Fact Sheet 2012

Fact Sheet 2012 (updated 22nd March 2012)

A.         VENUE / DATE / TIME

Elquemedo Willett Park, Charlestown, Nevis

Events on Wednesday 4th April 2012, at 12 noon


Opening Ceremony will be held on Tuesday 3rd April at 4 pm, with a Parade of teams from Charlestown in full sports top and sweat suit bottom starting at 3:15 pm. Schools will decide on what students before arriving for the Parade (e.g. attend school and depart from school; go home at midday and return in full parade wear). School teams to arrive at the Charlestown Waterfront (on the gazebo side) by the 2:45 pm at the latest.


1.         Ivor Walters Primary (IWP)

2.         Charlestown Primary (CPS)

3.         Joycelyn Liburd Primary (JLP)

4.         St. Thomas' Primary (STTP)

5.         Violet Nicholls Primary (VOJN)

6.         Elizabeth Pemberton Primary (EPP)

7.         St. James Primary (JAMS)

8.         Maude Crosse Preparatory (MCP)

9.         Private Schools (Lynn Jeffers & Bellevue International) – COMS (likely not participating)




Each school will be allowed a maximum of forty five (45) athletes.  The following colours and numbers are now assigned to the respective schools.  Schools are required use the assigned colour as the predominant part of the uniform. Kindly notify us immediately of any colour changes. School colours will be enforced.


School                         Top                      Bottom         Numbers

Charlestown  ...........     Orange                  Black               1 -  45

Ivor Walters ...............   Burgundy              Black              46 -  90

Elizabeth Pemberton ...  Gold                     Black             91 - 135

Joycelyn Liburd ........    Purple                   Black            136 - 180

St. James'..............       Red                      Black            181 - 225

VOJN .............              Royal Blue            Black            226 - 270

St. Thomas' ............      Green/Black          Green/Black   271 - 315

Maude Crosse Prep ..    Baby Blue             Black            316 - 360

Private Schools  …        Grey                     White            361 - 405


(We suggest that each school identify an alternate / reserve athlete for each individual event and two athletes for relay events. The relay alternatives only should be registered.)


Kindly note that Team Colours are mandatory. Sports bra, if used, must be sufficient to pin on the numbers. Short tights are also required and should cover approximately half of the thigh. (We suggest that this policy be applied for each school’s Sports Day. Parents should be informed).


Numbers must be worn on the FRONT AND BACK of each competitor.  Numbers will be provided and must be attached by four (4) pins or sewn on at each corner.  Hip numbers must be worn on the right side of the shorts and below the hip. Hip numbers to be put on at the Call Room at the final call. Fibreglass (water resitant) numbers will be provided by NAAA/Education.


Athletes with special medical condition should be indicated.


N.B.      Athletes will NOT be allowed to compete in any other colour but that of his or her school.

D.         CLASSES:   All athletes MUST compete in their class


CLASS VII                     .......     Athletes born in 2006

CLASS VI                     .......     Athletes born in 2005

CLASS V                      .......     Athletes born in 2004

CLASS IV                     .......     Athletes born in 2003

CLASS III                      .......     Athletes born in 2002

CLASS II                       .......     Athletes born in 2001

CLASS I                        .......     Athletes born in 1999 or 2000


E.         EVENTS


TRACK (All Sprint events 60m, 100m, 200m, 400m, 4x100m, 1st leg 4x400m will be run in lanes by all Classes)


60m ...............  Classes VII, VI

100m  ………… Classes VII, VI, V, IV, III, II, I

200m .............. Classes V, IV, III, II, I

400m .............. Classes V-VI-VII, IV, III, II, I

800m .............. Classes II, I, III & IV

1500m ............ Open

4 x 100m ......... Classes V and VI, III and IV, II and I

4 x 400m ......... Open


N.B.      Each school will be allowed one (1) athlete for the 60m, 100m, 200m, 400m and two (2) athletes for the 800 and 1500m. The maximum number of events an athlete can compete in, including the relays is five (5). This will be checked on Registration and during the meet.




The program schedule will be available on the PSC website.


Results will be made available to teams via wireless Internet and via hard copy. As such, schools can optionally have a laptop to access the meet information including fact sheet, schedule/lanes, start list, records, results etc. The laptop operator can be a teacher, parent or any other suitable person. A tent (with limited entry restrictions) will be made available for operation of the laptops. Results to be provided for all schools during and after the meet.


G.                 POINTS SYSTEM


1st       2nd       3rd        4th      5th

---         ---         ---         ---         ---

ALL EVENTS                6           4          3           2         1


One (1) additional point will be added for equaling a record.

Two (2) additional points will be added for breaking a record.


H.         AWARDS


1.         Trophies will be presented to 1st, 2nd, and 3rd place finishers for each event.

2.         The Victor/Victrix Ludorum, the Class Champions and the Champion School will be presented with trophies.

3.                 An 'A' Trophy will be awarded to the top school, whose student roll is more than 125.

4.                   A 'B' Trophy will be awarded to the top school, whose student roll is 125 or less. A 2nd place trophy will be awarded for both A and B division. These trophies will be retained by the school. A special Trophy commemorating the 20th Anniversary will also be awarded to the Division “A’ & “B” winners which will be competed for each year. The winners for the past 19 years will be inscribed on the trophy.

5.                   Trophies will also be awarded for the Boys and Girls Champion school in each Division.

6.          A Performance Trophy will be presented for the most outstanding performance in a single event, male & female - no add'l points awarded.

7.                   Event trophies will be presented after each race, upon confirmation of the results. The top three athletes will be escorted from the finish line to the awards area for presentation. They will then be escorted back to the Athletes area. The other event athletes will be separately escorted back to the Athletes Area. Champion Trophies will be presented at the end of the meet.


            If the results are changed as a result of a protest or otherwise, the school(s) / athlete(s) will be required to return their trophy to the Meet organizers for re-distribution. Meet Management will make every attempt to have any protest addressed before the awarding of trophies. However, we will not delay the award ceremony indefinitely. Kindly ensure that this arrangement is communicated to school officials, parents & athletes.


7.                   A special scholarship award will be presented to the Victor/Victrix Ludorum, to be used for educational purposes.


I.          CALL SYSTEM


A Three-Call system will be used.


First Call            6 events before

Second Call       4 events before

Final Call           2 events before


Athletes will be required to check in at the Call RoomAthletes not registered at the Call Room at the appropriate time will NOT be allowed to compete. Athletes may be scratched from the event if the check-in is late (Registration must be done by the 2nd call). Changes must be made by the 2nd call. Missing athletes could be called, time allowing. On the final call the athletes are under the care of the Registration officials at the Call room. LCD projection may be used.

Athletes will be checked for their numbers.  If an athlete is not wearing their correct numbers (and properly fastened) on the front and back, they will NOT be allowed to compete. These checks will be made by the Call Room officials.


Marshals will be used to escort athletes from the Registration Area to the starting positions and from the finishing line to the Athlete’s Area.


The Athletes area used in 2011 (the cricket nets area) will be used including an expansion on the north side past the large tree that will be fenced  – a plan will be presented at the final technical meeting. The warm-up area for 2011, south of the Track (or on the CSS side), will be used for warm-up.




Each School is requested to have a minimum of seven (7) teachers or officials as part of the official registered team. All officials must be accredited prior to the meet, either on Monday 2nd April or after the Opening Ceremony. Suggested Duties follow:


Team Manager                           (1)

Coach                                       (1)

Warm-up                                   (1)

Registration                               (2)

Refreshment/First Aid                 (1)

Wireless laptop operator             (1)




REGISTRATION DEADLINEFriday 23rd March (Extended to Monday 26th March)


Registration will be done electronicallyFiles will be sent by email - the required file will be made available by 14th March 2012.  The complete list of athletes with their numbers and events must be given (in alphabetical order – last then first name). Contact the Secretariat Director, Mr. Quincy Prentice (662-5128, 469-0340 or 469-5521 X2189 & email address at jermaine4u@hotmail.com) for any further information on the Registration process. Refresher training was arranged for the input program file. A final Technical Meeting to check & confirm all entries will be on Monday 26th March at 9 am at the Nevis Disaster Management Department.


Please send the completed file by email or via pen drive to the Secretariat Director indicated above by the DEADLINE DATE.




1.       The grass track at ETW Park consists of nine (9) lanes and is 300m long - two straights of 30m each and two curves of 120m each.

2.       Classes V, IV, III, II and I will run all races except the 800m and 1500m in lanes. All Classes will run 60m, 100m, 200m & 400m in lanes - lane violations will be penalized as per the rules. The transition into the 100m straight may be in a different colour.

3.       The finish line for all races will be the 100m FINISH LINE. All starts have been adjusted accordingly.

4.       The first leg of the 4x400m will also be run in lanes with the break at the 1st handover. The starting point of the 4x400 metres will therefore be different from the start of the 400 metres event.

5.       All nine (9) lanes of the track will be marked, including staggers for the 200m, 400m including zones for the 4x100m and 4x400m events.  A photo-finish camera will be used at the Finish line and will be used as the Final Results determinant, both placing and times. Judges & Timers will be used for backup purposes.

6.       Athletes, Teachers, Sports Officers, Parents, Supporters etc. will NOT be allowed to enter the competition area and must stay outside of the fenced and/or roped area.  Schools may be penalized if this occurs. Parents will not be allowed to enter the Athletes Area unless part of the team and suitably identified and accredited.

7.       All positions will be placed. Photo-finish used for all races and places.

8.   The crouch start is mandatory for Classes I - V and optional for Classes VI & VII, for the sprint events (100m, 200m & 400m) and 4x100m & 4x400m starts. Starting blocks are optional.

 M.        PARADE / MARCH PAST (Tuesday 3rd April from Charlestown Waterfront)

Schools will assemble at the Charlestown Waterfront by 2:45 pm for the Parade of teams to ETW Park. Schools will line up at the Gazeebo area under the direction of the Cadets, in the following order: 2011 Champion School  Joycelyn Liburd Primary, followed by St. James (Division B Champion) and Schools in Alphabetical Order (Charlestown, Elizabeth Pemberton, Ivor Walters, Maude Crosse Preparatory, Private Schools, St. Thomas’s, Violet O. J. Nicholls. Victor/Victrix and Class Champions from 2011 will lead the March Past. Schools should contact these athletes if they have graduated to High School. They can wear the sweat suit top of their former schools.


1.     The parade which will start promptly at 3:15 pm and will be led by a Band with Police escort. The parade will proceed from the Gazeebo area, up lower Happy Hill Alley, left before reaching the Treasury, to the Island Main Road (IMR), left on IMR and along Samuel Hunkins Drive, right unto Chapel Street, right onto the IMR, along the IMR to the main entrance of ETW Park.

2.     In the Park, teams will enter the fenced area through the big gate; turning right at the track, marching around the track in an anti-clockwise direction. Athletes will March Past and salute the Patron and other VIP officials, who will be in their usual positions, on the Pavilion side of the track and then assemble in an orderly manner facing the John E. Howell pavilion for inspection, all under the general direction of the Cadets. The Team captains will be introduced to the Patron, Sponsors and other dignitaries.

3.     The Parade & March Past will be judged and a non-points award presented towards the end of the ceremony.

4.     Athletes will retire to the area provided with chairs in front of the Pavilion area, after the inspection of teams, for the Remarks and other activities of the Opening Ceremony.




Each school is asked to provide its own refreshments.  Schools are encouraged to raise funds by selling food/drinks during the Games without any gate charges.  Please inform parents and athletes not to bring glass bottled drinks, as we are adhering to the policy of no glass bottled drinks during sporting events.




School buses will be used for transporting teams for the Opening Ceremony, the Meet and for training purposes.  Schools should make all arrangements with the Education Department or use alternate arrangements. School buses will leave the ETW Park after the completion of the meet. The entrance to the Athletes area for school officials and athletes is via the upper eastern gate on the Park road. No vehicles will be allowed into the ETW Park central. The eastern section (on the hill) will accommodate VIP vehicles and other authorized vehicles.

P.        Training schedules 

Training schedules and T-shirts quantities & sizes should be presented the end of January. A draft schedule will be prepared and will be checked with CSS heats schedule and the Cricket Association.  NOTE:  All Tracks should be designed (using dimensions from 2011) with 6 lanes.