USA SYNCHRO MEET MANAGEMENT GUIDE

Transcription

1 USA SYNCHRO MEET MANAGEMENT GUIDE Contributors: Betty Hazle Betty Hess Debbie Hesse Betsy McGeoch Carole Mitchell Scott Metzler Terry Harper Jackie McDaniel Paulette Roche Ted Roche Toby Smith Dorothy Sowers Sheila Wright Published by: United States Synchronized Swimming, Inc. United States Synchronized Swimming, Inc. The National Governing Body for Synchronized Swimming in the United States. Recognized Member of United States Aquatic Sports (USAS), United States Olympic Committee (USOC), and Federation Internationale De Natation Amateur (FINA) Copyright 2004 by United States Synchronized Swimming, Inc. Revised: October 2015

2 USA SYNCHRO MEET MANAGEMENT GUIDE TABLE OF CONTENTS TABLE OF CONTENTS...2 I. GENERAL INFORMATION... 6 II. BID PROCESS... 6 A. TYPES OF CHAMPIONSHIPS... 6 B. BID PROCESS AND REQUIREMENTS... 7 C. CHAMPIONSHIPS CONTRACT FOR NATIONAL and INTERNATIONAL MEETS... 7 D. SANCTION FORMS AND FEES FOR ALL LEVELS OF COMPETITION... 8 III. ORGANIZATION - LOCAL ORGANIZING COMMITTEE... 8 A. MEET MANAGER FOR NATIONAL and INTERNATIONAL MEETS... 8 B. LOCAL MEET MANAGEMENT COMMITTEES Meet Management Facility and Venue Support Medical Volunteer Coordination Participant Services Housing and Transportation Protocol and Special Events For National & International Meets Ceremonies and Awards see VP Competitive Operations or USA Synchro Office Liaison Public Relations see USA Synchro National Office Liaison Marketing, Licensing, and Promotions Finance and Insurance IV. ORGANIZATION A. USA Synchro NATIONAL OFFICE FOR NATIONAL & INTERNATIONAL EVENTS Principal National Meet Liaisons: B. VICE PRESIDENT COMPETITIVE OPERATIONS (or designated Tech Chair) FOR THE FIVE NATIONAL CHAMPIONSHIP EVENTS C. USA Synchro EVENT MANAGEMENT COMMITTEES FOR ALL CHAMPIONSHIPS Event Management Chairperson Scoring For National Championships Scoring For Zone Championships Technical Equipment for National Championships Technical Equipment for Zone Championships D. THE JUDGES ADMINISTRATOR FOR NATIONAL and INTERNATIONAL V. COMPETITION RESPONSIBILITIES A. MEET MANAGER Administrative Duties: Coordinate Activities of the Local Meet Management Committees: Pre-Meet and Final Meet Announcements For National & International Competitions Processing and Accreditation for National and International Events Zone/Regional Championship Oversee Competition, Social Events, Practice Schedules and Awards: Complimentary Accommodations: Officials and Coaches Meeting(s): Pool-side Operations For Zone/National/International Competitions Pool Set Up To USA Synchro Specifications for all meets: B. FACILITY FOR NATIONAL AND INTERNATIONAL COMPETITIONS Selection of the Site: Reserve the Facility: Equipment and Space Requirements: a. Sound Center:

3 b. Scoring Room (for Zone level and higher meets): c. Video Station at National & International Competitions: d. Video Taping Events: e. Judges' Chairs: f. Awards Stand: g. On-Deck Scoring Table Team: h. Timers' Chairs: i. Media Requirements for National and International Competitions: j. Electronic Scoreboard, where available, for Zone and higher level competitions: k. Meeting Rooms for Regional and higher level competitions: l. Ready Room for National and International competitions: m. Gelling Station: n. Spectator Seating: o. Information Board: Practice Pool: Administrative Area for National & International Competitions: Staging: Signage: Venue Support: a. Parking: b. Security and Crowd Control: c. Concessions for National and International competitions: d. Competition Hospitality: e. Merchandise Booths: f. Ticket Sales Booth for National and International Competitions: g. Lifeguards: h. Lost and Found: C. MEDICAL SUPPORT First Aid Station: Medical Personnel On-Call: D. VOLUNTEERS Synchro-Specific: a. Scoring: b. Scoring Table Workers: c. Electronic Scoreboard Operator: d. Runners: e. Timers: f. Computer Input Personnel for all level meets: g. National Scoring Chair: h. Sound Center Manager: i. Music Assistant: j. Announcer: k. Operator of Video Equipment: l. Clerk of Course: m. Deck Marshals: n. Messengers: General: a. Competition Hospitality: b. Maintenance- Meet Host must provide: c. Registration Table for Zone and higher level meets-meet Host must provide: d. Other Volunteers: Uniforms: Coordinate Work Schedules: E. PARTICIPANT SERVICES Credentials for National and International Competitions: Registration Packets: Goodie Bags: Athlete Hospitality: Hotel Hospitality: Local Attractions:

4 F. HOUSING AND TRANSPORTATION FOR REGIONAL AND HIGHER LEVEL COMPETITONS 1. Headquarters Hotel: a. Rates: b. Complimentary Rooms or Suites: c. Meeting Rooms: d. Security: e. Dining Facilities and Hours of Operation: f. Distance from the Pool, Airports, Restaurants, and Shopping: g. Shuttle Service to and from the Airport and/or the Hotel: Additional Hotels: Available Transportation: G. PROTOCOL AND SPECIAL EVENTS FOR NATIONAL and INTERNATIONAL COMPETITIONS Protocol: a. Foreign Competitors: b. VIPs: c. Alumni: Special Events: a. Banquet (Optional Event) b. Officials, Coaches and Alumni Reception (OPTIONAL EVENT): c. Athlete Social (OPTIONAL EVENT): H. CEREMONIES AND AWARDS Opening Ceremonies: Parade of Athletes: Awards Ceremony: a. Preparation: b. Procedure: Medals, Ribbons, and Flowers: Special Awards Official Photographer National Office Responsibilities: Local Media: Media Policies: a. Media Credentials: b. Parking Passes: c. Media Workroom: d. Media Seating: e. Photographer Access: f. Hospitality: Official Results: Television: Media Day: J. MARKETING, LICENSING, AND PROMOTIONS Ticket Sales and Distribution for National & International Competitions: a. Types of Tickets: b. Ticket Sales: c. Life Members President s Club Members and Sponsors/VIP s: Promotion for Zone level competitions and higher: Championships Program for all National Championships: a. Distribution: b. Content: c. Advertising: d. Printing: Merchandising: a. USA Synchro Merchandise: b. Additional Merchandise: c. Championships Logo Concessions: K. NATIONAL SPONSORSHIPS National Sponsorships:

5 2. National Sponsorship Rights: Sponsorship Procedure: L. CORPORATE DEVELOPMENT Local Development Resources: a. Convention and Visitors Bureau: b. Sports Foundation: Do-It-Yourself: a. Headquarters Hotel: b. Competition Facility and Practice Pool(s): c. Fundraising: Levels/Definitions of Corporate Support: Coordination with Marketing/Promotion Efforts: M. FINANCE AND INSURANCE Budget: Revenue/Expense Procedures and Accounting: Certificate of Insurance: Accident Report VI. POST-COMPETITION RESPONSIBILITIES A. Competition Results B. Post Competition Reports C. Equipment Return D. Acknowledgments VI. CHAMPIONSHIPS - SPECIAL DIFFERENCES A. U.S. National Championships: B. U.S. Junior Championships: C. U.S. Age Group Championships: D. U.S. Open Championships: Senior Division E. U.S. Open Championships: Junior Division F. U.S. Collegiate Championships: G. U.S. Masters Championships: APPENDICES APPENDIX A -- MEET MANAGEMENT CHECKLIST APPENDIX B -- MEET MANAGEMENT TIMELINE APPENDIX C -- TECHNICAL EQUIPMENT APPENDIX D -- COMPETITION SCRIPT APPENDIX E -- PROTECTED SPONSOR CATEGORIES APPENDIX F -- SAMPLE HOTEL Request for proposal APPENDIX G -- FACILITY BID FORM APPENDIX H -- SPONSORSHIP AND DONATION WORKSHEET APPENDIX I -- USA Synchro CHAMPIONSHIPS FINANCIAL REPORT APPENDIX J -- Special Awards PRESENTED AT NATIONAL MEETS APPENDIX M -- MEET MANAGEMENT EVALUATION FORM APPENDIX N -- VOLUNTEER CHECKLIST APPENDIX O -- LOCAL ORGANIZING COMMITTEE QUESTIONAIRE 5

6 I. GENERAL INFORMATION The following Meet Management Guide has been developed to provide the basic information needed to conduct a U.S. Synchronized Swimming Championship event. This information may also be used for all levels of competition. It contains specific instructions and competition enhancement ideas. You are under no obligation to follow every suggestion, but good management and preparation make for a good championship. Where do you begin? When a championship bid is being considered, the local Host should first determine what their objective is in conducting the event. To provide regional economic development and promote tourism To generate funds. To provide additional competitive opportunities for local teams. To provide an opportunity to involve the local community or local organization. To provide recognition for the local club or association. To develop synchronized swimming in the area and attract more participants in local programs. To provide the local organization the opportunity to meet athletes, coaches, parents, and other individuals from different areas of the country. Once the above objective(s) is determined, the following basic elements should be considered: A well-structured organization for conducting the competition. Strong leadership and carefully selected individuals who are well qualified for their assigned tasks, and have a commitment to undertake the assigned responsibilities. An objective analysis of the facility requirements for conducting the competition. An objective analysis of the financial commitments, local resources, and feasibility of conducting the event. Once the Host organization decides to proceed, it should select a Meet Manager, submit a Bid Application to USA Synchro (available on line at) and determine a structure, sometimes referred to as a "Local Organizing Committee" (LOC), to insure the specific objectives are met, and to delineate the various responsibilities associated with the event. This Meet Management Guide contains meet management instructions, national and local sponsorship requirements, a checklist to insure all details are completed and sample forms. Each area is of equal importance, and administration of a championship is overwhelming if attempted by one person. The key to a successful competition is to involve as many people as possible. Use these pages as a guide, but improve upon them and adapt them to suit your own experience and unique situation. **In the following pages, the reference to National Office is the USA Synchro National Office. reach the National Office via our website: You can also II. BID PROCESS A. TYPES OF CHAMPIONSHIPS 1. Bids are submitted two or more years in advance for the five national championship events. In addition, bids are solicited periodically for international events. 2. USA Synchro owns the rights to the five national championships. The following are the appropriate titles for the championships and should always be referred to in this manner: a. U.S. Collegiate Synchronized Swimming Championship b. U.S. National Synchronized Swimming Championship. This event includes two meets: i. U.S. Junior Synchronized Swimming Championship ii. U.S. National Synchronized Swimming Championship 6

7 iii U.S Synchronized Swimming Championship iv US Junior Olympic Synchronized Swimming Championship. c. U.S. Open Synchronized Swimming Championship. This includes both Junior and Senior Championships. d. U.S. Masters Synchronized Swimming Championship. The word "national" should only appear in the U.S. National Championships title, or in reference to Junior or Senior National Team Trials. 3. Each year, the championships are held during a traditional time frame for a specific number of competition days. The approximate number of competition days and time frame is as follows: a. 1. U.S. Collegiate - late March, 3 days plus 1 practice day. 2. Regional Collegiate at least 2 weeks prior to US Collegiate b. U.S. Nationals early-mid April, 5 days. c. U.S. Junior Olympic - last weekend of June through the first weekend of July, 9 days. d. U.S. Open (Junior & Senior) - mid July, 4 or 5 days. e. U.S. Masters - Mid October (not Halloween), 4 days. f. Zone Junior and Senior Championships March, 2 to 4 days g. Zone Championships Feb or March 2 to 4 days h. Regional Championships Spring, 2 to 3 days B. BID PROCESS AND REQUIREMENTS 1. The bid process for national and international championships consists of various steps and forms which are available from the National Office. 2. The forms include a Bid Application Packet. (available online at ) 3. Prior to bidding, the Host should have in place a contractual agreement or letter of intent delineating the specific bidding and future event management responsibilities of all parties involved in the bid, should the bid be awarded to the Host. Those parties may include: a. Local synchronized swimming club, association or zone b. Convention & Visitors Bureau c. Sports Foundation d. Public or private service organizations e. City manager or Parks & Recreation Department f. Facility manager g. Corporate partners 4. The deadline for submitting completed applications to the National Office is August 15 of each year. 5. All completed applications are then forwarded to the Championship Management and Sites Committee for preliminary review. 6. At the annual convention in September, bid presentations may be made to the Championship Management and Sites Committee. 7. The Championship Management and Sites Committee then reviews the applications and makes recommendations to the Board of Directors. 8. Based on the recommendations of the Championship Management and Sites Committee, the Board of Directors will award the events. Awards will be communicated to bidders by USA Synchro staff. 9. At the annual convention or intervening meetings of the Championship Management and Sites Committee and the Board of Directors, championships are awarded two or more years in advance. 10. For Zone and Regional meets: The bidding team/association should have a date and facility agreement at the time of bidding which is typically done at the USAS annual convention. Sites for Zone and Regional competitions are selected by the appropriate body. D. CHAMPIONSHIPS CONTRACT FOR NATIONAL AND INTERNATIONAL MEETS 1. Following the annual convention each year, the National Office will forward the Championship contract to each meet host. 2. The Championship contract delineates all rights and responsibilities, claims and liabilities, limits 7

8 and boundaries associated with conducting the competition. 3. The Meet Manager is responsible for addressing any contractual concerns and/or questions with the National Office within 30 days of receipt of the contract and prior to signing the document. 4. The signed contract should be returned to the National Office within 30 days. 5. Prior to signing the contract, the Host should have in place a detailed contractual agreement with the host facility to reserve the facility for the tentative Championships dates approved at the USAS Convention. The facility contract should also delineate: a. Any facility policies concerning outside vendors. b. Rental fees for the pool and lifeguards, meeting rooms or equipment (such as tables, drapes, etc.). c. Responsibilities such as monitoring and cleaning of locker rooms and seating areas during the Championships. d. Hidden fees such as parking, phone or overtime fees. e. Facility restrictions on hanging of banners, signs, posting of information. f. Possible usage by other parties during the Championships. g. Access to facility security and/or medical personnel. h. Water clarity, chlorination, and temperature moderating. i. Commitment by the facility to add USA Synchro as an additional insured on its General Premises Liability Policy. (Upon request, USA Synchro will likewise add the owner of the facility as an additional insured on its General Premises Liability Policy). E. SANCTION FORMS AND FEES FOR ALL LEVELS OF COMPETITION 1. All competitions, exhibitions, clinics, or entertainment of any kind where athlete members of USA Synchro compete, exhibit, demonstrate, or display synchronized swimming talents or techniques must be sanctioned by the National Office. 2. If host is conducting a competition or exhibition for an organizer other than USA Synchro, host must apply to the National Office for a sanction. The sanction form is available online at Not-for-profit sanction fees for domestic events are set forth in Appendix C in the USA Synchro Rulebook. Sanction fees for commercial events are established by the National Office. Sanction fees for international events are established by the USA Synchro Board of Directors. No sanction fee exists for national championships. III. ORGANIZATION - LOCAL ORGANIZING COMMITTEE A. MEET MANAGER FOR NATIONAL AND INTERNATIONAL MEETS 1. Prior to submitting the Bid Application, the Host organization or club selects a Meet Manager(s). 2. Attributes and characteristics of a Meet Manager include: a. Organizational, administrative, and leadership skills. b. Creativity. c. Ability to work with a wide range of people, talents and skills. d. Personable, warm, friendly and kind. e. Problem solving skills. f. Decision making, negotiating and sales skills (on local level). g. Ability to delegate assignments. h. Plenty of time and needs to be able to handle multiple tasks i. Ability to envision outcomes and to see the "big picture". j. Enthusiasm. 3. The Meet Manager is responsible for overseeing the entire competition. 4. The Meet Manager is the liaison and primary contact between the National Office, the Vice President Competitive Operations (or designated meet technical chair), the local meet management committees, clubs, officials and interested persons. 5. The Meet Manager is responsible for all of the various local meet management committees, either directly or by selection of the committee chairs who will report to the meet manager. 6. The Meet Manager establishes the local meet management committees. Local parent organizations, booster club members and administrators serve as excellent sources for committee 8

9 chairs. The Meet Manager should encourage the committee chairs to select reliable, hardworking people to serve on their committees. 7. The Meet Manager advises the committee chairs of their responsibilities and oversees their work. 8. The Meet Manager schedules appropriate times for meetings with the various committee chairs in order to coordinate, update and follow through with the plans for the competition. 9. The Meet Manager may find it beneficial to develop an organizational chart of the LOC. In addition, it may be beneficial to develop a competition booklet with duties, areas of responsibilities, and phone numbers of the committee chairs and members. 10. The Meet Manager may find it beneficial to appoint an Assistant Meet Manager or Competition Director to assist with the many meet management duties and responsibilities. B. LOCAL MEET MANAGEMENT COMMITTEES A strong committee structure is essential to foster local support and participation. The structure and committees listed below cover the major areas of responsibility. However, each LOC is different, and other titles and/or committees can be established to meet any specific needs. 1. Meet Management a. Administrative Duties b. Facility Liaison c. Coordinate Local Meet Management Committees d. Consult with Championship Management and Sites Committee i. Pre-Meet and Final Meet Announcements ii. Pool Side Set Up to USA Synchro Specifications iii. Oversee Competition iv. Oversee Scoring, Sound Center, Announcer, v. Liaison with Participants vi. Pool Side Operation e. Post Competition Reports and Acknowledgments 2. Facility and Venue Support a. Facility Preparation and Modifications b. Awards Stand c. Judges Stands or tables and drapes with comfortable chairs d. Signage* e. Staging f. Security and Crowd Control g. Parking h. Sound System Setup with National Sound/Equipment Manager i. Computer/Scoreboard Setup with Championship Management and Sites Committee j. Lifeguards k. Concession, Merchandise, Ticket Sales Booths/Tables l. First Aid Station, Lost and Found m. Scoring and Video n. Competition Hospitality Setup o. Banner hanging 3. Medical a. First Aid Station b. Medical Personnel c. Drug Testing d. Ambulance Service 4. Volunteer Coordination a. Synchro-Specific Volunteers b. General Volunteers 9

10 c. Uniform Distribution (optional) d. Work Schedule Coordination and Assignment 5. Participant Services a. Goodie Bags (optional) b. Registration Packet, Credentials c. Hotel Hospitality/Information Board d. Competition Hospitality e. Athlete Hospitality f. Local Attractions 6. Housing and Transportation a. Headquarters and Additional Hotel(s), unless USA Synchro has contracted to provide hotel or housing services b. Complimentary Rooms c. Meeting Room Requirements d. Transportation 7. Protocol and Special Events For National & International Meets a. VIPs - Sponsors, Dignitaries and Media USA Synchro b. VIP Invitations USA Synchro c. Officials, Coaches and Alumni Reception d. Banquet and Awards, (Awards provided by USA Synchro for National meets) e. Complimentary VIP passes USA Synchro f. Sponsor gifts, USA Synchro for its sponsors, Host for its sponsors g. Foreign Competitors USA Synchro. 8. Ceremonies and Awards see Championship Management and Sites Committee a. Opening Ceremonies b. Parade of Athletes c. Announcer d. Dignitaries e. Awards Ceremony Script f. Awards Presenters g. Awards h. Flowers I. Flags j. Escorts k. Awards line up; flow of participants l. Music; National Anthem m. Special Awards n. Photographer 9. Public Relations see Communications Specialist, USA Synchro a. National Media Relations b. Television c. Local Publicity d. Local Media Relations e. Public Service Announcements (PSAs) f. Media Workroom g. Official Results h. Media Seating i. Media Day & Synchro Challenge j. Media Hospitality 10

11 k. Media Credentials 10. Marketing, Licensing, and Promotions a. Ticket Sales b. Promotion* c. Local Sponsorship* d. Championships Program* e. Program Advertising Sales f. Merchandise Sales* g. Concession Sales 11. Finance and Insurance a. Budget b. Accounting Procedures c. Insurance, if have questions contact the USA Synchro * In consultation with USA Synchro IV. ORGANIZATION A. USA SYNCHRO NATIONAL OFFICE FOR NATIONAL & INTERNATIONAL CHAMPIONSHIPS 1. Principal National Meet Liaisons: a. The Championship Management and Sites Committee is the principal contact between the Meet Manager and USA Synchro, but only the CEO/High Performance Director and President are authorized to sign contracts on behalf of the national organization. b. The Vice President Competitive Operations (or designated Tech Chair) will assist the Meet Manager with contract questions. The Championship Management and Sites Committee Chair will assist with drafting and proofreading the Pre-Meet and Final Meet Announcements prior to distribution, and will serve as an advisor. c. USA Synchro will assist with local public & media relations, promotion and sponsorship questions prior to and during the championship. d. The USA Synchro liaison on-site will assist with awards and the awards ceremony. e. The CEO/High Performance Director is responsible for communicating and coordinating the needs of the National Sponsors to the Meet Manager and will serve as the principal contact for any and all local or national sponsorship related questions. f. The CEO/High Performance Director will assist and/or review with the LOC with any potential local sponsor proposal letters or bids. g. USA Synchro will assist with providing certificates of insurance for the competition. h. The USA Synchro will establish online meet registration, and provide the LOC with registration details ( roster of athletes, events, credential lists, etc.) and payments B. VICE PRESIDENT COMPETITIVE OPERATIONS (OR DESIGNEE ) FOR THE FIVE NATIONAL CHAMPIONSHIP EVENTS 1. The Vice President of Competitive Operations is responsible for interpreting the rules that govern the championships. 2. The Vice President of Competitive Operations is the person in charge at all national championships. 3. The Vice President of Competitive Operations is responsible for the USA Synchro Championship Management and Sites Committee, which includes scoring and technical equipment.. 4. The Vice President of Competitive Operations is responsible answering questions related to athlete eligibility. 11

12 C. USA SYNCHRO EVENT MANAGEMENT COMMITTEES FOR ALL CHAMPIONSHIPS 1. Event Management Chairperson a. The Championship Management and Sites Committee serves as a liaison to other officials and former meet managers, and assists with maintaining a level of consistency and excellence of the competitions from year to year. b. The Championship Management and Sites Committee is the principal competition contact between the Meet Manager and USA Synchro. The Business Development Director is the primary National Office contact. c. Final schedules will be developed and coordinated by the meet manager and Championship Management and Sites Committee, based upon the actual entry forms. 2. Scoring For National Championships a. The Head Scorer is responsible for all scoring duties at the championship. b. The Head Scorer is assisted at the championship by the local scoring committee volunteers. c. The Head Scorer shall assign scoring duties to the local scoring committee volunteers. d. The Head Scorer is available prior to the championship as an advisor. 3. Scoring For Zone Championships a. Scoring for Zone Championships is arranged between the Meet Host and the Zone Scoring Chair. 4. Technical Equipment for National Championships a. The National Sound/Equipment Manager is responsible for assisting the Meet Manager in obtaining the proper sound equipment. the LOC will have a system available as a backup. b. The National Sound and Equipment Manager is responsible for arranging for delivery of the Colorado Time Systems scoreboard and scoring equipment. This is normally delivered approximately 3 days prior to the start date. c. Championship Management and/or the National Sound/Equipment Manager are responsible for assembling the Colorado Time Systems, scoreboard, and sound system at the championship. It is requested that the LOC have volunteers available at setup and tear down to physically assist with heavy components. d. The National Sound/Equipment Manager or designee serves as the Sound Center Manager. e. The National Sound/Equipment Manager is available prior to the championship to answer specific technical questions. f. Our sponsors arrange truckers to pick up the scoreboard after the event. 5. Technical Equipment for Zone Championships a. Zone Championships and other regional meets are arranged between the Meet Host and Regional Officer. D. THE JUDGES ADMINISTRATOR FOR NATIONAL AND INTERNATIONAL 1. The Judges Administrator is responsible for the selection of Pre-Selected National Judges for each championship. 2. Prior to the championship, the Judges Administrator will contact the Championship Management Committee in regards to the housing needs and procedure for the pre-selected judges and technical staff. The Meet Manager is then responsible for making the necessary hotel room reservations for the pre-selected judges based on double or triple occupancy. Prior to the championship, the Judges Administrator will submit to Championship Management a confirmed list of the pre-selected judges and technical staff who will be attending the championship. Number of rooms required to be provided will be specified in the meet contract, 12

13 normally At the Championships, if designated by the Vice President Competitive Operations, the Judge s Administrator is responsible for identifying and assigning the Event Referees, the Event Vice Referees, controllers and Routine and Figure Judges. 4. If the Judges Administrator is unable to attend the championship, the duties are transferred to the Zone Officials Chair of the Zone in which the championship is held. If the Zone Officials Chair is affiliated, an unaffiliated member of the Officials Committee shall be appointed by the Judges Administrator. 5. In the absence of the Vice President of Competitive Operations, the designated Event Referee/Technical Chair becomes the person in charge at all Championships once the competition begins. All important decisions are made in consultation with the Meet Manager. V. COMPETITION RESPONSIBILITIES A. MEET MANAGER 1. Administrative Duties: a. Reserve the facility, and review and sign a contract to secure the facility for use during the Championship. b. Review, sign and return to the National Office the Championship contract, along with a Certificate of Insurance where USA Synchro has been named as additional insured on pool owners Premises and General Liability Policy. c. For local, associations, regional, zone and international meets, prepare the event sanction on line request. d. Maintain the Championship budget. 2. Coordinate Activities of the Local Meet Management Committees: a. See that all regulations and assigned responsibilities are met. b. Refer to Appendix A (Meet Management Checklist) and Appendix B (Meet Management Time Line) to further assist in the preparation of the championship. 3. Pre-Meet and Final Meet Announcements For National & International Competitions a. Draft of Pre-meet and Final Meet Announcement will be prepared by the Championship Management Committee. Meet manager is responsible for local content. Target for Pre-meet announcement is 6 months prior to competition, and Final Meet Announcement 2-3 months. b. National office will post on line. 4. Processing and Accreditation for National and International Events a. Entries for National Meets will be through the USA Synchro website. A roster of entries will be prepared by the National Office after registration closes, and should be ready approximately 2 weeks prior to the event. This will be used by scoring to prepare entries and draws, VP Competitive Operations and Championship Management Chairs in preparing the final schedule, and for various functions like credential preparation. b. The Head Scorer will distribute draws to the Meet Manager who should prepare copies for posting. 5. Zone/Regional Championship a. Receive entries and verify that all forms, entry forms are complete, and monies have been paid to the appropriate parties. Verify that entries have been postmarked by the deadline. For provisional entry requirements, see the current USA Synchro Rulebook. Other than any provisional entries, DO NOT accept late entries. b. Verify the eligibility of each entry with the Zone or Local Scoring Chair. 13

14 6. Oversee Competition, Social Events, Practice Schedules and Awards: a. Supervise the competition, social events and awards ceremonies according to the planned timetable and the competition schedule, and in consultation with your local meet management committees. b. At all National Championships, the Vice President Competitive Operations or designee prepares practice schedule - with or without music time. c. Work with the Championship Management Committee to assure that a professional and appropriate awards ceremony is conducted, and that all athletes and presenters are recognized accordingly. 7. Oversee Scoring, Sound Center, Pool Arrangements and Announcer in conjunction with the Championship Management Committee a. For National or International Championships, coordinate the local scoring committee with the Championship Management Committee personnel. For Zone Championships, coordinate the local scoring committee with the Zone Scoring Chair. b. For National or International Championships, set up the sound system in conjunction with the National Sound/Equipment Manager or local volunteer. For Zone Championships, set up the sound system is done in conjunction with the Zone Technical Chair. c. Coordinate with the facility manager and facility personnel for equipment needs and maintenance during the competition. Be sure the deck is clear of any equipment that might block the deck or be a safety hazard, that the water temperature is maintained between degrees, and that water clarity and chlorination are at proper levels as mandated by state law. Before and during the championship, contact the facility manager regarding requests from USA Synchro and/or television representatives. d. Work with the Announcer regarding announcements, script, or messages. e. Coordinate video recording and photography, if offered. Currently USA Synchro does not have a national video or photography sponsor. However, the USOC owns broadcast rights and so if video is to be sold, clearance must be obtained. The LOC may contract with a photographer to sell pictures, on site or on line. However, we ask that personal use photography with any non-flash camera be allowed by the audience in a manner that does not disrupt other spectators. Spectators are not allowed on deck for photography or video. 8. Complimentary Accommodations: a. Category I National Judges will be preselected according to the number of rooms available, minimum number being 12, each with at least two double beds to accommodate at least two per room. The Event Referee, Head Scorer National Sound/Equipment Manager assigned to the event should also be included in the complimentary room count. The VP Competitive of Operations can also be included. Spouses of the pre-selected judges will be required to make their own room reservations. b. For Zones, arrange housing for the Zone Chair and for all unaffiliated judges. 9. Officials and Coaches Meeting(s): a. Participate in informational meetings to orient officials, visiting coaches, USA Synchro staff and guests to the policies, procedures and specifics of the meet, facility and LOC. b. Items to discuss at the Officials and Coaches Meeting include: (1) Orientation to the venue and local area, including parking and security (2) Emergency procedures (3) Key LOC member introductions (4) Facility policies, including gelling (addressed by facility representative) 14

15 (5) Open pool, warm-up and/or practice pool protocol (6) Athlete Traffic Flow (7) Parade of Athletes/Finalists and awards ceremonies instructions (8) Seating for athletes and spectators (9) Special instructions for social events 10. Pool-side Operations For Zone/National/International Competitions a. Coordinate scoring supplies with the Head Scorer. b. Assist the Head Scorer with arranging scoring equipment, judges' scoring slips, pencils, clipboards with judges forms placed at judges' tables prior to each event, and tables and chairs for all necessary personnel. c. Coordinate all pool-side operations with judges, scoring, and the announcer and if applicable with the media and TV personnel. 11. Pool Set Up To USA Synchro Specifications for all meets: a. Sound center and sound system. Coordinate with and/or assist the National Sound/Equipment Manager / Zone Technical Chair / Local Technical Chair. b. Scoring room, tables and all supplies. Coordinate with and assist the Head Scorer and/or Local Scoring Chair. c. Placement of tables and chairs for figure competition with the start lists, and designation of which competitors begin at which figure panel. Coordinate with and assist the Head Scorer, and/or Local Scoring Chair d. Tables and chairs for scoring the routine competitions with all supplies. Coordinate with and assist the Head Scorer, and/or Local Scoring Chair. e. Judges' platforms or chairs, timers' chairs, stopwatches, timers' slips and pencils in place. Coordinate with and assist the Head Scorer. f. Video station for filming of events, if applicable. g. Awards stand. h. VIP and media seating available. i. Electronic scoreboard, when available, set up and operational. Use the facility s and/or USA Synchro's portable system. j. In an outdoor facility, provide protection from the sun, wind, rain, etc. B. FACILITY FOR NATIONAL AND INTERNATIONAL COMPETITIONS 1. Selection of the Site: a. Prior to completing the Bid Application, the facility must be selected by the Host organization. b. If the Host organization is a synchronized swimming club, the facility used by the club for practicing may be an appropriate site for the championship. If not, the Host organization may wish to utilize the services of the local Convention and Visitors Bureau, Parks and Recreation Department, Sports Foundation, or Chamber of Commerce to help locate an appropriate facility. If many facilities are available, the Host organization could put the championship out for bid from the various facilities. Refer to the Corporate Development Chapter for further information. c. When selecting an appropriate facility, many factors must be taken into consideration including dimensions, depth, lane markings, gutters, underwater and overhead lighting, water temperature and clarity, adjacent deck space, obstructions, seating, locker rooms and restrooms, electrical capacity, scoreboard, etc. For a complete list of facility requirements, refer to the Facility Requirements chart (Appendix L). d. Once the facility has been selected, determine if the facility is available during the time frame that the championship is typically held. Refer to the Bid Process Chapter for the traditional time frame for each championship. When completing the Bid Application, provide first and second choice for preferred dates. 15

16 2. Reserve the Facility: a. Once the Bid Application has been approved, the Meet Manager notifies the facility. b. At the annual convention in September, at least one year prior to the championship, the actual competition dates for the championship will be approved by the Board of Directors (i.e., September 2004 for the 2006 championships). c. Once the dates have been selected, notify the facility. Be sure to include practice days and competition days when scheduling the facility. d. Some facilities may require a written contract reserving the facility. At the time of signing the facility contract, additional legal requirements may be discussed which may include additional insurance. If additional insurance is required by the facility beyond the minimum of $2 million general liability provided through USA Synchro, the Host organization is responsible for obtaining the additional insurance, as well as adding USA Synchro to the pool owners General Liability and Premises Insurance e. If additional space or rooms are required for meetings, land drill area, concessions, etc, reserve with the facility manager at this time. 3. Equipment and Space Requirements: a. Sound Center: (1) This is the area that is considered the "hub" during practice and competition. It should be located in the pool area, near electrical outlets equipped with working Ground Fault Circuit Interrupters, accessible to coaches, officials and scoring personnel and out of the major traffic flow during the competition. (2) The sound center can be as simple as 2 tables with chairs placed near the pool, or if an outdoor facility, housed in a tent, awning, or small building. (3) The area must be large enough to accommodate the Sound Center Manager, the the Announcer and the on deck scoring team. (4) The sound system and back-up sound system includes the laptop computer, amplifier, mixer, air speakers, underwater speakers, CD player, cords, microphone, electrical cords, multiple electrical outlets, and public address system. Refer to Appendix C Technical Equipment for a more detailed description of the required equipment. (5) The sound system that will be used for the competition is to be available during the scheduled competition practice times, as well. (6) Contact the National Sound/Equipment Manager for questions regarding the equipment. (7) Set up and test the sound equipment prior to the first day of practice and/or competition. (8) It is recommended that a fully tested backup system be on site and readily available. b. Scoring Room (for Zone level and higher meets): (1) This area is where the behind-the-scenes work is done by the Scoring Committee s personnel. (2) It should be located close to the competition area, and readily accessible to the pool area, but out of the major traffic flow. (3) Scoring room workers may need access to the scoring room for as much as two hours prior to and following the conclusion of competition. Arrangements should be made to accommodate early and late working conditions, i.e. clearance from the facility director, provisions for securing the area and leaving the building, etc. (4) It should have sufficient space for all of the scoring equipment, as well as space for ease of movement and operation of each item without undue interruption. (5) The room should be air-conditioned, if possible. When not in use, it should be locked for security purposes. (6) Equipment should include: 16

17 (a) Copier. (b) Back-up copier to be available on short notice during the entire competition. (c) Two printers. (d) Tables or desks, and chairs. (e) Ample table-top space for Battery charging/changing station for CTS judge s terminals. (f) Supplies to include staplers, staples, copy paper (different colors for each event - pink, yellow, green, and blue), printer paper, pencils, pencil sharpener, tape, stopwatches, judges' scoring slips, USA Synchro scoring flash cards, clipboards, calculators, etc. (g) Internet access (h) Electrical outlets. (i) Current USA Synchro and/or FINA Rulebook. (7) Refer to the USA Synchro Scoring Manual for a more detailed description of the required equipment. Coordinate scoring supplies with the Head Scorer and/or Championship Management Committee. c. Video Taping Events: (1) USA Synchro holds the film and broadcast rights to its National events. We may agree with the Host that it may film the event instead. If the host is granted that right, host is required to film all final events and to send a copy to the National Office. If pre-approved by the National Office and Broadcast Rights Owner (if applicable), Host may sell the tapes to the participants as an additional fundraiser, in which case Host shall be solely responsible for obtaining any licenses to use the music played during performances for commercial purposes. d. Judges' Chairs: (1) Routine Competition (a) Three panels of five judges are used for routine competition, a total of 15 judges. (b) The judges' chairs and electronic scoring key pads are placed in two groupings, one on each side of the pool. The Execution Judge always sits on the right hand side of the Artistic Judge, who sits on the right hand side of the Difficulty Judge (when facing the pool). (c) The location of the chairs must provide the judges with an unobstructed view of the competition area. (d) It is desirable to elevate the judges' chairs to afford a better view of the pool area, above and below the surface (2) Figure Competition (a) (b) (c) Normally, five judges will be used at each of four figure panels, though as many as nine judges are possible. The number of appropriately rated judges in attendance will determine how many figure panels will be utilized up to a maximum of four figure panels. It is desirable to elevate the judges' chairs to afford a better view of the pool area, as mentioned above. Indicate the figure panel by attaching a sign to the on-deck scoring table. e. Awards Stand: (1) The awards stand is placed on the pool deck in a space appropriate for viewing and acceptance of awards. (2) The platform should be constructed to lend prominence to 1st place, with 2nd and 3rd on either side, then 4 th through 12 th places, appropriately alternated to either side. (3) When planning the size of the platform, keep in mind the space needed for 17

18 teams and Free Combination is greater than for solos and duets. (4) The awards stand can be a traditional stand or, if not available, any area of the facility that can provide some staging for the ceremony and viewing by spectators. f. On-Deck Scoring Table Team: (1) Routine Competition (a) One six-foot table with two chairs should be located near the competition area, scoreboard operator for the scoring personnel with scoring computer and close to the sound center. (b) The on-deck scoring tables should be separated from all major traffic flow. (2) Figure Competition (a) One six-foot table with three recorder chairs should be located behind each figure panel for the scoring personnel. (b) The tables should be located within a clear hearing distance from the (c) reader of the judges' scores. The reader chair should be seated near the judges for a clear view of their scores. g. Timers' Chairs: (1) Three chairs for the timers should be located near the competition area, the Event Referee and scoring tables, and within hearing distance of the air speakers. (2) The Timers must have an unobstructed view of the entry platform and competition area. h. Media Requirements for National and International Competitions: (1) The Championships contract delineates specific requirements for broadcast and print media. (2) If the championship is televised, Host must provide specific space and electrical requirements for TV cameras, announcing areas, trucks and other equipment will need to be provided. (3) Media may need access to the facility during the competition, or for as much as two hours before or following the conclusion of competition. Arrangements should be made to accommodate such requests, i.e. clearance from the facility director, provisions for securing the area and leaving the building, etc., either at the facility or in an immediately adjacent facility equipped with phone/fax/data lines. (4) Refer to the Media, Public Relations and Television Chapter for further information and requirements. i. Electronic Scoreboard, where available, for Zone and higher level competitions: (1) If the facility does not have a permanent electronic scoreboard, then deck space will need to be provided for the Colorado Time Systems portable scoreboard. (2) The Colorado Time Systems portable scoreboard is shipped round-trip, at Colorado Time Systems expense, in a wooden crate measuring 3'x4'x7' and weighing 400 lbs. The unit itself measures 2'x3'x6'. (3) Local transporting, unloading, and loading accommodations must be considered and planned for in regards to the Colorado Time Systems scoreboard. (4) The electronic scoreboard should be placed in a safe area, away from the water s edge (as it is on rollers), and visible to the spectators, Announcer and scoring console operator. (5) Contact the Championship Management Committee for further information and shipping arrangements. j. Meeting Rooms for Regional and higher level competitions: (1) A meeting room should be available for the coaches/officials meeting(s), and 18

19 any other impromptu meetings necessary during the competition. (2) The hospitality room may serve as the meeting room when not otherwise in use k. Gelling Station: (1) A location must be designated, in consultation with the facility management, for athletes to apply gel to their hair and to remove gel. (2) A hot water source, waste receptacles and mirrors are essential. (3) Rules for gelling must be determined in advance, and clearly posted and otherwise communicated in the Final Meet Announcement, registration packets and coaches meeting. (4) A $100 fine may be assessed by the host association for each individual violation of gelling procedures. l. Spectator Seating: (1) A designated place in the spectator seating area should be set aside for VIPs and media, and a separate area for competitors. (2) Depending on the size of the facility, portable bleachers or chairs could be utilized to provide additional seating at deck level. m. Information Board: (1) A minimum of two areas at the facility need to be designated for the posting of pertinent information. One should be on deck. (2) The areas need to be located in the major traffic flow. (3) Information posted should include: (a) Start lists (Orders of Draw). (b) Competition information, schedule of events, meeting times and places. (c) List of participants. (d) Results and press articles. 4. Practice Pool: a. Before and during the competition, it is desirable to provide additional practice facilities. This is as simple as providing space in an adjacent pool, or as sophisticated as renting another off-site facility. 5. Administrative Area for National & International Competitions: a. An area at the facility must be set aside for the Meet Manager and the other LOC volunteers to conduct the championship. It is preferable that this be near to, but separate from, the Scoring Room. b. This area should have internet and include printer and office supplies. c. A means of communicating during the championship between the Meet Manager and key local volunteers is beneficial. If the facility is large, in-house pagers, two-way radios, or cellular phones are handy. 6. Staging: a. The general appearance of the facility should be improved with plants, banners, etc. to give the competition a special significance. b. A neat, tidy pool deck is imperative. c. Ladders, attached or portable, are to be located on each side of the pool for a graceful, as well as, safe means of exiting the water. d. In an outdoor facility, awnings, tents and umbrellas should be provided for protection from the sun, wind, or rain, etc. e. Staging suggestions include: (1) Floral arrangements around the facility in accordance with the locale, season and climate. (2) Color coordinated table drapes or skirting used to fully cover any visible on- 19