South Coast And Tablelands Swimming Association Inc.

Carnival Checklist 

• Submit application for carnival date to SCAT Swim Committee by advertised date for approval and allocation, together with $60.00 application fee.
• If your allocated date clashes with a Swimming NSW or Swimming Australia meet, seek contact SCAT who must seek permission from Swimming NSW for you to host a meet on this date. Generally only 'development-type' meets will gain this approval.
• Submit carnival program, complete with entry conditions, to SCAT Swim Committee by advertised date for approval. Do not advertise meet until District (Swim Committee) approval is obtained.
• Consider any recommendations regarding the program from the Swim Committee.
• If desired forward a copy of the final program to the SCAT Webmaster for display on the SCAT website. Program should be sent by E-mail in .doc (Word) or .pdf format.
• If using electronic timing be sure to book the equipment through SCAT Swimming well in advance. With electronic timing please include a condition in your program requiring entries on multiple-entry cards as this makes it easier for your data entry operators.
• Request entries by the e-entry system. Seek assistance from the SCAT Registrar to set up the e-entry file properly.
• If needed contact the SCAT Secretary to arrange a convenient time to borrow computers for you to transfer competitors' details from cards into the Meet Manager program. This will require 3 or 4 experienced, competent and willing people, and a session of up to 6 hours.
  • A representative of the SCAT Executive may choose to assist you in this, but this task is the responsibility the host club.
  • Do not sort the cards in any way until after they have been entered into the Meet Manager program.
• Before entering any competitor data into the computer have a representative of the SCAT Executive check that the carnival is set up in the correct manner. Swimming NSW WILL NOT accept qualifying times where the carnival has not been set up correctly.
• When entering an athlete into Meet Manager do not manually enter anything into the REG ID# field. The program will do this automatically.
• Always enter the date of birth in Australian format (DD/MM/YYYY). This is required by the Meet Manager program to correctly produce the competitors' REG ID#.
• Print 15 single-sided copies of the program for use by the Technical Officials.
• Print programs for sale to spectators and competitors. These programs must include Warm-up Procedures, Marshalling Instructions and Starting Instructions.
  • Do not reseed the carnival in the computer after the program has been printed.
  • If using electronic timing
    • Sort all Multiple Entry Cards alphabetically by competitior within each club.
    • Band together all Multiple Entry Cards for each club.
    • Store all Multiple Entry Cards in a box (eg, an ice cream container) sorted alphabetically by club.
  • If using manual timing.
    • Sort the Single Entry Cards by Event, Heat and Lane as per the printed programme.
    • Write the competitor's Heat Number and Lane Number on each Single Entry Card
    • Wrap an elastic band around each Heat with Lane 1 at the front.
    • Band together all Heats in an Event with Heat 1 at the front.
    • Store all Single Entry Cards in a box (eg, an ice cream container) with Event 1 at the front.
  • Sort all Summary Sheets in alphabetical order by Club, wrap with an elastic band and and store with Entry Cards.
• Use Meet Manager to print off a time line using 45 seconds between heats. This will give an idea as to the timing of the carnival and a copy should be given to the Referee on the day.
• If the program contains Multidisability events contact Swimming Australia to get a copy of the current records, from which the winners will be calculated.
• Liaise with the SCAT District ALEC Convenor as to the availability of volunteers nominating to work as Technical Officials.
  • The full list of Technical Officials required for the carnival is Referee, Judges of Stroke, Starter, Chief Recorder, 3 or 4 experienced Recorders, 1 or 2 Computer Operators, Chief Timekeeper, Marshal, Check Starter.
  • The Referee and Starter are to be appointed by the ALEC Convenor, in consultation with the Meet Director.
  • Fill the remaining Technical Official positions from within the Club, or by approaching other Clubs or individuals and advise the ALEC Convenor. The ALEC Convenor may be consulted for advice regarding suitability of nominees for various positions.
  • Persons without appropriate qualifications may be used in the various positions as assistants in order to gain experience, either before or after sitting the theory exam for that position. However, unless both the Referee and the Starter are accredited no qualifying times can be set.
• Contact all Technical Officials who have volunteered to work at the carnival to inform them of their appointments.
• Contact any volunteers who will not be used as Technical Officials on the day.
• Arrange the appointment of 2 or 3 adults as Runners, plus an Announcer and a Presentation Officer.
• Arrange for the use of a computer, or 2 if the carnival program includes lots of 50 metre events. (Note that the $60.00 application fee paid to SCAT includes the use of SCAT computers and the provision of a computer operator by SCAT.)
• If using your own computers:
  • Each computer must have the Windows version of Meet Manager - the DOS version is NOT to be used.
  • Ensure that a printer, with spare ribbon, ink or toner is available on the day, and that it is compatible with all computers to be used.
  • Provide three blank IBM formatted computer disks. Each will be used to store a copy of the carnival results.
• Arrange for the provision of adequate supplies of printer paper, pens, pencils, rulers, staplers and staples and elastic bands for use by the Recorders during the carnival. This is not the responsibility of the Chief Recorder.
• Arrange for the supply of adequate numbers of Result Slips for use by the Referee or Judges. One slip is needed for each Heat of each Event.
• Arrange for adequate supplies of Infraction Reports for use by the Referee.
• Check the availability and operation of starting equipment, false start rope, claims board, etc and the availability of lap counters if they are needed (for events of 800 metres and longer).
• Ensure that the correct number of operating stopwatches is available. If using manual timing three stopwatches will be needed on each lane, plus one for the Chief Timekeeper . Where electronic timing is used one stopwatch per lane, plus one for the Chief Timekeeper is sufficient. Each lane of Timekeepers will also require a clipboard, a copy of the program and a pencil.
• Contact competing clubs before the carnival date to arrange for them to provide Timekeepers (3 per lane). This avoids wasting time on the day, delaying the start of the carnival.

• Remember that all the Technical Officials have volunteered their time to help you.
• Ensure that the pool and Recording area are set up by the Pool Attendants or Club workers, with all equipment in place well before the advertised start time of the carnival. Recorders and the Referee should arrive at least one hour before the advertised starting time.
• If using electronic timing, have workers available to help SCAT officials set it up.
• Have a drink and snack available for appointed Technical Officials when they arrive. SCAT is a big District and some may have been travelling for over an hour, starting very early.
• Provide the Referee with a list of appointed Technical Officials, all the single-sided copies of the program, sufficient double-sided copies for the Timekeepers, Result Slips, Infraction Reports and a copy of the time line.
• Provide the Chief Recorder with the box containing all Entry Cards and Summary Sheets and with the current records required for Multidability events.
• Liaise with the Referee as to the desirability of having a lunch break, of starting over the top, the availability of appointed Technical Officials (apologies) and Timekeepers, the time at which warm up is scheduled to finish, and any special requirements.
• Have the Runners report to the Referee 30 minutes before the advertised start of the meet for instructions.
• Advise the Referee promptly of any problems arising during the day which may impact on the smooth running of the carnival.
• Do not accept post (on the day) entries unless with the concurrence of the Referee.
  • The general rule is that, if accepted, any post entry must not create an extra heat, and will not be eligible for any prize money, medal or points.
  • Time trials after the carnival are not encouraged.
• Provide a sheltered, dry area for the Recorders, ensuring that there is adequate power for the computers and printer.
  • Keep this area quiet and congestion-free all day.
• Have sun block available for Technical Officials if the carnival is being held at an outdoor pool.
• Ensure that the club has a copy of the Child Protection form signed by each of the adults working at the carnival. This includes all Technical Officials, all volunteer Timekeepers, all club workers, right down to the people cooking the BBQ and selling the programs and raffle tickets. (Store these sheets for future years so that they don't have to be completed again). This form is available from the Swimming NSW website.
• Ensure that all Technical Officials and Timekeepers are provided with adequate drinks during the course of the day.
  • In mid-summer fluid should be supplied every 20-30 minutes to avoid dehydration.
  • Be especially careful not to overlook Technical Officials on the far side and at the turn end of the pool, and in the Marshalling area.
  • Water is ideal for this.
• Where lunch is provided ensure that all appointed Technical Officials are advised as to its availability and location.
  • The host club does not have to provide lunch for the Timekeepers supplied by visiting clubs.
• Remind the Announcer and the Presentation Officer to avoid 'treading on' the Start of a race.
  • They should be quiet between the Referee's long whistle and the starting signal.
• Have the Presentation Officer work continually throughout the day in order to avoid falling behind. It may be necessary for them to work through the lunch break.
• Do not advertise any problems which may arise during the day. Most can be solved quickly and quietly without the competitors and spectators becoming aware that they exist.
• Do not publicly blame the Technical Officials for any problems which arise.
• Use Meet Manager to place a copy of the results on each of the blank computer disks, and then send them as follows:
  • One is to be sent to Swimming NSW for registration of qualifying times. This may be either a Meet Manager backup file or a CL2 file. Results in DOS format or in printed form are not acceptable and will be returned to SCAT by the NSW Office.
  • One is to be sent to the SCAT District Registrar. This may be either a Meet Manager backup file or a CL2 file. Results in DOS format or in printed form are not acceptable.
  • One is to be handed to or sent to the SCAT webmaster, in flat HTML format, so that results can be made available over the internet. This format is readily available as a report from the Windows version of Meet Manager. Alternatively, this report can be sent by email to the SCAT webmaster.