HS CHECKLIST

MEET DIRECTOR'S
CHECKLIST
HIGH SCHOOL
COMPETITIONS

Use this list to help you oversee general meet preparations. See links for detailed information and individual responsibilities.

NOTE: This list should cover more than enough detail for any Championship Competition to help make sure you have thought of everything,
A DUAL MEET can be handled by two people, a table and a laptop & printer... but have you thought through all the things those two people might need to think about in some way?

¨ Sanction event as required by your local organization

¨ ESTABLISH ORGANIZATIONAL STRUCTURE that clearly illustrates order of responsibility and authority to allow for the effective fulfillment of responsibilities
	¨ Allow chairmen to recruit committee members to assist in fulfilling responsibilities of their major area

¨ SET COMPETITION DATES AND PRACTICE TIMES WITH POOL MANAGER

¨ PREPARE MEET INFORMATION SHEET to distribute or post on the internet for competitors.

¨ DUAL MEET -Coordinate and Confirm the following locations with the pool manager. Review needs for power, storage, ice, tables/chairs, shade, phones and fax.
	¨ Meet Secretary/REGISTRATION area (where sheets can be entered, printed -This might simply be the scoring table for checkin and registration.) ¨ Scoring table ¨ Medical services ?	¨ Judges seating (How many judges required) ¨ Spectator seating ¨ Parking

¨ CHAMPIONSHIP MEET -Coordinate and Confirm the following locations with the pool manager. Review needs for power, storage, ice, tables/chairs, shade, internet availablilty, phones and fax.
	¨ Meet Secretary's room (where sheets can be entered, printed - might simply be scoring table for checkin and registration) ¨ Media room ¨ Hospitality room ¨ Awards area ¨ Score board ¨ Scoring table ¨ Medical services ¨ Drug testing (as needed)	¨ Judges seating ¨ Media seating ¨ Spectator seating ¨ Parking ¨ Judges selection meeting room ¨ Photographer areas ¨ Concession area ¨ Registration area

¨ BUDGET ALL INCOME AND EXPENSES (Refer to budget worksheet)

¨ ESTABLISH TICKET POLICY (If applicable)
	¨ Decide admission price and quantity of tickets for sale ¨ Produce corporate ticket package to sell to local organizations ¨ Figure # of complimentary tickets needed	¨ Determine number of seats killed by TV camera placements ¨ Decide ticket distn. method ¨ Develop ticket design and have tickets printed, if necessary

¨ MAKE SURE YOU HAVE VOLUNTEERS TO FILL THE FOLLOWING POSITIONS (As needed)
	NOTE: This list is from Olympic Trials, but you decide what you need. I include it so you remember that all of these things might need to happen in their own small way at a local meet but should not all be done by one person. (For survival so you can enjoy running the meet.) You may only need a Meet Secretary and a Meet Director ¨ Ticket takers ¨ Ticket sellers ¨ Ushers ¨ Security ¨ Deck marshals ¨ Concessions ¨ Meet Secretary's runner ¨ Scoring table runner	¨ Maintenance (check boards, tighten and grease bolts)¨ Program advertising sales ¨ Drivers for airport, hotel or pool shuttle, if necessary ¨ Goodie bag and athlete info packet stuffers ¨ Award ceremonies runners (make sure athletes get to awards staging on time) ¨ Award ceremony escorts ¨ Drug testing couriers, if needed ¨ Scoring table workers ¨ Registration table workers ¨ Hospitality runners (water or drinks for judges/officals) ¨ Snack Bar

¨ MEET PROGRAM (If applicable)
	¨ Assemble accurate info to be included in program ¨ Establish ad rate sheet and how it will be distributed	¨ Sell ad space to cover program production costs ¨ Decide on selling price if any and quantity ¨ Plan for printing time.

¨ SEEK LOCAL SPONSORSHIP FOR (if applicable)
	¨ Printing program ¨ Hospitality food and drink ¨ Athlete party/banquet ¨ Goodie bag donations	¨ Flower donations for awards ¨ Individual event sponsorship (i.e. Men's Event presented by Olin Corp.) ¨ Equipment donations

¨ PUBLICITY
	¨ Appoint local media relations liaison ( who will send out the results ¨ Gather names, addresses and phone/fax numbers of local media	¨ Create poster for event and distribute to local schools, businesses, etc. (opportunity to let others know about the event)...radio stations, etc. ¨ Coordinate timing requirements of news releases with local/national media contact

¨ CREDENTIALS (who is allowed on deck near the athletes - if applicable)
	¨ Produce credentials for athletes, coaches, officials, media, event staff, volunteers and VIP's	¨ Establish area access guidelines (who can go where) for the various credentials

¨ MAKE ARRANGEMENTS FOR EQUIPMENT AS NEEDED (refer to equipment list)

¨ ORDER SUPPLIES AS NEEDED

¨ INSPECT COMPETITION AREA
	¨ Make sure boards are clean and in good condition ¨ Check water temperature and chlorination ¨ Clear pool deck of unnecessary equipment	¨ Make sure restrooms, showers and lockers are clean and available for divers ¨ Make sure restricted areas are roped off ¨ Check location and condition of emergency equipment, backboard, neck collars, etc.

¨ ORDER SHIRTS FOR THE JUDGES AND MEET MANAGEMENT OFFICIALS (If Applicable)

¨ ORDER ITEMS FOR CONCESSION STAND (If Applicable)
	¨ Food and drink ¨ Meet T-shirts	¨ Other souvenirs


¨ MAKE SURE THE FOLLOWING CEREMONY ARRANGEMENTS HAVE BEEN MADE:
	¨ All awards are accounted for ¨ Flowers ordered ¨ Photographer ¨ Music & sound system ready	¨ VIP's and local sponsors invited to speak/present awards ¨ Designate awards staging area ¨ Order certificates, plaques and/or gifts for local sponsors

¨ PREPARE FINAL FINANCIAL REPORT