The Art of Hosting a Track Meet
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What Does it Take to
HOST a Track Meet?
The art of keeping hundreds of people of all ages and
temperaments engaged in the longest-running (outdoor)
sporting event on the school calendar.
HOST
–
a definition
•
A person who receives or entertains people as guests (noun)
•
To be the host or act as host at an event, the act of serving others (verb)
•
What are the characteristics of a good host?
•
The Golden Rule: Do unto others as you would have them do unto you.
•
(even better, do unto them better than you would have them do unto you)
Our Mission Statement :
•
We will provide a welcoming, organized venue that values,
encourages, and celebrates the efforts and accomplishments of
youth engaged in the challenging sport of track and field. We will
demonstrate respect for participants, spectators, and officials by
doing everything in our power to meet our posted time schedule,
and we will do our best to provide as much information as
possible, as quickly as possible, throughout the event.
Pre-Planning:
•
Hosting a meet can be compared to an iceberg: much of the work happens
“under the surface” and out of sight before the day of the meet arrives.
•
Let’s use the good old, “Why, Where, When, What, Who, and How” to
answer some questions and address the challenges we’ve wrestled through
over the years as we’ve hopefully developed a solid plan for successful meets.
Why?
•
1. It’s good for your soul and for the soul of your team.
•
2. You contribute to the Greater Good for the sake of our youth.
•
(running a meet is a noble undertaking, even when done poorly)
•
3. You create opportunities to work with like-minded colleagues.
•
(some of your closest friends will come from your track Tribe)
•
4. Meets can provide a financial benefit for your program and school.
Where?
•
1. Fixate on your Facility (weed, clean, accentuate)
•
2. Control the Flow (parking, spectators, participants)
•
3. Provide for the basic necessities (translation
–
Food & Bathrooms)
•
4. Feed your Fans (and make some money)
•
5. Improvise to Improve (takes time, connections, and investment)
When?
•
1. Calibrate your Calendar (vacations, plays/musicals, other meets)
•
2. Think Avis vs. Hertz “We try harder.” (I’m showing my age.)
•
3. Find a Good Timer (this may determine “when”
)
Ken Howell is NOT available! (just kidding, sort of)
What?
•
1. Inventory your Equipment
•
2. Organize your People
•
3. Create a Time Schedule
•
4. Find a Timer
•
5. Find an Announcer (or two)
•
6. Delegate Responsibilities (other school(s) )
Who?
•
1. Invite, Recruit, Network
•
2. Be Unique, Create Extra Opportunities
•
3. Feed the Coaches
•
4. Treasure the Athletes
How?
•
1. Communicate Early and Often
•
2. Become an Expert on Gmail Groups
•
3. Acquire a current CHSAA Directory
•
4. Learn MileSplit Meet Manager
•
5. Be Generous with Your People
Ken’s Thoughts on Timing
•
1. Timing is more than just results
•
A. What is F.A.T.?
•
B. What is Rapid Results?
2. Entries and Changes
3. Meet Directors
4. Competition vs. Qualifying
5. Technology Improvements
Miscellaneous Thoughts
•
1. Sell Some Shirts
•
2. Max Out MileSplit
•
3. Secure Sponsors and Supporters.
•
4. Tips on Announcing
•
5. Tips on Forming Your Very Own Track-Hosting Team!
Your Questions?
What can we answer for you? Feel free to email or call if something comes up
in the future:
roberts_mark@svvsd.org
(303-443-0553)
Ken Howell:
rapideresultstiming@gmail.com
(970-278-7626)
Ken’s Website:
http://www.rapidresultstiming.com/
If addition to your questions, we’d love to hear your good ideas.
Our goal is to keep getting better at what we do, and we’re always
ready to learn from our neighbors.
Hosting a track meet involves the intricate balance of organization, hospitality, and foresight to ensure a successful event that caters to participants, spectators, and officials. From pre-planning to execution, this guide delves into the key considerations and strategies needed to host a memorable track meet that aligns with your mission and values.
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Presentation Transcript
What Does it Take to HOST a Track Meet? The art of keeping hundreds of people of all ages and temperaments engaged in the longest-running (outdoor) sporting event on the school calendar.
HOST a definition A person who receives or entertains people as guests (noun) To be the host or act as host at an event, the act of serving others (verb) What are the characteristics of a good host? The Golden Rule: Do unto others as you would have them do unto you. (even better, do unto them better than you would have them do unto you)
Our Mission Statement : We will provide a welcoming, organized venue that values, encourages, and celebrates the efforts and accomplishments of youth engaged in the challenging sport of track and field. We will demonstrate respect for participants, spectators, and officials by doing everything in our power to meet our posted time schedule, and we will do our best to provide as much information as possible, as quickly as possible, throughout the event.
Pre-Planning: Hosting a meet can be compared to an iceberg: much of the work happens under the surface and out of sight before the day of the meet arrives. Let s use the good old, Why, Where, When, What, Who, and How to answer some questions and address the challenges we ve wrestled through over the years as we ve hopefully developed a solid plan for successful meets.
Why? 1. It s good for your soul and for the soul of your team. 2. You contribute to the Greater Good for the sake of our youth. (running a meet is a noble undertaking, even when done poorly) 3. You create opportunities to work with like-minded colleagues. (some of your closest friends will come from your track Tribe) 4. Meets can provide a financial benefit for your program and school.
Where? 1. Fixate on your Facility (weed, clean, accentuate) 2. Control the Flow (parking, spectators, participants) 3. Provide for the basic necessities (translation Food & Bathrooms) 4. Feed your Fans (and make some money) 5. Improvise to Improve (takes time, connections, and investment)
When? 1. Calibrate your Calendar (vacations, plays/musicals, other meets) 2. Think Avis vs. Hertz We try harder. (I m showing my age.) 3. Find a Good Timer (this may determine when ) Ken Howell is NOT available! (just kidding, sort of)
What? 1. Inventory your Equipment 2. Organize your People 3. Create a Time Schedule 4. Find a Timer 5. Find an Announcer (or two) 6. Delegate Responsibilities (other school(s) )
Who? 1. Invite, Recruit, Network 2. Be Unique, Create Extra Opportunities 3. Feed the Coaches 4. Treasure the Athletes
How? 1. Communicate Early and Often 2. Become an Expert on Gmail Groups 3. Acquire a current CHSAA Directory 4. Learn MileSplit Meet Manager 5. Be Generous with Your People
Kens Thoughts on Timing 1. Timing is more than just results A. What is F.A.T.? B. What is Rapid Results? 2. Entries and Changes 3. Meet Directors 4. Competition vs. Qualifying 5. Technology Improvements
Miscellaneous Thoughts 1. Sell Some Shirts 2. Max Out MileSplit 3. Secure Sponsors and Supporters. 4. Tips on Announcing 5. Tips on Forming Your Very Own Track-Hosting Team!
Your Questions? What can we answer for you? Feel free to email or call if something comes up in the future: roberts_mark@svvsd.org (303-443-0553) Ken Howell: rapideresultstiming@gmail.com (970-278-7626) Ken s Website: http://www.rapidresultstiming.com/ If addition to your questions, we d love to hear your good ideas. Our goal is to keep getting better at what we do, and we re always ready to learn from our neighbors.
