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 (Regional Sanction or Provincial Sanction) and 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.
- 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.
Note that these are the minimum requirements for a competition with a BCSSA Sanction. Competitions with SSC sanctions may have additional requirements.
- The Sanction Certificate must be displayed by the Recorder’s Office during the competition.
- The BCSSA Officials Code of Ethics must be visibly displayed during the competition.
- The BCSSA Medical Requirements must be adhered to. Please refer to the Emergency Action Plan (EAP) Template as needed.
- The Track Certification Form must be completed by a surveyor and signed by the Chief Referee prior to the competition.
- Copies of the BCSSA Injury Report Form, BCSSA Suspected Concussion Form and BCSSA Incident Report Form must be available at the competition venue. Examples of a reportable incident include: an altercation between participants and a parent/coach/official berating another person.
- Copies of the Athletic Accident Report (insurance claim form) must be available at the competition venue. Ensure injured skaters (or their parents if the skater is a minor) receive a copy. The forms are to be submitted directly by the skater/family to the insurance company (details on form).
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 (email@example.com) as soon as possible following the competition.
Other reporting requirements (within 14 days of the competition) include:
- Meet Coordinator Reporting Form (online form)
- Referee’s Report (online form)
- Track Certification Form (email to firstname.lastname@example.org)
- Competition Officials List Template (email to email@example.com) *TEMPLATE UPDATED*
- Injury Report Forms (email to firstname.lastname@example.org)
- Incident Report Forms (email to email@example.com).