording of the results of all events and the making out and distribution of the award ribbons. The Awards table is involved in both running events and the field events. The Awards Table is also the only area that has a duty after the meet which is to distribute the results sheets to the other league clubs.      

WHAT YOU WILL NEED -
___ Award ribbons. You will need approximately 280 each of first through fourth ribbons. If participation ribbons are given only to Gremlins, you will need 150 of them as well. If participation ribbons are given to all age groups, plan on using 580 per meet. You should always bring extras of all types of ribbons since mistakes and ties can require additional ribbons.
___ Varsity results sheets. These are also known as Score sheets. You will use 10 but bring extras.
___ Pens/pencils. You will need 2 per person at the table. Pens are preferred.
___ Paper bags or something to distribute awards in. Plan on 1 per age/group per team, or a quantity of 20. You may use less depending on how the teams want the distribu-tion of ribbons handled.
___ One large or two small tables for the awards clerks to write on.
___ Chairs. Plan on 3 to 6.

The following items are not absolutely required but will add to your meet:
___ Order of Events sheet. Used to keep track of the events ribboned.
___ Scotch tape.
___ Clipboards. You should plan on 10, 1 per age/group varsity and place Varsity results sheets on them.
___ Shade tarp if your awards table is out in the open.
___ Folders and a filing system to keep track of the results sheets.
___ Ribbons, prepackaged by event with 1st thru 4th ribbons.
___ Cooler with refreshments.
___ 1 Red and 1 Green felt tip pen for each awards clerk.
___ Envelopes addressed and stamped to mail results. You don't need these at the meet, but will use them after.

STAFFING: The Awards table should be staffed by a minimum of three (3) and up to 5 or 6 clerks to assist the Chief Clerk. A runner is also needed to bring the finish sheets from the finish line and the field event areas. You should plan a second shift for the clerks and runner to relieve the first group about halfway through the meet. See the "Staffing" section of the hand book.

HOW IT'S DONE - The Awards table activities can be broken down into the following steps:

Before the meet,
1. Prepackage the ribbons (optional).
2. Set up envelopes for mailing the results (optional).
3. Set up the Awards area.

For each event,
4. Obtaining, inspecting and accepting the event results sheet.
5. Recording places and performances on the awards ribbons.
6. Recording event results on the Score Sheets.

Throughout the meet,
7. Distributing the ribbons.

After the meet,
8. Mail the results

PREPACKAGE THE RIBBONS: This effort is optional but will greatly expedite the meet day activities.

In order to prepackage the ribbons, you will need the supply of ribbons for each finish place. The ribbons are obtained from the Conference before the season. Make a bundle for each event consisting of 1 ribbon for each place 1st thru 4th. You should make about 205-210 bundles and leave the remainder separate. The number of bundles you will use is not predictable due to the variance in the number of JV races and the number of JV entries (which is not controlled) in the field events. Bring all of your extras to the meet.

Making out the backs of the ribbons can be done in advance but is risky. If that particular event is not run, the ribbon(s) are useless. If filled out with more than the date, confusion and delays can be caused on meet day in looking for the correct bundle when trying to ribbon an event.

Plan on bringing the participation ribbons separately. Since the participation ribbon is given to all competitors in an event (every race) who finish fifth or after, the number needed in each bundle will vary a great deal. Also, if your club adopts the procedure of having the timers place the tag of the 5th to last place finisher in each race on a ribbon, you may not need to make out participa-tion ribbons for the running events.

SET UP THE ENVELOPES FOR MAILING RESULTS: Conference rules require the mailing out of meet results by the Monday that follows the meet. It is usually the Chief Awards Clerk's responsibility to see that each of the other clubs in the conference receive a copy of the Results (or Score) Sheets. By addressing and stamping the envelopes before the meet, it reduces the burden after each meet and will greatly expedite the mailing process.

SET UP THE AWARDS AREA: You should consider the following in setting up your awards table:
1. If you are not using the press box or some other pre-established location for awards, locate the area near the finish line. Most of the results will come from there.
2. Set up the shade tarp, tables and chairs.
3. Find the Awards table staff and assign them to an activity. A suggested assignment is:
2 (or more) Clerks to the ribbon preparation
1 Clerk to the Varsity results recording
Chief Awards Clerk to checking results and resolving problems.
1 Runner to go to the finish and field event areas. The runner will most often go between the finish line and the awards table.
4. Set up the clip boards with a Varsity results sheet on each. Complete the sheet(s) as indicated in these instructions.
5. Contact the Head Coaches or other representative from each team to find out who they want authorized to pick up the awards and, how they would like their pick-up bags set up. Set up the bags at the Awards table.

OBTAINING, INSPECTING, AND ACCEPTING THE RESULTS SHEETS:
1. The event results are brought to the Awards table from the finish line (running events) and the field event areas.
2. The Chief Awards Clerk inspects the sheets for clarity of finish place and performance (time, distance, height). Look for:
- Are there any obvious errors as to finish place versus marks achieved ?
- Is Varsity or Junior Varsity clearly marked ?
- Are all of the tags on the sheet for the same class (Varsity or JV) ?
If there is a problem with the sheet, send it back to the responsi-ble area for correction or clarification.
3. Once the results sheet is accepted, check off the event on an Order of Events Sheet to make a record that the results have been received.

RECORDING RESULTS ON RIBBONS: Each race (not event) is ribboned separately and independently from any other.
1. Assign a minimum of two awards clerks to ribbon writing.
NOTE: It is best to have one person do all the ribbons for 1 event and alternate to which clerk results are given. The more clerks you have the faster the events can be ribboned.
2. Give the results sheet to a clerk. On the ribbon tag provided, record the appropriate athlete's name (Last,First), Division, Class ( V or JV ), Club, the event, and mark achieved. Be sure to use the correct place ribbon.
3. Participation ribbons are also required for all age/groups, not just Gremlins. The Participation ribbon is given to all places beyond fourth place IN EACH RACE. The participation ribbons are completed the same way other ribbons are done with the exception that the finish place need not necessarily be recorded.
The Awards table should be aware that the ribbons are one of the primary sources for the coach in recording an athlete's progress. All event stickers, V and JV should be kept and made available to both clubs to recover marks for those who did not place 1st - 4th.
ADDED NOTE: In its consideration of 1989 season rule changes, the confer-ence has adopted a rule which requires participation ribbons in all divisions. This allows a vehicle for recording all performances,regardless of finish place, class or division.
4. Once the ribbons have been written, place them in the appropri-ate team bag. If an extra person is available, have them distrib-ute the ribbons in the bags.
5. The results sheet is then passed to the clerk who will record the results on the score sheets.

RECORDING RESULTS ON SCORE SHEETS:
1. Assign one person to record all results on the score sheets.
2. Before the meet begins, fill out one score sheet for each division varsity results. Complete the form by filling in the date, location, home and visiting teams. Put one of the sheets on each clip board.
3. Using the appropriate score sheet, record the results for the event by entering the athletes' names, mark, and team.
4. If you are keeping a file of the event sheets (which is recommended), file the sheet.
5. At the conclusion of the meet, get both the home and visiting coaches to sign the sheets and give each one of the copies. You keep the master to make the copies for the other clubs.

DISTRIBUTION OF THE RIBBONS:
1. Be sure that only the authorized person(s) pick up the ribbons. Athletes should not be allowed to pick up ribbons or be allowed to examine them while they are at the Awards Table.
2. As the authorized person picks up the ribbons, ask them to check the ribbons for any errors.
3. Keep the event finish sheets available to resolve any questions or errors.
Any questions on results or marks which can not be resolved by an examination of the event results sheets should be referred to the Chief Awards Clerk. This will keep the action at the table moving along.
4. If you have any completed ribbons at the end of the meet, you can mail them to the visiting club with the meet results.
It should be noted that the Awards Table does not have the authority to change any finish results on the events sheet. Questions beyond the accurate recording of the results from the event finish sheet to the Score Sheet and/or ribbons should be referred to the Referee. The Awards Table can only correct their own clerical errors.

DISTRIBUTION OF THE MEET RESULTS:
Conference rules require the home team to mail the varsity results (Score) sheets to the other clubs by the Monday following the meet.
If you have set up your envelopes prior to the meet as was suggested, the task of mailing out the results is greatly reduced. Using whatever copying facilities are available, you need only to make 9 copied sets (1 for each of the other teams). Your team will retain the masters. Insert a complete set into each of the envelopes and mail them.