Race Secretary – Tasks

1. Attend Meetings.  Attend one or two meetings in the fall and one pre-race and one post-race meeting closer to Race Day.  Much preparation is done by e-mails, so it is possible to complete the tasks without attending meetings.  However, you get a better idea of the whole workings of the Silver Spoon Race by attending the meetings and hearing what others on the committee do.

2. Update the Race Registration form.  This involves changing the dates to the current year and other changes (fees?) as deemed necessary.  2011 saw several changes to the age categories, but this may be now stabilized, unless Cross Country Canada comes out with more recommendations.

3. Coordinate with on-line registration.  If SportStats is doing the 2012 race there will be some changes since 2011 was a learning experience.  Liz Archer has a list of very good recommendations especially with regard to extracting the information from Events On-line, which is the companion organization to SportStats which does the entries and collects the fees.  Determine how much (if any) of the registration will be done locally, or whether it will be all on-line.  

4.  From the entry list, compile list of buffet ticket purchases and arrange with Diane Wensel for sufficient tickets for these to be handed out at the Reception Desk along with the list.  In 2011, Events On-line did not provide this information easily, so this method should be changed.

5.  From the entry list, compile list of orienteering participants for John McKay or whoever is looking after the orienteering event.  In 2011, Events On-line did not provide this information easily, so this method should be changed (as for item 4 above.)

6. Start Sheets.  a) In conjunction with SportStats, get the list of Start Times for all the categories of racers, in the same order as the Registration Form.  Provide the Chief of Race, the chief of course and coordinator of marshals with the final version of the Start Times in Start Order.  Also ensure that the coordinator of marshals (Diane Davis) gets a copy in sufficient time (Thursday before race day/) for her to make lists in her preferred format for the race marshalls.
b) Arrange with SportStats for a copy for the Reception Desk (Barbara Cheadle) in alphabetical order of names showing all the categories for each person and their start times along with bib numbers. It was very helpful in 2011 to have the bib information in this format and considerably speeded up the line-up for bib pickup.  (One person could be registered in several different categories.) 

7. Race Day Tasks.  Register late (race day) entries and assign bibs and start times.  Another person to help with this task might be a good idea.

8. After the race.  SportStats will have the results on-line as soon as they are known, but it may be desirable to tweak these in order to put them on the Silver Spoon Website.  In 2011, SportStats did not include the club affiliation with the participants' results, but it may be possible for them to include it as this information is of considerable interest.  This should be worked out ahead of time, what exactly SportStats will include in the on-line results.   With the Chief of Race, decide what format you want for a final brochure to go on the Silver Spoon Website.