Procedure at Entries Close

Procedures before entries close

Chase Team Leaders to resolve Unresolved and Incomplete Boats

Procedures at entries close

De-duplicate or approve Incomplete or Unconfirmed Entries

Take screengrabs of entries summary list by club and any incomplete and unresolved boats
Accept incomplete entries and unresolved entries
If there are duplicate entries or if you need to accept Unconfirmed or Incomplete entries, use the following link syntax substituting the number at the end of the link with the number for the specific event https://canoesprint.britishcanoeing.org.uk/competition/events/checkup/11
At present, the entry costs associated with Incomplete or Unconfirmed entries, which are subsequently accepted using this Admin feature, aren't currently being charged back to the respective clubs or squads.
Take screengrabs of entries summary list by club again
Generate the event list (heats and finals) from Online Entry System, remembering to select the correct event number in the URL, paste it into Excel, and send it to Cathy

Identify event merges and request seeding lists

Review the events list and proposed numbers of heats and finals
Identify those events that won't run and for which refunds are required
Identify those events that have limited entries
Identify where events with limited entry numbers can be merged
For seeded events, prepare lists and send these to the individuals who will prepare those lists
- Seniors
- Juniors
- Canoes
- Paracanoe
- Paddle-Ability

Apply event merges and prepare coloured-up file for timetabling

Note - Applying Merges and generating the Coloured-up file for the timetabling process takes about 2 hours
Merges take approx 30-50 mins
Adding in days takes approx 30-40 mins (use Excel filters to help)
Colouring up takes approx 40-50 mins

- Regenerate event list
- Paste it into Excel
- Delete system-generated Progression information. This will be corrected and added back in later in the process
- Add days (not dates) for each event based on the event schedule. These will be corrected to dates later in the process, but its easier to work with these as Days for Timetabling
- Colour up the events in Excel, ideally showing all relevant colours for Mixed events
- Sort the file by Day, then by Event, then by Boat Type, then by Distance

Generate timetable
Review timetable for time conflicts

Checking draft Timetable - first review
- Check that events are ideally 45+ mins apart using colouring as the principle guide
- Check enough time space between reducing distance, i.e. 1000 > 500, 1000 > 200, 500 > 200 to allowance course to be clear of other events
- Check that if we don't have Final 2 (F2) or Final 3 (F3) races, then the event description shows F not F1, F2, or F3
- Check Para runs are in correct sequence, i.e. R1, R2, R3
- Identify and correct event title discrepancies against event naming convention
- Check that there is an hour between K4 usage. We have 10 skinny Plastex boats and 16 more stable Commanders

Second review
- Check corrections
- Check time gaps again
- Add Progressions info from master spreadsheet
- Add dates in place of FRI/SAT/SUN in correct format

Rework timetable
Review timetable again for conflicts
Add event times, progression info, event numbers, remove extra lines, delete Sunday row entry and renumber, and send to Cathy for checking of Progressions

Upload Timetable to Online Entry System
Check online view

Ask Matej to generate start lists
Import Start List data into Excel
Add spaces between events, and add correct lane order, e.g. 5, 6, 4, 7 etc
Take in lane draws, seedings, and paddler specific issues. This takes about 3 hours.
Send to Cathy for review

Upload start lists
Generate PDF of start lists
Once PDF has been approved, update 5000>500 and 2000>200 in the Online Entry System where required, e.g. for Paddle-Ability and Paracanoe races
Generate data file for HPP system and send to Jon
Compile programme and other materials for John
Compile Timetable, Start Lists, Regatta Guide and Programme for the website and upload to the website
Produce news item on website
Send cover photo to Trevor for use in Official Results along with PDF of cover for reference
Produce news item on BC Sprint Racing Committee Facebook page
Share Facebook news item with Racing Canoe Clubs Facebook page
Send final regatta bulletin to Team Leaders, including the Regatta Guide, and request payment