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Meet Operations

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.

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Meet Operations

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  1. Meet Operations Presented By: John Lorimer USA Swimming Volunteer

  2. What is Meet Operations • Planning and Management • Computer and Timing Systems • Reporting and Publishing

  3. What isn’t Meet Operations • Taking flack from volunteers

  4. 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

  5. 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.

  6. 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.

  7. 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?

  8. 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….

  9. 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

  10. 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

  11. The Meet Project • Seed Meet or Psych Sheets 20m Thu 7/12/07 Thu 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 1h Thu 7/12/07 Thu 7/12/07 • Print Meet Program 30m Thu 7/12/07 Thu 7/12/07

  12. The Meet Project • Off to the printer 3d Thu 7/12/07 Tue 7/17/07 • Time to Relax and answer Meet Refs Questions 3d Tue 7/17/07 Fri 7/20/07 • Meet Setup 2h 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 2h Tue 7/24/07 Tue 7/24/07

  13. Meet Database • Remember the Meet Information is your Guide • What information is required by your LSC • What information is required by SWIMS

  14. 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

  15. 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

  16. What to get from Meet Info • Meet Dates • Scoring • Format (TF, Prelim/Finals,…) • Events • Sessions • Entry Fees • Slow-Fast, Fast-Slow, Alternating

  17. Name the DB

  18. Basic Information

  19. Report Headers

  20. 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

  21. 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

  22. 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.

  23. 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, …)

  24. 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….

  25. Running the Meet • Backing Up • Feeding times from Console and/or Dolphin • Watch Times and Meet Manager • Timing 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.

  26. Running the Meet • Moving Swimmers - Dealing with Combined Events or use the combine events in seeding menu • Swimoff’s • Clerk of Course and the Announcer reports plus posting.

  27. 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.

  28. 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

  29. 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

  30. Meet Operations • Discussion and Questions

  31. 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/

  32. Thank You • jlorimer@csi.org • http://www.csi.org • http://www.usaswimming.org Thank you for the opportunity to share. John Lorimer

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