Meet Coordinator Resources

The organization of a meet is crucial to hosting a safe, meaningful and financial viable meet. Depending on the meet, an Event Organizer (no formal certifications), a Meet Coordinator (certified Levels 1-3) and/or a Competitors Steward (certified Levels 3-5) may be responsible for organizing the meet.


Meets can be sanctioned under a BCSSA Sanction and/or an SSC Sanction. More information about SSC Sanctions can be found on the SSC website. To apply for a BCSSA Sanction:

  • Please read the Sanction Overview before applying for a BCSSA Sanction.
  • Complete the online BCSSA Sanction Request Form.
  • BCSSA will email a Sanction Certificate and an invoice for the Sanction Fee to the Meet Coordinator and Club Treasurer. If the Sanction Fee has not been received at by BCSSA by the date of the event, the club will be invoiced an additional $75.
  • The Sanction Certificate is a guarantee between the event organizer(s) and BCSSA that the competition will operate according to SSC and/or BCSSA standards and procedures.

Pre-Competition Planning

  • Email the Competitions Committee to have the event added to the BCSSA Events & Results calendar. Dates should be added as soon as they are known.
  • All sanctioned meet registration forms must include the following statement and corresponding check box: “I have read and agree to the BCSSA Concussion Protocol”. The BCSSA Concussion Protocol can be found on the Safety webpage.
  • Arrange to use BCSSA-owned equipment (horn start and/or electronic lap counter and/or helmet covers), as appropriate for the competition. Contact the host of the previous (local) competition to determine the current location of the equipment.
  • In coordination with the Recorder and Referee, plan appropriate racing events for the competition. The BC Interclub Format documents may be used as a reference.
  • See the BCSSA Safety webpage for resources related to safety of all members at the competitions.

Competition Requirements

Note that these are the minimum requirements for a competition with a BCSSA Sanction. Competitions with SSC sanctions may have additional requirements.

Reporting Requirements

It is the Meet Coordinator’s responsibility to ensure that the proper paperwork is completed after a competition. Meet protocols should be emailed to the BCSSA Competitions Committee ( as soon as possible following the competition.

Other reporting requirements (within 14 days of the competition) include: