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June 30, 2023

Youth Chair SOP Released

Current SOP for Southern Association Youth Commiltee

OPERATING PROCEDURE FOR SOUTHERN ASSOCIATION EVENT HOST SELECTION
Purpose:  This policy will govern how the USATF Southern Association will determine hosts for their events held during their Indoor Track and Field, Outdoor Track and Field as well as Cross Country Seasons. 
  1. TARGET AGE GROUP
This policy will target the following age groups:
  1. Youth            (18 yrs and under)
  2. Masters       (30 yrs and older)
  3. Open             (19 yrs thru 29 yrs)
 
  1. KEY DEFINITIONS
 
  1. Good Standing:  A club, event organizer or individual desiring to host a meet that has:
    1. No debt owed to USATF and/or USATF Southern Association
    2. Current membership
    3. Complied with all rules of USATF and USATF Southern Association
    4. Has not had an unsuccessful meet hosted within the past 12 months (This includes canceling meets after its awarded for reasons outside of inclement weather!)
  2. Successfully Hosted:  A host must have majority of positive responses (evaluated by youth committee) from the following initial questions to be evaluated post event:
    1. Was site registration setup and function efficiently?
    2. Was the facility ready for competition upon arrival?
    3. Did the host have adequate volunteers? (A list of volunteers must be provided post competition)
    4. Was the timing service satisfactory?
    5. Did the host avoid major delays and was able to adhere to publish schedule times for applicable meets?
    6. Did the host have an adequate quantity of awards if applicable?
    7. Did the host have adequate hydration stations?
    8. Did the host have adequate medical support?
    9. Were sanctions submitted on time?
  3. Site Inspection Committee:  Committee established, that will conduct inspection of facilities that are to be used to host championship meets that are covered by this policy:
 
  1. Site Selection committee will be established with at least two representatives from each competition committee (Youth, Masters, LDR, Open)
  2. Committee will be chaired by 1st Vice President
  3. A minimum of three individuals from site selection committee will be appointed to conduct the inspection whether onsite or offsite
  4. Inspections must be done prior to awarding of competition
  5. Onsite inspections are to be conducted as required, but are not mandatory
  6. Olympiad:  Equivalent to 4 years.  Three Olympiads is equal to 12 years
  7. Minimum Distance:  Meets bidding on the same day, that are within 90 miles in proximity of each other, must follow this procedure; if they are beyond 90 miles they are considered not in conflict and can be added to the respective calendar.
  1. SEASONS ARE DEFINED AS FOLLOWS
 
  1. Indoor Track and Field
    1. Invitational
      • 1st weekend of January thru Indoor Championship
    2. Championship          
      • TBD
    3. Developmental
      • Any dates outside of the Outdoor Track and Field Invitation season until the end of January.
  2. Outdoor Track and Field
    1. Invitational
      • 2nd weekend of May thru USATF National Junior Olympics Championship
    2. Championship          
      • 1st weekend of June (Youth/Masters/Open)
      • 4th weekend of June (Youth)
      • 1st weekend of July (Youth)
      • Other Masters and Open Championships TBD
    3. Developmental
      • Any dates outside of the Indoor track and field invitational season until the end of April
  3. Cross Country
    1. Invitational
      • 1st weekend of October thru USATF National Junior Olympics Championship
    2. Championship
      • 3rd weekend of November (Youth/Masters/Open)
    3. Developmental
      • Any date outside of the Invitational cross country season as well as any Championship event date regardless  of season
  1. WHO IS ELIGIBLE TO BID AND HOST EVENTS
    1. Developmental Meets
      1. A Competitive Club,  in good standing who must have the age demographics (Youth, Masters or Open) of the type of meet desiring to host.
    2. Invitational Meets
      1. A Competitive Club, in good standing who must have the age demographics (Youth, Masters or Open) of the type of meet desiring to host.
      2. Must have successfully hosted a developmental meet.
 
 
  1. Association Junior Olympics
    1. A Competitive Club,  in good standing who must have the age demographics (Youth, Masters or Open) of the type of meet desiring to host.
    2. Must have successfully hosted an invitational meet.
    3. Can only host the championship describe in this section once within an Olympiad per the respective age group (i.e.:  Youth can host one youth championship within Olympiad and same host can host an Open championship within that same Olympiad since they are of different age groups)
    4. Special Consideration:  Those bidders that do not qualify based on having not previously hosted an event within the current Olympiad will still be allowed to submit bids for the Association Junior Olympic Meet.   However, those bids will be held and only used if there are NO eligible bids received by the imposed deadline.
  2. Region VI Junior Olympics
    1. A Competitive Club, in good standing who must have the age demographics (Youth, Masters or Open) of the type of meet desiring to host.
    2. Must have successfully hosted the Association Junior Olympics
    3. Can only host the Region VI Junior Olympics once within the last Olympiad   
    4. Special Consideration:  Those bidders that do not qualify based on having not previously hosted an event within the current Olympiad will still be allowed to submit bids for the Region VI Meet.   However, those bids will be held and only used if there are NO eligible bids received by the imposed deadline.
  1. BIDDING SCHEDULE
    1. Outdoor Track Meets will be awarded during the Association Membership meeting held in AUGUST of the preceding year (ex: August 2022 meeting will award meets for 2023 season)
      1. May 1st, the Association Membership will be notified of dates available for bids for the next season
      2. July 15th- All bids submitted to their competition Chairs (Youth, Masters, Open)
      3. August Meeting- Meets Awarded and schedule released within 10 days after
      4. November 1st- Inspection committee to provide report to their competition chairs
      5. December 15th- Final Date to have contracts with sites/entities awarded meets
      6. December 16th- January 15th- Opportunity for others to secure dates that were dropped due to non-compliance.
      7. January 16th- Any changes or updated meet host announced (done by youth committee vote)
      8. Sanctions must be completed 30 days prior to start of competition
    2. Cross Country and Indoor Track and Field meets will be awarded during the Association Membership meeting held in August
      1. May 1st - The association membership will be notified of dates available for bids
      2. June 15th- All Bids submitted to their competition Chairs (Youth, Masters, Open & LDR)
      3. July 1st- Inspection committee to provide report to the competition chairs as directed
      4. July 15th- Final draft of scheduled released to membership
      5. August TBD- Schedule to be approved by membership during Annual Association meeting
      6. September 15th- All events to be posted on USATF Calendar
      7. Sanctions must be completed 30 days prior to the start of competition.
  2. POLICY EXCEPTIONS
This policy will not cover meets that are not controlled by the association.  Examples but not limited to:
 
  1. Any National Championships which are awarded by National bid process and through a Local Organizing Committee
  2. South Zone Youth Indoor Championship which is assigned by the USATF Youth South Zone Representative
  3. Southwest Region Masters Championship which is assigned by the USATF Southwest Region Masters Coordinator
  4. Southwest Region Open championship which is assigned by the USATF Southwest Zonal Associations Representative
Addendum: For the 2023 Season Bid Process, all meets that were put up for bid prior to the August 2022 association meeting and change in officers will be placed on the calendar with the stipulation that all hosts must be in good standing by December 1st 2022 for the meet(s) to remain on the Association calendar. Effective January 1st 2023, the New bid process will take effect for the upcoming seasons.
Also by May 1st 2023, financial considerations will be added to the Youth Standard Operating Procedures for hosting championship meets so that all prospective host will have that information.
 
Youth Committee for August 2022 thru August 2024:
Trent Ellis- Youth Chairman
Dante Perkins- 1st Vice President- South Louisiana
Juan Plaza- North Louisiana
Johnny Giordano- West Louisiana
Vic Montgomery- Mississippi
Gloria Louis- Officials Chairman
Kathey Early- East Louisiana
 
 
 
 
 
 
 
 
 
 
 
 
 
Financial Provisions for hosting Regular Season/Developmental Meets
-Host team must Pay sanction fees
 
Financial Provisions for Hosting Association Championship Meet
-Host Team is a Liaison for the Southern Association!!
-Association gets all entry fees and gate!!!
-Association pays for timing service
-Association pays for all services related to facility (cleanup, security etc.)
-Concessions (negotiated)
 
Financial Provisions for Hosting Association Junior Olympics and Regionals
-Host gets 100% of gate
-Association gets 50% of entry fees; Host gets 50% of entry fees
- Host works with Officials Chairman to pay for rooms for officials
-Association pays for rooms for the Executive committee, Regional coordinator and youth chairmen from other associations (when we host regionals).
-Host pays for meals at the track competition for officials
-Host pays for all services related to facility (cleanup, security etc.)
- Host handles all concessions