On the Day

1. Organising the team

Team managers are responsible for their athletes at all times and for ensuring that they turn up for their events on time. Please ensure that they do not play on the High Jump mats or touch any other equipment especially at lunchtime. No footballs or similar playthings should be brought to the meeting. They are a danger and may be confiscated.

Please ensure that no dogs are brought to the meeting.

2. Transport and parking (Please inform your parents)

TVAC now uses a parking management company. They will need the staff, officials that are working the event and minibuses registration. They can take these on the day or the schools can have them ready on a sheet of paper to give in to reception. If parents come to spectate, they are offering a day rate of £2.50 (tbc for 2024). For the parents to receive this discount they will need to come into reception to pay, otherwise, they can pay on Ringo but won't get the day rate. The committee and the officials will be allowed to park on the grass area (next to the first bend). Staff, minibuses and parents will have to park in the overflow. The main car park is a members only car park.

COACHES are not allowed to park in the car park – these would need to go to Windsor Coach Park, Alma Rd, Windsor SL4 3HY.

3. Schools’ identifying numbers

8 pins per athlete. Numbers should be pinned FRONT AND BACK (front only for vertical and horizontal jumps). Please ensure that numbers are pinned on each of the four corners. Please remember to provide your own pins and number cards. (White A5 Card with black numbers as big as possible.) A separate email will be sent to those who need modified numbers e.g. second strings. Those who are second string must have an ‘X’ next to their number for example ‘44X’.

4. When you arrive

Check in at the announcer’s box by 10.00 am – Relay’s to start at 10:30 prompt!!

An ‘Absentees Sheet’ will be available from the announcers box (this is strictly to inform us of illnesses or injuries we will not accept replacement athletes).

5. Reporting to events

Competitors should report to the Marksman (in the case of Track Events) or the Field Event Area 10 minutes before the scheduled starting time of their event. ALL by walking round the OUTSIDE of the track.

No competitor, member of staff, parent or spectator is allowed anywhere inside the central arena unless competing, judging or registering a competitor who has a clash of events. This includes the area at the end of the track and the side of the 100m straight. Please make this clear to all athletes and supporters as it is very disruptive to have the whole meeting held up by straying spectators.

6. Podium and certificates

Competing Schools will be sent a certificate template onto which the team managers can fill in the name and performance results for those athletes finishing in the top 3 positions.

7. Officials

Although we have many Graded Officials helping to run the meeting it is still necessary that all schools provide helpers who will officiate as requested. A schedule / duty sheet is included with the 3rd Circular. Please study it carefully and make sure that your officials turn up on time.

8. Food

It is expected that school teams and teachers will have food provided by their schools. Lunch is only provided for the volunteer graded officials who come to help us out on the day. There is a cafe called Nimia in the reception area. Staff may purchase directly from reception. Children can buy from the balcony by the clubhouse. The clubhouse is only available for committee members and officials.

9. First Aid

Team Medic will be our First Aid provider on the day. They will be situated just in front of the announcers box.

10. Photography

There will be an official photographer at the event who will take photographs which will be for sale on the day. If you do not wish your boys/girls to be photographed please let me know.