Post on 20-Feb-2016
description
European Athletics Event Presentation seminar
Coordination and event
presentation during a one day
track and field event
Ferdy Geeroms
European Athletics Event Presentation seminar
Details make the difference
Meetings, meetings and meetings are a must
European Athletics Event Presentation seminar
Meetings to prepare the event coordination
announcers + spotters + TV producer + TV assistant + technical director /meeting organizer technical team for starting blocks, hurdles and basket carriers
team for the coordination of technical events
referees + team for the coordination of technical events DJ, responsible(s) technicians of the video screens/score boards
infield + outfield coordinator
team ceremonies (award ceremonies) call-room 1 + 2
general meeting
European Athletics Event Presentation seminar
I EC D
European Athletics Event Presentation seminar
INFORMATIONEVALUATI ON
COORDINATION
DETAILED ANALYSIS
European Athletics Event Presentation seminar
COORDINATION
Organization protocol
Continuity
Based on:
European Athletics Event Presentation seminar 2. CHAMBRES D’APPEL Réception en dehors du stade : Josée Goossens Elle est responsable pour distribuer les badges d’accréditations aux athlètes qui ne passent pas par l’hôtel, ainsi qu’aux participants Belgacom Youth Memorial. Josée se trouve dans l’ Athletes desk. Contrôle carte d’identité en cas de doute. Belgacom Youth Memorial : Fédérations envoient invitations avec les informations suivantes:
que les tickets et les dossards devront être repris au Athlete’s desk (coin Av. du Marathon et Boechhout)que les parents ne peuvent entrer qu’ après l’ouverture des portes
le nombre de tickets sera de trois et l’athlète recevra un bracelet bleu que l’intraîneur recevra un bracelet rouge et un ticket pour avoir accès aux tribunes qu’il ya des vestiaires prévus à l’entrée Marathon que les tickets et et bracelets devront être retirés PERSONNELLEMENT
qu’il n’y a qu’un accès au stade (Avenue de marathon) En annexe de l’invitation il y a un plan avec le terrain d’échauffement,(terrain synthétique terrain 4), l’accès à la piste, les tickets pour la tribune, l’endroit où retirer les dossards, l’horaire et les call-times.
Call-room 1 : responsables Dirk Berger et Hilde Ghesquière
Prévoir un extra walkie- talkie.Retirer 2 mégaphones : un pour J.M. Bache et un comme back-up sur le terrain d’échauffement•Au moment de l’arrivée des busses un collaborateur montrera aux athlètes le nouveau endroit du terrain d’échauffement et la chambre d’•appel et insistera pour qu’ils retirent leurs dossards immédiatement. Uniquement ouvrir porte avant des busses. Les sauteurs à la perch•e et les lanceurs seront directement référés vers les minibus.•Une sonorisation sera placée sur le terrain d’échauffement•La call-room 1 se trouve sur le terrain 4 (terrain synthétique) !) où l’échauffement des coureurs se déroulera). Ici les dossards seront r•emis (excepté perche, lancers, VRT-RTBF et To Walk Again) et 6 couloirs de 90 m de long seront installés sur une plancher en •bois couvert avec du Mondo. L’échauffement des lanceurs se fera sur le terrain 5. •100 m chaise roulante To Walk Again :
-recevront leurs dossards à l’avance et ne passeront pas par la chambre d’appel 1 et
Organization protocol
European Athletics Event Presentation seminar
FERDY JACKY ETIENNE Hélène + An TIMEE
Starters / Jury Announcers Scoreboard Sponsors/Hostess
Presentation pole vault
womenStartlist pole vault men
women 19:24:00
START POLE VAULT WOMEN
START POLE
VAULT WOMEN 19:25:00Athletes 4 x 1500 men prepare Belgacom M. V. D. 19:31:00
Text Tournée générale 19:32:00 Belgacom M. V. D. 19:33:00 Belgacom M. V. D. 19:33:40 Present. 4 x 1500 men Startlist 4 x 1500 men 19:34:00
START 4 x 1500 m MEN
START 4 x 1500 m MEN 19:35:00
Belgacom M. V. D. 19:38:00 Present. High Jump Women Startlist high jump women 19:39:00START HIGH JUMP WOMEN START HIGH JUMP WOMEN 19:40:00
Sponsor steeple called 19:42:00
Results 3000 m steeple menSp. + athl. steeple cr.
track 19:47:00 19:48:00 Tournée générale ??? ??????? 19:49:30
Athletes 800 m women called Belgacom M. V. D. 19:51:00 Belgacom M. V. D. 19:52:00 Belgacom M. V. D. 19:52:40 Presentation 800 m wom. Startlist 800 m women 19:53:00
START 800 m women START 800 m women 19:55:00
Athletes 110 m H. men called Belgacom M. V. D. 20:01:00 Belgacom M. V. D. 20:02:00 Belgacom M. V. D. 20:02:40 Presentation 110 m H. men Startlist 110 m H. men 20:03:00
START 110 M H MEN START 110 M H MEN 20:05:00
Sp. 4 x 1500 m men
called 20:06:00 20:08:00 Present. Javelin men 20:09:00
Continuity
European Athletics Event Presentation seminar
Cathérine CANDO TCHANG Jef GEES Announcer ceremonies Videoscreen Music VRT Time
19:24:00
START POLE VAULT WOMEN 19:25:00 19:31:00 Slide Tournée gén. Comm; Belgacom fr. 19:33:00 Startl. 4 x 1500 men 19:33:40 Lane 1 4 x 1500 men 19:34:00
START 4 x 1500 m MEN Start 4x1500 men 19:35:00
Logo Adidas 19:38:00 19:39:00
START HIGH JUMP WOMEN 19:40:00
19:42:00Podium 3000 m steeple men Comm. Ville de Brux. Tune 19:47:00
19:48:00 Slide Tourn. Gén.? Jef, un ptit ….? 19:49:30 19:51:00 Logo Hyundai 19:52:00 Startl. 800 m women 19:52:40 Lane 1 19:53:00 Start 800 m women Start 800 m women 19:55:00 20:01:00 Logo IBM 20:02:00 Startl. 110 m H. men 20:02:40 Lane 1 20:03:00 Start 110 m H men Start 110 m H men 20:05:00
Continuity
European Athletics Event Presentation seminar
OUTFIELDCOORDINATOR
Team coord technical events
(Asistant) TV producerStarter
Announcer start present.infield
Coord. cerem.
Coord. announ.
DJ
Video screen A
Video screen B
Announcer ceremonies
Respon. .atlhetes
Resp. VIPS
Team
Spotters Techn. events +Running events
Spotter
Announcers
TV images
Start lists; resultsTechnical informationgeneral information
Assist. starters
Resp. Equipm. stadium + electricity
Head logistical team
Live results
Resp. equipment stadium
Referees technical events
Technical team
INFIELD COORDINATOR
Scorebord/video screen C
COORDINATION DURING THE EVENT
Hostesses
European Athletics Event Presentation seminar
Presentation running events till 800 m included
- 4 min: athletes take off their training suit infield coordinator informs TV and outfield coordinator- 3 min:: commercial of the sponsor related to the event is played without
sound on the video screen (max 30 sec) -2 min 30: infield coordinator informs TV and outfield coordinator athletes are ready and lined up- 2 min 20: TV shows start list
presentation music starts- 2 min 15: announcer of the start presentation announces event volume music is reduced- 2 min: TV shows lane by lane (7 to 8 sec for a lane but important athletes 10 sec) volume music is improved between lane presentations. music stops after last presentation . announcer follows TV images! - 0 min : start orders
European Athletics Event Presentation seminar
Presentation running events above 800 m
- 4 min: athletes take off their training suit infield coordinator informs TV and outfield coordinator- 2 min: commercial of the sponsor related to the event is played without
sound on the video screen (max 30 sec) assistant starters line up athletes-1 min 30: infield coordinator informs TV and outfield coordinator athletes are ready and lined up- 1 min 20: TV shows start list
presentation music starts (if used)- 1 min 15: announcer of the start presentation announces event volume music is reduced (if used)- 1 min: TV shows overview of the athletes and concentrates 7 to 10 sec on
local or important athletes. announcer follows TV images! volume music remains reduced.(if used) music stops after last presentation! (if used)- 0 min : start orders
European Athletics Event Presentation seminar
Presentation technical events
- 4 min: athletes called for presentation infield coordinator informs TV and outfield coordinator - 3 min: commercial of the sponsor related to the event is played without sound (max 30 sec) - 2 min 30: infield coordinator informs TV and outfield coordinator athletes are ready and lined up- 2 min 20: TV shows start list
presentation music starts (if used)- 2 min 15: announcer of the presentation announces event volume music is reduced (if used)- 2 min: TV starts presentation from left to right first athlete to jump/throw stays on the left athletes leave after individual presentation- start event
European Athletics Event Presentation seminar
INFORMATION:
Call-room 1
Call-room 2
Technical team
Team coordination technical events
Referees
TV (producer + assistant )
Team ceremonies
Speakers and spotters
European Athletics Event Presentation seminar
CALL-ROOM 1 (warming-up area)
Field terminal data Prints startlists Call-room 1 (+ call-room 2 + media)
Secretary
Distribution BIPS (names!) Men
Women
Announce call-timesVideo screen
Board with call-times
Person escorts athletes to call-room 2 and takes start list
Place to assembly the athletes
Using announcements
NO waiting (= sitting) room!!
ThrowsJumps
ThrowsJumps
Running events
Running events
European Athletics Event Presentation seminar
Leaving Arrival
1st call 2nd call Last call call-room 1 call-room 2 Leaving Arrival start Start Event
10 ' 5' 3' by minibus by minibus call-room 2 16:49 16:54 16:56 16:59 17:03 17:13 17:15 17:25 100 m boys16:57 17:02 17:04 17:07 17:11 17:21 17:23 17:33 100m Girls17:10 17:15 17:17 17:20 17:24 17:34 17:34 17:43 400m Boys16:46 16:51 16:53 16:56 17:00 17:10 17:10 17:50 High Jump Girls
Entrance gate
Wemmel 17:40
17:45 17:53 100m Belgacom To Walk Again Cup
17:02 17:07 17:09 17:12 grass field 17:14 17:24 17:25 17:55 Discus Women
17:22 17:27 17:29 17:32 17:36 17:46 17:48 17:58 1000m Boys17:30 17:35 17:37 17:40 17:44 17:54 17:56 18:06 1000m Girls17:41 17:46 17:48 17:51 17:55 18:05 18:09 18:19 4 x 100m Boys (call-times runners 3 and 4 boys and girls)17:44 17:49 17:51 17:54 17:57 18:07 18:09 18:29 4 x 100m Girls (call-times runners 1 and 2 boys and girls)18:03 18:08 18:10 18:13 18:17 18:27 18:29 18:39 Heat 1 100 m men of EU 18:11 18:16 18:18 18:21 18:25 18:35 18:37 18:47 Heat 2 100 m men of EU 18:19 18:24 18:26 18:29 18:33 18:43 18:45 18:55 Heat 3 100 m men of EU
19.00 Opening Ceremony
18:16 18:21 18:23 18:26 grass field 18:28 18:38 18:40 19:10 Shot Put Men
18:14 18:19 18:21 18:24 18:27 18:37 18:40 19:15 Triple Jump Women (4 attempts)
18:48 18:53 18:55 18:58 grass field 19:00 19:08 19:10 19:20 100m VRT - RTBF
18:50 18:55 18:57 19:00 19:03 19:13 19:15 19:25 200m single below knee amputee Belgacom cup
Warming
-up in main
stadium
18:03 18:13 18:15 19:30 Pole vault men
Call-times BELGACOM MEMORIAL VAN DAMME 2010
European Athletics Event Presentation seminar
CALL-ROOM 2
Spikes on for running events
Remember athletes their starting lane (also long distances!)
Athletes remain maximum 10 min
Athletes receive hips
Referee escorts athletes to start or technical event and takes start lists
Laptop + printer of data provider
Check bags and publicity
European Athletics Event Presentation seminar
Technical team
Hurdles
Blocs
Basket carriers
when to enter, where to stay, how to leaveplace first two hurdles as fast as possibleanticipate (f.i. during long distances!)
for 100 and 110 m hurdles hurdle 3 down during warm-up
always anticipate
first blocs, than lane numbersteam A places and removes hurdles A eventsteam B places and removes hurdles B events
tiimetable for the basket carriersarrive just before the athletes
leave before the start presentation or walk away from presentation camera
European Athletics Event Presentation seminar
Coordination team technical events
informs referees:
when to stop the technical events during starts with blocs
about time left before award ceremonies
double checks hurdles, barriers, cones, relays, if blocks are away
about the timing prepared by the referees
never stops an athlete ready to jump or throw
European Athletics Event Presentation seminar
- coordinator in contact with outfield coordinator
- responsible VIPS + hostesses: - map VIPS available- VIPS informed in advance when their ceremony is planned
- responsible VIPS receives in advance list of which VIP will do which event- list of gifts available (on paper!)
- announcer with a ceremonious voice + spotter
- reponsible athletes + all team (escorts athletes to the ceremony area keeping in mind the expected time of the ceremony)
- knowledge of the timetable of the ceremonies
- speaks english
Team award Ceremonies
European Athletics Event Presentation seminar
Row 1 seat1Row1 seat2
Row1 seat3
Row1 seat4
Row1 seat5
Row1 seat6
Row1 seat7
Row1 seat8
Row1 seat9
Row1 seat10
Row1 seat11
Row1 seat12
Row1 seat13
Row1 seat14
Row1 seat15
Ferdy Andy Jesse Lars Sarah Felix Jade Roger
Row 2 Seat 1
Row 2 Seat 2
Row 2 Seat 3
Row 2 Seat 4
Row 2 Seat 5
Row 2 Seat 6
Row 2 Seat 7
Row 2 Seat 8
Row 2 Seat 9
Row 2 Seat 10
Row 2 Seat 11
Row 2 Seat 12
Row 2 Seat 13
Row 2 Seat 14
Row 2 Seat 15
Fumei Xiaofei Chao Ellen Yvonne Marilou Zoë Loes
Row 3 Seat 1
Row 3 Seat 2
Row 3 Seat 3
Row 3 Seat 4
Row 3 Seat 5
Row 3 Seat 6
Row 3 Seat 7
Row 3 Seat 8
Row 3 Seat 9
Row 3 Seat 10
Row 3 Seat 11
Row 3 Seat 12
Row 3 Seat 13
Row 3 Seat 14
Row 3 Seat 15
Ron Piet Amy Jos Bea Wim Alain Ben
Row 4 Seat 1
Row 4 Seat 2
Row 4 Seat 3
Row 4 Seat 4
Row 4 Seat 5
Row 4 Seat 6
Row 4 Seat 7
Row 4 Seat 8
Row 4 Seat 9
Row 4 Seat 10
Row 4 Seat 11
Row 4 Seat 12
Row 4 Seat 13
Row 4 Seat 14
Row 4 Seat 15
Chris Xiaochuan Mary Elke Rani Gerrit Kim Josianne
Row 5 Seat 1
Row 5 Seat 2
Row 5 Seat 3
Row 5 Seat 4
Row 5 Seat 5
Row 5 Seat 6
Row 5 Seat 7
Row 5 Seat 8
Row 5 Seat 9
Row 5 Seat 10
Row 5 Seat 11
Row 5 Seat 12
Row 5 Seat 13
Row 5 Seat 14
Row 5 Seat 15
Timo Kasper Vicky Julien Mimi
Row 6 Seat 1
Row 6 Seat 2
Row 6 Seat 3
Row 6 Seat 4
Row 6 Seat 5
Row 6 Seat 6
Row 6 Seat 7
Row 6 Seat 8
Row 6 Seat 9
Row 6 Seat 10
Row 6 Seat 11
Row 6 Seat 12
Row 6 Seat 13
Row 6 Seat 14
Row 6 Seat 15
CEREMONIES AND VIPS
European Athletics Event Presentation seminar
Gifts Belgacom Memorial Van Damme Sculpture Chocolate Flowers cerem. Flowers finish Medal
17:25 100m Boys / / / / 317:33 100m Girls / / / / 317:43 400m Boys / / / / 317:50 High Jump Girls / / / / 317:53 100m Belgacom To Walk Again Cup / / / / 317:55 Discus Women 1 3 2 / /17:58 1000m Boys / / / / 318:00 Triple Jump Women 1 3 2 / /18:06 1000m Girls / / / / 318:19 4 x 100m Boys / / / / 1218:29 4 x 100m Girls / / / / 1218:39 Heat 1 100 m men EU cup / / / / /18:47 Heat 2 100 m men EU cup / / / / /18:55 Heat 3 100 m men EU cup / / / / /19.00 Opening Ceremony / / / / /19:10 Shot Put Men 1 3 2 / /19:20 100m VRT - RTBF / 3 / 1 3
19:25 200m Belgacom single below knee amputees cup / 3 / 1 3
19:30 Pole Vault Men 1 3 2 / /19:35 3.000m steeple Men 1 3 2 1 /
European Athletics Event Presentation seminar
Referees
Technical events pro-actve during warming-up
countdown clock for the last last 10 min before start eventuse a small video screen for next but one jumper or throwerare informed when award ceremonies are planned
Running events
are never in front of information screens
assistant starters should anticipate for the next eventefficiency during the line-up of athletes for events above 800 m
map where everyone will take place
dessign a map where everyone will take place never in front of information screens
draft of the expected length of throws or jumps per attempt + total duration of the event expected
a written briefing for each event is a must
a written briefing for each event is a must
the “best” and specialized in the technical discipline
European Athletics Event Presentation seminar
1 referee calling athletes Place: beginning of the run up1 referee for the wind measurement Place: wind gauge1 referee to operate the clock and to put the stop board Place: 10m before take-off board1 referee to operate the field terminal Place: 2 m before take-off board 1 secretary sitting at the table of the field terminal Place: table field terminal1 chief referee: to judge if the jump is valid Place:.prolongation of the take-off line1 referee for the plasticine . Place: 2 m after take-off board1 referee for EDM . Place: middle of the sandbox1 referee for the indication of the landing Place: beside sandbox at the expected landing
Place referees triple jump in Brussels
European Athletics Event Presentation seminar
Javelin men
Place Participants Attempts Start End Duration Temperature Weather London 8 4 14:20 15:02 42 min 17°C Cloudy 16 x 0 throw 16 throws measured
Stockholm 12 4 20:30 22:05 95 min 19°C Clear 15 x 0 throw 43 throws measured
Paris 8 6 20:38 21:40 62 min 24°C Cloudy 8 x 0 throw 39 throws measured
Lausanne 9 6 20:30 21:42 72 min 23°C Clear 21 x 0 throw 31 throws measured
Barcelona 12 6 20:05 21:29 84 min 27°C Sunny 19 x 0 throw
New York 8 6 16:58 17:35 37 min 25°C Sunny15 x 0 throws
20 throws measured.
Oslo 8 6 20:20 21:32 82 min 17°C Sunny16 x 0 throws
31 throws measured
Brussels 10 6 20:40 21:42 62 min 15°C Cloudy16 x 0 throws
37 throws measured
European Athletics Event Presentation seminar
Triple jump men
Place Participants Attempts Start End Duration Temperature Weather Remarks
London 8 6 19:38 20:4466 min 16°c Cloudy 22 x 0 throws 24 jumps measured
Stockholm 11 4 20:25 21:27 62 min 19°C Clear 11x 0 throw 30 jumps measured
Paris 9 6 20:33 21:58 85 min 24°C Cloudy 16 x 0 jump 35 jumps measured
Gateshead 8 6 18:00 19:0464 min 22°C Cloudy 10 x 0 throws 36 jumps measured
Barcelona 14 6 19:40 21:22102 min 27°C Cloudy 16 X 0 throws
New York 8 6 17:00 18:02 62 min 25°C Sunny 10 x 0 jumps 32 jumps measured
Brussels 9 4 20:42 21:38 56 min 15°C Cloudy 14 x 0 jumps 20 jumps measured
European Athletics Event Presentation seminar
TV producer + assistant
discuss with them the start presentation for:
- starts till 800 m- starts above 800 m
discuss the order of the introduction of a start presentation
discuss the organization of (eventual) presentations of technical events
inform them about eventual interviews on the track + where?
which camera can be used for interviews on the track?
which athletes will be presented in distances above 800 m
way to inform infield coordinator when producer will start presentation
discuss continuity
European Athletics Event Presentation seminar
Announcers and spotters
- discuss continuity- which are the pace makers? Lap times?- which are the accents of the competition?- assign tasks of the spotters and the announcers - which athletes will be presented for running events above 800 m?- length of presentation for one lane for events till 800 m?- when start to talk during the start presentations?- followTV images during a start presentation- way of receiving last start lists?- CIS monitor for announcers and spotters- TV monitor for announcers
European Athletics Event Presentation seminar
EVALUATION
Public
Organization team (ALL volunteers and referees)
Compare with other competitions
European Athletics Event Presentation seminar
DETAILED ANALYSIS
Each job should be analysed in detail
- what can be improved ? - what did go wrong last year? What can go wrong this year?
Each year is different- organizations differ- people react different from year to year
What are the consequences of a change?
How can we do better as last year?- see evaluation!- self-criticism is a must!
European Athletics Event Presentation seminar
TIMETABLE
try to alternate the starts between men and women
try to alternate between short and long distances
try to alternate starting places
spread “high lights” all over the competition
try to put a “high light” before and after TV breaks. Idem for the beginning and the end of the competition
keep between 100 and 200 m min.50 till max. 70 min for athletes running both
give events with good local athletes a “special” place into the timetable
Should be realisticenough time between two events
thoughtful sequence of the events