(Leagues) Before the season starts
1. Make sure you know who the League secretary is, and that they have your details. The League secretary will send out the paperwork for meetings. It is important to know well in advance which meetings we are convening.
2. Photocopy and send details of the timetables for each meeting to the coaches.
Before the Meeting
1. Check a few days beforehand that you've got everything you need accounted for (see next section )
2. Contact the coaches to collect (confirmed) team details, and the transport requirements.
3. Check availability of those still to confirm
4. Identify and contact officials
5. Prepare the official paperwork Declaration sheet and officials sheet IN PENCIL (capital letters)
You may have to tweak the "A" and "B" declarations to minimise number changes
Fill gaps eg where competitors are only declared for two events there might be a third they can do.
You will need an up-to-date copy of the membership database including dates of birth and AS numbers.
6. Prepare "unofficial" paperwork to help you at the meeting (all optional examples are overleaf) eg
a copy of the declaration sheet that is handed in
a timetable of events with the competitors written against it - helps you see where everyone should be at a given time and helps to spot time clashes.
a list of the events and times under each competitor everyone wants to know what they are doing and when they are on.
Given the number of late changes to the Declaration sheet often required, it is not always possible to update all of the above before the meeting starts. It is a good idea to update one when changing the official Declaration sheet and catch up afterwards.
Before leaving the house make sure you have
1. The Harmeny box of spare vest + pins
2. Vest numbers
3. Mobile phone
4. All the paperwork + pencils & rubber (to change the team sheet) + pens
5. Copies of directions to the venue.
Transport from BHS
1. Check off everyone who is expected to be meeting at BHS.
2. Fill the cars and send them on their way.
3. Find a volunteer to wait an extra five minutes for any non-arrivals. It may be worth phoning non-arrivals to confirm if they are coming or are "no-shows".
4. Remind those who we organise a lift for that there is a £2 transport levy. Collect it.
At the venue
1. Find a volunteer / assistant team manager to help with the immediate clamour from everyone for his or her events, numbers, vests, pins etc!
2. Confirm officials.
3. Complete last minute changes to team sheet (and take a note of these!)
4. Make sure everyone knows their events (and that you remind them when necessary). They may write it on their hands or the back of the number.
5. Hand in the Declaration sheet and officials list to the convenors. Be sympathetic to the convenors remember we take a turn doing this!
6. Ensure athletes arrive at their events at appropriate times wearing the correct number. Keep an eye on how closely all events (esp Track and Jumps) are keeping to the timetable to spot possible time clashes.
7. When there is a time clash of events (inevitable!) track takes precedence over field. Help younger (or less experienced) members by advising them when a clash is likely and go to their field event to tell them when to leave if they are required elsewhere. (They often leave too early.) It helps to find other Team managers in the same boat so that the officials know there are likely to be several athletes involved and can re-organise the event accordingly (if they're sensible). An athlete may miss a round in a field event, but if they return in time they will get their go at the end of that round if it is still in progress.
8. Any change to the team during the meeting must be entered on the Declaration sheet. The four in a relay must be confirmed beforehand. The members of a relay team can wear "A" or "B" string numbers.
9. During the meeting results should be posted on the windows by the announcer's box. It is worthwhile recording as many of these as possible. Watch / listen especially for possible club (or even League) records.
10 Composite (mixed age, club, gender) relays: In order to give athletes a run in a relay when we don't have four to make up a team, we will usually try to make up a composite team. It is at the discretion of the Track Referee whether this will be permitted. Where we get permission and get together four runners, then the declaration sheet should have Non Counting written against it (as we may have declared a team); the Linesman (who allocates the running lanes) should be informed, and the last runner should remove their vest numbers.
11. Collect numbers and club vests at the end.
12. * Collect any AS non-members levies. (!?!)
After the Meeting
2. Once the scrutinised results are in, compile a list of everyone's performances and the overall match results for the Harmeny Herald.
3. * For juniors in their first year of competition who are not registered with AS, register them.
* Some leagues don't actively police AS status.
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