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SEAOA CONFERENCE 2014

PRESENTERSPAUL RUTTER

2009 “OFFICIAL OF THE YEAR”AND

MIKE OAKLEY

Technical ManagerEquipment OfficerClerk of Course

The make up of these roles will be different depending on the type of meeting you are involved with

Technical Manager

Equipment Officer

Clerk of Course

Technical ManagerEquipment Officer

Clerk of Course

Technical ManagerEquipment Officer

Clerk of Course

Field RefereeTechnical ManagerEquipment Officer

Clerk of Course

Major Championships

(TV)

Area/ Regional Championships

Local Championships, bigger League

Local meetings

Rule 123 of the IAAF Rules 2012-13 states:- •The Technical Manager shall be responsible for (a) ensuring that the track, runways, circles, arcs, sectors, landing areas for Field

Events and all equipment and implements are in accordance with the Rules (b) the placement and removal of equipment and implements according to the

technical organisational plan for the competition as approved by the Technical Delegates

(c) ensuring the technical presentation of the competition areas is in accordance with such plan

(d) checking and marking any personal implements permitted for the competition according to rule 187.2

(e) ensuring he has received the necessary certification under rule 135 before the competition

Technical Manager

Appendix D(2)of the UKA Rules 2012 details the tasks to be covered by the: Technical Manager, the Equipment Officer and the Clerks of Course

Agree the location of all field events. This is particularly important at indoor meetings when there are HJ and Shot events along with 60m sprints and hurdles.

Technical Manager

Liaise with the Equipment Officer before and during the event Arrange meeting time prior to the competition to discuss action plans, etc.

Technical Manager

Be the Sport’s link to technical services providers – TV, Event Presentation, Sports Timing, Results Company and Venue Staff What will be televised How many cameras Position Maintain a trackside presence throughout the meeting dealing with such issues as may arise from time to time.

“””””””””””” Ensure event sites are correct

Ensure the minimum of people are in the competition area Try to anticipate possible problems

Produce site plans for each event at each venue with positions for officials, equipment, etc. as required. Sign these off if they have been produced elsewhere.

Liaise with Field Referee re number of officials and timetable.

Technical Manager

Technical Manager

Remember that you will have a report or reports to complete at the end of the meeting TM Meeting reportAssessmentsReport to ITO

Remember that you will need to complete assessments on the Equipment Officer and the Clerks of Course

Technical Manager

Check who your colleagues are – ensure they will be able do the tasks

Get hold of the timetable early

Liaise with the NTD and the Chiefs including meeting manager

Do you know the venue – have you been there recently?

Visit as necessary

Check on the venue’s equipment/implements – what do you need to be arranged to be brought in

Liaise with the Equipment Officer

Liaise with the venue staff – establish a contact – tell them your needs and establish what they will do prior to the event and during the event

Technical Manager

Along with the Clerks of Course, ensure that all venue equipment necessary for the competitions is available, prepared and made available at the correct time.

Along with the Clerks of Course, ensure that all event sites are fully prepared in accordance with the relevant Rules and ensure that they meet H & S requirements

Equipment Officer

Ensure that any venue and personal implements are checked, marked appropriately and presented for competition at the correct time for the relevant competition.

Any implements that do not conform to the relevant Rules should again be marked appropriately and the reasons for rejection conveyed to the relevant athlete, preferably before the event start time.

Prepare “Implement to Site” forms to accompany implement trolleys onto field to assist official on “Implement Control” duty – ensure forms are returned to Tech Room on completion of the event.

Ensure implements are returned to Tech Room for collection by athletes and are signed for when picked up.

Equipment Officer

Do you know the venue – have you been there recently?

Establish a plan of action with the Technical Manager – discuss/confirm who will be doing what

Get in touch with the Clerks of Course

Plan your own workload against the timetable

Plan the Clerks of Course’s workload against the timetable – what time is equipment due on site, when should the site be cleared

Check your own personal equipment – what do you need to take with you

Prepare labels for stadium/personal throwing equipment

Prepare “implement to site forms” for throwing events

Prepare check lists for event site preparation

Equipment Officer

1.The Clerks of Course (Field) with the Field Referee shall ensure that all markings are correct as required by the Rules for Competition, that the take-off boards are clean and firm and landing areas ready for use.

2.The Clerks shall ensure that all equipment necessary for maintaining runways, circles and landing areas is in a fit state for competition.

CLERK OF THE COURSE (FIELD)WHAT DOES THE RULE BOOK SAY?

3.The Clerks shall ensure that brooms, rakes, rollers, etc. are available as required and that judges are provided with marking spikes and tapes as necessary.

4.They are responsible for the provision of implements for practice and competition and must see that all implements are removed from the site of the event as soon as the competition is completed.

CLERK OF THE COURSE (FIELD)WHAT DOES THE RULE BOOK SAY?

Clerk of Course - Definition

Appendix D – Clerk of course Track• The Clerk of Course with the Referee shall ensure that the

course is correctly set out and kept perfectly clear. When hurdles and steeplechase races are included in the programme, the Clerk must ensure that all hurdles and barriers are correctly set and placed and that they are removed from the track when no longer required. In addition, the Clerk shall ensure that all equipment such as judges’ stand, bell, batons etc is ready for use.

CLERKSBEFORE THE MEETING

• Obtain a timetable• Obtain a Track plan of the Stadium• Contact your chief to ascertain when you should

report to the stadium• Plan your day• What equipment is required?• When is it required?• What equipment can I set up before the meeting

starts?

CLERKSOn the day of the meeting

• Arrive early• Report to administration• Report to your Chief• Locate equipment store• Be alert, keep safe

Ground Staff

• What are they going to do?• Are they experienced?• Do they have a ladder or a cherry picker?• Who will use the ladder or cherry picker?• Where can they be found during the meeting?

CLERKS INITIAL CHECKS• Are Stadium Markings correct according to the

rules?• Are throwing cages SAFE to use?• Are take off boards and throwing areas CLEAN AND

SAFE?• Are landing areas SAFE AND READY TO USE?

• Is ancillary equipment AVAILABLE? (i.e. Rakes, Brooms, etc.)

• Is measuring EQUIPMENT (Tapes etc.) AVAILABLE

CLERK TRACKInitial Preparation

• Check water jump• Set up wind gauge• Walk track• Check hurdles• Set up stand in conjunction with referee• Walk track with referee• Walk track with ground staff• Give ground staff copy of your work sheet• Find out Chief Time Keeper’s requirements• Put out Lap board and bell. Tape off.• Is water required for athletes

Initial Preparation - Continued

• Set up table for results etc• Set up bin/bag• Seats for umpires• Find batons• Water for umpires• Find out time of briefing• Be prepared to make a briefing to umpires• Speak to Marksman

Hurdles

• S/C barriers• Automatic weighted hurdles• Preparation• Check with referee which lanes free• Spare hurdles• Vets races• C of C Positioning

Break Lines

• Indoors – Know your break lines• Shall be marked with a flag at each end at

least 1.5m high• Prisms or cones 5cm X 5cm X 15cm• Different colour from breakline placed

immediately BEFORE intersection

Indoor Issues

• Stands• Cones at least 20cm high• Flags 25cm X 20cm at 60 degrees• Not exceeding 1.5m on bends and 10m on

the straights• Interaction with other events

Miscellaneous Issues

• Starters/blocks• Outdoor cones/flags no more than 4 metres

apart• Use cones/flags where kerbing removed• Watch wiring across track• Water station

CLERKSIMPLEMENTS

• Have all implements to be used in the competition been CHECKED AND ARE THEY COMPETITION LEGAL (Technical Manager’s Duty if appointed) in conjunction with the Field Referee?

• Ensure that ALL IMPLEMENTS ARE TAKEN OUT before the competition AND REMOVED as soon as it is completed.

CLERKSDuring the meeting

• Ensure all equipment is in the correct place

• Ensure event leaders have all they need to run the event

• Monitor equipment remains safe to use

• Be aware of any health and safety issues

• Check event sites are clear of all debris

Useful Personal Equipment

• Hammer Small spirit level• Screwdrivers Rubbish sacks• Allen keys Tape measure• WD40 Weight crib sheet• Adjustable spanner Wedges• Plasticine Insulating Tape• Staple Gun Stanley Knife• Pliers Cable Ties• String Chalk Sticks

SEAA U15 & U17 Championships Call room Site Implements Implements Site Site In Out Prepared out back Tidied ClearedF1 10.30 Hammer U17W 4 Kg 11 57m 9.50 10.00 9.30 9.50 11.30 11.25 F2 10.30 Shot U15G 3.25Kg 7 42m 10.00 10.10 9.30 9.55 11.15 11.15 F3 10.30 Long Jump U15G 19 81m 9.50 10.00 9.30 11.30 F4 12.00 High Jump U15G 1.40 m 10 100m 11.15 11.25 11.00 12.55 F5 12.00 Hammer U15B 4 Kg 6 36m 11.20 11.30 11.25 11.25 12.30 EDM Change F6 12.00 Pole Vault U15B 2.30 m 6 84m 10.50 11.00 10.30 13.30 F7 12.15 Long Jump U17M 10 54m 11.35 11.45 11.30 13.10 F8 13.15 Discus U15G 1 Kg 14 66m 12.35 12.45 12.30 12.30 14.20 14.20 F9 13.30 Shot U17M 5 Kg 8 48m 13.00 13.10 12.55 12.55 14.15 14.15 F10 15.00 Discus U17M 1.50 Kg 12 60m 14.20 14.30 14.20 14.20 16.00 EDM Change 16.00 F11 15.00 High Jump U17M 1.65 m 4 42m 14.15 14.25 14.15 14.15 15.45 F12 15.00 Pole Vault U17W 2.20 m 7 98m 13.50 14.00 13.30 16.40 F13 16.30 Javelin U15B 600 g 12 60m 15.50 16.00 15.00 15.50 17.15 17.15

F14 16.30 Triple JumpU17W/U15B 9 m / 11 m 7/3 60m 15.50 16.00 15.00 17.30

F15 17.45 Javelin U17W 600 g 5 30m 17.05 17.15 17.15 17.15 18.15 18.15

SEAA U15 & U17 Championships

Clerk One

Site Implements Implements Site Site Prepared on site back Tidied ClearedF1 10.30 4.00 Kg Hammer 9.30 9.50 11.30 11.25 F4 12.00 1.40m High Jump 11.00 12.55 F5 12.00 4.00 Kg Hammer 11.25 11.25 12.30 EDM Change F8 13.15 1.00 Kg Discus 12.30 12.30 14.20 14.20 F10 15.00 1.50 Kg Discus 14.20 14.20 16.00 EDM Change 16.00 F11 15.00 1.65m High Jump 12.55 15.45 F13 16.30 600g Javelin 15.00 15.50 17.15 17.15 F15 17.45 600g Javelin 17.15 17.05 18.15 18.15

Priority Must Do Checking

SEAA U15 & U17 Championships

Clerk Two

Site Implements Implements Site Site Prepared out back Tidied ClearedF2 10.30 3.25 Kg Shot 9.30 9.55 11.15 11.15 F3 10.30 Long Jump 9.30 11.30 F6 12.00 2.30m Pole Vault 10.30 13.30 F7 12.15 Long Jump 11.30 13.10 F9 13.30 5.00 Kg Shot 11.15 12.55 14.15 14.15 F12 15.00 2.20m Pole Vault 13.30 16.40 F14 16.30 9m / 11m Triple Jump 15.00 17.30

Priority Must Do Checking

C.o.C. Starttime

EventWelsh International

Activity

CoCTo action

Call up time Start time M /W

Event name

Named person responsible for event, but please call upon others to help where needed.

JaneJohnDavePaul  

8.00 Landing sectors

Landing sector Actual 

Shot @ 20m Steve and Jane  

Hammer @ 60m Steve and Jane  

Discus @ 60m Steve and Jane  

 

Javelin @ 60m Steve and Jane  Evening beforeDuring day

Implements/ equipment

Prep LJ/TJ Boards (3 comp, 2 warmup, ) plasticine boards (6)Implements according to list laterBook in and check private implements as and when

Steve and Jane

 

EDM Set both up and calibrate, check marks on sector lines/ pit edge, record checks and leave at machines throws and long jump

JohnDavePaul  

At some point Pole Vault

Set bed, vertical plane line and bar @ 5.00m & 4.00m. Sponge to cover base of stands. Competition bars, bungee, warm up bar, lifters, winders, clock, upright indicator flags 2xred/1xwhite/1xyellow, vernier, cone, scoreboard, runway markers, competitor labels, duct tape, 50m tapedown runway, tidy site

Paul

 

Welsh International, Cardiff, 31 July 2013Clerk of Course Duty Sheet – Below is intended as a guide. Event times and competition sites may change throughout the day, please check with MeEDM is in operationPlease use any free time to check sites are ongoing and to remove old run up markings and any other debris

Long Jump Level / water sand. Sweep last 10m of runway. Prep. & set take off & no jump boards also wind gauge, site boards, Scoreboard, Runway markers, clock, rakes, 2 cones, flags 2xred/1xwhite/1xyellow, 20m tape, 50m tapedown runway, duct tape, rollers, brooms, spare plasticine, water, tidy site, competitor labels, watering cans with water

Dave

Triple jumpBoth pits

Level / water sand. Sweep last 10m of runway. Prep. & set take off & no jump boards also wind gauge, site boards, Scoreboard, Runway markers, clock, rakes, 4 cones, flags 2xred/1xwhite/1xyellow, 20m tape, 50m tapes down runway, duct tape, rollers, brooms, spare plasticine, water, tidy site, competitor labels, watering cans with water

Dave

Hammer Check cage and netting, does door move and fix correctly, do we need circle inserts?Sweep circleMat, 100m tape, Flags 2x red / 1x white, 1x yellow, clock, brush, spare cable ties, horn scoreboard, cone

Jane

Discus Check cage and netting, does door move and fix correctly, do we need circle inserts?Sweep circleMat, 100m tape, Flags 2x red / 1x white, 1x yellow, clock, brush, spare cable ties, horn, scoreboard, cone

Jane

Shot Check circle and sweep and rake sectorMat, 40m tape, Flags 2x red / 1x white, 1x yellow, clock, brush, scoreboard, cone

John

Javelin Check runway, place 4m mark with tape or cones, check 8m point.100m tape, 20m tape down runway, runway markers, competitor labels, duct tape, cone, scoreboard, clock, flags 3xred/ 2x white, 2x yellow, horn

Jane

High Jump Check bed including cover and tie togetherCheck fan for markers, cleanSet uprights and check at 1.50 and 2.00mMark comp bars x2, clock, scoreboard, cone, flags (2x red, 2x white/ 1x yellow), vernier, drawing pins, competitor labels

Paul

Track Ensure starter podium on track (start finish line) (do starters want at 3000m)Ensure blocks on trackEnsure lapboard and bellEnsure flags (red and white) and prisms at track standEnsure 800m break flags at back straightEnsure 3 red and 3 white flags for relays, with batons at track standCheck with track referee and timekeepers re other cone markings needed 3000m, mile.Check arrangements re 400m Hurdles M&W

John

17.15 U11/U13/U15 4 x 100m

Move podium to 3000m start John

16.30 17.30 W Hammer Take out 4k Hammer and implement list Jane

17.30 U15/U17 G 3000mPodium in place? John

17.30 18.40 W Pole Vault Have we cleaned runway and tidied site from previous competition Paul

17.45 U15/U17 B 3000mJohn

18.00 Seniors/U20 W 3000m

John

18.15 Seniors/U20 M 3000m

Podium to 100m start John

18.20 National Anthem

18.15 18.45 M Shot Putt Take out 6k and 7.26K Shot, also implement list Jane

18.30 Women 100m Heat 1 John18.20 18.35 W High Jump Check with event leader Paul

18.37 Women 100m Heat 2 John18.20 18.55 M Discus Take out 1.75k and 2k Discus and implement list, bring back Hammer 4k and list Jane18.25 18.30 M Long Jump Be prepared to change warmup board to comp board Dave

18.45 Men 100m Heat 1 John

18.52 Men 100m Heat 2, move podium to 400m start John

19.00 Women 400m Final John

19.08 Women 400m B Race John

19.15 Men 400m Final John

19.23 Men 400m B Race John

19.30 20.10 M High Jump Has fan been cleaned and area tidy from previous competition Paul

19.30 20.20 W Triple Jump Convert from long jump to triple (11m board needed) Tidy area and clean runway, deliver new competitor labelsRake pit and check water requirements

Dave

19.30 Women 800m Final John

19.35 20.25 M Triple Jump 13m board needed Dave

19.40 Men 800m Final move podium to 100m start John

19.45 20.15 W Shot Putt Take out 4k Shot and list, bring back 6k and 7.26k shot and list Paul

19.50 Women 100m Final John

19.55 20.30 M Javelin Take out 800g Javelin and listBring back discus and list

Jane

20.00 Men 100m Final move podium to 1500m start John

20.10 Women 1500m Final move podium to 200m start John

20.20 Women 200m Final John

20.30 Men 200m Final move podium to start finish John

20.40 Women 400m Hurdles FinalJohn

20.50 Men 400m Hurdles FinalJohn

21.00 Men Mile Final John

21.10 Women 4x100m Final John

21.15 Men 4x100m Final John

21.20 W 4x400m Final John

21.25 M 4x400m Final John

21.25Thanks Safe

Journey Home

Bring back Javelin 800g and listBring back Shot and listBring back all equipment TJ, HJ, PV, SP, JT, HT, DTEDM backClear track equipment (podium, lap board, flags, relay batons

JaneAllAllAllAll

LUNCHTIME