Home Meet Workers

Home meets require a large team of volunteers to run smoothly and efficiently. The following positions should be staffed for a well-run middle school meet (with number of people needed for each position in parentheses; positions in italics are not needed for meets using an automatic timing service):

Volunteer Coordinator (1) - This is the go-to person for all volunteers. This is who all volunteers should check in with prior to the meet, to verify assignments and have any questions answered. This person is also responsible for adjusting assignments on meet day where needed, and also placing any late volunteers where needed. TIME COMMITMENT: The Volunteer Coordinator should be at the track a half-hour before the meet begins, and should stay until all volunteers have arrived and begun their assignments.  

Clerk of Course (1) - This is the go-to person for all athletes. The clerk keeps a clipboard with heat sheets for all events, and all athletes must check in with the clerk prior to their race. The clerk informs the athletes of their heat and lane assignments, and may make adjustments to the original heat sheets if circumstances warrant. (For example, heats may be combined if scratches make it feasible.) The clerk must be in communication with the finish line throughout the meet regarding any changes to the heat sheets. The clerk may also give instructions to the athletes specific to their event (e.g. waterfall start vs. 1-turn stagger). TIME COMMITMENT: The Clerk stays through the entire meet. Plan to stay until around 8 p.m.

Assistant Clerk (1) - This person helps the Clerk and Starter where necessary, particularly in lining up heats after the athletes have already checked in. The Clerk will give the Assistant complete heat sheets after all athletes have checked in to be able to read them off at the starting line if necessary. TIME COMMITMENT: The Assistant Clerk stays through the entire meet. Plan to stay until around 8 p.m.

Head Timer (1) - This person is responsible for coordinating the efforts of the entire timing crew. This person will assign each Timer to a particular place (i.e. 1st, 2nd, 3rd, etc.), and will use the printout stopwatch for all distance events. The Head Timer needs to make sure that all places are covered for each race, and that all Timers know exactly what their responsibility is. The Head Timer may also handle the individual responsibilities of a Timer as well. The Head Timer is also responsible for releasing the athletes from their lanes after all times have been recorded, and is responsible for handing out sticks to distance runners in order of finish.

Timer (8) - Start the watch, stop the watch. Pretty simple. Each Timer will be assigned to a particular place, as dictated by the Head Timer. Start the watch when you see the smoke from the gun (not when you hear the gunshot). Stop the watch when the athlete's torso crosses the plane of the finish line. If an athlete leans forward with their head extended, that does not matter; it is when their torso crosses the line that the clock stops. After all athletes have finished, they are to remain in their lanes until the Timers have confirmed their name and school. (You may show the athlete their time; in fact, I encourage you to do so.) Once you have confirmed the athlete's name and school, report back to the Finish Line Recorder with that information along with the recorded time. 

Finish Line Recorder (1) - This person is responsible for recording all times on the heat sheets for every race. All Timers report to the Recorder with the name of their athlete and the recorded time, and the Recorder writes it down on the heat sheet -- TO THE HUNDREDTH! The Recorder is also responsible for making sure the times match up with places; for example, if the fifth-place timer has a better time than the fourth-place watch, the Recorder needs to switch the two. If two athletes have identical times but one was deemed to have finished ahead of the other, the "slower" of the two should have a plus sign (+) listed after their time on the heat sheet. For distance events, the Recorder writes down the place of the athlete when they return with the numbered stick, and matches that up with the printout from the printing stopwatch. When the heat sheet for a particular event is complete, it should be sent to the press box with one of the Runners.

Finish Line Monitor (1-2) - This person helps monitor the finish line, ensuring athletes remain in their lane until given the OK for dismissal by the timing service. TIME COMMITMENT: The Finish Line Monitor stays through the entire meet. Plan to stay until around 8 p.m.

Runner (2-3) - The Runner takes all completed finish line and field event sheets, with times and distances recorded, to the press box for scoring purposes.

Computer Scorer (2) - These people are responsible for inputting the event results into the computer as soon as they arrive in the press box. If a computer program is not available, they will compile the results by hand on a standard track template. 

Announcer (1) - The announcer gives first call, second call, and final call for all events, along with any information regarding open pit times, etc. He/she also helps keep the hurdle crew on their toes, and may facilitate communication between the starter and timers/relay exchange judges. He/she also will give periodic results updates throughout the meet. TIME COMMITMENT: The Announcer stays through the entire meet. Plan to stay until around 8 p.m.

Long Jump Judge (2-4) - This person runs the long jump event, and will have the clipboard with all athletes entered. At middle school meets, we will utilize the open pit method, where jumpers can come over at any time to take their jumps until we close the pit. The Judge's most important responsibility is to watch for scratches -- the foot may be on the takeoff board, but not at all over. If the jump is a scratch, it is not measured. (Sometimes, a coach or an athlete will request a scratch be measured for curiosity's sake; to do so or not is entirely within the discretion of the Judge.) If the jump is good, the Judge calls "MARK" and ensures that it is measured accurately -- from the end of the takeoff board to the nearest mark in the pit made by the athlete. Usually this will be exactly where they landed. However, sometimes they fall backward, and when they're particularly spacey, they'll stand up and walk out of the front of the pit. If either of those scenarios occur, you measure from the nearest point to the takeoff board, not where they landed. After measuring, call out the distance, ask for the athlete's name, and record the effort on the clipboard. Upon completion of the event, the Judge should deliver the clipboard to the timing service table or press box, or find a Runner to do so. TIME COMMITMENT: The Long Jump Judge stays until the event is completed. When we get down to a handful of competitors left, we can announce that the pit will be closing in 30 minutes. Plan to stay for about 3 hours.

Long Jump Marker (4-8) - This person marks where the landing occurred in the pit, and measures from the takeoff board. There should be two markers, one to hold the tape measure (at the "0" end) at the mark in the pit and the second to stretch it out to the takeoff board, where the Judge will read off the mark. TIME COMMITMENT: Long Jump Markers need to stay as long as the pit is open, but this is a role easily tag-teamed by multiple people.

Long Jump Raker (4-8) - This person rakes the pit after each jump, so that the next athlete has a flat, smooth, and even pit to jump into. You should use both sides of the rake to create the perfect pit. TIME COMMITMENT: Long Jump Rakers need to stay as long as the pit is open, but this is a role easily tag-teamed by multiple people.

High Jump Judge (1-2) - This person runs the high jump event. The Judge will have a clipboard with all athletes entered, and must ensure that they jump in the proper order. The Judge inquires about the starting height each athlete will use (athletes may enter at any height; they are not required to start at the opening height), and records all misses and makes. After two consecutive misses, athletes may hold their third until their turn in the order comes again. The Judge watches for fouls (breaking the plane of the bar without jumping), and ensures that all athletes complete their jump no more than 90 seconds after initially starting their approach. (Athletes are allowed to start their approach over if they do not break the plane of the bar.) If athletes need to leave for a different event, they must check out with the High Jump Judge, who should note the time. The athlete has 15 minutes to return and check back in. If they do not do so, they are not disqualified, but will be passed when their turn comes. They may resume competing at whatever height the bar is at. Upon completion of the event, the Judge should deliver the clipboard to the timing service table or press box, or find a Runner to do so. TIME COMMITMENT: The High Jump Judge stays until the event is completed. Plan for about 2½ hours.

High Jump Assistant (2-4) - The Assistants replace the bar and straighten the standards (if necessary) after each miss, and raise the standards when directed to do so by the High Jump Judge. TIME COMMITMENT: High Jump Assistants need to stay as long as the event is going, but this is a role easily tag-teamed by multiple people.

Shot Put Judge (1-2) - This person runs the shot put event. The Judge will have a clipboard with all athletes entered, and shall take note of each athlete's name and school when the step into the circle. The Judge is responsible for deciding if a throw is out of bounds or not, and must watch for fouls. It is a foul if the athlete steps out of the circle while throwing or onto the toeboard, or if they do not wait until "MARK" is called to exit the circle, or if they exit the circle from anywhere but the back. If the throw is legal, the Judge calls "MARK" and ensures the throw is measured accurately, from where it landed to the outside of the circle. Call out the effort, and record the effort on the clipboard. Upon completion of the event, the Judge should deliver the clipboard to the timing service table or press box, or find a Runner to do so. TIME COMMITMENT: The Shot Put Judge stays until the event is completed. Plan for about 2½ hours.

Shot Put Marker (3-6) - There are three of these at the event. One remains near the circle, while the two others stand out near where the throws may land, though they must be waiting out of bounds. Markers must watch for where the shot lands, and immediately go to that spot with the "0" end of the tape measure. Whichever Marker is closest to where the shot lands will be responsible for marking the spot. Once the tape measure is set down, the third Marker back at the circle must pull it tight to the outside of the circle, and make sure the Shot Put Judge records the effort. TIME COMMITMENT: Shot Put Markers need to stay as long as the pit is open, but this is a role easily tag-teamed by multiple people.

Discus Judge (1-2) - Same responsibilities and time commitment as the Shot Put Judge.

Discus Marker (3-6) - Same responsibilities and time commitment as the Shot Put Marker. Be aware that there may be a large discrepancy between the distances that different athletes can throw in the discus, so be prepared to hustle to the landing spot to get an accurate mark.

Exchange Zone Judge (6) - These Judges watch to make sure all relay handoffs are legal. All handoffs must occur within the marked exchange zone in the particular lane. Outgoing runners are allowed to stop and go back into the exchange zone to make the handoff legal. If a baton is dropped, the athlete who dropped the baton may retrieve it so long as it remains within the "extended" exchange zone (i.e., it can be retrieved from another lane if it has not advanced past the extended limits of the original zone) and the retrieving athlete does not interfere with another team. If it was the incoming runner who dropped the baton, a legal exchange must still take place within the zone. Prior to the race, the Exchange Zone Judge must hold up a red/yellow flag until all athletes are ready for competition, and then raise a white flag at that point. Upon completion of all exchanges, the Judge should hold up the white flag if all handoffs are legal. If one or more handoffs were not legal, the Judge must hold up the red/yellow flag and report the issue (including lane number) to a meet official. TIME COMMITMENT: The two relays that need exchange zone judges (4x200 and 4x100) come in the middle of the meet, likely somewhere between 5:30-7:00. 

Hurdle Crew Chief (1) - The Hurdle Crew Chief directs the efforts of the Hurdle Crew, as explained below. 

Hurdle Crew (20) - These people are responsible for setting up and clearing the hurdles from the track. Prior to the beginning of the meet, hurdles will be set up in lanes 4-9. Just prior to the beginning of the meet, the Hurdle Crew will need to set up hurdles in lanes 1-3. Upon conclusion of the 8th-grade boys hurdle race(s), the Hurdle Crew must pull all of the hurdles off the track. TIME COMMITMENT: The Hurdle Crew is only needed at the very beginning of the meet, so their work will likely be done by 5:00.

Block Transporters (2) - These people deliver the block cart to the starting line of each race that requires block starts. The cart begins the meet at the start of the 100. After the hurdles and 100 have concluded, the Transporters deliver the cart to the start/finish line, for the 4x200, 400, and 4x100. The Transporters then deliver the cart to the start of the 200. Finally, after the 200, the Transporters return the cart to the start/finish line for the 4x400. TIME COMMITMENT: Block Transporters are needed from the beginning of the meet to the end, but only for a total of a few minutes at three specific times.