Meet Recording Timeline

The Meet Recorder has a series of very important tasks to undertake prior to, during and after the meet in order to ensure everything goes smoothly. This article is designed to provide an outline of what tasks need to be done and when in relation to the time of the meet.

Tasks do not strictly need to be undertaken in this order and some tasks may be undertaken by different people at the same time.

If you are intending to include multiclass competition in your meet see the Multiclass page.

Three Months Prior to Meet

1. Along with Meet Organising Committee finalise the Program of Events.
2. Determine a date for the entry deadline. It is recommend this be around 2 weeks prior to the meet but may be much shorter.
3. Check Meet Manager licensing and installation.
4. Create Meet Database and Setup the Meet details in Meet Manager.
5. Add Events to Meet Manager.
6. Add Sessions to Meet Manager.
7. Export Backup File and save it to backup media.
8. Export Events for TM File and send it to MSQ Website Administrator and Branch Recorder. As soon as this file is received the Branch Recorder will open the meet for entries via Entry Manager.
9. Advise Branch Recorder the details of who is the Meet Recorder and other officials who'll need access to details of the meet in Entry Manager

Two Weeks Prior to Entry Deadline

9. In the two weeks leading up to the deadline entries will arrive from clubs. These entries will be available for download via the Meet Entries page of Entry Manager. You can also download a single file that contains all entries, which is the recommended way to do it. See Accessing Meet Entry Files and Importing Meet Entry Files for more details.

1 Day after Entry Deadline

10. Ensure all Meet Entry files from clubs have been imported. See Accessing Meet Entry Files and Importing Meet Entry Files for more details.
11. Manual enter any paper entries received. Do not include MSA Registration Numbers. See Add Athletes to Meet Manager and Add Teams to Meet Manager
12. Collate any meal orders from Summary Sheets or other forms.
13. After importing the Member Registrations, check your athletes list and assign suitable registration numbers for guest swimmers, e.g. GUEST01.
14. Seed all events standard events(not deck-seeded events or postals). See Seeding Events.
15. Optionally, create a Meet Timeline Report to determine event run times and heat start times.</li
16. Export Backup File and save it to backup media.
17. Upload Backup File to Entry Manager. This will confirm all member entries in the Entry Manager system and publish an eProgram automatically.
18. Export and print Meet Programs, Marshalling Sheets and Lane Sheets as required. See Producing a Meet Program, Producing Marshalling Sheets and Producing Lane Sheets.

3 Days prior to Meet Date

19. Download the Records files appropriate to your meet from the Meet Entries page. Save these on your computer and import them. See Import Records into Meet Manager.
20. Export Backup File and save to backup media.

Day of the Meet

21. See Running the Meet for details of how to record results during the meet.
22. At the end of each event, print the Results Report and post it in a prominent location.
23. At the end of each event, Export Backup File and save to backup media.
24. After exporting a backup file after each event, upload the backup file to eProgram. See Uploading to eProgram.
25. 30 minutes after posting each set of results, mark them as final if no protests have been lodged.

After Conclusion of Meet

26. Export and print a records report. See Producing a Records Report.
27. Have the Meet Referee sign records sheet(if any). Scan this form after signing, or if no scanner available post to Branch Recorder.
28. Export and print Individual Points Score report. See Producing an Individual Point Score Report
29. Export and print Team Points Score report. See Producing a Team Point Score Report
30. Export a Meet Results file. See Exporting Meet Results.
31. Export Backup File and save it to backup media.
32. Send Records Report, Meet Results file and Backup File to Director of Recording via email. See Sending Results to the Branch Recorder.
33. Export Meet Certificates if desired.