NCS Cross Country Management Committee Conference Call

NCS Cross Country Management Committee Conference Call

Thursday, September 24, 2015, 7:00 p.m.

Dial-In: 1-800-446-1162

Passcode: 464899

A G E N D A

I. INTRODUCTIONS

II. SITE

A. Discussion of site for the 2015 NCS/Les Schwab Tires Cross Country Championships

Hayward High School

III. DATE AND TIMES

A. Saturday, November 21, 2015

B. Times

1. Set-up the day before (some schools will come up early and walk/jog the course)

a. Course – Marked by Peter Brewer

i. Barricade mats from runners warming up

b. Packets –Doyle O’Regan

c. Gates – Hayward H.S.

d. Portable Toilets – Ordered by NCS staff

2. Set-up finish corral – 6:15 a.m. (extend corral to limit crowding)

3. Walk-the-course 7:00 - 8:15 am

4. Coaches meeting 8:15 - 8:30 am (if necessary)

5. Race starting times 8:30 am - 1:20 pm (see championship bulletin for breakdown by division

and gender)

III. FORMAT

A. Five divisions (I, II, III, IV and V) in each gender. No petitioning. Team divisions are listed on the

NCS website.

B. There will be ten races. Top teams/individuals qualify to the State CIF Championships according to

the NCS/Les Schwab Tires Cross Country Championship bulletin.

IV. PERSONNEL

A. Site Personnel

1. Insurance requirements

2. Meet Director(s) – Peter Brewer, Northgate HS and Doyle O’Regan, Piedmont HS

3. Site Director – Kristy Prasad, Hayward HS

4. Layout and mark course – Peter Brewer

5. Asst. Site Director – TBA, Hayward HS

6. Referee – USATF

7. Starters – Bob Shor

a. Recall starter(s) – USATF

Starting Line Personnel – USATF

Finish line personnel – USATF

b. Finish judges - USATF

c. Chute umpires – Arranged by Chuck Woolridge

d. Caller - USATF

e. Timers – Sean Laughlin (Record Timing)

f. Video camera person – Sean Laughlin (Record Timing)

g. Back-up timer – Sean Laughlin (Record Timing)

8. Course Marshals – Hayward H.S.

9. Results (Individual, team and State Meet qualifiers)

a. Awards – Kristy Prasad

b. NCS Office – Provided by Sean Laughlin (Record Timing)

c. Media – Kristy Prasad

d. Coaches – Each team provided two tickets (one for girls and one for boys) to be

used to get race results

10. P.A. Announcer(s) – Keith Conning (stationed same as last year)

11. Awards - Announcer and Presenter of Awards – Gil Lemmon

12. Media (pre and post-meet) relations – Packets will be available at the registration table

13. Souvenir sales – Peter Brewer (may move, depending on weather)

14. Certified Athletic Trainer(s) – Assigned by Children’s Hospital

15. Sponsor Liaison (banners, sample distribution, p.a. announcements) – Bri Niemi

16. Clean-up – Hayward H.S. custodial staff

B. Personnel responsibilities

1. Secure site (OK-NCS office)

a. Secure insurance (OK-NCS office)

2. Conduct course and facility safety check – Peter Brewer, Kristy Prasad

3. Order awards (OK-NCS office)

4. Secure equipment (see equipment list below)

5. Order t-shirts, sweat shirts, patches & hats (OK-NCS office)

6. Arrange for sponsors' materials – Bri Niemi

7. Entries from participating schools – Bri Niemi to oversee password requests

8. Championship bulletin posted to the NCS website – Bri Niemi

9. Letter sent by NCS staff to all NCS member schools – Bri Niemi

C. Prior to Meet

1. Forward materials for packets to Doyle O’Regan – Bri Niemi

2. Forward ticket materials for Hayward H.S. – Bri Niemi

D. Day of Meet

1. Bring awards to meet – Bri Niemi

2. Post results; bring back to the office – Bri Niemi

3. Make sure qualifiers are sent to CIF – Bri Niemi

E. Gate Personnel – Hayward H.S.

F. Story for the NCS PREP magazine (program) – Albert Caruana

G. Personnel responsibilities--after meet

1. Submit bills for reimbursement and/or payment – Bri Niemi

V. EQUIPMENT

A. Automatic timing system – Sean Laughlin (Record Timing)

B. Chute materials – Peter Brewer

C. P. A. system – Bri Niemi

D. Course marking materials – Peter Brewer

E. Trainers station – located at the end of the chute

F. Walkie-talkies – ordered for use the day of the event – Bri Niemi

G. Racing bibs – Bri Niemi

VII. FUTURE MEETINGS SCHEDULE

A. Tuesday, December 8, 2015?

VIII. OTHER BUSINESS

A. Concession stand – Hayward H.S. (may also be moved)

B. Food for workers – NCS Office will set-up hospitality in portable

C. Officials Parking – Parking lot on east side of campus. Bri Niemi will provide head official with

parking passes.

D. League Results will be sent to Albert