Competition Organisers

This section will help to ensure that those with the responsibility for organising and running competitions are clear on their responsibilities. Once appointed as the competition organiser you are ultimately responsible for the success of the event. You have the key role in ensuring its success and provide the focus for all questions, problems and final decisions. That is not to say, however, that you will be expected to do all of the work. The job title, Competition Organiser, carries two words, the second of which is the key. Your overall task is to organise the event, not to put it on yourself. We would recommend having an organising committee, each member of which is responsible for an area / element.

There are a number of elements in the organisation of a competition. The various elements of event organisation run, in many cases, in parallel to each other. Many tasks are concurrent and it is often necessary to be working on two or three different issues at the same time.

The key to it all is to have a clear plan of what needs to be done, when it needs to be done, how it needs to be done and who is to do it. So, start early, plan well and identify your help right at the beginning. It is important to get a good team around you from the start, give them clear areas to work on and a realistic time scale.

A successful competition organiser is one who is managing an event where everyone (competitors, officials and working party members) is having an enjoyable day.

Check list:

• Has an event organiser been appointed?
• Has an organising committee been formed?
• Have committee members been assigned their area of responsibility?
• Does each committee member understand their area of responsibility?

How to run a Lifesaving Sport Event

The RLSS UK Lifesaving Sport support page is meant to provide guidance and support, not dictate the manner in which your event is run. You can choose which aspects of the available resources you would like to use.

You can run a Lifesaving Sport event either as part of your regular Lifesaving session (intra club), or as a standalone competition with other invited teams / clubs (inter club).

In order to run a Speed based Lifesaving competition, you will require the following as an absolute minimum;

• Access to a swimming pool with lifeguard cover and lane ropes
• Participants
• Equipment with which to run your events, enough for each team
• Stopwatches, enough for one per lane

• Access to a computer for results tabulation
• Permission from the pool and parents/guardians to use cameras if you or spectators wish to take photographs or video within the pool building (if photos are being taken this is essential)
• All required equipment for your choosen events

Some experienced adult supervision to cover the following tasks;

• Event organiser
• Event Referee
• Event Officials (qualified persons)
• Timekeeper's, one per lane (see the Timekeeper's Award)
• A starter and/or race marshal
• Supervisors who are knowledgeable about the events, rules and running order of the competition. It is also assumed that some supervisors multi-task during the event
• A scorekeeper/results tabulator

Optional additions;

• Electronic timing system if installed in the pool you are using
• Certificates, trophies or medals

This section deals with all general financial matters including budgets, accounting procedures, financial control, and the handling of cash. To ensure that accurate budgets are prepared and kept up-to-date, that expenditure is appropriately controlled, that accurate accounting records are maintained, and that cash is handled securely.

Checklist

• Has a single individual been recruited to manage the matters of finance, including budgets and accounting procedures?
• Has a realistic budget been set?
• Does this budget allow for flexibility?

This section covers all aspects of communication before and during the event: between the organisers and the visiting teams/Team Managers/Officials, and between members of the event staff during the event. To ensure that all necessary information reaches (or is received from) everyone involved in the event in a timely manner.

Checklist

• Have key dates for sending information to (and requesting information from) teams and officials been decided?

If you are a leisure centre holding your own Lifesaving Sports Event then this part should be easy!

In general you will have to find your venue well in advance, especially if you are wishing to hold an all day event.

If the event is being used as a promotional tool it is important to hold it at your club or session venue, otherwise issues such as spectator viewing areas, equipment and dry side space become important. If you’re using your usual booking slot it is still important to inform the pool that an event is taking place.

Things to think about when choosing a venue.

• Availability and suitability
• Travel distance
• Seat capacity
• Parking
• Cost (Remember VAT)
• Health and Safety
• Equipment

Checklist for pool bookings

In order to book the venue for your event, you will require the following information;

• The contact details of the pool in which you wish to hold your event
• A selection of dates on which you are able to hold the event, in order of preference; if the pool cannot meet your preferred date, they may be able to meet your second or third option (check around to ensure that date do not clash with other events)
• The number of lanes you require
• The number of hours you require the pool for, and a rough time of day when you wish to hold the competition
• The number of competitors you expect to be attending
• Any additional services you require; electronic timing, starting blocks, extra lifeguards, PA system, equipment etc
• Full contact details of the event organiser

In return you should expect the pool to respond with the following information;

• Full itemised cost of your booking requirements including VAT
• The date and times that the pool is available to you
• A copy of the pool’s operational procedures including any guidelines and restrictions for running an event
• Contact details for the pool manager or pool booking organiser
• A deadline for payment of pool hire fees and confirmation of the booking

You also need to carry out a basic risk assessment of the event before it commences.

Things to consider with venue set up

• First Aid posts
• Drinking water sites
• Lost property
• Evacuation procedure
• Room / space for officials
• Location of registration, prize giving, equipment storage
• Food vendor / stalls
• Toilets
• Communication / announcement post
• Sign / directions
• Photography log area / disk
• Programme sales
• Rubbish bins
• Starting blocks
• Starting equipment (either electronic or manual)
• Chairs for officials
• Power source for scorer
• Score board

How to book a pool for a competition

• Contact your local pool, through their reception desk, website or local press directory. Tell them that you are interested in booking the pool for a Lifesaving competition
• Supply them with the details listed above
• Await their reply through the contact details you supplied them with. This may be as little as a few days or as long as a few weeks (It may require a few follow up calls)
• Review their response and confirm the booking as soon as possible
• Ensure that you check the pool’s policy on their allowance to use photographic equipment during events

Note: Some pools insist that full or part fees are paid even if the competition is cancelled before it starts. Make sure that you check all of the ‘terms and conditions of booking’ and that you will not lose large sums of money if the event has to be cancelled for any reason.

The number of Officials and Judges required for an event will be dependent on the size and type of event. Obviously when an event is small or is first held, the number of qualified judges may be limited. It is quite acceptable to use older members of the club, parents or spectators as Timekeepers, although it is strongly advised that a parent or coach is not Timekeeper of their own child or team.

It is important that safeguarding policies are considered and followed (click here to find out more abourt safeguarding).

As most Organisers are Lifesavers themselves, they have access to a number of Judges at different events and may wish to ask one of those to take a leading role. Do not be surprised, however, to find that established Officials already have pretty full diaries, as many Judges undertake the same events, year on year. For support in finding a Judge or Officials please contact River House.

Having found your Officials, do keep in touch with them. It is useful to send them the running order and any paper work they may need well in advance. You will also need to consider their personal needs (e.g. refreshments, expenses for travel if offered).

Most volunteer Officials undertake competitions for the enjoyment of the sport, and receive no payment for this. They should not however, be left out of pocket and can expect to be reimbursed for any expenses, including travel cost, which they may incur.

Remember to thank all officials at the end of the competition. It is also worth remembering, especially if this is an annual event that most Judges are closely linked to the Lifesaving world, and their good memories and casual conversations, can be beneficial on the next event

Remember that these are the roles, not the number of people needed, one person may take on several roles)

Official Positions

1 x Events Organiser Responsible for the overall smooth running of the event (this job should not be combined with another)

1 x Chief Referee Responsible for the overall conduct of the competitive events in accordance with Rules. Authority to disqualify or penalise any team or individual for not complying with competition rules or code of conduct

1 x Chief Marshal Responsible for the movement of competitors in the competition areas, marshaling competitors to the start position for each event

1 x Chief Equipment Officer Responsible for the allocating, collecting and coordination of equipment and equipment officers for each event

1 x Chief Recorder Responsible for computing items for each event in the festival, and for calculating the results of the competition in accordance with the rules

1 x Finish Judge Responsible for judging the finishing places

1 x Assistant Finish Judge Back up to finish judge – can be an overall back up or the timekeepers can act as back up

1 x Starter Responsible for the operation of an appropriate starting signal for each event

1 x Results Collators to record and post the results of each event

1 x Chief Timerkeeper Responsible for the allocation and coordination of the Timekeepers

6 to 8 x Timekeepers Responsible for timing each lane (would strongly suggestion that each team provides a Timekeeper)

2 x Marshal Assistants to assist marshals with competitor preparation

2 x Information Runners to transfer information from Timekeepers, Starter, Place Judges to Chief Referee

Extra roles (to help the organiser)

Entry Form Collator – to send out, receive in and input the entry forms.
Official Organiser – to recruit qualified officials.
Programme Organiser – responsible for collating and printing the programme

In order to host an event, an organisation will require access to enough equipment. As with all things to do with the event, it is the responsibility of the event organiser to organise the equipment and ensure that it is all at the venue and set up for the start of the event.

This can be a very time consuming task, particularly for a large event. You may be lucky and chose your events wisely, meaning that all the equipment you need can be borrowed from your own club and the venue. Good early planning will help this; if you do not have the equipment needed check with local clubs before putting the event in the programme.

The ideal situation is to have an equipment manager, who understands the events, and can take charge of equipment collection and set up.

The opposite page contains a checklist of the equipment that will be required to hold each event.

All of this equipment can be purchased from Lifesavers Direct: www.lifesaversdirect.co.uk

25 Metre Pool (Short Course)

50 Metre Pool (Long Course)

Entry forms are the means by which the event organiser communicates information about the event to the participants and their parents/coaches/guardians. It needs to give all the information needed and allow you to collect the information you require.

The potential participants will probably have some idea of the event, when and where it is, but the form still needs to contain this information.

A basic set of entry forms are included in the resources section and can be adapted to include the information relevant to your event.

Information needed. 

• Name of event
• Date
• Venue
• Times
• Events
• Entry conditions (age and gender groupings)
• Cost of entry
• Who to make cheques payable to
• Contact name and details
• Directions to venue
• Closing date for entries

The information you will most probably need

• Name of Club
• Names of Participants
• Dates of Birth
• Society Number
• Events to be completed

Once entry is received a confirmation should be sent with a registration form, event rules, instructions and a map to venue along with any other information needed, e.g. requests to park at a separate car park.

No matter what size your event this will most probably be a long day, with thoughts and last minute run arounds. It is best to be as prepared as possible, if it can be done before hand do it. The Event Organiser should be at the venue first, getting their own equipment and resources ready.

This may be the only time you get to yourself for the whole event, so make sure you drink plenty.

Judges and Officials need to arrive in plenty of time, to allow for last minute changes, team briefing and job clarification (if needed). Most Judges (especially independent judges) will appreciate it if you prepare an information pack for them.

For a first time Organiser, what is often forgotten or left to the last minute is the welcome address to the team mangers and / or participants. The simplest thing is to write down (large print) what you wish to say, a checklist of essentials follows.

• Welcome
• Address important issues such as registration, fire exits, first aid points, toilets
• Protocol for use of photographic / filming equipment (including mobile phone cameras)
• Running Order
• Give out team manager sheets
• Refreshments
• The general running of the event (how it’s going to work)

Extra things to think about

• Music (N.B. you will need to check with your venue that they have the necessary permit)
• Lighting
• Space
• Banners : School / Club / Team banners
• Celebration of Achievements

Don't forget to submit your results to the RLSS UK website.

It is always useful review an event. Consider asking other people when completing any type of review.

Areas to consider: 

• What went well and why?
• How can we improve?
• Did we achieve the goal?
• Venue suitability?
• Staff / volunteers? – Training required?
• Financial outcomes
• Public relations
• Review (collation) of incidents and accidents
• Recognition of achievements