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BY-:
Azhar Hussain Ansari
Assistant Professor
Department of Physical Education
H.N.B. Garhwal University
Organising of an Athletic Meet
Athletic Meet of an institution, is also called Sports Meet. Sports meet may be divided
into two categories from the conduct and organisation point of view, such as Standard and
Non-Standard Sports Meet. A Standard Athletic meet is a meet conducted according to the
International Rules of Competition. In Non-Standard meet it is not necessary to follow the
international rules of the competition.
The Annual Athletic meets are being conducted almost in all the institutions of the state
including universities. The organising and conducting part of an athletic meet involves lot of
planning and preparation. The assistance and cooperation of several individuals is required
for the successful and smooth conduct of the sports meet.
There are some important points which one should keep in
mind while planning to organize an Athletic Meet, such as:
 Suitable month and date to hold an athletic meet.
 Approximate number of participants.
 Selection of Athletic events to be included in the programme.
 Selection and Availability of Chief Guests for the inauguration of the meet and prize distribution.
 Selection of groups for the march past.
 Availability of finances required for the purchase of prizes, refreshment, and other materials.
 Kind of prizes to be purchased.
 Menu of refreshment to be served.
 Identification of special invitees and their approximate number.
The work involved in the organisation and the conduct
of the sports meet may be divided under three heads,
such as:
Pre-Meet Work During Meet Work Post Meet Work
There shall be an organizing
committee which shall be responsible
for the successful and smooth
conduct of the Annual Sports Meet.
Several sub-committees shall be
formed and work under the
organising committee. The sub-
committees and their duties are as
follows;
Committee for publicity.
Committee for Grounds and Equipment.
Committee for the Officials.
Committee for Accommodation and Seating
Arrangement.
Committee for Reception.
Committee for Decoration and Ceremonies.
Committee for Purchase of Trophies/Awards.
Committee for Refreshment and Entertainment.
Committee Programme.
Committee for Maintaining Discipline.
Pre-Meet Work
DURING MEET WORK
 The director of the competition directs the running of the athletic meet as per programme.
 The technical officials should report at least 30 minutes prior to the start of competitions.
 The announcer, call room manager and the starter hold the key to a successful conduct of the meet.
 Preferably at least two announcers must be assigned the responsibility for announcement.
 The responsibilities to be performed by the announcer are to announce results, scores and
performances, to announce calls for the events, to introduce competitors, their lanes and their
previous performances and records. Indicating new records, past performances, lap times, distances,
heights etc.
CEREMONIES
Ceremonies should be performed at proper time.
Opening Victory Ceremony Closing Ceremony
Opening Ceremony
 Assembly of participants outside the stadium/arena.
 Arrival of the Chief Guest
 Welcome speech
 March past of the teams in alphabetical order
 Teams march in and assemble in arena.
 Welcome speech by the President/Chairman/Secretary of the organizing unit; welcomes the Chief Guest and other
dignitaries.
 Address by president of the Organizing Committee.
 President requests the Chief Guest to declare the meet open.
 Declaration of meet open, followed by balloon release or crackers burning.
 Flag hoisting
 Torch Relay
 Oath taking by local captain
Victory Ceremony
The victory ceremony of the events should be done at regular intervals. The
announcer announces the medal winners and the guest of honour for the ceremony
and also a person to escort him/her. The third place should be given first, followed
by second and first; suitable music may be played.
Closing Ceremony
 Assembly of the teams outside arena.
 Arrival of the Chief Guest.
 Welcome of Chief Guest.
 Address by the Chief Guest.
 Presentation of competition/meet report.
 Declaration of meet closed.
 Lowering of Flag and hand over to next organizing unit.
 Vote of thanks.
 Extinguishing of the flame.
 Get together with refreshment.
POST-MEET WORK
At conclusion of the competition, final results should be
tabulated. All compiled results should be handed over to the
coaches, managers or captains of all teams. Final report should
be prepared in detail and submitted to the executive
committee. Borrowed equipments etc. should be returned in
time. The letter of thanks and appreciations should be sent to
all the officials, organizers and related agencies who have
helped in the successful conduct of the competitions.
Organising an athletic meet

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Organising an athletic meet

  • 1. BY-: Azhar Hussain Ansari Assistant Professor Department of Physical Education H.N.B. Garhwal University
  • 2. Organising of an Athletic Meet Athletic Meet of an institution, is also called Sports Meet. Sports meet may be divided into two categories from the conduct and organisation point of view, such as Standard and Non-Standard Sports Meet. A Standard Athletic meet is a meet conducted according to the International Rules of Competition. In Non-Standard meet it is not necessary to follow the international rules of the competition. The Annual Athletic meets are being conducted almost in all the institutions of the state including universities. The organising and conducting part of an athletic meet involves lot of planning and preparation. The assistance and cooperation of several individuals is required for the successful and smooth conduct of the sports meet.
  • 3. There are some important points which one should keep in mind while planning to organize an Athletic Meet, such as:  Suitable month and date to hold an athletic meet.  Approximate number of participants.  Selection of Athletic events to be included in the programme.  Selection and Availability of Chief Guests for the inauguration of the meet and prize distribution.  Selection of groups for the march past.  Availability of finances required for the purchase of prizes, refreshment, and other materials.  Kind of prizes to be purchased.  Menu of refreshment to be served.  Identification of special invitees and their approximate number.
  • 4. The work involved in the organisation and the conduct of the sports meet may be divided under three heads, such as: Pre-Meet Work During Meet Work Post Meet Work
  • 5. There shall be an organizing committee which shall be responsible for the successful and smooth conduct of the Annual Sports Meet. Several sub-committees shall be formed and work under the organising committee. The sub- committees and their duties are as follows; Committee for publicity. Committee for Grounds and Equipment. Committee for the Officials. Committee for Accommodation and Seating Arrangement. Committee for Reception. Committee for Decoration and Ceremonies. Committee for Purchase of Trophies/Awards. Committee for Refreshment and Entertainment. Committee Programme. Committee for Maintaining Discipline. Pre-Meet Work
  • 6. DURING MEET WORK  The director of the competition directs the running of the athletic meet as per programme.  The technical officials should report at least 30 minutes prior to the start of competitions.  The announcer, call room manager and the starter hold the key to a successful conduct of the meet.  Preferably at least two announcers must be assigned the responsibility for announcement.  The responsibilities to be performed by the announcer are to announce results, scores and performances, to announce calls for the events, to introduce competitors, their lanes and their previous performances and records. Indicating new records, past performances, lap times, distances, heights etc.
  • 7. CEREMONIES Ceremonies should be performed at proper time. Opening Victory Ceremony Closing Ceremony
  • 8. Opening Ceremony  Assembly of participants outside the stadium/arena.  Arrival of the Chief Guest  Welcome speech  March past of the teams in alphabetical order  Teams march in and assemble in arena.  Welcome speech by the President/Chairman/Secretary of the organizing unit; welcomes the Chief Guest and other dignitaries.  Address by president of the Organizing Committee.  President requests the Chief Guest to declare the meet open.  Declaration of meet open, followed by balloon release or crackers burning.  Flag hoisting  Torch Relay  Oath taking by local captain
  • 9. Victory Ceremony The victory ceremony of the events should be done at regular intervals. The announcer announces the medal winners and the guest of honour for the ceremony and also a person to escort him/her. The third place should be given first, followed by second and first; suitable music may be played.
  • 10. Closing Ceremony  Assembly of the teams outside arena.  Arrival of the Chief Guest.  Welcome of Chief Guest.  Address by the Chief Guest.  Presentation of competition/meet report.  Declaration of meet closed.  Lowering of Flag and hand over to next organizing unit.  Vote of thanks.  Extinguishing of the flame.  Get together with refreshment.
  • 11. POST-MEET WORK At conclusion of the competition, final results should be tabulated. All compiled results should be handed over to the coaches, managers or captains of all teams. Final report should be prepared in detail and submitted to the executive committee. Borrowed equipments etc. should be returned in time. The letter of thanks and appreciations should be sent to all the officials, organizers and related agencies who have helped in the successful conduct of the competitions.