4. Assistants Training - What to Say When You’re Unsure
🗣️ You're not expected to know everything — just how to respond calmly and confidently.
🤔 When an Athlete Asks...
- Q: “What heat am I in?”
A: “Let me check the heat sheet.”
You can find this information on the Live Results Site or your Meet Program.
- Q: “Do I need hip numbers?”
A: “All distance races over 800m and the 4x400 relay, last leg.”
Any race that does not finish in lanes (they start and finish in the same lane) requires Hip Numbers. Otherwise it is much harder for the timer to identify athletes, especially if multiple athletes are on the same teams.
- Q: “Where do I check in for long jump?”
A: "Go to the field event and find the person with the field event clipboard.”
🧑🏫 When a Coach Asks...
- Q: “Can I add someone last-minute?”
A: "That may be up to the timer — What is the first and last name of the athlete, team, and what event do you want to add them to?”
There may be an opening spot for new athletes, but make sure you get the information for the timer for him to verify before it. If you feel confident in making the change in RunMeet, you can do it!, but make sure the Timer knows of the changes.
- Q: “Why isn’t this result posted yet?”
A: "It might still be uploading. I’ll ask the timer and get you an update. Which event isn't showing up?”
Write this information down and verify by checking on your own device. If it still isn't showing up, or showing up incorrectly, notify the timer immediately. If the event is not complete, or the field event sheets have not been turned in, then the results will need more time.
- Q: “Can I see the current scores?”
A: “Current scores should be posted on live.tf, check out our live website for more details!”
Try to push them into using our website. This is the most transparent and simple way to give them all the up to date information without bothering your timer with questions.
🛠️ When You’re Totally Lost
- “I’m new and still learning — but I’ll make sure you get the answer.”
- “Let me grab someone who knows for sure.”
- “Give me just a second — I’ll check with my team.”
🧠 Pro Tips:
- Smile, stay calm, and don’t panic.
Actively Listen First
When a coach approaches you — stop what you’re doing, look at them, and really listen. Don’t interrupt, even if you think you know the answer.
- Make eye contact
- Nod or acknowledge (“Got it,” “Okay,” “Thanks for letting me know”)
- Don’t problem-solve before they finish talking
Write It Down Immediately
Even if it seems minor, write it down on your scratch paper:
- Athlete name, bib #, team
- What event they were asking about
- What the coach needed (scratch, time, protest, add, confusion, mistaken time)
This shows them you're taking it seriously and helps your team handle it later if needed.
💡 Pro tip: Repeat back what they said to confirm. “Okay — so you're scratching #23 from the 200m?”
Make Them Feel Heard, Even If You Can’t Fix It
Not every request will be possible — but how you respond matters.
- “Thanks for letting me know — I’ll pass this to the timing crew right now.”
- “I can’t make changes myself, but I’ll walk this over for you.”
- “I’ll do my best to get you an answer before the next event starts.”
Sometimes a coach just wants to feel like their concern was seen, written, and moved up the chain.
Don’t guess or make something up — it’s better to say you’ll check.
If someone is frustrated, just say: “I understand — I’ll make sure we figure it out.”
Your job isn’t to fix everything. Your job is to listen, note it, and pass it up to the Timer — clearly and calmly.
🔗 Next Steps
Check out these starter materials:
