Event & Competition Management Guidelines

Aim

To provide support & guidance to those running surf events and competitions, on behalf of the SCA Surf Committee.  This cannot be all inclusive and therefore we suggest this is used as an aid memoire.  They will be reviewed periodically and therefore input and suggestions are welcome.

Introduction

The organisation behind any event is often more complex and time consuming than those attending would credit.  That said, as an organiser it is our responsibility to ensure things run smoothly and to a high standard.  Even small events require planning and a team of well briefed organisers.  This document aims to help you through the process in a step by step way, giving pointers and reminders.  The next section shows a timeline to the planning.  The sections that follow give more detail to the process, but still only offer an insight. T hey are not definitive, in as much as the World Rules should always be referenced for competition.  Finally, any documents or forms referred to are available from the Surf section of the SCA Website. T hey should be checked regularly for any updates.

Event Management Timeline

This aims to set out a time phased, bullet pointed view of the planning stages that could be considered leading up to an event.

Download the event magement timetime here 

Event Paperwork

Surf Event Finance Form

• It is important to complete this form to show financial activity within surf, even if the event breaks even.  This let’s the SCA know we are an active group.  This in turn will mean that they are better able to support us in the future. 
• This should be used for all events.  Please liaise with the Treasurer of the Surf Committee if you have questions as to how this is best completed.

Surf Entry Form - Generic

• This form can easily be modified to suit both competitive and non-competitive events.
• These are useful as paper copies as they contain signed declarations and emergency contact details.  SCA membership cards should be seen and numbers noted Remember therefore to store them securely after the event.
• It can easily be adapted to contain additional questions specific to your event by replacing the classes entered box on the bottom right

Day Membership Form

• This is to be completed for all events where participants are not SCA members or cards are not in evidence

Competition Paperwork

Surf Event Finance Form

• It is important to complete this form to show financial activity within surf, even if the event breaks even. This let’s the SCA know we are an active group. This in turn will mean that they are better able to support us in the future.
• This should be used for all events. Please liaise with the Treasurer of the Surf Committee if you have questions as to how this is best completed

Surf Entry Form - Generic

• This form can easily be modified to suit both competitive and non-competitive events.
• These are useful as paper copies as they contain signed declarations and emergency contact details. SCA membership cards should be seen and numbers noted
• Remember therefore to store them securely after the event. 

Day Membership Form

• This is to be completed for all events where participants are not SCA members or cards are not in evidence

Competition Spreadsheet

• It may be useful to have an overview of your event; who’s attending, categories entered, totals per cat, overall totals.
• This can be done using a spread sheet or table. An example spreadsheet is included for download. This could be modified to suit your needs. If the event is small this stage may be unnecessary and just prove additional work

Heat Selection Sheets

• This is where we list participants by category then seed them if appropriate

Heat Listing Sheets

• This pro-forma allows us to put folks into the first round of competition. The top 2 from each heat will later progress on these sheets.
• The spreadsheet is designed to be printed with 2 options - Sheet 1 “Max 16 participants” will normally be enough for most events

Heats Running Order Sheets

• These are used to inform folk as to the likely running order of the day.  It is important that folk know that this may change and that if they leave the venue they risk missing their heat.

Additional things to consider at this stage

• Try and avoid having folk in back to back heats as they will need to swap boats
• Consider that some folk may have to share boats

Score Sheets

• These will be used one per judge/ per heat
• There are currently 2 styles of sheet available. One in portrait format and one landscape
• Notes
  
  • The top two from a heat progress. This is calculated as an average of the “Score Sheets” for the heat.
  • This in turn populates the “Heat Progression Sheets”
  • The “Running Order” could be completed for the event or if necessary with difficult conditions just be maintained a couple of hours ahead

Prize Giving

• As it says on the tin. This proforma is there to make it simple at the end of a long day of organising to remember who gets what in what order.
• It ensures that you have all the results before calling folk to a prize giving.

Additional Documents

The are a few additional documents available for download, that may help the running of your event:

• World Championship Rules
• Surf Kayak Equipment List
• Scottish Surf Champs – Job List