Meet Management Planning Calendar      
 

Meet Website Home Page
Administrative Home Page

Meet Management
Meet Management Planning Calendar
Pre-2018 Volunteers Contact Information
Forms & Documents
501c3
Official's Equipment
Financial Overview
Vendors & Logistical Support Information

Staffing Coordinator
Staffing Coordinator Planning Calendar

Pre-2018 Volunteers Contact Information
Staffing Workpage Example
Forms & Documents
Official's Equipment

Hospitality Coordinator
Hospitality Coordinator Planning Calendar
Pre-2018 Hospitality Sponsors Information


Sponsor Coordinator
Sponsorship Administration

Setup Coordinator
Setup Coordinator Planning Calendar
Tents & Water Stations

WHEN TO DO

TASK NOTES  
OCTOBER    
  SET UP BRC CREDIT CARD  
  SET UP BRC CHECKING ACCOUNT AT ASHEVILLE SAVINGS BANK  
DONE BRC MEET PAGE ON NC MILESPLIT

Set up meet on http://nc.milesplit.com/meet-reg.   
Meet Specifics:
     Meet opens January 1st.
     Registration closes Tues at midnight week of meet.
     Setup to receive payment o by check at Packet Pickup
     Entry Fees: $ 60 team (single gender), $100 both male & female teams, $10 individual event
     URL for meet website is www.blueridgeclassic.org

DONE BRC ON NC PREP TRACK CALENDAR  
NOVEMBER    


 
NFHS SANCTIONING

 

Enter meet on NFHS website https://www.nfhs.org

Must register 60 days before meet or fee is $300 rather than $200. Will receive email from NFHS Sanctioning that meet has been approved by Host State and fee must now be paid. Pay with BRC Credit Card


Upload preliminary list of teams. Use 2017 Final Invited Teams List Invited Teams List for this. Name this list Preliminary List #1

Check in later to pay $200 sanctioning fee after host state (NC) approves meet.
Invited Teams: (400) AL, CT, DE, DC, FL, GA, IL, IN, KY, MA, MD, ME, MI, MS, NC, NH, NJ, NY, OH, PA, RI, SC, TN, VA, VT, WV

WILL BE ASKED ON FORM:
Admission: $6.00 Adults and students    $60/team,$100/both

School Phone: 828-298-2500 
Sponsor: Southeastern Sports Medicine
 21 Turtle Creek Drive, Asheville NC 28803
Individual Awards:  ($800)
1-2-3 Medals all events
MVP: Throws, Sprints, Hurdles, Distance (Men and Women)
Team Awards: ($200)
1st and 2nd Place Team Trophies (Men and Women)

  BUNCOMBE COUNTY FACILITIES USE FORM Submit Facilities Use Form to ACR secretary, without payment and note of explanation (Payment will occur after meet). Form is found on Buncombe County Schools website or obtained from ACR secretary. Group Category: E
DECEMBER    
     
JANUARY    
  CONTACT CONCESSION STAND COORDINATOR (VENDOR) Arrange for concession stand to be open and run by ACR Boosters Club, or staffed and run by BRC volunteers.
  OPTIONAL: CONTACT KONA ICE (VENDOR) Alina Law, Owner
828-772-4413  alaw@kona-ice.com
alaw@kona-ice.com   www.kona-ice.com . (20% of profits to BRC)
2017 -Setup their Kona Ice cart on concession stand concourse
  CONTACT FINE DESIGNS (Meet T-Shirts) (VENDOR) Fine Designs  Sergey Dzhuga .
Regional Owner
Cell: 704.677.6932
www.finedesigns.com
800-966-0737 
We only provide space and electric and set up tent Saturday morning on concession stand concourse.. They take care of everything else. Space for them is on concourse on end of bathroom building.
They pay, by check after meet, between10-25% of profits depending on sales.
They can print names of all participating athletes on back of shirts but these names, harvested from Milesplit entry information, has to be sent to them prior to meet day.
  CONFIRM TIMER Brian Buckner  Slipstream Timing 423-742-5004   
119 Dean Archer Road, #5, Jonesborough TN 37659.
  CONTACT RAMADA RIVER RIDGE (HOST HOTEL) Inform management of meet date
  HIRE TICKET SELLER Marvin Masters 231-5927
Payment for services made through ACR HS. 
  HIRE POLICE Arrange through Sheila H. Gillespie, Support OPS/SEC. Buncombe County Sheriff's Office.  Request Officer Mike Murphy
828-250-4411  sheila.h.gillespie@buncombecounty.org
Need officer there from 8:00am to 5:00pm
Will be billed by Buncombe County Sherriff's Department
  HIRE CUSTODIAN AC Reynolds. 
  SCHEDULE TRAINER Southeastern Sports Medicine
23 Turtle Creek Drive, Asheville NC 28803. First Aid Tent set up Friday evening next to Staging Tent
  MEET IDENTIFICATION:
 
Check inventory in Check-In supply tote boxes and order as needed.  Quantities are minimum needed for meet if you wish to continue as in years past.

1.Team Coaches Badges: 200 paper badges and lanyards  
2. Officials and Volunteers: 200 blue badges and lanyards
3. Student-Helpers: 200 wristbands
4. Track Umpires: 15 red track umpire badges and lanyards
5. Startline Crew: 10 badges
6. Spectators: 1000 yellow  wristbands 
7. VIPS: 100 VIP wristbands
8. Athletes: 2000 custom SESM wristbands
 
  HIP NUMBERS Check Hip Numbers. Order as needed
  BLUE BRC CAPS Order 50 caps each year. Arrange for pickup on April 1st.
Corporate Apparel, Keith Lindsey
681-8288 
44 Buck Shoals Road, Unit A7, Arden NC 28704
keith@corporateapparelbranding.com
  ORDER CLERK AND STAGING TENTS Order Large White Tents for Clerk Tent (20x20) and Staging Tent (20x30)Classic Event Rental
828-255-2230, 828-658-3373
537 Hazel Mill Road, Unit A, Asheville NC 28806
scott.f@classiceventrental.com
They will have necessary information on file to use. Duplicate previous year. Arrange for delivery on Friday between 10 and 1:00
  ARRANGE FOR SHOT PUT AND DISCUS TENTS Groce Funeral Services  Friend of the Blue Ridge Classic Sponsor
Bill Groce  
billgroce@gmail.com  
72 Long Shoals Road, Arden NC 28704
Arrange for two 15'x15' funeral tents (Shot Put and Discus) to be delivered and setup between 10:00 am -1:00pm Friday before the meet. No fee for setup and use of tents.
  ARRANGE FOR FIELD UMPIRE TENT Anders-Rice Funeral Home  Friend of the Blue Ridge Classic Sponsor
Tom Rice 254-3511  trice@andersrice.com
1428 Patton Avenue, Asheville NC 28806
Arrange for one 15'x15' funeral tent (Field Umpire Tent) to be delivered and setup between 10:00 am -1:00pm Friday before the meet. No fee for setup and use of tents. Setup next to track across from Pole Vault
  ORDER AWARDS Order awards, same as previous year. Arrange for Pickup on April 1st
Jeff Stirewalt   Showtime Sports 
showtimesportsrw@aol.com
Cell 674-4591 298-4808  info@showtimesports.biz 105-A Charlotte Highway, Asheville NC 28803
105-A Charlotte Highway, Asheville NC 28803
  ORDER RADIOS 12 Radios and 4 chargers Contact Candice Clough -Manger to schedule pickup  251-1243. Arrange for Check-In Coordinator to pickup and return radios.
Ask that radios all be pre-programmed on same channel
  PURCHASE $1,000,000 EVENT LIABILITY INSURANCE Dan Gilbert Insurance  Arrange to have them get insurance quote. Payment will not be required until one month prior to the meet. The Certificate Holder should Buncombe County Schools 175 Bingham Road Asheville, NC 28806.
Marisa Hanley -Commercial 828-681-2855
PO Box 338, 3741 Hendersonville Road, Fletcher NC 28732, 828-681-2855
FEBRUARY    
  UPDATE MEET LITERATURE AS NEEDED See Forms & Documents
  PAY NFHS $200 SANCTIONING FEE Check NFHS website, and if meet is approved by NC, then pay $200 sanctioning fee
http://www.nfhs.org/sanctioning/
MARCH    
  CONTACT PEPSI FOR DONATED BOTTLED WATER
 
Contact Pepsi to arrange for 20 cases of bottled water to be delivered during meet week and placed on timer's podium. This water will be used for official's coolers and for concession stand sales. Pepsi is a Friend of the Blue Ridge Classic sponsor and has donated water for over 10 years. Rick Rigdon 828-230-3262 was the 2017 Pepsi contact.
  UPDATE FUNDS PROCESSORS DOCUMENTS AS NEEDED See Forms & Documents
  OBTAIN COPY OF CERTIFICATE OF LIABILITY INSURANCE AND GIVE TO ACR SCHOOL SECRETARY. The Certificate Holder should Buncombe County Schools 175 Bingham Road Asheville, NC 28806.
APRIL    
April 1 PICKUP BRC VOLUNTEER CAPS & PLACE IN TRACK SHED Corporate Apparel. Place in shed to have available Friday evening to take to Check In Coordinator
April 1 PICKUP AWARDS AND PLACE IN TRACK SHED Showtime Sports. Place in shed. Do not store in school room
  GET FROM STORAGE:
1. PACKET PICKUP TOTE BOXES
2. MONEY BOXES
3. OFFICIALS BLUE CLIPBOARDS
4. CHECK IN TOTEBOXES
Place these in convenient place to work on during the next three weeks as needed.
20 DAYS TO GO    
 
SANCTIONING: UPLOAD REVISED PRELIMINARY LIST OF INVITED TEAMS
 
Final list of teams attending meet must be submitted 20 days prior to meet or there will be a $200 fine.

1.Update existing Invited Teams List. Add teams that have entered since initial list upload.
2.Go To NFHS website http://www.nfhs.org/sanctioning/
3.Upload Current List to NFHS website.
4. Name this list Preliminary List #2

10 DAYS TO GO    
  ARRANGE FOR SOMEONE TO MEET WITH FINE DESIGNS AND OTHER VENDORS SATURDAY MORNING TO FACILITATE THEIR SETUP Someone needs to be available between 7 and 9 am to meet with Fine Designs and any other vendors to show them where to setup.
  ARRANGE FOR CUSTODIAN TO OPEN SCHOOL CAFETERIA AT 7:00AM ON SATURDAY  
  ARRANGE FOR JROTC COLOR GUARD In lieu of this, arrange for flag to be hoisted during meet
  ARRANGE FOR NATIONAL ANTHEM SINGER  
  ARRANGE FOR PICKUP OF RADIOS ON FRIDAY OF MEET WEEK Candice Cllough Asheville Communications. 12 Radios and 4 chargers
34 Orchard Street, Asheville NC 28801. 828-251-1243 Office
  BEGIN TO PREPARE OFFICIALS BLUE CLIPBOARDS See Clipboard Checklist for included documents and forms.
  PRINT OUT SCHEDULE FOR PACKET PICKUP Print out 100 copies of schedule for Packet Pickup
  UPDATE AND PRINT OUT ANNOUNCER & AWARDS PRESENTER VERSION OF SCHEDULE Update Announcer & Award Presenter version of schedule with Event Sponsors names, print out two copies of this schedule and place in Announcer and Awards clipboards
  ARRANGE FOR TRACK TO BE BLOWN DURING MEET WEEK  
Saturday Before Meet Week    
  SET UP MEETING WITH CHECK IN COORDINATOR FOR FRIDAY EVENING AT 7:30 TO DELIVER MONEY BOXES Meet to go over last minute details and to transfer money boxes.
  STARTUP MONEY Determine if list of startup money needs to be changed. Prepare list of startup funds needed for each meet venue to give to cashier at Asheville Savings Bank on Monday
  SANCTIONING: UPLOAD FINAL LIST OF INVITED TEAMS A final list needs to be uploaded one week before the event date.
Name this list Final List.
Sunday of Meet Week    
  SEND NAMES OF ATHLETES TO T-SHIRT VENDOR 1. Go to NC Milesplit BRC page.
2. Click on Meet Manager
3. In upper right corner of page, under Reports, click on All Athletes.
4.
Email athlete names to: Irina  irinafinedesigns@gmail.com or Tolik Yaroshik
uafdart@gmail.com
  CHECK NFHS SANCTIONING FOR DISQUALIFIED TEAMS 1. Check NFHS Sanctioning for State Comments for disqualified teams
2. Contact any disallowed schools
MONDAY of Meet Week    
  ORDER STARTUP MONEY Visit Asheville Savings Bank. Arrange to pick up money on Thursday. Have cashier place each amount in separate, marked envelopes (ie, Packet Pickup, Ticket Seller etc)
 
  2017  

Money Box

Startup
Amount

Denominations

Packet Pickup

$100

20/$5.00

Ticket Seller (Main gate)

$2000

800/$1.00, 40/$5.00, 100/$10.00

50/50 Raffle

$50

50/$1.00

Concession Stand

$1000

300/$1.00, 40/$5.00, 50/$10.00

Total Startup Funds

$3150

 

  RADIOS PICKUP REMINDER Confirm that Check In Coordinator (Melissa Himelein, 777-1286   himelein@gmail.com) will pickup and return radios to  Asheville Communications: 34 Orchard Street, Asheville NC 28801
  WRISTBANDS FOR SESM STAFF Get 15 wristbands to give Southeastern Sports Medicine Trainer at practice.
  WRISTBANDS FOR ACR TRACK ATHLETES Give each team head coach wristbands to hand out to athletes at practice Friday
  CALL AND CONFIRM TENTS DELIVERY AND SETUP FRIDAY BETWEEN 10:00 AND 1:00 Anders-Rice Funeral Home (Tom Rice 254-3511): Field Umpire Tent
Classic Event Rental (828-255-2230): Staging and Clerk Tents
Groce Funeral Home (Bill Groce 713-0293): Shot Put and Discus
TUESDAY of Meet Week    
  FINISH PREPARATION OF MEET OFFICIALS CLIPBOARDS This will leave only appropriate Meet Documents to be added Wednesday when received from Timer
  OBTAIN MICROPHONE FOR USE IN AWARDS  
WEDNESDAY of Meet Week    
  TEAMS AND PAYMENT INFORMATION IN PACKET PICKUP COORDINATOR CLIPBOARD Highlight teams that have paid and also highlight comp teams (ACR, Buncombe County Special Olympics)
  RECEIVE MEET DOCUMENTS FROM TIMER Morning and Afternoon Heat Sheets, and Field Event Score Sheets
  PRINT OUT COPIES OF MORNING AND AFTERNOON HEAT SHEETS
AND PLACE IN APPROPRIATE CLIPBOARDS
1. Clerk of Course
2. Starting Line Clerk
3. Athlete Escort Supervisor
4. Announcer
  PRINT OUT COPIES OF FIELD EVENT SCORE SHEETS, AND FINALISTS SHEETS AND PLACE IN APPROPRIATE FIELD JUDGE CLIPBOARDS.  
  PREPARE FIELD EVENT JUDGE CLIPBOARDS Place in Field Event Score Sheets, Finalist Sheets and Instruction Sheets in Field Event Judge Clipboards.
1. Men LJ & TJ (Same Field Judge)
2. Women LJ & TJ (Same Field Judge)
3. PV
4. HJ
4. SP
5. Discus
  ADD MEET DOCUMENT WITH POLE VAULT COMPETITORS TO PV OFFICIAL'S CLIPBOARD For PV Weigh In purposes
  PRINT OUT MEET DOCUMENT WITH THROWS COMPETITORS FOR IMPLEMENT WEIGH IN Place this in Check In Coordinator's Black File Box
  PRINT OUT COPIES OF PERFORMANCE LIST Add to Announcer Clipboard, save other for posting on cafeteria windows.
   

PREPARE PACKETS

Regular Schedule (100)
Coaches Information Sheets
Protest Appeals Form (100 Yellow, orange or other hot color)
Tan Manila Envelopes
Athlete Wristbands (check entries on milesplit)
Coaches badges should be in Packet Pickup tote box to be handed out as needed.
  CHECK NFHS SANCTIONING FOR STATE COMMENTS ABOUT ANY NEW DISQUALIFED TEAMS Contact any disallowed schools.
THURSDAY of Meet Week    
  EMAIL TEAM COACHES USING MILESPLIT Send any final instructions email to attending team coaches
  PICK UP MEET FUNDS AT ASHEVILLE SAVINGS BANK  
  PLACE STARTUP MONEY IN MONEY BOXES  
  PREPARE FIELD EVENT CLIPBOARDS Meet Documents, Instructions, Finalist Sheets
At Practice HAVE HEAD COACHES GIVE COMPETING ACR ATHLETES THEIR WRISTBANDS AT PRACTICE  
FRIDAY of Meet Week    
10:00-1:00 NOTE: ALL LARGE TENTS WILL BE DELIVERED AND SETUP BETWEEN 10AM AND 1:00PM Classic Event Rental tents (Clerk, Staging and Blue Ridge Cafe)
Groce Funeral Services (Shot Put and Discus)
Anders-Rice Funeral Home (Field Umpire Tent)
  CONFIRM THAT CUSTODIAN WILL OPEN CAFETERIA AT 7:00AM SATURDAY  
Early Afternoon    
3:00 HAVE STUDENT PLACE PERFORMANCE LISTS ON INSIDE OF CAFETERIA WINDOWS  
  PLACE BOXES OF AWARDS AND MICROPHONE ON TABLE IN AWARDS TENT  
6:00 DELIVER CHECK IN TOTE BOXES TO CHECK IN AND PLACE ON TABLES FOR CHECK IN COORDINATOR Boxes of Blue Officials Clipboards
Check In Tote Boxes with supplies, wristbands, etc
Check In Coordinator's Black File Box
6:00 DELIVER PACKET PICKUP TOTE BOXES TO PACKET PICKUP TABLE Place all packet pickup toteboxes and supplies on Packet Pickup table in cafeteria.
7:30 MEET WITH CHECK IN COORDINATOR AND DELIVER MONEY BOXES Give Check In Coordinator money boxes with startup money and also . Go over last minute detail.
SATURDAY    
  CUSTODIAN OPENS CAFETERIA AT 7:00AM  
  MEET DAY MEETINGS: 9:00 Scratch Meeting at Clerk Tent (Meet Director)
AFTER THE MEET    
  BILLS TO BE PAID RIGHT AFTER MEET: 1. Custodian (ACR)
2. Cafeteria Worker (ACR)
3. Ticket Seller (ACR)
4. Buncombe County Deputy (Buncombe County Sheriff Office)
5. Ernie Kuster ($100 for student help during meet week)
6. Meet Officials Stipends ($100.00) (See Financial page)
      -Meet Director
      -Assistant Meet Director
      -Starter
      -Starter
      -Head Track Umpire
      -Head Field Umpire
      -Clerk of Course
      -Hospitality Coordinator
7. Sponsorship Coordinator (20% of Sponsor Income)
8. Potential BRC Coordinator Salaries (Per your decisions):
      -Meet Management Coordinator
      -Staffing Coordinator
      -Vendors Coordinator
  UPDATE FIELD EVENT OFFICIALS INSTRUCTIONS WITH NEW MEET RECORDS FOR NEXT YEAR  
  DETERMINE DATE OF NEXT YEAR'S BRC 1. Schedule Timer: Brian Buckner   brian@slipstreamtiming.com.
2. Inform ACR
3. Inform webmaster for website update  leepantas@bellsouth.net
  DO INVENTORY OF TOTE BOXES AND PREPARE FOR NEXT YEAR AS NEEDED. Inventory supplies in various boxes and do as much as possible, and make notes for what is still needed.
Important: Hip Numbers, Caps,
  SCHEDULE YEARLY MANDATORY BOARD MEETING  
Sept 15th Each Year FILE NON-PROFIT E-POSTCARD

April 30th Each Year is the end of BRC IRS Tax Period

Must file IRS ePostcard 990-N if gross receipts are less than $50,000... go to irs.gov/charities Type 990-N in search box. The 990-N page has link then to Urban Institute e-Postcard page where I fill out ePostcard.

Must file on 15th day of the 5th month after end of tax period.
not to file for 3 years will result in suspension of 501c3 status.

April 30th is the end of the BRC IRS Tax Period.

Official Name: Blue Ridge Classic Track And Field Meet, INC
IRS Employer Identification Number (EIN): 45-4497123
Fiscal Year Ends: April 30th each year
Must file IRS 990-N e-Postcard on 15th day of 5th month after close of tax period: Sept 15th

e-Postcard   https://www.irs.gov/charities-non-profits/annual-electronic-filing-requirement-for-small-exempt-organizations-form-990-n-e-postcard
Login: Exempt Organization
Login ID: 45449712301
User Name: blueridgeclassic

PassWord:
Blue@1941
   

Address of Lee Pantas (Used for 2017 filing) 18 Garren Mountain Lane, Fairview NC 28730

Filed 2017 9/19/2017