Dive Meet Planning Guide

6 MONTHS

Set Date of Event

Confirm Facilities Availability - Swim Calendar & City

Diving Association Calendar (Set in October)

US DIVING (Set at Convention)

4 MONTHS

Prepare meet information

Submit forms to Diving Association for Sanction #

Post forms on Internet - the earlier the better for travelers.

Post meet with USDiving Website - the earlier the better

3 MONTHS
Verify that the following positions are filled:

Meet Director (Coach) - Judging/Rules

Meet Operations Chairman (Board)

Registration Chairman

Results Chairman

Awards Chairman - Order medals now if needed

Sheet Verification Chairman

Publicity Chairman

Scoring Equipment Chairman -Computer Equipment

Scoring Table Sign-ups

Concession (Sales) Chairman - Order t-shirts/Sammys

Snack Bar Chairman

Coaches Hospitality Chairman

Meet Set-up/Take-down Chairman

Raffle Chairman

Medical Staff

2 MONTHS

Distribute meet Information to All Coaches

Verify Awards are ordered

Verify T-shirts & Supplies ordered

1 MONTH

Review method for handling of incoming forms

Prepare and post layout of tables and equipment form

Verify equipment availability - (Shade covers, Scoring equipment, etc)

Sign-up Sheets Posted for Team Members hours

2 WEEKS

Medals bagged and labels ready

Check with each chairman for update

Publicity information sent to Press

Confirm Emergency Kit Preparedness

Confirm Boards and Equipment in working order

Confirm MEET BOX Supplies available (scoring flip cards, pencils, calculators, paperweights, pencil sharpener, clipboards, extra power strips, Music CD for opening ceremony, flag, etc.)
Note: Meet box supplies should also include anything you need to run a manual meet that can be walked to the table in case of loss of power, to continue running the meet.

1 WEEK

Process registration forms

File and Verify sheets submitted

Request SPA registration update

Confirm sign-ups for committees

Set out MEET BOX in office so it is easy to find.

END OF MEET

Verify results posted on internet

Take down/ Setup for next days workouts

Prepare reports for Diving Associasion/US DIVING

CHAIRMEN & RESPONSIBILITIES

Meet Director (Coach) - Judging/Rules
Responsible for decisions relating to Rules and Judging panels

Meet Operations Chairman (Board) -
Responsible for Chairmen & Opening Ceremony
Provides assistance and guidance as necessary

Registration Chairman -Processes entry forms & on-deck entries
Confirms entry numbers for accounting records
Displays results at Information/Registration as available

Awards Chairman - Orders medals, sorts & Bags with labels

Sheet Verification Chairman -Receives sheets from registration
Uses Dive Verifier or other program to confirm rule checking for each sheet.
Sheets are filed and prepared for each event

Publicity Chairman
Press info sent two weeks in advance to allow press to schedule attendance and photographers
Results sent by Fax or email following each days events

Scoring Equipment Chairman - Determines type of equipment to use and arranges for set-up and training as needed

Scoring Table/ Announcer Sign-up Chairman - Arranges for individuals to assist at scoring table
Arranges for award distribution following event

Concession (Sales) Chairman -Set up t-shirts/Sammys (Appox 36 t-shirts per meet is average)

Snack Bar Chairman -Purchases supplies, sets up snack bar with volunteers

Coaches Hospitality Chairman -Arranges for food donations, set-up and maintenance

Meet Set-up/Take-down Chairman -Arranges for major equipment set-up& displays banners as needed

Raffle Chairman -Arranges for Donations, Display & Distribution

Medical/Lifeguards - Arrange for lifeguards as needed when staff or coaching staff is not available. Monitor additional pools or keep them closed, when not supervised.

This information is intended to assist parent associations to prepare and host local diving invitationals. Further information is available from US DIVNG for requirements and recommendations for hosting US DIVING EVENTS.