Conducting a Carnival in My School
This written guide details the design and organization required to conduct a school-based Athletics Carnival. An Athletics Carnival consists of track events (running races) and field events (throwing and jumping). Competitive track and field events comprise the following sports disciplines:
Track Events
- Sprints, Relays & Endurance races
Field Events
- High Jump & Long Jump
- Discuss
- Javelin
There may also be the inclusion of warming-up drills, games or novelty events, modified events, or team variations to tailor the carnival to the cohort of students particularly if there are students with disabilities (SWD) attending the carnival. The number of events may also be reduced depending on the time and the resources available.
Step 1: Planning Phase (what is to be done)
The planning phase is the vision of the event and it consists of clear goals and objectives that relate to the participants. The commencement of planning can be broken done into short-term and long-term objectives and details the process that is required to organize the event sequentially and to ensure all logistical considerations have been made and carried out.
Goals & Objectives
- Determine a pattern for the carnival that may include athletic heats, rotations, age divisions (tabloid), event selection, finals, or inclusion of non-traditional events particularly if modification is required for SWD.
- Establish a theme for the athletics carnival for example dressing up
- Allocation of points for house/faction groups
- Consider placing of winners, presentation of awards and nominations permitted per school for district/regional athletics sports days
- Organize training at a school level to lead up to the carnival to ensure adequate preparation
Time
- Ensure that an appropriate date is set for the athletics carnival (it should not coincide with other activities being held within the school)
- Factor the timing of the carnival to fit in with district/regional athletic events held in the local area
- The time of the year is a vital consideration, particularly in regard to exposure of the elements. This will depend on the venue facilities. If wet weather arises, an alternative date will need to be diarised in the instance that the carnival will need to be cancelled
- Communicate dates to all stakeholders and notify any volunteers required in a timely fashion
- Preparation of field and adequate markings need to be considered and scheduled for safety reasons
Venue & Transport
- The venue required will need to have sufficient space to hold both track and field events. If the school does not have a dedicated venue, it is important to book an alternative venue, at least 12 months prior to the event to ensure availability.
- If an alternative venue is required ensure that it is adequate for an athletics event – defined space, adequate size for numbers, safety, accessibility for emergency services, facilities, insurances, and convenient locality
- Book and notify transport services if required
Step 2: Financial Phase (how much will it cost)
An important component of planning an event is the financial phase. This involves drafting a budget that has considered all costs that range from funding requirements, marketing, pricing, and sourcing of resources. Any fundraising that might be done to contribute to the cost of the event will also need to be factored into this phase.
Resources
- If a venue or transport service was hired, the cost will need to be put into the overall budget
- Ensure to ask about cancellation fees if applicable
- Equipment that needs to be purchased or hired such as hurdles, high jump bars, landing buns, marking machines, or marquees if they can not be borrowed
- Human resources if external personnel to be sourced such as first aid officers
Food/Beverage
- A full list of available food and beverage and the cost of each (may be used to offset other costs)
- Consider whether there will be a canteen that is operational or a mini café to purchase food at the carnival
- Volunteers may be provided a lunch free of charge so ensure to factor a contingency surplus
Other
- Purchase of ribbons, trophies, or medallions
- Administration costs may require consideration if schools have an allocation fund
- Fundraising may include a raffle on the day that will offset the cost of sending a team to district/regional carnivals
- Photography
- First Aid supplies
- Insurances if required (external venues)
Step 3: Programming Phase (when to do what and how quickly)
The programming phase encompasses the running of the event and the sequence of how it will progress through the duration of time allocated. It also details what will be performed, who will be involved, and for how long the necessary tasks will take in order to maintain a consistent and timely flow of all events.
Event Organisation
- Students must know that events start on time.
- Provide students with 3 attempts with qualifying distances set for each event at a minimum
- Students who do not qualify may accrue house points rather than recording a distance
- Heats such as the 100m can be done a week prior to the carnival with semis and finals held on carnival day only
- Ensure that events do not overlap so that participation is maximized
Run Sheet/Timetable
- Detail the time allocation of each athletics event (Appendix 1) and provide it to students, parents, officials, and volunteers a week prior to the event
- Each event should clearly outline the time allotments and the pattern for the carnival
- Allow for ample time between events
- If rotations are being used, run some of the events concurrently
- Include final events, house relays, war cries, and any announcements that need to be made within the run sheet
Marshalling Areas
- Call events 15 minutes prior to start time.
- Ensure students are at marshaling areas 10 minutes prior to the event
- Officials to communicate with students about the flow of the run sheet throughout the duration of the carnival
Entries
- Ascertain whether entries are done on a compulsory or voluntary basis
- Entries can be done weeks in advance depending on the type of events
- Scanning technology can assist with entries, however, simple standard entry forms are also effective
- Grouping based on age should be the same as those used as per regional athletics guidelines to ensure consistency
Results
- House/faction results table
- Individual results for age group champions
- Place-getters winning times
Step 4: Risk Management (what are the parameters)
Risk management is vital when organizing an event especially when children. It is important that coaches have explicit risk management strategies in place to adhere to a duty of care in keeping participants safe from physical and emotional injury during a planned sports event.
Event Participation
- Consider the skill level and chort of students participating (modify if necessary)
- Consideration of heights of high jump bar and hurdles, batons, and weights of field event equipment in line with age of participants
- Prior to a throwing event, ensure the area is clear of non-participants
- Students must stay in allocated lanes and non-participants are to be clear of running tracks prior to the event to avoid collision
- Appropriate footwear should be worn during events
- Ensure students are involved in some form of dynamic warm-up activities and understand the length or distances of the event they will participate in
Supervision
- Students to stay with year levels if they are not competing
- Outline rules and expectations prior to an event
- Students to keep shoes on and sunscreen to be applied at intervals throughout the day
- Emergency contact lists that are accessible to personnel
Hazards & Controls
- Inspect all equipment before the day of the carnival for malfunction or faults
- Assess environmental conditions
- Assess the running surface, and long jump pit on the day of the carnival to ensure there is not any loose debris, obstacles, inclines, or potholes present
- Lanes and jump boards should be marked clearly
First Aid
- Designated First Aid station (accessible)
- A qualified First Aid officer to be present on-site
- All supervising personnel provided First Aid kits
Step 5: Implementation Phase (how to do it and what resources are needed)
The implementation phase details how the program will be achievable by drawing on all available resources. The implementation largely depends on human resources and ensuring that explicit roles and responsibilities are outlined. It also encompasses the whole coordination of an event including setting up of equipment on the day of the event.
Officials & Volunteers
- Minimum of two supervising staff for each event
- A registered teacher with the competence to manage the running of events
- A registered teacher with Level 2 Intermediate Club Coach accreditation
- Volunteers to be provided a brief of allocated duties and responsibilities
- First Aid personnel allocated
- Staff should be adept in timekeeping, coordinating results, announcing information, track marshelling and judging events
- Senior students or sports leaders may assist with recording results and timekeeping
- Marshaling equipment readily available when events are being held and returned cessation of carnival
Equipment
Track Events
- Starting device, caps & ear protection
- Stopwatches
- Lap bell
- Relay batons
- Hurdles
- Timekeeper tickets
- Finishing tape (if utilized)
Field Events
- Rakes and shovels
- Discuss
- Shot puts
- High jump stands and bars
- Landing buns
- Measuring tapes
- Indicator cards or flags
- Novelty event equipment (rope for tug o war)
Other
- Marshaling flags
- Marquees
- Whistles
- Stationary & Clipboards
- Spare program sheets
- First Aid kits
- Portable PA system
- Tables & Chairs
- House flags & Attire
- Recording Sheets – Individual/Age/House
Step 6: Administration (communication and documentation)
A part of the planning phase is also ensuring that all documentation that is relevant is prepared and all facets of the program are communicated to all involved parties. Documentation varies depending on the type of event but it can include forms, permission slips, program documentation, and recording tools.
Internal Documentation
- Permission slips and medical information should be sent out via hardcopy or email with sufficient time to receive them
- Permission slips for the district/regional events
- Programs and student booklets to be drafted and provided a week prior to the carnival
Records:
- A computerized result format (with a manual backup) may be used to provide reports during the carnival
- Design of recording sheets (hard copy) for Individual/Age/House
- Determine when results will be communicated.
Bibliography
- Athletics Australia. (2019). Marking A 400-Metre Grass Track. Retrieved from https://www.revolutionise.com.au/aa/facilities-equipment/
- Australian Sports Commission (2008). Intermediate Coaching: General Principles Manual (1st ed). Australian Institute of Sport. Retrieved from https://www.sportaus.gov.au/coaches_and_officials/coaches/intermediate_coaching
- Department of Education. (n.d.). Health and Physical Education. Advise when conducting carnivals. WA: Government of Western Australia. Retrieved from http://det.wa.edu.au/curriculumsupport/healthandphysicaleducation/detcms/navigation/carnivals-and-interschool-sport/?tab=Main&page=2#Officials_Duties
- Hunter, R. (2009). Athletics (Starting Sport). Sydney, NSW: Franklin Watts.
- Ipswich City Council. (2011). Building Better Clubs Workshop. Planning and Running Sporting Events.Retrieved from https://www.ipswich.qld.gov.au/__data/assets/pdf_file/0017/8045/event_management_workbook.pdf
- Mallen, C.,& Adam, J, L. (2017). Event management in sport, recreation, and tourism: theoretical and practical dimensions (3rd e.d.). Burlington, VT: Routledge
- Pyke. (2001). Better Coaching: Advanced Coach’s Manual. Belconnen, ACT: Australian Sports Commission
- NSW Government. (n.d.). Event planning and delivery. Office of Sport. Retrieved from https://sport.nsw.gov.au/clubs/sports-events-resources/planning
- Queensland Government. (2019). Track Events. CARA guidelines. Retrieved from https://education.qld.gov.au/curriculum/school-curriculum/CARA/activity-guidelines/track-events
- Tassiopoulos, D. (2005). Event Management: A Professional and Devlopmental Approach (and e.d.). Paarl, South Africa: Paarl Print
- Youth Sport Trust (2019). Athletics. School Games. Retrieved from https://www.englandathletics.org/young-athletes-and-schools