10. Timer Training - Pre-meet and Post-meet Expectations

Updated 1 month ago

Utilize Monday.com to locate your meet - and get coach contact information, meet location, equipment needs, and more!
Contact Coaches / Host
- Send an intro email: introduce yourself, outline your timing process, provide contact info.
- Confirm meet date, start time, and site information (field layout, scoreboard access, press box, can you drive on the track, will you need power).
- Ask about meet format and extra features (tablets, display boards, and jumbotron hookups)
- Clarify any special requests or rules (lane assignments, entry limits, protests, reverse cameras, or special needs).
Gather Information
- Draft preliminary schedule on Athletic.net event list.
- Confirm who handles entries and when they close.
- Ask about volunteer support (field event tablet workers, backup timers, race video volunteer).
- Ask for a copy of the league SOP - Standard Operating Procedure. (or meet information pdf/page!)
Equipment Planning
- Decide which cameras, tablets, scoreboards, and networking gear you’ll need.

Entries & Communication
- Check entries (if already open) for expected team sizes & events.
- Ask coaches to verify teams who are still missing entries. Friendly reminder across all the teams is fine as well, but also push for coach to email other teams.
- Update coaches on field event procedures (send links to the Officiate support pages) and any timing expectations.
Logistics
- Confirm travel & lodging if out of town.
- Verify power sources and press box access with host site.
Equipment Check
- Inspect cameras, cables, routers, tablets, scoreboards. (Hopefully you will be using them regularly through the season, but make notes of repairs and keep your stuff stocked.)
- Test key items (FinishLynx system, networking, scoreboard scripts, chip readers, mats).
- Charge batteries regularly, update software/firmware.

Entries Finalization
- Start RunMeet.
- Verify event order matches the published schedule.
- Verify rules, lanes, seeding preferences, field event preferences.
- Assign bibs/competitor numbers.
- Seed the Events based on information from the meet's information page on Athletic.net or from the coach. Use your meet's SOP.
Paperwork & Devices
- Print preliminary heat sheets / field event sheets / XC Rosters. (Be wary of changes and either handwrite them on each copy or reprint)
- Assign tablets to field events in admin.athletic.live.
Staffing
- Confirm volunteers/assistants roles (finish line help, field entry, race video).
- Send final instructions/reminders to coaches.

Arrive early, unload, and set up timer tent & finish line.
Run test race and scoreboard test.
Distribute clipboards/tablets to field event crews.
Open all your main programs and browser tabs and test RunMeet/Live Results
Meet with host coach/officials to confirm everything before start.

After every meet, the timer has several key responsibilities to ensure that results, equipment, and communications are fully wrapped up.

Mark all running events and field events as complete on RunMeet and Athletic.net.
Double-check that final results are posted accurately to AthleticLIVE.
Confirm records, points, and scoring are correct.
Ensure the Live Site is clearly closed/finalized (no “in-progress” flags).

Pack equipment into the correct bins:
- Cameras in cases, tripods folded up, tablets and battery packs in bins, laptops and associated equipment in laptop bags.
- Cables coiled, power strips, and adapters put into bins.
- Whiteboard, tent, and weights.
- Any temporary items left in press boxes or media areas.
Check for missing items against the checklist.
Make a note of any broken, missing, or low-supply items (tape, batteries, pens, paper, etc.).

Maintain a running list of equipment issues:
- Broken items.
- Items to replace soon.
- Supplies to stock up on.
Use the Monday Equipment repair for major items, and keep a list for personal use for the next time you are in the Studio. Some Items may need to formally requested.

Thank and dismiss volunteers/assistants formally.
Provide a quick recap if needed (“we’re done, thanks for your help, see you next time”).

In-person: If possible, thank the host coach on your way out. Answer any last minute questions or concerns.
Follow-up email: Always send a short courtesy email within 24 hours.
- Example: “Thanks for hosting today’s meet. Results are finalized on [site link]. Let us know if anything needs adjustment. Appreciate working with you. Don't hesitate to reach out if you run into any questions or issues.”

“Finalize → Pack → Report → Dismiss → Thank” (FPRDT = “Finished Properly, Results Done Thoroughly”).

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