Meet Operations

Presented By:John Lorimer

USA Swimming Volunteer

What is Meet Operations

Planning and ManagementComputer and Timing SystemsReporting and Publishing

What isn’t Meet Operations

Taking flack from volunteers

Meet Ops Goals

Not to use up the big bottle of Advil MigraineMake sure the coffee stand is next to the computer deskKeep 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 meetThe meet information must be complete before the applicationThe Meet Information is your guide to planning the meet.

Meet Operations Planning

Is there an entry capHas the meet format changed from last yearModify last years meet database with the new format and check timelinesWill 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?ScoreboardsPrintersSupplies (paper, batteries…)Where are we going to post resultsHeating 8 & UndersClerk of Course

Meet Operations Planning

Is there an Administrative Referee?Phone numbers and Email AddressesCall the Meet Ref and Admin Ref to be proactive and find out any special requests

The Meet ProjectSeed Meet or Psych Sheets 20m Thu 7/12/07Thu 7/12/07"Run Timeline, email to Meet Ref." 20m Thu 7/12/07 Thu 7/12/07Run Financials and check against money received 1h

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

The Meet Project

Off to the printer 3d Thu 7/12/07 Tue 7/17/07Time to Relax and answer Meet Refs Questions

3d Tue 7/17/07 Fri 7/20/07Meet Setup2h Fri 7/20/07 Fri 7/20/07Run the Meet 2d Fri 7/20/07 Tue 7/24/07Financial Reports and Mail Results 2hTue 7/24/07 Tue 7/24/07

Meet Database

Remember the Meet Information is your GuideWhat information is required by your LSCWhat information is required by SWIMS

What Other Things can Help

Time Standard FilesRecord FilesCall the Meet Referee and introduce yourselfIf there is a Admin Ref call them as well, you will be a team through the meet completion

Meet Database Naming

Depends on LSC RequirementsShould start with year or dateAfter Year should be LSC codeExample: 2006 AD Hurricane Inv.mdbExample: 2006 AD Kingston Hurricanes Invite.mdbExample: 061023_AD_HURR.mdb

What to get from Meet Info

Meet DatesScoringFormat (TF, Prelim/Finals,…)EventsSessionsEntry FeesSlow-Fast, Fast-Slow, Alternating

Name the DB

Basic Information

Report Headers

Completing the setup

Go through each item of the Setup MenuVerify your events and sessionsVerify the Entry Time StandardsVerify Entry Limits and FeesExport the Events for Team ManagerHave them posted to your club WebsiteHave them posted to the LSC web siteEmail 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 CheckClean up Entries from Exception ReportsRun Exception Reports and POT Reports if requiredNotify Clubs with remaining exceptions

Pre-Meet

Assuming Clean data….Psych Sheets publishedIn a Pre-seeded meet - meet programSession 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 sessionLane Timers SheetsAny last minute reports for Admin or Meet RefAny Forms Required (Positive Check-In, Scratch, No-Show, Relay Take Off, …)

Deck Setup

Network SetupSet up/load systems and check communications and PrintingWhere are the tools?If Using Dolphin, theft preventionTest Timing systemBells, Pencils, Clipboards, Counters….

Running the MeetBacking 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 FlagsAll Relays must have Athletes DeclaredScoring EventsScratching from FinalsFinals Seeding if needed and Finals Program.

Meet Completion

Meet is OverReferee and Official ResultsTeam Scores, High Point ReportsRecords ReportFinancial ReportsElectronic 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.orghttp://www.csi.orghttp://www.usaswimming.org

Thank you for the opportunity to share.John Lorimer