Convening A Meeting

For all the leagues we compete in, we take a turn in convening one of the meetings. This means we are responsible for the organisation and smooth running of the event. It is usually shared with another club.

Before the Meeting – basically as soon as we know which meetings we are convening

1. Ensure committee members / helpers are identified and confirmed as far in advance as possible. At least three are needed if we're sharing the job. Convening clubs do not usually need to provide officials (although graded officials are always needed)

2. Find out from the League secretary who the paperwork will be sent out to, and when.

3. Contact the other club we will be sharing it with to agree the division of labour on the day (eg Male / female split.... Div m / Div n split). Agree who will be the announcer!

The Paperwork before a meeting

The paperwork sent out by the League secretary will consist of:

Track Pads

Field cards

Scoresheets for the meeting. Every League is different!

Instructions for what to do with them, and any specific notes for the forthcoming meeting.

1. The track pads need to be written up (in either duplicate or triplicate) with the event name and the lane draw order – consisting of the club name and the vest number (A or B string numbers) for that race. These sheets are carbonised for self-copying, so there is a piece of card provided to place underneath the second (or third) sheet to get the right number of copies. Separate each pair (or triple) of sheets for each race from the pad, but keep them together (as there will be names to add later).

2. The field cards need be written out with each club's A & B string numbers and the club names.

3. Decide with the other club if this will be shared, or whether the lucky recipient does it all. If we're really lucky the league secretary might have done it.

4. The League secretary will have organised the leading officials (Field Referee, Track Referee, Chief Timekeeper, Starter, Marksman).

On the day

When the Declaration sheets are (finally) handed in the immediate job is to get the competitor names transferred onto the track pads and the field cards.

Hint 1: Make sure you know the names of the Track Referee and Field Referee. Working closely with them makes things go a lot more smoothly.

Hint 2: At the start concentrate on the first group of races and first round of field events. There is usually a long race at the start of the meeting to allow the paperwork to be completed.

Hint 3: Have several copies of the timetable available.

1. The leading officials are responsible for organising the other groups of officials

2. Once the track sheets have been written up in Dup (or Trip) -licate, one set will go to the starter and one set will go to the Track Referee at the finish line. If there is a third set it is for the benefit of the announcer to provide a commentary on any race (!!).

3. The track results will come in with the times against the vest numbers, and their positions.

The field cards will come back completed with details of all throws/jumps, and will show each competitors best attempt.


The convenors have to allocate the points to each competitor, and record the details in the master scoresheets. What to watch out for when scoring:

1. Make sure everyone knows the scoring system.

2. Sprints – Make sure you know which are the A and B races to give the right points.

3. Middle distance and all field events: All competitors (A & B string) compete together. If a club has two athletes then the better performance counts as the A string whichever way round they are declared. If a club has only one competitor, they are A string.

Firstly look at each club's athletes to work out which are A and B performances. Then work out the order of the A performers and score them, then do likewise for the B performers.

There is a good chance that the field cards will already have the results worked out and you only need to allocate the points. Ask the field referee for help in the High jump if there are several jumpers who finish at the same height and you're not sure about how to account for the number of failures.

4. Write clearly and legibly: Result sheets will be photocopied, scrutinised by others etc.


The main things the announcer has to do are:

1. Ask for the Declaration sheets (ascertain if any clubs haven't appeared).

2. Give a ten minute, five minute and a "you should be at the.." call for each set of field events (competitors and field event officials)

3. Give a ten and five minute warning for each major series of track events, occasionally updating where there is a rapid series of races (eg 100m). "That was the last U13, we now move onto ..". Add snippets if confident ("An excellent run by Jeannie from ... just edging out Jenny from ....".

4. Keep an eye on the timetable to see if the match is on time or late.

5. Keep an eye on the Starter to avoid speaking at the start of a race; or to announce breaks in the programme; or any modification from the schedule ("That was a combined A & B 400m race...")

6. Keep an eye out for any possible injuries requiring First Aid.

7. Results. Full details or just a 1-2-3. Look at the whole name before starting to announce it (there's a few you might have to practice!).

8. Everything else that is requested – lost property, café about to close, "Team manager for ... to the control box", volunteers to move hurdles, for the relay changeovers etc etc..

9. Thank everyone.

At the end of the meeting

Gather up all the paperwork – Declaration sheets, track and field results, master scoresheets. If there is a photocopier, copy the master scores. There should be specific instructions on who to send all the results to. You may have to phone in the provisional match results and event winners to the press.

What to take

All the paperwork !!!!!

Copies of the instructions, and copies of the timetable

Sharp Pencils and rubbers

Masking tape, sellotape (+scissors) for attaching results to windows or wall.

Notepad for scribbling things down.


Updated 8/1/02

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