Coordination and event presentation during a one day track and field event

1. Coordination and event presentation during a one day track and field event Ferdy Geeroms

2. Details make the difference Meetings, meetings and meetings are a must

3. Meetings to prepare the event coordination announcers + spotters + TV producer + TV assistant + technical director /meeting organizer technical team for starting blocks, hurdles and basket carriers team for the coordination of technical events referees + team for the coordination of technical events DJ, responsible(s) technicians of the video screens/score boards infield + outfield coordinator team ceremonies (award ceremonies) call-room 1 + 2 general meeting

4. I C E D

5. INFORMATION EVALUATI ON COORDINATION DETAILED ANALYSIS

6. COORDINATION Based on: Organization protocol Continuity

7. Organization protocol • 2. CHAMBRES D’APPEL • Réception en dehors du stade: Josée Goossens • Elle est responsable pour distribuer les badges d’accréditations aux athlètes qui ne passent pas par l’hôtel, ainsi qu’aux participants • Belgacom Youth Memorial. Josée se trouve dans l’ Athletes desk. Contrôle carte d’identité en cas de doute. • Belgacom Youth Memorial: • Fédérations envoient invitations avec les informations suivantes: • que les tickets et les dossards devront être repris au Athlete’s desk (coin Av. du Marathon et Boechhout)que les parents ne peuvent • entrer qu’ après l’ouverture des portes • le nombre de tickets sera de trois et l’athlète recevra un bracelet bleu • que l’intraîneur recevra un bracelet rouge et un ticket pour avoir accès aux tribunes • qu’il ya des vestiaires prévus à l’entrée Marathon • que les tickets et et bracelets devront être retirés PERSONNELLEMENT • qu’il n’y a qu’un accès au stade (Avenue de marathon) • En annexe de l’invitation il y a un plan avec le terrain d’échauffement,(terrain synthétique terrain 4), l’accès à la piste, les tickets • pour la tribune, l’endroit où retirer les dossards, l’horaire et les call-times. • Call-room 1: responsables Dirk Berger et Hilde Ghesquière • Prévoir un extra walkie- talkie. • Retirer 2 mégaphones: un pour J.M. Bache et un comme back-up sur le terrain d’échauffement • Au moment de l’arrivée des busses un collaborateur montrera aux athlètes le nouveau endroit du terrain d’échauffement et la chambre d’ • appel et insistera pour qu’ils retirent leurs dossards immédiatement. Uniquement ouvrir porte avant des busses. Les sauteurs à la perch • e et les lanceurs seront directement référés vers les minibus. • Une sonorisation sera placée sur le terrain d’échauffement • La call-room 1 se trouve sur le terrain 4 (terrain synthétique)!) où l’échauffement des coureurs se déroulera). Ici les dossards seront r • emis (excepté perche, lancers, VRT-RTBF et To Walk Again) et 6 couloirs de 90 m de long seront installés sur une plancher en • bois couvert avec du Mondo. L’échauffement des lanceurs se fera sur le terrain 5. • 100 m chaise roulante To Walk Again: • recevront leurs dossards à l’avance et ne passeront pas par la chambre d’appel 1 et

8. Continuity

9. Continuity

10. COORDINATION DURING THE EVENT Referees technical events Head logistical team Resp. Equipm. stadium + electricity Announcer ceremonies Spotter Resp. equipment stadium Team coord technical events Coord. cerem. Respon. .atlhetes Team Assist. starters Resp. VIPS Hostesses INFIELD COORDINATOR OUTFIELD COORDINATOR Techn. events + Running events Coord. announ. Announcers Spotters Starter (Asistant) TV producer DJ Announcer start present.infield Video screen A TV images Technical team Scorebord/video screen C Start lists; results Technical information general information Video screen B Live results

11. Presentation running events till 800 m included • 4 min: athletes take off their training suit • infield coordinator informs TV and outfield coordinator • 3 min:: commercial of the sponsor related to the event is played without • sound on the video screen (max 30 sec) • 2 min 30: infield coordinator informs TV and outfield coordinator athletes are ready • and lined up • 2 min 20: TV shows start list • presentation music starts • - 2 min 15: announcer of the start presentation announces event • volume music is reduced • 2 min: TV shows lane by lane (7 to 8 sec for a lane but important athletes 10 sec) • volume music is improved between lane presentations. • music stops after last presentation . • announcer follows TV images! • 0 min : start orders

12. Presentation running events above 800 m • 4 min: athletes take off their training suit • infield coordinator informs TV and outfield coordinator • 2 min: commercial of the sponsor related to the event is played without • sound on the video screen (max 30 sec) • assistant starters line up athletes • 1 min 30: infield coordinator informs TV and outfield coordinator athletes are ready • and lined up • 1 min 20: TV shows start list • presentation music starts (if used) • 1 min 15: announcer of the start presentation announces event • volume music is reduced (if used) • 1 min: TV shows overview of the athletes and concentrates 7 to 10 sec on • local or important athletes. • announcer follows TV images! • volume music remains reduced.(if used) • music stops after last presentation! (if used) • 0 min : start orders

13. Presentation technical events - 4 min: athletes called for presentation infield coordinator informs TV and outfield coordinator - 3 min: commercial of the sponsor related to the event is played without sound (max 30 sec) • 2 min 30: infield coordinator informs TV and outfield coordinator athletes are ready • and lined up • 2 min 20: TV shows start list • presentation music starts (if used) • 2 min 15: announcer of the presentation announces event • volume music is reduced (if used) • 2 min: TV starts presentation from left to right • first athlete to jump/throw stays on the left • athletes leave after individual presentation • - start event

14. INFORMATION: Call-room 1 Call-room 2 Technical team Team coordination technical events Team ceremonies Referees TV (producer + assistant ) Speakers and spotters

15. CALL-ROOM 1 (warming-up area) Call-room 1 (+ call-room 2 + media) Field terminal data Prints startlists Secretary Running events Throws Jumps Men Distribution BIPS (names!) Throws Jumps Women Running events Video screen Announce call-times Using announcements Board with call-times Person escorts athletes to call-room 2 and takes start list Place to assembly the athletes NO waiting (= sitting) room!!

16. Call-timesBELGACOMMEMORIAL VAN DAMME 2010

17. CALL-ROOM 2 Spikes on for running events Remember athletes their starting lane (also long distances!) Athletes remain maximum 10 min Athletes receive hips Referee escorts athletes to start or technical event and takes start lists Laptop + printer of data provider Check bags and publicity

18. Technical team when to enter, where to stay, how to leave place first two hurdles as fast as possible Hurdles anticipate (f.i. during long distances!) for 100 and 110 m hurdles hurdle 3 down during warm-up always anticipate Blocs first blocs, than lane numbers team A places and removes hurdles A events team B places and removes hurdles B events tiimetable for the basket carriers Basket carriers arrive just before the athletes leave before the start presentation or walk away from presentation camera

19. Coordination team technical events informs referees: when to stop the technical events during starts with blocs about time left before award ceremonies about the timing prepared by the referees never stops an athlete ready to jump or throw double checks hurdles, barriers, cones, relays, if blocks are away

20. Team award Ceremonies - knowledge of the timetable of the ceremonies - speaks english • - coordinator in contact with outfield coordinator • - responsible VIPS + hostesses: • - map VIPS available • - VIPS informed in advance when their ceremony is planned • - responsible VIPS receives in advance list of which VIP will do which event • - list of gifts available (on paper!) • - announcer with a ceremonious voice + spotter • - reponsible athletes + all team (escorts athletes to the ceremony area • keeping in mind the expected time of the ceremony)

21. CEREMONIES AND VIPS

23. Referees Technical events pro-actve during warming-up the “best” and specialized in the technical discipline countdown clock for the last last 10 min before start event use a small video screen for next but one jumper or thrower are informed when award ceremonies are planned are never in front of information screens map where everyone will take place draft of the expected length of throws or jumps per attempt + total duration of the event expected a written briefing for each event is a must Running events assistant starters should anticipate for the next event efficiency during the line-up of athletes for events above 800 m dessign a map where everyone will take place never in front of information screens a written briefing for each event is a must

24. Place referees triple jump in Brussels 1 referee calling athletes Place: beginning of the run up 1 referee for the wind measurement Place: wind gauge 1 referee to operate the clock and to put the stop board Place: 10m before take-off board 1 referee to operate the field terminal Place: 2 m before take-off board 1 secretary sitting at the table of the field terminal Place: table field terminal 1 chief referee: to judge if the jump is valid Place:.prolongation of the take-off line 1 referee for the plasticine . Place: 2 m after take-off board 1 referee for EDM . Place: middle of the sandbox 1 referee for the indication of the landing Place: beside sandbox at the expected landing

27. TV producer + assistant discuss with them the start presentation for: - starts till 800 m - starts above 800 m discuss the order of the introduction of a start presentation discuss the organization of (eventual) presentations of technical events inform them about eventual interviews on the track + where? which camera can be used for interviews on the track? which athletes will be presented in distances above 800 m way to inform infield coordinator when producer will start presentation discuss continuity

28. Announcers and spotters • discuss continuity • which are the pace makers? Lap times? • which are the accents of the competition? • assign tasks of the spotters and the announcers • which athletes will be presented for running events above 800 m? • length of presentation for one lane for events till 800 m? • when start to talk during the start presentations? • followTV images during a start presentation • way of receiving last start lists? • CIS monitor for announcers and spotters • TV monitor for announcers

29. EVALUATION Public Organization team (ALL volunteers and referees) Compare with other competitions

30. DETAILED ANALYSIS Each job should be analysed in detail - what can be improved ? - what did go wrong last year? What can go wrong this year? Each year is different - organizations differ - people react different from year to year What are the consequences of a change? How can we do better as last year? - see evaluation! - self-criticism is a must!

31. TIMETABLE enough time between two events Should be realistic thoughtful sequence of the events try to alternate the starts between men and women try to alternate between short and long distances try to alternate starting places spread “high lights” all over the competition try to put a “high light” before and after TV breaks. Idem for the beginning and the end of the competition keep between 100 and 200 m min.50 till max. 70 min for athletes running both give events with good local athletes a “special” place into the timetable