FAQS FOR THE EVENT

  • Parking is available but you will need to pay for parking

  • What time should I arrive?

    Please arrive at your assigned arrival time listed in your team document. Most teams should arrive between 8:00AM–9:30AM.

    Where do workers enter?

    All workers enter through the back gate. facing the building it is on the left hand side.

    What should I do when I arrive?

    • Check in with Jeffrey or your Team Leader

    • Collect any equipment/radios

    • Receive final updates

    • Go directly to your assigned area

  • Purpose: First point of contact for participants.

    Responsibilities

    • Check Eventbrite registrations

    • Sign waivers if needed

    • Assign bib numbers/team colours

    • Explain schedule

    • Direct people to warm-up area

    Needed Times

    • Arrive: 8:30am

    • Main role: 9:00am–10:30am

    Equipment

    • Table

    • Chairs

    • Participant list

    • Wristbands/stickers

    • Pens

    • Tape

    • Water nearby

  • (100m / 200m / Relay)

    Responsibilities

    • Organise racers into lanes

    • Explain race rules

    • Start races

    • Record times

    • Record placements

    • Keep spectators clear

    Needed Times

    • Before sprint section starts

    • Throughout track events

    Equipment

    • Cones

    • Stopwatch/timing phone

    • Whistle

    • Clipboard

    • Printed heat sheets

    • Lane markers

    Event Flow

    1. Athletes called from warm-up area.

    2. Confirm lanes and race order.

    3. Explain race rules briefly.

    4. Run events in order:

      • 100m Heats

      • 200m Heats

      • 100m Finals

      • 200m Finals

      • 400m Final

      • 1500m Final

      • 4x100m Relay Final

    5. Submit placements immediately after each race.

    Emergency Process

    • Stop race if serious injury occurs.

    • Alert Medical Team immediately.

    • Clear lanes for emergency access.

    • Restart race only if approved.

  • (Built Different Combine)

    Responsibilities

    • Run all combine stations

    • Explain each station

    • Count reps/times

    • Record results

    • Reset equipment quickly

    • Manage athlete flow

    Stations

    • Agility/Shuttle Course

    • Broad Jump

    • Sprint Test

    • Push-Up Challenge

    Needed Times

    • Before combine starts

    • Entire combine section

    Equipment

    • Cones

    • Tape markers

    • Stopwatch

    • Measuring tape

    • Whiteboard

    • Clipboards

    Event Flow

    1. Athletes called from warm-up/call-up area.

    2. Quick demo of each station.

    3. Athletes rotate through:

      • Sprint Test

      • Built Different Course

      • Broad Jump

      • Push-Up Challenge

    4. Scores passed immediately to Scorekeeping Team.

    5. Leaderboard updated live.

    Emergency Process

    • Stop station immediately if injury occurs.

    • Call Medical Team via radio/phone.

    • Clear surrounding area.

    • Record athlete name and incident.

    • Do not resume until cleared.

    Communication Method

    • WhatsApp group

    • Radios/Walkie-talkies

    • Direct communication with MC and Scorekeeping Team

  • Purpose: Tracks all results and determines winners.

    Responsibilities

    • Collect score sheets

    • Input placements

    • Update rankings

    • Calculate weighted scoring

    • Prepare final standings

    Needed Times

    • Entire event

    Equipment

    • Laptop/iPad

    • Spreadsheet

    • Chargers/power bank

    • Printed backups

    • Pens

    Event Flow

    1. Receive event results from station leaders.

    2. Record placements immediately.

    3. Calculate points:

      • Placement scoring

      • Weighted tie-break scoring

    4. Update leaderboard.

    5. Pass updates to MC/PA Team.

    6. Prepare award sheets before ceremonies.

    Emergency Process

    • If scores lost:

      • Use physical backups.

      • Confirm with event leaders.

    • If timing disputes occur:

      • Refer to official timers only.

    • Escalate major disputes to Event Director.

    How are winners decided?

    Track events:

    • Placement-based scoring

    Built Different Combine:

    • Placement points

    • Weighted scoring used for tie-breaks

    Who gives results to the MC?

    Only the Scorekeeping Team.

  • Purpose: Controls atmosphere and communication.

    Responsibilities

    • Call athletes

    • Explain events

    • Keep energy high

    • Announce results

    • Fill dead time

    • Transition between activities

    Needed Times

    • Entire event

    Equipment

    • Microphone

    • Speaker

    • Playlist

    • Event schedule

    • Water

  • (Photo / Video / Socials)

    Responsibilities

    • Capture cinematic footage

    • Athlete interviews

    • Drone shots

    • Social media updates

    • Highlight moments

    • Awards ceremony content

    Needed Times

    • Entire event

    Equipment

    • Cameras

    • Batteries

    • SD cards

    • Gimbal

    • Drone

    • Tripod

    • Power banks

  • Purpose: Keeps competitors organised and ready.

    Responsibilities

    • Gather athletes before events

    • Direct people where to go

    • Manage queues

    • Ensure warm-ups happen

    • Prevent delays

    Needed Times

    • Entire competition

    Equipment

    • Schedule sheets

    • Whistle

    • Bib list

    Event Flow

    1. Welcome athletes after registration.

    2. Direct athletes to warm-up area.

    3. Call athletes 10 minutes before events.

    4. Escort athletes to event zones.

    5. Ensure next groups are prepared before current event ends.

    6. Coordinate with Sprint and Combine Teams.

    Emergency Process

    • Report injuries immediately.

    • Clear pathways for Medical Team.

    • Calm crowds if delays happen.

    • Escalate disputes to Event Director.

  • Purpose: Physical logistics.

    Responsibilities

    • Set up cones/stations

    • Move equipment

    • Pack everything away

    • Keep venue clean

    • Help other teams

    Needed Times

    • Setup: 7:30am–9:30am

    • Pack down: End of event

    Equipment

    • Trolleys

    • Tape

    • Bins/bags

    • Extra cones

  • Purpose: Safety and hydration.

    Responsibilities

    • Treat minor injuries

    • Monitor heat/exhaustion

    • Hydration reminders

    • Emergency escalation

    Needed Times

    • Entire event

    Equipment

    • First aid kit

    • Ice packs

    • Water

    • Chairs

    • Emergency contacts

    Where is first aid located?

    Medical support will be based near the central arena/PA section.

    What if someone gets injured?

    • Stop activity if needed

    • Call Medical Team immediately

    • Clear surrounding area

    • Inform Event Director

    What if there’s bad behaviour or conflict?

    Do not argue directly.
    Inform:

    • Team Leader

    • Athlete Management

    • Event Director if serious

    • Music continues

    • Food remains available

    • Teams prepare/reset for next events

    • Awards may take place during breaks

    What happens if events run behind schedule?

    Team Leaders will receive updated timing instructions from Event Control/MC.

  • Who is responsible for equipment?

    Each team is responsible for:

    • setup

    • monitoring

    • pack down

    • returning equipment

    What if equipment is damaged or missing?

    Report it immediately to your Team Leader.

  • When does pack down start?

    • starts during the dodgeball tournament

  • Very important in the UK.

    Add:

    • Light rain → continue

    • Heavy rain/lightning → pause events

    • Shelter can be the gazebos and inside the gym

    • Jeffrey will make cancellation decisions

  • You WILL likely get:

    • false start complaints

    • scoring complaints

    • dodgeball arguments

    Need a clear rule:

    Team Leaders can raise disputes only through Event Control. Referee decisions are final unless reviewed by Event Director.

    Otherwise chaos happens.