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Outdoor Target & Field Championship

Host Manual

2017 Edition

October 19, 2016

1 Introduction

2017 Update – This edition has been updated to reflect the changes made in the running of the 2015 Outdoor Championships in Winnipeg and Peterborough in 2016.

Archery Canada/Tir à l’arc Canada (AC/TAC) has a long tradition of successful Canadian Championship events, a history of camaraderie, fun and shooting. The format is ever evolving. The AC Board of Directors endeavours to provide world-class competition while still being aware of the needs of domestic Canadian archery. The Canadian Championships have given Canadian Archery clubs the opportunity to provide top competition in their area with the opportunity to bring in funds for other activities. AC understands the complexity of running such a championship and provides assistance to the host club. This manual is intended to lay the groundwork for the event. Input is requested from one and all; please forward suggestions to AC or the author.

The AC rulebook is an integral part of running the championships; it must be read and used often by the tournament Committee. The rulebook explains all AC rounds used and procedures for all events. This manual is not meant to circumvent the rulebook in any way. If there is any discrepancy between the two, the rulebook must be the authority. Book 2 contains general rules and guidelines for running the events, Book 3 contains rules for Target, Book 4 for, Field and 3D tournaments respectively. Organizers must be intimately familiar with these 3 books, not only do they contain the rules, but how to carry out a lot of tasks. 3D is contained in its own Host Manual.

AC holds Outdoor Championships for Field, Target, and 3D. Traditionally, these events have been held concurrently. The evolution of the Target Championships to 2 days (plus 1 for the Canadian Open) and Field to 1 day has sometimes necessitated separating them for time, but not necessarily for location. The AC Board of Directors still feels that it is important to have these 2 Championships together. The combination of top competition and a place for families and friends to meet and enjoy our sport is still a top priority. The present format offers archers all of the facets of the unique Canadian Outdoor Championships. As the championships evolve, it has become viable to host all 3 events. It makes for a much larger and more profitable event. The extra work cannot be taken lightly, but it is certainly doable! The partnership of more than one club may make this task easier on all concerned. All 3 events are awarded as a package to a Province, so finding suitable clubs is an exercise that must start years before the event. The 3D and Target/Field clubs must coordinate their efforts to maximize participation and profits for all.

As this version goes to final, the AC Board is reviewing some format issues.

Al Wills, Editor, October 2016 Table of Contents Section 1 National Target and Field Championships 1.0 The Bid Process 2.0 Format 3.0 Field 4.0 Target 5.0 Fred Usher Cup 6.0 Canadian Open 7.0 Planning 8.0 During the Event 9.0 Judging 10.0 After the Event Annex A Information Meeting Annex B Organizing Committee/AC Agreement Annex C Athlete and Judge Oath Annex D Protest Form Annex E Results Example Annex F Sample Registration Form Annex G Sample Daily Checklists

Section 2 Technical Delegate’s Job Description Section 1 National Target and Field Championships

1.0 THE BID PROCESS Effective 2007, The Canadian Championships are hosted according to a schedule agreed upon by the AC Board of Directors, this allows provinces time to plan which club(s) will host the championships on their behalf. Setting dates which work best for each province is encouraged. The Province is the host of the event and should work with the club for a successful event.

2017 QC 2018 NS 2019 SK 2020 BC 2021 NB 2022 AB 2023 ON 2024 MB 2025 QC 2026 NS 2027 SK 2028 BC

Contracts When a club has been awarded the championships by their province, the club will form the ‘Organizing Committee’ also referred to herein as ‘the Committee’ or the OC. The Organizing Committee and AC enter into negotiations for the smooth running of the event in consultation with the Province. The Archery Canada office will forward a copy of the Host Agreement (Annex B) to the Organizing Committee. The agreement is a two-way process. The Organizing Committee must read over the terms laid out in the document, sign it and return it to the Archery Canada President for signature as soon as possible. The Committee and Archery Canada can negotiate changes to any part of the contract to their mutual satisfaction. This will allow the Host Club the opportunity for an early start to a successful event. The Organizing Committee pays the tournament fee to Archery Canada. The OC must make payment to the AC for medals etc. before AC staff leaves the venue at the championships.

The agreement delineates all of the responsibilities of the Host Club and Archery Canada. It also sets deadline dates or milestones for completion of each stage of preparation for the championships. It should be used as a guide to schedule all activities leading up to the time of the event, such as: selection of host hotel, host car rental agency, competition site identification, appointment of the Technical Delegate by AC, appointment of the Director of Shooting, appointment of Judges, and identification of sponsors. A checklist is provided in this Manual and it is imperative that it be consulted and maintained throughout the preparation for the running of the championships.

Technical Delegate: (AC Rule Book 2 3.5.4.1) Archery Canada will appoint a Technical Delegate (TD) to assist the tournament committee in hosting the event. He/She will be knowledgeable in all facets of running the event. A meeting will be arranged between the organizers and the technical delegate as soon as the dust settles from the year before. Section 2 outlines the duties of the TD. (from the rule book:) A Technical Delegate will be appointed by Archery Canada to oversee the technical aspects of each Archery Canada Championship and to assist the tournament Organizing Committee in all technical facets of running the event. AC 3.5.4.1 in addition, the AC Technical Delegate will: o ensure that all entry forms & logos are correct, o ensure the organizing committee is aware of all responsibilities, o ensuring all deadlines are met, o Ensures the proper categories are offered for Field, Target and 3D (there are differences for each event), o supervise Fred Usher Cup set up, o supervise the Canadian Open, o ensure the field of play is set at correct layout and target arrangements are correct for different categories, o monitor score keeping and result reporting. APP3.2.5.3 Archery Canada will appoint a Technical Delegate who will, together with other duties (ref Section AC 3.5.4.1.):  monitor results reporting and ensure that correct results are posted.

As outlined in 3.5.5 the TD is the responsible authority for the championships. This Manual: Everyone on the host committee should have a working knowledge of everything in this manual, every part of the organization is here, it is the basis for the entire event and provides all the basics. The Technical Delegate is available for clarification; however, most questions can be answered here.

2.0 FORMAT (TARGET/FIELD CHAMPIONSHIPS WITHOUT 3D) The new format first used in 2015, allows for archers to shoot the entire event without having to book off more than 1 weekend. The weekdays are suggestions, each Nationals is unique, allowing for each OC to build a suitable timetable. The goal is that the Canadian Open will wrap up the event and be on Sunday.

Day 1 AM Tuesday or Wednesday - Field practice or Field Round PM AGM/BOD Meetings (to be confirmed by AC) Recommended that Tuesday be the practice and Wednesday be the championship round. Regardless Tuesday should be a check in day for field and target.

Day 2 AM Wednesday Field. (The goal is to have the Open on the Sunday) 0900 Canadian Field Championships (24 Targets) Medals Presented on site on completion or at Opening Ceremonies PM Unofficial Target Practice

Day 3 Official Practice / Opening Ceremonies/Check in/Fred Usher Cup

Day 4 AM 0900* Practice (Friday) 1000* WA 720 3 archers to a butt (except for para archers)

PM Afternoon lines (if applicable)

Day 5 AM 0900* Practice (Saturday) 1000* WA 720 3 archers to a butt

PM Afternoon lines (if applicable)

Day 6 AM 0800* Practice (Sunday) 0900* Canadian Open (Formerly AC Open)

‘* All these timings can be adjusted; TD should be consulted.

3 or 4 Archers to a Butt: Most 720 tournaments are shot with 3 archers to a butt, this makes for efficient timing and not a lot of waiting around. 3 to a butt also makes it possible to split the competitors to 2 groups, the split can be by men/women or compound/recurve or any combination or Field/Target as described in the next paragraph. 4 to a butt can also be considered in order to fit more archers onto the target field, however, AB/CD rotation significantly increases the time required to shoot the event, in the order of an extra 2.5 – 3 hours.

National Target Champions will be named based on the totals from the two 720 Rounds. National Field Champions will be named based on the 24 target field total. The Target events should be held from a Friday to a Sunday.

In the case of a very large enrolment or a very small field, the entrants may be split into 2 groups with one group shooting field while the other shoots target and then switch the next day. Or The 720 can be split into morning and afternoon flights (it is preferable to shoot the Fred Usher Cup after opening ceremonies). (For example Compound could shoot the morning of day 1 and the afternoon of day 2, then Recurve could shoot the afternoon of day 1 and the morning of day 2). This also could save on the number of butts required and allow for more than 96 archers to shoot field.

3.0 FIELD The Field Championships consists of 24 targets shot on one day after an official practice in the morning or the day before (preferable).

The field course is normally open for practice the day before the event. At a minimum there must be a practice facility with all field distances available close to (adjacent) the field.

The field should be laid out in such a way as to maximize safety while still minimizing the amount of walking required between targets and make for interesting shooting. While every attempt should be made to make the course challenging, time should be a major consideration.

The more archers that can shoot at one time, the faster the tournament will progress. At least 2 archers must be able to shoot at a time at each stake. Target assignments should consider distances shot by different categories. The number of stakes that each group has to shoot at each target should be kept to a minimum. (For example, if a Male Compound archer were grouped with a Male Barebow and a Cadet, they would have to shoot 3 different stakes at 3 different distances for some targets causing quite a delay. Whereas, 4 Men Compound archers would all be able to shoot from the same stake i.e. 2 up at a time). Or 2 Men Compound and 2 Cadets would work effectively, requiring shooting from just 2 stakes.

Butt assignments for Field can be very tricky, be sure to involve the TD for this task.

Toilet facilities are required and they must be on the field course itself so that archers do not have to leave the field.

4.0 TARGET The target event consists of 2 WA 720 Rounds each shot in one day. The Canadian Target Champions are awarded based on the highest total score of these 2 rounds in each category. The target event also provides the qualifying positions for the Canadian and Cadet/Masters Open (see below) which is an Elimination round held the day after the Target Championships. The Fred Usher Memorial Cup, a Provincial Team Elimination Round, is also shot at the end of the official practice day, usually after the Opening Ceremonies.

The target field should be set up as per Archery Canada /World Archery rules oriented north and able to accommodate approximately 55 or more buttresses and at least 1 butt per 20 competitors as a separate practice field (this is an absolute requirement). Ideally lanes should be 6 metres wide, but 5 metres is sufficient. This allows for 3 archers per butt (except in the case of wheelchairs – (see below).

The correct layout of the field is critical. Make use of the Technical Delegate, the Director of Shooting and Judge chair to be sure the target field (and Field course) will pass the Judge corps’ inspection the first time.

The athlete waiting area must be separated from the spectators and shade, seating and water provided.

Paralympic/Athletes with a Disability Archers Every aspect of the event from access to the competition field, parking, toilettes, and banquet facilities must be barrier free! Consideration must be given to access to the target field and all social events for wheelchairs. Flat areas and washrooms large enough for the chairs are necessary. Two wheelchair archers or one wheelchair archer and one able-bodied archer may be assigned to shoot at the same time. Volunteers (local volunteers, spectators or chaperones) must be available to assist in scoring and arrow retrieval. Archers with a disability must be considered in butt assignments, normally they do not vacate the shooting line, so they must be assigned one shooting lane with no other archer on that side (they can shoot with 1 able bodied archer as A&C). By the rules Para archer’s lanes should be slightly wider (each para archer should have 1.30 metres, where as in a 5 metre lane each able bodied archer would have only 80cm.

Para archers normally require agents to score for them as most cannot go to the target, this requires negotiation between the archer and the organizers to see if they will need a volunteer agent supplied by the committee or if they will be bringing their own, in both cases the agent must have range access to the same level as the archers. If the other archery on the para archer’s butt (or archers on adjacent butts) can retrieve the arrows then an agent is not required. Young Archers Archery Canada provides the opportunity for all archers to compete at the Champion-ships. Young archers however are still the responsibility of their parents. All Cubs/PreCubs must name their chaperone on the registration form. In the Field, chaperones who are family members shooting at the same time cannot have the Cub re-assigned to their adult target butt. If the young archer cannot score him/herself without help, or he/she requires supervision, the parent/chaperone must provide this. It is not the Organizing Committee’s responsibility to supply chaperones or score for competitors (except wheelchair athletes). Nor is it fair to other competitors to have children shooting with them or being held up by those who cannot score. This must be made clear as the registration process proceeds.

Long Term Athlete Development (LTAD) Archery Canada subscribes to Canada’s Long Term Athlete Development Plan, which outlines how much experience all archers should have before attending major events, so all participants, especially parents should be familiar with this document.

Leader Board Leader boards are not normally used at the Canadian Championships; however, it has been done. This should not be considered without the benefit of many volunteers and a team conversant and expert in the scoring process. The Tournament Software provides for the printing of forms to collect scores after each end from athletes. Runners are required to distribute and collect these forms. If it is possible to have a computer with the software running at the venue, scores can be entered quickly into the program and Leader Board reports can be printed to update the Leader Board in a timely fashion. A Leader Board is a very labour intensive operation requiring many volunteers and a well-practiced team. The new i@nseo scoring software allows for the integration to leaderboards and for scoring tablets including using the of smart phones.

5.0 FRED USHER MEMORIAL CUP (Book 2 Appendix AC 3.7 AC Rulebook) Rules and handicaps are outlined in the rulebook. The Technical Delegate and the Judge Chair will assist the Organising Committee. The closing time for entries has to be well communicated so that every Province has an opportunity to compete. Once entries have closed the grid can be posted. Judges are necessary for this event.

This is the only opportunity for most Canadian archers to compete in a team round and for Canadian Judges to get team round experience, so extra volunteers should be available for set up and the running of this event. A paper copy of the grid approximately 120cm tall and 360cm is used on site for the plotting of the event scoring and where and when each team shoots. This sheet has to be filled out before the event and can be done immediately after the closing of registrations. The forms can be found on the forms page of the AC website: http://www.archerycanada.ca/en/administration/forms

The tournament committee must be proactive on this event, it will require changes to the shooting line to allow for the team boxes etc, lay them out beforehand so they can be used in a short time. The day of this event is no time to be laying out the field and looking for the chart. This is also a good opportunity to have an announcer who can add some colour to the event as the matches unfold. A colour announcer is encouraged for this event.

Team Captains must submit team competitor’s names with gender, category and equipment division to the Results centre 2 hours before the event. The event can be streamlined with some organization beforehand, be sure judges have radios, so scores can be transmitted to the leaderboard without the requirement for cards to be delivered.

6.0 CANADIAN OPEN (Appendix AC 3.8) August 2016 Note – the Canadian Open is currently under review; the following are comments based on ‘status quo’ Note: The importance of preplanning in this event cannot be overstressed, this event must run efficiently and effectively, if you are unsure – ask! (Formerly known as the AC Open) This event is separate from the two championships during the week. Any archer who has competed in the qualification rounds (720s) may register for the Canadian Open in only 2 adult equipment divisions; Compound and Recurve. This includes guests from out of country. If there are not more than four registrants in any of the categories, the open will not be held for that category. Junior and Senior archers shoot together as do Masters and Cadets, in short those that qualify at the same distance, shoot the open at that distance. The Organising Committee must provide a large paper version of the Canadian Elimination Round pairing grid approximately 120cm tall and 360cm long. The forms can be found on the forms page of the Archery Canada website: http://www.archerycanada.ca/en/administration/forms

At least 2 copies of each should be produced. Registration will dictate if 4, 8 or 16 are required. Eight (could be 4 back to back) display boards large enough to post these grids are required and a volunteer to post results will be required for each sheet. Extra ‘runners’ and checkers are also usually needed. The archers will bring their scores & scorecards to these boards, the scorers record the score, take one copy of the loser’s cards and advise the winner where and when to shoot next. The i@nseo scoring system assists in assigning the grids. The Archery Canada Judge Corps and Technical Delegate will assist the event, but the OC must provide volunteer score-keepers to post scores on the 8 grid displays (4 – 8 capable volunteers). These volunteers must understand the handling of byes and defaults for a single elimination round.

The grids should be completed and posted at the Saturday evening awards social event, this gives the archers plenty of time to know where they will be shooting. Once the grids are complete, they are not adjusted for ‘no shows’ – rather byes and/or defaults are given.

The filling in of the grid seeding is very time consuming and complicated. Be sure they are started at least the day before, so they can be checked by the Technical Delegate and others who have experience with this style of round. The tournament software produces ranking lists for use in seeding the Elimination rounds.

A large sign or flipchart near the DOS stand is required with the following printed in large letters: ‘Now Shooting Round #’ – and enough space to write in the round currently being shot. This allows for archers with byes and those not yet shooting to gauge when they will be shooting. Ideally there would be 2 signs – one facing each side of the field.

On completion of the Open, the scores and winners/losers must be transferred to electronic format and posted on the host website as soon as possible. The scorecards and grids also become part of the tournament archive and are kept for 60 days.

7.0 PLANNING Striking a Committee The Organizing Committee has to be a dynamic, well-organised group of volunteers. Choose people not because they are shooters but because they have some background and or expertise in their selected committee mandate and for their reliability. Along with technical knowledge and skills, inter-personal skills are essential. Ideally two computer-savvy people should be identified early and should be assigned to learn the Tournament software. Being familiar with its capabilities will save a lot of time and any customizing of the program required should be communicated to Archery Canada as far in advance of the event as possible. Be careful not to insist on archery volunteers, most of the positions can be learned by any volunteer, most cites have volunteer organizations that may be able to help.

It is recommended that the OC organize at least the following committees, each under the leadership of a capable person.  Systems and Documents Committee (responsible for designing and printing all forms as necessary and for learning and operating the Tournament Software)  Finance Committee – Budget the revenue and costs of all aspects of the event.  Promotions Committee (responsible for obtaining sponsorships, promoting the event with media, maintaining a website that is bilingual and a bilingual Championship logo).  Grounds Committee Target and Field (probably should be different committees) (responsible for all aspects of Target and Field course preparation, set-up and maintenance and general facilities including washrooms)  Officials Committee (responsible for liaising with the Archery Canada Tir à l’arc, the Technical Delegate, Judges, VIPs etc. and for recruiting and training volunteers) and working closely on the DOS to ensure efficient and effective running of the shoot itself.  Social Committee (responsible for planning and staffing any social events including the opening ceremonies, awards ceremonies and banquets)  Scoring Committee (responsible for labelling scorecards with labels produced by the Tournament Software, organizing the leader board, Fred Usher Cup scoring, maintaining the Open, Masters and Cadet Grids, collecting and checking scorecards, entering scores, returning scorecards to archers.) This committee may function as a sub-committee of the Systems and Documents Committee.  Government liaison, do not forget to check what grants are available from Provincial, National and/or local governments.

Registration Forms It is essential that the Registration Forms (French and English) be clear and that they collect all information necessary – preferably in the order in which it is to be entered into the Tournament Software. Careful planning of the Registration Form will save a lot of headaches. It is essential that the Registration form (or information sent to every registrant) contain a reference to the dress code in effect for the Target and Field championships (AC Rulebook 3 AC 20). Most archers are now used to and expect ‘online’ registration, which will show listings of who is registered. Also online payment is easily done, save yourself headaches by trying to get as much of this done beforehand.

See Annex F for a sample / suggested registration form.

Probably the most important document you will produce will be this form, it needs to be completed very early in the year of your event, so it can be scrutinized by your Technical Delegate and other AC officers and then translated and distributed. The form should collect:

 personal and contact information for each archer;  shooting category for each archer including provision for archers registering in conditional divisions to show their preferred second choice or desire for a refund if the conditional division is not offered – ensure the proper categories are being offered and remember that categories differ from 3D to Field to Target;  financial information including the charges for all social events, shooting fees, merchandise offered for sale before the event, etc;  financial information relating to charges for non-archers being paid for by the registering archer (social events, etc.);  food preferences for the social events if applicable (how many of each food choice for each event);  indication of where and how fees are to be paid indication of any late penalties or early registration discounts;  consider how you might accept credit cards and or PayPal;  Appointment of a chaperone by all cub age archers;  There should be a contact for further information and  When will registration close.

A clear "refund deadline" after which no refunds will be offered should be set.

Accreditation The Registration form, with cut-off date, should be made available on the tournament website as soon as possible. The Tournament Software allows you to print lists of registrants which can be posted to the website so that competitors can see who else will be there and provides another check that the data they sent in has been correctly entered and is accurate.

Those working in registration must be familiar with AC Categories (Equipment Divisions and Age Classes), which are outlined in Book 2 Chapter 4 of the rulebook. Ages and categories are further discussed under Categories/Classes/Ages/Divisions.

Lists of participants should be prominently posted in the tournament area and updated as the first day approaches. A results area is recommended. It should have bulletin boards to post important notices and butt assignment lists and, once competition has started, results. This area should become the focal point of the tournament, a place where archers can find information. The modern equivalent is a website compatible with smart phone technology for sizing, so archers can check on line.

Check-in is a must. It is important to make it something the competitor wants to do. A goody bag or picking up necessary tickets should be a part of accreditation. During accreditation, the particulars should be confirmed with each entrant (category, events, banquet/social event tickets etc.). The Tournament Software allows you to print a registration confirmation form containing all important information for each competitor. This could be printed in advance or could be printed when the athlete arrives at the check- in. You should have 2 lines for check in, one for prepaid and one for paid, there should be someone bilingual at check in.

Walk on Registrations Experience has shown that archers are pretty poor planners. Much will have been attempted to ensure that archers pre-register to assist tournament committees, however, late registration is still a problem your committee will have to deal with. You can set a ‘drop dead date’ when you will not take any more registrations, however, as you reach some budgetary realities and you have someone with ‘cash in hand’, it is pretty hard to turn them away. Archery Canada does not have a strict policy either way, but you should be aware of your options and discuss them early and often as the first day of shooting nears. Certainly late registrations should be actively discouraged and if feasible not allowed.

AC Tournament Software Program Starting in 2015 Archery Canada has made every effort to run all the events using the i@nseo system (ianseo.net). This is the program that Archery Canada used for membership, Ranking, Scoring and Records, so it is a must that the program be used.

Archery Canada can provide assistance in the use of the program and will make training available before hand and may have someone on site to assist. Members of AC’s scoring committee can be made available to assist at and before the event, all costs must be borne by the committee. The scoring application can be downloaded from the i@nseo (Ianseo.net) site as can the manual on how to set it up and use it. The program produces complete results in many formats and will automatically place the archers in the grids for the Canadian Open.

The results are posed directly to the internet, so copying and distribution is nearly a thing of the past!

The system will track registration and even print archer numbers and scorecards, although, AC scorecards with labels are recommended.

Scorecards AC has developed a complete set of bilingual scorecards which are to be used for the 720s, 3D, Field and Canadian Open; these cards have been extensively tested and have been used at previous Canadian Championships. These cards could be printed in different colours for each day, so that they are easily identified. Rather than print scorecards with the archer’s name, it is far easier to print labels for the scorecards.

AC Membership The Canadian Archery Championships sanctioned by Archery Canada and World Archery and all Canadian competitors must be Archery Canada members (registrants). The new Archery Canada Membership Database (can.service.ianseo.net) will show all current members (registrants) of Archery Canada, a simple search will show who is and who is not current.

Archers who are not Canadian citizens (see Rules Book 2 2.10 and 3.2.3) may compete as Guests provided they are members of a World Archery affiliate organization in another country.

Canadians who are not members of Archery Canada through their Provincial Association may join Archery Canada at the event, however, the cost is $110.00, so it is advisable for everyone to be members before they arrive. Target and Field Classes For continuity reasons it is very important that only AC classes be used and that they be referred to by their correct names as per the AC rulebook book 2 Chapter 4, They are: Master Men Master Women Senior Men Senior Women Junior Men Junior Women Cadet Men Cadet Women Cub Men Cub Women Pre-Cub Men Pre-Cub Women

Para Classes: Compound Open Men Compound Open Women Recurve Open Men Recurve Open Women W1 Open Men W1 Open Women

Note: Archery Canada also recognizes Peewee Men & Women; however, these categories are not contested at Canadian Championships. Therefore, a Peewee wanting to participate would have to compete as a Pre-Cub. Cubs and Pre-Cubs do not have an Open shot with the Canadian Open, this is because of their young age and the fact that Cubs do not compete in World events and their ages do not fit within Archery Canada’s Long Term Athlete Development Program. (See LTAD reference above)

This is very important and is probably the most asked question during registration.

Athlete Numbers Each competitor must wear an Athlete Number throughout the competition. This identifies the archer to Judges and the media. The Athlete Number must be printed on all interim results; however, they are not required for the final results. This is an excellent sponsorship opportunity; businesses will pay to have their logo on the Athlete Numbers. The i@nseo scoring system will print individual athlete numbers should you wish to implement them that way.

Marketing/Tournament Logo Marketing of the event is left to the Organizing Committee. Archery Canada works to find national sponsors that may be able to assist the Organizing Committee financially; however, this is not always possible. The Organizing Committee is encouraged to design a distinctive BILINGUAL logo for the event. This logo can be used for tournament pins, shirts etc. for sale at the event. It is recommended that the Archery Canada logo be a part of the tournament logo. Information on sales is available from previous Organizing Committees.

Promotion of the Event Government grants are available in most provinces to assist with hosting events as are city and municipal grants, experience shows that lots of lead time is required, often as much as 1 year out. Corporate support and donations can add a lot to the event. It takes a lot of time to contact and follow up with corporate sponsors. A sub-committee of persistent individuals is needed. Local media should be contacted as soon as possible and involved in the planning process; a media rep is an important committee position. Sponsor banners, both AC and corporate, should be displayed. Local archery retailers could be asked to provide service and sales on-site.

o Don’t forget many municipalities will assist (even financially) with the hosting and many hotels will share room cost profit with the hosts. o Many Archery Canada Sponsors are willing to pay for booths on site at the Target and Field events.

Website/Social Media A website is a necessity, they are not that hard to produce and most clubs have the required expertise to make one. The website can provide contact information, maps of the area, tourist links, registration forms, listings of tournament merchandise that will be available and clarifications as required. The last few years, clubs have posted lists of competitors as they register, this has proven very popular. Modern websites are good sources of advertising for sponsors.

The website is the obvious place to post those who have registered early in the process, notices to archers, butt assignments, results, notices of delays etc.

Facebook, twitter and other forms of social media provide ways to promote your event, announce events and program changes, most archers are watching, so this is one of your best tools to keep archers (your customers) informed. Announcements from the committee can be coordinated with Archery Canada for inclusion on their site/Facebook account etc, contact the office.

Official Program There are many different things happening at different times during the championship week. A program is a good way of providing information to all participants, VIPs, the press and local spectators. The program is also a good way of providing more funding to the event. Many local businesses that would not normally contribute will usually buy and add in such a publication. The program can have welcome messages from the Premier and/or Prime Minister, local mayors, the club President and President of Archery Canada.

Every effort should be made to make the program bilingual.

The program’s content is up to the club. Suggestions are: the schedule of events, listing of social events, maps, latest AC records (both Open and National championships), field course layout, some rules that need to be stressed, important telephone numbers, field course scoring, local sights to see, etc.

Archers enjoy getting a ‘Goody Bag’ with souvenirs, maps, trinkets etc. from local merchants who want to provide merchandise rather than cash for sponsorship. Results Archery Canada rules outlines scoring procedures for all disciplines (Book 3). The Organizing Committee is responsible for printing scorecards, recording the archer’s scores and producing the results documents.

The inputting of results is a time consuming and intense part of the tournament day. There is pressure to have the results entered quickly, but they must be done accurately! The score input process must be located someplace free from interruption from athletes, team managers etc. At the same time, there must be some accessibility for pointing out mistakes on name spellings, proper provinces etc. to the computer operators. Otherwise the results will not be accurate. See i@nseo references above.

At the end of each day the archer and a witness sign the cards as being correct. Nonetheless, to protect other archers from mistakes or cheating, it is necessary that the Organizing Committee provide the manpower to check the addition of the scorecards for all medal winners before medals are presented. Ideally, if manpower permits, all score cards should be checked as they are being entered into the program.

Filling in of Scorecards Athletes are required to completely complete their scorecards (arrow values, Xs and 10s must be entered) Then signed by the archer and witness, athletes at the highest levels have been sanctioned for not completing this simple task, we cannot be any different in insisting it is done correctly.

When shooting is completed and the archers are handing in scorecards, they should be handed to a member of the Scoring Committee. This volunteer only needs to verify that the 2 scorecards totals match and that they are signed by the archer and at least one witness.

This is an important step as many errors can be caught here. At the end of the tournament the second set of scorecards should be returned to the archer. This should not be done until the final day and the results have been verified. Until then the cards may be required by the Jury or the Organizing Committee to verify a score. The remaining set becomes part of the tournament archives and can be destroyed 60 days after the event in consultation with the TD.

The next day’s butt assignments should also be included in the daily results. The Tournament Software Program produces results lists, butt assignment reports and allows for scores to easily be saved in a webpage pdf format for posting to the website. Archers now expect to find the results on either the AC website, the event website or both.

Butt Assignments (Target and Field) Butt assignments are an important part of running the shoot efficiently. The target field needs to be organised so that all categories shooting the same distances are grouped together. Wherever possible, male and female athletes should be on separate sides of the field. Archers are usually assigned to butts for the Field Round and the first 720 alphabetically within shooting category. The order of the categories can be changed to suit field layout.

Targets are reassigned after the first 720 in score order within shooting category. It is traditional to keep athletes in the same category together on a target butt so that athletes are shooting with their competitors. For the final 720 athletes should be shooting against their closest competitors – especially for the higher scoring athletes in the group. It is sometimes necessary to assign mixed categories to a target, however, this should be avoided where possible and when it is necessary, similar categories should be mixed (same equipment, same gender) and in any case it is the lower scoring athletes in a category that should be mixed with other categories, so that the highest scorer in one category is not assigned to a target with the lowest scorers of the next category. This sounds simple but can take a lot of time and mental effort. The person doing butt assignment must be an experienced archer who has shot such tournaments before. The TD is there to assist if required.

All effort should be made to make sure that athletes from the same Provinces are broken up when butts are assigned. There must be at least one archer from a different province on a butt especially in the Field assignments.

The target assignment takes the form “09A,” “09B” etc. where the number indicates the butt assignment and the letter is the position on the line. The alphabetically first or higher ranked athlete normally has the A letter

If the Field course is over loaded and it is necessary to assign more than one group to a target butt with one group waiting until the first group has shot, a “W” may be added to the target number (e.g. “24W”) to indicate which group is the “waiting” group. The scorecard labels for those athletes will automatically indicate the meaning of the “W”). This allows for more than the 96 archers who would fill a course, however, this means a group on every butt and backups occurring slowing everyone down. Consideration should be to splitting the field and target. Practice has found that assigning 25 and 26 allows for 8 extra shooters, but more than that is unworkable.

It is important to announce that ties for medals are shot off, so archers should not leave the field until it is known if there are any medal ties or not. If an archer is not present when the shoot off is called, he or she is deemed to have lost the shoot-off. (currently under review): Recent past experience has shown that this may not always be possible, if logistics and location do not allow for critical (to determine medals) ties to be shot off immediately, other arrangements must be thought out and announced.

Butt assignment reports are required at the beginning of each day (and at the Tournament Information Meeting) for each Judge, the DOS and the Judge Chair. Extra copies should be available for VIPs, AC Staff etc.

Hosts/Hostesses There should be people on hand (especially early in the event) to answer questions about the tournament, social events, local attractions, directions etc. If possible flights should be met at the airport or information provided to guide the archers from the airport to the site. Special services and dedicated volunteers may be needed if foreign teams or dignitaries attend this event. Every effort should be made to have as many bilingual hosts/hostesses as possible.

Social Events Competitors for the Archery Canada Championships come from all over Canada. They want opportunities to see the community and to socialize with their fellow archers. The format of the championships has been altered specifically for this. Organizing Committees are encouraged to stage social events throughout the week for the competitors. Novelty rounds and other forms of entertainment are encouraged.

Grounds Crew The Grounds Crew is in charge of setting up the field of play to the necessary standard and keeping it that way throughout the tournament. They should always be ready to replace a target or a buttress that is having arrows passing through or other problems. The Grounds Crew must ensure butts are properly anchored. Judges will assist in the changing of target faces, in both target and field.

There should be a minimum of two (2) ground crew available full time on the Field Course/ Target Range with radio communication to the Judges at all times during shooting. These ground crew should not have any other duties assigned to them while shooting is occurring.

Opening Ceremonies – Target and Field A short Welcome to the Field Competitors by the Organizing Committee Chair and the Archery Canada President before the Field Competition begins is conducted before the archers go to their targets. Any specific announcements concerning the field course can be made here.

Opening Ceremonies for the whole Target/Field event are held on after completion of official practice. Since this a national championship, a certain amount of pomp and ceremony sets the tone, separating this tournament from other Archery Canada registered local club events. The Provincial Flags should be arranged in a semi circle around the stage or microphone, then the athletes can stand behind their Provincial flag.

Every effort should be taken to keep speeches to a minimum and to involve the competitors as much as possible. Also, formal speeches by Archery Canada Board members should be presented bilingually whenever possible. A local politician (Local MP/MLA or Mayor) normally welcomes the competitors. The Archery Canada President then formally opens the event. A long standing tradition of the Canadian Championships is to have a famous, long- time local archer or dignitary shoot the first ‘ceremonial’ arrow, at a target prominently displayed in front of the archers, this arrow is then officially scored, the President, declares the event open and the dignitary and all others autograph the target as a keepsake for the local club.

O Canada should be played to open the events, as should the anthem of any other visiting country, be sure that you have checked the sound system to be sure that the anthems can be properly played. This is very important and can save embarrassment. Another part of the ceremony should include well known or local athletes reading the athlete’s oath, and Judges reading the Judge’s oath in both French and English (both can be found at Annex C). The Organizing Committee may make any special announcements. The Field medals are awarded (this could be done at a social event after if preferred). There may be local entertainment or a social event afterwards.

Medals & Awards Winners of Canadian Championships are awarded official Archery Canada medals, which are shipped to the Organizing Committee before the event. Payment for the medals is the responsibility of the Organizing Committee. Archery Canada will bill the OC upon shipment of the medals. The medals can either be paid for in full and then a refund will be issued upon the return of extra medals, or the Organizing Committee can return the extra medals and be billed then. The former method is preferred. AC also provides the trophy for the Fred Usher Cup. It is the responsibility of the Provincial Archery Association of the previous year to send/bring the cup to the next Championships engraved with their name.

Archery Canada does not provide awards for the Canadian Open, Cadet/Masters Open. The cost of these awards should be calculated into the registration fee. The OC should furnish awards or trophies for the first three places in each of the categories. These should be separate and distinct from the standard Archery Canada championship medals. The cost of these awards must be considered in the target fee, which will have to be adjusted to cover the extra costs of awards, Judges, targets etc. Medal/Closing Ceremonies Field awards can be presented at the Opening Ceremonies or at a social event following.

Target medals are presented at the social event (banquet or other event) that concludes the Championship. In the case of the Target/Field championships at this point the Chairperson of the current Organizing Committee hands Otto’s Hammer (see next section) to the Chair of the next national championship Organizing Committee. After the awards are presented the Archery Canada President pronounces the Championships closed and invites all to the next event. Note that the Canadian Open and Cadet/Masters Open are not Championship events. Those awards are presented immediately after that competition.

A three-tier podium should always be present for medal presentations. The podium should be placed to allow ease of photographs. The ceremony can be done quickly without rushing by planning the awards beforehand. If copies of the results are available (especially for the target medals, in the same order as medals will be presented, the announcer can ask people in upcoming groups to come to the front before their names are called. Then the announcer can call the 3 winners together and a VIP can present the medals, and a photo taken. Then the next group is called. If this procedure is announced beforehand everyone will have the opportunity for photos.

Otto’s Hammer

In 1975, Otto Lehmacher from The Archers of Caledon club donated a symbolic hammer to the organizers of the 1976 Canadian Championships (The Victoria Bowmen). Since then this hammer has been passed from Organizing Committee to Organizing Committee to symbolize the amount of work required and the spirit of co-operation between Committees. The hammer has the official pin of every Canadian Outdoor Championship since its first presentation on it, a tradition that Archery Canada wishes to continue. The President of the Organizing Committee is responsible for presenting this hammer to a representative of the next Organizing Committee during the final banquet/social event.

First Aid From a liability point-of-view, on-site first aid facilities are essential. The OC must designate at least one person who is proficient in first aid to be present at the venue at all times. The local Saint John’s Ambulance may be a good suggestion for this duty. The Organizing Committee is urged to develop an emergency action plan, particularly if the venue is located far from medical services. Emergency Action Plan Even though the need is extremely remote, some time thinking of emergency situations should be done: Is there a phone available? Exact address of the facility where to direct the ambulance/emergency services How easily is the venue accessible to ambulances? Are you likely to encounter heat related injuries? Are you ready for insect bite allergies? Are the necessary emergency phone numbers available and posted in plain view? Is the local emergency program aware of your event?

The DOS must have this information.

Doping Control All competitors in the testing pool are subject to random doping control testing at some point during the target championships. Archery Canada staff will put the Doping Control Officer in touch with the head of the Organizing Committee in advance of the tournament. If this does not happen, contact either the Archery Canada office or the Canadian Centre for Ethics in Sport ([email protected]). The Organizing Committee is responsible for providing a safe, clean test area, separate toilets and sealed drinking water for at least 6 archers.

Archery Canada Tir à l'arc Staff and the Technical Delegate will have the current information on this subject.

At least one male and one female chaperone will (may) be needed.

DURING THE EVENT

Daily Practice - Target Under no circumstance can scoring start before the posted times on the official schedule. As official practice is a maximum of 45 minutes the official practice should start 45 to 50 minutes before the posted start of scoring so that the archers can go directly into scoring when practice is finished. So if scoring starts at 9:00 am then practice starts at 8:15 am. Note that the maximum is 45 minutes and the minimum time allotted for official practice is 20 minutes. While it is preferable to give them 45 minutes of practice they don’t have to have 45 minutes. As there is no break between the end of practice and the start of scoring, the archers will practice on their scoring faces.

This means that the field crew has to have ALL of the target faces up before practice starts.

Daily shooting normally commences at 9:00 or 10:00 AM (for target) which means practice would start at 8 or 9:15AM. The practice runs for 45 minutes and is usually timed by the DOS. In order to allow for as much practice as possible it is recommended that ‘un-official’ (the field is open and ready for shooting) practice begin earlier and/or a large practice facility be set up near-by. 10 AM is recommended as it provides a manageable start time for the organizers, judges and, of course the athletes.

Separate practice facilities are required to allow for warm-ups, equipment set-up and informal practice. These facilities should be monitored, but are often left for informal archer use. This facility must be close enough and large enough to fulfill these functions. A member of the Organizing Committee should be on hand during busy times to blow a whistle to retrieve arrows. This is not an optional requirement.

Official Practice Official practice is held on the day before the Target Championships on the tournament field. A number of other events are held concurrently, such as: Equipment Inspection Athlete Information Meeting Registration Check in

It is important that the target range is ready for practice for as long as possible the day of Official Practice. Many competitors will not arrive in time to practice before this. There should be a sufficient quantity of butts at all distances that will be used in the competition. The field must be open on time.

Tournament Information Meeting Formerly referred to as the Team Captain’s meeting, information for all athletes is given here. These meetings (before the Field Event and before the Target event), chaired by the Technical Delegate, are to pass on important information concerning the tournament. The Organizing Committee should be represented by as many of their members as possible, so that information concerning social events, distribution of results, etc. can be explained. The Chairman of Judges will speak concerning rules and the Technical Delegate will speak about Archery Canada Tir à l'arc issues. Any important rule changes since the previous year may be mentioned at this meeting if appropriate. At the Target meeting the AC office staff will speak concerning Doping Control. A suggested agenda for this meeting is attached as Annex A.

Equipment Inspection Equipment inspection is held before the Field tournament and, for Target, during the Official Practice day. Tables, chairs and one butt and stand beside the equipment inspection are required and should be under shelter (A butt is required for compound archers to safely draw their bows to check draw weight. Equipment inspection is mandatory. Having equipment inspected does not forgive illegal items missed during the inspection. An athlete’s equipment may be inspected at any time during the tournament.

Para archers will have assistive devices (wheelchairs, stools, strapping etc) checked for compliance and will also have to produce classification cards.

Tournament Field Access (Field of Play) Only competitors, Judges, field crew and authorized persons are allowed on the tournament field. Competitors have athlete numbers and Judges are in uniform. Therefore, the Organizing Committee must have some sort of identification (FOP (Field of Play) badge)) badge or ribbon to allow others, such as Provincial Team Officials, photographers, AC Staff and VIPs (Members of the AC Board and others) on the field. For the Target championships each Provincial Team may have a Team Captain and 3 assistants for the first 5 athletes from the province plus an additional 1 assistant for each 5 additional archers from the province. Wheelchair athletes are allowed 1 assistant for every 3 athletes from the same province. Team officials are to give seating priority in the athlete area behind the line to athletes.

9.0 JUDGING Judges are an integral part of the championships; their assistance to the Organizing Committee cannot be understated. They provide necessary expertise on target placement and advice on the running of the tournament. Archery Canada appoints Judges for the tournament.

Archery Canada finances Judge Travel and per diem. The Organizing Committee is responsible for Judges’ accommodations (double occupancy) and local transportation. Normally the Organizing Committee provides a van for their use. Wherever possible, local Judges are used to defray costs. The cost of the closing banquet and most social events are to be waived for to the Judge corps.

The Judges inspect the target field and field course before its use. It is advisable to work closely with local Judges to have it ready well before and avoid any surprises. Liaise with the Archery Canada Judge chair in order for the inspection to take place as early as possible.

The Judges work closely with the OC whenever rules may need to be stressed or discussed with regards to existing or special circumstances. It is not suggested that all rules are flexible, but rules such as the dress code on a Practice Day when the schedule is as tight as it is, could be relaxed without undermining the authority of the Judges or the credibility of the rule book. The TD is AC’s representative at these events and has the final authority (save for the jury) on any changes.

Each Judge must have a radio to communicate with the other judges both on the target range and field course. The Judge chair must have communications with the DOS and the Host Committee Chair (the person in charge of the Grounds Crew). The Technical Delegate should also be on this radio loop. A minimum 12 radios are required, ensure they are such that the entire field can be covered.

National Judge Seminar Archery Canada attempts to host a National Judge Seminar before or after the championships. The purpose is of the national Judge seminar is to upgrade Judges and qualify newer Judges to work such events. Archery Canada will do the organization in association with the Organizing Committee. Provincial Sport Organizations may be responsible for all expenses related to the National Judge candidates they send to the Judge clinic. The Organizing Committee is not expected to provide Banquet or Welcome BBQ tickets, accommodation or ground transportation for the Judge candidates

Director of Shooting (Rulebook Book 2 AC 3.10) For the Target Championships the Director of Shooting (DOS) controls the shooting. The DOS is a part of the Organizing Committee and is appointed by them with the approval of AC. The DOS normally has an assistant who runs the timing equipment/lights/flags. The DOS must have radio communication with the judges and the tournament committee. The DOS works closely with the Judge Chair & Technical Delegate of the Tournament. Archery Canada does not cover the expenses of the DOS.

The importance of the DOS cannot be understated; he/she must be conversant in all the latest rules and have a working knowledge of running a large tournament field. All timings are controlled by the DOS; an efficient DOS will shave hours off a normally long day. The DOS must be a dynamic leader, who will run the timings efficiently and effectively, thus saving time and negating complaints. A bilingual DOS or someone to translate his/her announcements is strongly recommended.

A sound system is required that covers the entire field, so that the DOS may communicate with all the athletes on the field. The system should be flexible enough to play music and all announcements. As of this writing (September ‘15), the AC travel kit has a sound system, but something local might be cheaper than shipping the kit).

Appeals /Jury of Appeal (Rule 3.1.11) The Organizing Committee does not get involved in the appeal process other than to ensure the DOS has appeal forms (Annex D) and that the Jury has a place to meet. At the beginning of the National Championships the Archery Canada will announce the Chair of the jury (normally the President). When an appeal is received the Chair will appoint two other members. This is the body to which any questions of fairness or interpretation of the rules are referred. Upon the receipt of an appeal or protest the Chair of the Jury will convene a Jury and the appeal will be decided. Appeals are submitted to the DOS or Judge Chair.

Miscellaneous: Very often forgotten are toilets, including those for competitors to use on the Field course (Remember size for Wheelchairs). Don’t forget pumping, someone has to keep an eye on the level inside the toilets and arrange pumping as required. Toilets that are near the shooting line should be pumped during silent hours, not while competition is underway. Other items required are: - Garbage containers and pick up must also be considered; - Shelter/shade and shade for all archers on the target field; - Drinking water for archers on the field course and target field; - Barrier separating the Field of Play from spectators - See: APP3.4.9 Venue, Equipment and Facilities.

10.0 AFTER THE EVENT Follow-up Reports The Organizing Committee is asked to submit a report to Archery Canada outlining the hosting of the event, problems that occurred and suggestions for future events. A sample budget, including number of targets purchased and used, would be very helpful information for the next Committee’s use.

At the conclusion of the tournament, the person responsible for results tabulation must send a complete set of results to the AC national office for archiving. Score cards must be kept for a minimum of 60 days, then may be destroyed in consultation with the AC office and the TD. ANNEX A –TARGET CHAMPIONSHIPS INFORMATION MEETING AGENDA

1. Introduction The Information Meeting is probably the most important event of the championships. It outlines the who/what/where/when and why of the entire event. The success of this meeting will affect the success of the championships. If properly run, all questions will be answered or addressed and the athletes can relax and concentrate on their shooting. Everyone is welcome at this meeting.

The Technical Delegate will chair the meeting. In addition, the meeting should be attended by the following:

Members of the Organizing Committee The Scoring Committee should be there to clarify scoring and reporting procedures. Judge Chair for the event, who will brief on specific rules that may not be clear for the event; Members of the Judge Committee (unless required elsewhere) Director of Shooting, who will outline the shooting procedures; The Jury (or at least the jury Chair) should be announced; Competitors, Team managers and those who have items to clarify; Representatives of Archery Canada (Drug testing or other announcements)

Every attempt should be made to have the meeting bilingual. If this is not possible, extra time should be taken to ensure the understanding of each statement.

The following is a guideline for a successful meeting: 1* Be prepared - a dress rehearsal meeting is advised; 2* Written documents or diagrams are much clearer than verbal explanations - when explaining a chart, it should be there. 3* If possible, distribute the key points of the meeting well before hand. The aim of the meeting is to clarify procedures; the more information distributed before-hand, the better it will be known after the meeting. 4* Take care not to make the meeting too long. While all parties should be given time to clarify different issues, the business of the meeting is the tournament. 5* If an item or items cannot be resolved, announce a time and when and where will be announced. Do not guess! If necessary, set a time for a second meeting.

Preparation documents  The latest copy of the event schedule  Sample of the scorecards  Samples of the layout of the results sheets  Clarification of timings directions to and costs of social events  Field course lay-out  Sample of Canadian Open double elimination grid sheets  A copy of target/field rule changes since the last outdoor championship A checklist to prepare for the meeting  Check that the meeting room has been booked for the correct date and time  Ensure that the time, date and place of the meeting is well advertised - include a map if necessary  Check that signs outside the meeting room have been placed so the meeting room can be easily found  Check that the required documents have been copied and available to all who attend the meeting with extras available for those who miss.  Check that the room is large enough and has proper lighting and heating (air-conditioned) as well as good acoustics.  Projector working (if required).  Are facilities barrier free wrt wheelchair users?  Follow the agenda, do not present unnecessary information, do not insist on questions.

2. AGENDA Who’s Who? Chaired by the Technical Delegate (Prepared by the Judge Chair, Organising Committee and the Technical Delegate) The following people should be introduced, as well as their contact information for the competition: Chairman Organising Committee - include phone number if available Administration with general number of the club or organisation Medical with Hospital and Emergency Number Members of the Organising Committee Technical Delegate(s) Members of the Tournament Judges Committee Jury of Appeal members Logistics with hotel numbers, Transport Co-ordinator, if applicable Tourist office

2.2 Technical Aspects of the competition (TD and the chair of Judge Commission) Stress AC rules that are special for the competition but also stress the rules that have been violated in the past or have given problems.

2.2.1 Competition Program It is important to have the program distributed. Make sure that a version number and date is mentioned on each schedule. Schedules have the bad habit of changing.

2.2.2 Practice: When/Where Will practice will be allowed on the competition field and when? Clearly indicate the time allowed per end or if the DOS or another individual will control the practice.

2.2.3 The number of registrations in each category (This can be covered by distributing a list of participants). Where the athlete numbers are to be picked up. Participants must check their category vs. the registration list.

2.2.4 Equipment Inspection Target – Where /When Field – Where/When? What will be the order of inspection? - Where? / When? Dress Code

2.2.5 Canadian Open What categories will be shooting off? Announce Start Times for each category and show sample grid sheet. Where and how will the matches be displayed?

2.2.6 Scoring Where do you pick up your scorecards? Where do you return them? The scoring procedure should be articulated. What is the estimated time that results will be available? & Where? How (to whom) are errors/mistakes be reported?

2.2.7 Target / Field Access How will Team Managers, Coaches, Media and VIPs be identified? Badges for range access (Field of Play (FOP)) Access to Target range for VIPs/Press/spectators/coaches/Press

2.2.8 Dress Regulations Explain dress regulations DOS should clarify when ‘inclement weather clothing’ will be allowed

2.3 Logistical Aspects HC (Organizing Committee) 2.3.1 Transport (If required) 2.3.2 Meals/snacks during competition (no meal break)

2.4 Appeal Procedure (chairman of Jury) Who is chair of the Jury? Explain the Appeal Procedure. Also a sample form should be distributed.

2.5 Protocol and Ceremonies (HC and Co-ordinating Committee) It is important for the teams to know the procedures related to the ceremonies. The following items should be addressed

2.5.1 Opening ceremony  Place and time for staging  Will the nameplate be carried by the team or by Committee volunteers?  How long will the ceremony take?  Who will read the athlete oath?*  Who will read the Judge oath?*  Remember both languages.

2.5.2 Closing Ceremony As for Opening

2.5.3 Medal Ceremonies When and where?

2.5.4 Doping control and issues (AC Staff) Doping control Pool and testing day

2.6 First Aid Emergency procedures

2.65 Emergency Action Plan

2.7 Miscellaneous (TD + HC) Items that could be included:  Results systems and results distribution  Special events such as BBQs/Socials  Meetings that are scheduled, e.g. Archery Canada Tir à l'arc’s AGM/Town Hall  Judge/Coach seminars  Any information regarding the media:  How to get an accreditation?  Will the competition be broadcast and where? 2.8 Questions (TD) Typical questions that should be considered:  Canadian Open shooting times  Will water be supplied to the archers? Will it be free of charge/ where to get it?  Where will the results be and how many copies? ANNEX B – ORGANIZING COMMITTEE/ Archery Canada Tir à l'arc AGREEMENT

TEMPLATE HOST COMMITTEE/ARCHERY CANADA AGREEMENT Canadian Target/Field AND Outdoor 3D Archery Championships Organising Committee Agreement 1. PREAMBLE This agreement sets out the terms & conditions to which Archery Canada (AC) and the Host Committee (O/C) agree concerning the key areas in planning and staging the 201- Canadian Outdoor Championships. The intent of the agreement is to avoid possible conflicts and misunderstandings.

2. CONDITIONS Deadline Archery Canada (AC) shall: * Approve the dates (proposed by O/C) – (Executive) January * Appoint a Technical Delegate (TD) to assist the O/C January * Provide consultation services of the 3D Representative or an experienced volunteer (3D only) January * Confirm the competition format & dates – (O/C & AC Executive) January * Approve championship logo (proposed by O/C) – (Executive) January * Approve the registration form (Executive via AC Staff from O/C) January * Approve the registration fees for each event (proposed by O/C) – (Executive) January * Deliver medals paid by the Organising Committee (AC Staff) June * Provide a trophy for the Fred Usher Cup-via the AC Office from last O/C (Staff) July * Provide consultation expertise to the committee (ED/TD) Ongoing * Approve the Director of shooting for Target Championships February * Publish registration information and event information from O/C in Archery Canada newsletter, & AC Website (AC Staff & Webmaster) every issue from February to July February * Promote the pre-registration process February * Select judges to work at the event – (Judge Chair/AC Executive) February - For target: At least one Judge for every ten targets is suggested (maximum 6 in total) - For Field: At least one Judge for every six targets in Field Archery is suggested (same 6 judges) - For 3D: At least one Judge per course (3 maximum) * Select the Jury of Appeal Chairperson – (Executive) On Site * Provide suggested complete results/administration computer software package * Provide expertise to assist in scoring – (TD) On Site * Provide materials and supplies contained within the Championship Travel Kit for Target Championship if requested * Provide updated national championship and open records to the O/C (Staff) June

The Host Committee (O/C) shall: * Send a representative to the AC Championship one year before the O/C’s host dates * Obtain a copy of the AC championship host manual ASAP * Design and submit an organisational chart showing volunteer responsibilities to AC Exec. January * Propose final dates to AC Executive December * Select the official hotel & vehicle rental agency December * Propose to AC the registration fees for each event to AC Exec. December * Include the name of Chaperone on registration form for youth December * Use the standard AC score-keeping host package for national championships December * Ensure the field and access to the field of play is barrier free for wheelchair users (Target) December * Propose a championship logo to the AC Executive December * Propose a registration form in both official languages to AC Executive December * Propose to AC the name, & support future expenses, of the Target Director of Shooting January * Pay Registration fee of $500 January * Pay travel costs to ship AC’s National Travel Kit to host site (Target Nationals only) ASAP * Ensure that equipment/facilities/events meet minimum technical & media standards (see host manual & AC rulebook) and are wheelchair accessible for Target February * Send meeting minutes and budget draft for input and assistance to the AC office on-going * Provide logo, all official bulletins, communications and materials in English & French on-going * Use AC official medals for championship events June * Provide awards for the AC Open June * Work with AC toward National Sponsors for the event Ongoing * Provide contacts and information for meetings rooms for Judge Seminar, educational forums and Executive Committee to the AC Staff March * Determine cost and provide promotional space for vendor booths March * Provide an information package to participants who pre-register April * Provide representative and site for Information Meeting On-site * Provide equipment & volunteers for the result process (see Host manual) On-Site * Provide one set of target assignments results per judge for each day’s shooting On-site * Post one set of official results per day in a communal area agreed to at information meeting On-site * Provide one set of final results to each team official at the closing banquet On Site * Develop a joint AC/HC marketing campaign & products April * Abide by the agreement terms of AC sponsors April Judging: * Provide judge transportation to/from airport/hotel/competition site1 February * Provide free hotel to 6Judges for target/field at least 7 nights on double occupancy base 1 OR 3 Judges for 3D nationals for at least 4 nights on double occupancy base1 February NB: Judges who want private rooms, will pay the additional charges. Offer the Judges complimentary tickets to the closing banquet1 On-site * Provide 3D marshalling assistance as required during shooting February * Pay outstanding AC invoices by the conclusion of the tournament September * Pay for all medals and return all unused medals to the AC office for credit September * Submit a final report and budget, including recommendations for future championships September * Provide revisions to the Host manual and this agreement to the VP responsible September * Repair or replace all property damaged or lost from the Championship Travel Kit if applicable September

______Chairperson of the Target Organising Committee PSO President & Date

______Chairperson of the Field Organising Committee PSO President & Date

______Chairperson of the 3D Organising Committee PSO President & Date

______AC President Date: 1 Applies to national judges, national judge candidates and international judges assigned to the event.Archery Canada Tir à l'arc Championships Organising Committee Agreement SCHEDULE ‘B’

Technical Guidelines: • Shooting Facilities: - O/C provides a practice range to “Field of Play(FOP)” specifications as outlined in the Archery Canada Hosting Manual and Rulebook. - The course area should have: washroom facilities, participating provincial flags display (if possible), and covered athlete waiting/eating area, umbrellas for judges for target nationals • Categories: - Rules as set out by the AC rulebook, and the rules regarding conditional equipment divisions • Event Schedule: As per Archery Canada Championship Hosting Manual set out by the Archery Canada • Registration: - Fees: fees are set by the O/C (in consultation with AC) and communicated to the Archery Canada as soon as possible - Processing: fees may be collected via the AC office. The Archery Canada will charge a 10% processing fee for each registration using a credit card (MasterCard or VISA). The Archery Canada Tir à l'arc will forward registration fees to the O/C in a timely manner, holding back 10% of the registration fees collected, until all AC invoices are paid. • Meetings: A suitable room must be provided for meetings as listed in the official programme, and for daily judge meetings • Results and Result Processing: - Facilities: provide a room/trailer/tent, at least 10'x10", with 3 tables & six chairs, with electricity - Volunteers: 2 experienced data entry & result posting volunteers - Equipment: scorecards, stapler, pens, calculators & paper, computer, result display board - At least one computer able to use the Archery Canada Tir à l'arc results package - Results grid sheets (per description in the Archery Canada host manual) for Target Events - At least 4 volunteers to run the Canadian Open (Target only) 2 volunteers to run the Fred Usher Cup (Target only) • Medical: adequate first-aid services and an Emergency Action Plan must be readily available • Ceremonies: - Awards podium must be available - If Opening/Closing ceremonies are planned, time must be allocated for a speech by the Archery Canada Representative and Title Sponsor (if applicable) - The AC event medals will be used at official Archery Canada events. For Canadian Open events or any events held beyond the official programme will receive trophies/certificates designed and paid for by the O/C - Provide an awards/sponsor display, elevated grandstand/stage, for all ceremonies & presentations Media Guidelines: • On the course: provide a "viewing" area for spectators and media to view a target (s) while the archers are shooting at it; for target, a designated Media area will be established behind the waiting line • Designate a media liaison • Provide a media event the day before the tournament begins; local media are invited to try some shooting, given relevant information and free food & beverages. ANNEX C – ATHLETE AND JUDGE OATH

Athlete Oath

In the name of the competitors, I promise that we shall take part in these games, respecting and abiding by the rules which govern them, committing ourselves to a sport without doping and without drugs, in the true spirit of sportsmanship, for the glory of sport and the honour of our teams.

Au nom de tous les concurrents, je promets que nous prendrons part à ces jeux en respectant et suivant les règles qui les régissent, en nous engageant pour un sport sans dopage et sans drogues, dans un esprit sportif pour la gloire du sport et l’honneur de nos équipes.

Judge Oath

In the name of all the Judges and officials, I promise that we shall officiate in this championship with complete impartiality, respecting and abiding by the rules which govern them in the true spirit of sportsmanship.

Au nom de tous les juges et officiels, je promets que nous remplirons nos fonctions pendant ces championnats en toute impartialité en respectant et suivant les règles qui les régissent dans un esprit sportif. ANNEX D – PROTEST FORM

ARCHERY CANADA/TIR ÀL’ARC NATIONALS DATE:

PROTEST BY: (PLEASE PRINT)

NAME: ______AC# ______

REASON FOR PROTEST:

______

______

______

______

______

AC RULE VIOLATION: ______

______

PROTEST FEE PAID: YES ___ NO ___

______SIGNATURE DATE ANNEX E – RESULTS EXAMPLE (note some spaces deleted to allow page fit)

The following are examples of the final formatting of results, host committees are asked to provide final results in this or very similar format.

2012 Canadian Field Archery Championships Victoria, BC August 7, 2012

Rank Name/Nom Field Medal Master Women Compound 1 Shelley Smith, SK 321 Gold 2 Denise Gauthier, QC 319 Silver 3 Helen Buck, AB 244 Bronze

Senior Women Compound 1 Tricia Morris, AB 363 Gold 2 Sonia Schina, BC 358 Silver 3 Dawn Groszko, AB 324 Bronze 4 Elaine Johnson, BC 310 5 Maryse Vincent, QC 302 6 Shawna Dean, BC 242

Senior Women Recurve 1 Georcy-Stéphanie Thiffeault Picard, QC 281 Gold

Junior Women Compound 1 Cassandra Vallières, QC 333 Gold 2 Véronique Beaulieu, QC 303 Silver 3 Catherine Robert, QC 285 Bronze

Junior Women Recurve 1 Virginie Chenier, QC 282 Gold 2 Caitlin Northey, SK 208 Silver 3 Jordan Sequillion, ON 182 Bronze

Cadet Women Compound 1 Brittany Johnson, BC 329 Gold 2 Darby Dean, BC 316 Silver 3 Celia Browning, BC 304 Bronze Cadet Women Recurve 1 Hannah Browning, BC 229 Gold 2 Sage Hollands, BC 203 Silver 3 Sohmer MacDonald, SK 63 Bronze 4 Christina MacDonald, SK 29

Cub Women Compound 1 Krista Pitney, BC 318 Gold

ANNEX F SAMPLE REGISTRATION FORMS

These are only a suggested format, adapt as required CANADIAN ARCHERY TARGET AND FIELD CHAMPIONSHIPS Date Registration Form insert (logo) (1 per archer) To participate, you must be a Canadian citizen, Immigrant or Resident (12 months min.), and current AC member. Guest categories are available for non-Canadian competitors who are members of their country’s FITA affiliate (e.g. : NAA,…)

Name______#AC______(required) or  Guest (for non Canadian Citizens Only) Address______City______Prov._____ Postal Code ______Phone : ( ____) ______Email______ Female  Male Date of birth (mm/dd/yyyy) _____ / ____ / ____

Archers with Disability only

Category Comp Recur Recurv W1 Compo Age on December 31st ound ve e Open Ope und (AC Rulebook 4.2.1 - n Open 4.2.3)

Pre-Cub(1) Cub (1) Cadet Junior Senior Master (1) Chaperon Name (for cubs/precubs) ______Phone : (_____) ______

Will you be competing in: Canadian Open Yes No Cadet/Master Open Yes No The following fees are from 2006, this is the decision of the host committee in consultation with AC. Many committees include the cost of an opening BBQ or other social event and closing banquet to the entry fee, if desired, these can be billed separately.

Registration fees(3) (before ?????) *No refund after this date Senior and Master: Target (720x2) $110 Field $40 Combined $130 Pre-Cub to Junior : Target (720x2) $95 Field $35 Combined $105 After July 15 : Target +$20 Field +$10 Combined +$25 (3) Registration fees include the Welcoming BBQ (insert date) ($20 for non-archers) –

Banquet Friday evening (insert date ): 30$ Cadet and over / 25$ Cub and Pre-Cub

Registration : BBQ guest Banquet Cadet + Banquet Cub - TOTAL $ ___ X $20 = ______X $30 = ______X $25 = _____ $ (insert menu if desired)

Make cheque payable to the archery club Address here For Information: contact name Email : ANNEX G Nationals Check list (insert dates to fit schedule)

On completion of bid acceptance: Work with Archery Canada and announce dates as soon as possible Make a preliminary budget Identify people for your committee Look at all resources (local chamber of commerce) Start looking at logistics of bringing in AC tournament timers/etc Find host hotel – AC will need meeting rooms Is there a college or University where athletes can be housed? Ensure target field large enough (60 butts plus practice area) -power, lines, concessions, wheelchair access Target Butts -sufficient numbers minimum of 60 quality butts (spare centres?) - butt numbers/butt stands, flags, shooting line markers - athlete shelter (all this can be done during the winter months) Think about a logo it has to be approved by Archery Canada Field Course - Field Course, what major revisions required? - will it hold everyone? - safety? - Can 2 people shoot from each peg? Be prepared for a face to face meeting with the TD Download and begin training on scoring software

January Preliminary Budget revised Logo should be completed Start thinking about merchandizing – how much required? Banquets and social events should be being booked Check scorecards on AC site, add your logo send to TD for approval/input Who will be your DOS? (Archery Canada approval) Make contact with Judge chair Make contact with Technical Delegate (will be appointed by Archery Canada) Sponsors – should be in place soon – (athlete number sponsor) Start getting familiar with the scoring/registration software. There should be more than 1 person intimately familiar with this software - Tournament committee familiar with the format? Main jobs filled? - Website in place (or use AC’s) - - Registration form to TD for approval - Think about meeting room requirements (see AC) - - Check with AC re doping requirements

March/April Butt stands should be completed Website complete Registration form complete Announcements started (Archery Canada news etc.) Local contact firmed up First aid attendants secured? June All butts/butt stands/butt numbers etc. should be complete and ready Timing System should be being tested DOS should be familiar with Timing System Registration team should be ready to accept registration Banquet/Social events caterers should be booked What concessions will be on site? Book room/van for judges Ensure AC has required meeting rooms Check out printer for printing of Fred Usher Cup and Canadian Open/Cadet Masters Open sheets Radios for judges and Field Crew including TD Ensure websites are displaying registrants Websites should be ready for results posting

Week before event Check all timers and connections Check PA System Field Course (at least first 12) and target range ready for practice Part of 720 range set up for field practice Begin working on Butt assignments Ensure websites are available for timely posting of results/butt assignments

Monday Ensure final butts are placed on Field Course Final checks of field course Print out score card labels for Field Assemble score cards Butt Assignments Field finalized – Posted to web

Tuesday FIELD DAY PA System to Field Course Field has to be ready by 0800 8AM - Field Opening Ceremonies 2PM - Begin entering scores in computers o/c print out and copy results Post Field Results to Web Move Gear to Target area - Events trailer?? Set up on site offices Get computers working on site (incl DOS) Tues or Wed - Line Target Field (min 6 pers needed – This is not a small task!)

Wednesday - Final Preparation day for Target Field 10:30 - Registration and Check in begins Target Target Field inspection sometime that day Respond to deficiencies found Target on field

Thursday Official Target Practice/Opening Ceremonies Fred Usher Cup Range has to be ready for shooting by 0800 (only used targets) 0800 Practice Target Field Opens 0900 Official Practice Begins (DOS Required)

Complete butt assignments and score cards Print out and post butt assignments to web Finish set up at Target area, everything but butts, timers and PA

Deadline for FU Cup entries if being competed today Target butts set 720 distances. DOS Stand set up/functioning, PA System, timers set up & functioning Post Butt assignments for First day shooting including to web Prepare all scorecard labels etc for target events ?? Move necessary stuff for opening ceremonies to the Target Range (PA system etc) ??PM Target Range Closes ?? AM?PM - Archers information meeting - present all necessary info on the shoot to Team managers & athletes ?:00 PM Opening ceremonies Where Field awards Where? ?0 PM Welcome BBQ ? PM Fred Usher Cup? Ensure Fred Usher Cup Results and Butt assignments correct and posted Ensure all is ready at Target, butts moved to proper distances Take in timers/PA for the night

Friday - Target Day 1 FULL 720

8 AM Target Range Open (unofficial practice) 9 - 945 AM - Official Practice If new targets are used at the start of practice then archers mark their holes. 9:45 New Targets on all Butts – Only required for damaged targets As soon as possible - Shooting Commences See TD for calculation of Handicaps for FU Cup 2:00 Begin entering scores as shooting finishes o/c Post Results/Butt assignments for Day 2 on web for 2nd 720 Sat Target 2nd 720 Old 122/80 cm targets on all butts 8:00 Target Range Open (unofficial practice) 9 - 945 AM - Official Practice - If new targets are used at the start of practice then archers mark their holes. 9:45 New 122/80 cm Targets on all Butts - Only required for damaged targets As soon as possible - Shooting Commences 2:00 Begin entering scores as shooting finishes o/c Post results on web Produce Butt assignments for Canadian Open and post on web Finalize Grids for Canadian Open take to banquet Move Butts for next day's shooting Produce awards sheets for banquet

Sunday ?-Aug Canadian Open Assisted by Archery Canada Technical Delegate All Recurve Butts at 70M 122cm faces All Compound Butts at 50M 80 cm single faces Numerical Flip cards required 7:00 unofficial Practice 8 - 845 AM Official Practice 8:45 New Targets on all Butts 9:00 AM Shooting Commences

On completion awards on the tournament site. Break Down of all equipment Everything back to club Complete all results and post on web/forward to AC Archive all scorecards and sheets for 60 days.

Section 2 Technical Delegate’s Job Description

Your role is to be an advisor/ resource to the club hosting the National Target/Field Championships. You are acting on behalf of the AC staff for 3 specific events – The National Outdoor Target Championships, the National Field Championships and The Canadian Open.

Overall duties of the Technical Delegate, including Leadership  Liaise with the Organizing Committee, AC Staff and Executive Committee  Liaise with the Chairman of Judges  Facilitate communication between DOS, Chairman of Judges and Chair of Organizing Committee

Implementation  Know the current rules governing the Championships (Target and Field) and the Canadian Open  Use the AC Hosting Manual to follow-up on all tasks  Work with the Organizing Committee as needed during the planning stages, including preparation of the Canadian Open double elimination grid sheets  Review HC meeting minutes and make suggestions/answer questions as required  Be “on site” prior to the event to assist with last minute requirements  Be pro active to recognize and avoid potential problems  Assist with “problem solving” during the event

Specific areas of responsibility  With AC Staff & Executive ensure that all entry forms & logos are correct  With AC Staff & Judge Chairman, supervise Fred Usher Cup set up  With AC Staff, Judge Chairman & HC, supervise AC Open – double elimination format  With AC Staff, Judge Chairman & HC ensure the field is set at correct distances in the Double FITA for different ages  With AC Staff, Judge Chairman & HC ensure the field correct distances and target sizes are used in the FITA Field  With AC Staff & HC, monitor score keeping and result reporting

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