Indoor Meet Management

Overview

The Indoor Meet Management system allows administrators to create, manage, and track indoor pole vault competitions. Athletes can register for meets, admins can monitor registrations, and coaches can manage meet details all within the BPVA Calendar app.

Features

Meet Creation & Management

Create Indoor Meets

Edit Meet Details

Meet Status

Athlete Registration

Registration Process

  1. Athletes view upcoming meets
  2. Review meet details and requirements
  3. Tap “Register” button
  4. Confirm registration
  5. Receive confirmation notification

Registration Requirements

Registration Status

Meet Roster Management

View Registrations

Manage Roster

Attendance Tracking

Meet Day Operations

Check-In Athletes

Pole Rentals for Meets

Competition Management

Data Model

IndoorMeet

{
  "id": "meet_uuid",
  "name": "BPVA Winter Indoor Meet #1",
  "location": "BPVA Indoor Facility",
  "date": "2024-02-10T10:00:00Z",
  "registrationDeadline": "2024-02-08T23:59:59Z",
  "maxParticipants": 30,
  "entryFee": 25.00,
  "details": "Indoor pole vault meet for all skill levels...",
  "requirements": {
    "minAge": 8,
    "maxAge": null,
    "skillLevel": "all",
    "waiverRequired": true
  },
  "status": "upcoming",
  "createdBy": "admin_uid",
  "createdAt": "2024-01-15T10:00:00Z",
  "updatedAt": "2024-01-20T14:30:00Z"
}

MeetRegistration

{
  "id": "registration_uuid",
  "meetId": "meet_uuid",
  "athleteId": "athlete_uid",
  "athleteName": "John Smith",
  "athleteEmail": "[email protected]",
  "registeredAt": "2024-01-25T08:15:00Z",
  "status": "registered",
  "emergencyContact": {
    "name": "Jane Smith",
    "phone": "555-0123",
    "relationship": "Mother"
  },
  "specialNotes": "First competition, may be nervous",
  "paidEntryFee": true,
  "checkedIn": false,
  "checkedInAt": null,
  "openingHeight": "7'0\"",
  "finalHeight": "9'6\"",
  "placing": 3
}

Workflows

Creating a New Meet

  1. Access Meet Management
    • Open Admin Dashboard (hamburger menu in top-left)
    • Tap Membership & Meets expansion tile
    • Tap “Indoor Meet Registrations” option
    • Tap “Create New Meet” button
  2. Enter Meet Details
    • Meet name (e.g., “Winter Series #1”)
    • Location (defaults to BPVA facility)
    • Date and start time
    • Registration deadline
    • Maximum participants (optional)
    • Entry fee (if applicable)
  3. Set Requirements
    • Age restrictions (if any)
    • Skill level requirements
    • Required documents (waiver always required)
    • Special equipment needs
  4. Add Details & Rules
    • Meet description
    • Competition format
    • Opening height rules
    • Special instructions
    • Contact information
  5. Publish Meet
    • Review all details
    • Tap “Create Meet”
    • Meet appears in upcoming meets list
    • Athletes can start registering
    • Notification sent to all athletes

Managing Registrations

Before Deadline

  1. Monitor registration numbers in real-time
  2. View athlete list as they register
  3. Send reminders to athletes who haven’t registered
  4. Answer questions via app messaging

After Deadline

  1. Close registration (automatic at deadline)
  2. Review final roster
  3. Export roster for meet day
  4. Send final meet details to all registrants
  5. Prepare athlete numbers/bibs

Waitlist Management

  1. If meet reaches capacity, new registrations go to waitlist
  2. If athlete withdraws, move waitlist to registered
  3. Send notification to waitlist athlete
  4. Update roster

Meet Day Operations

Setup (Before Athletes Arrive)

  1. Print athlete roster
  2. Prepare check-in station
  3. Have emergency contact list available
  4. Set up pole checkout area
  5. Prepare athlete numbers/bibs

Athlete Check-In

  1. Open meet check-in screen
  2. Athletes arrive and check in:
    • Scan athlete QR code OR search by name
    • Verify registration status
    • Confirm emergency contact info is current
    • Issue athlete number
    • Direct to warmup area

During Competition

  1. Track athletes as they compete
  2. Record opening heights
  3. Enter attempts (make/miss)
  4. Update leaderboard in real-time
  5. Handle equipment issues (pole checkouts)

Post-Competition

  1. Record final results for all athletes
  2. Mark meet as “Completed”
  3. Publish results
  4. Send thank you message to participants
  5. Track pole returns from meet rentals

Integration with Other Features

Pole Inventory Integration

Meet Pole Checkout

Meet Day Workflow

  1. Athlete registers for meet
  2. Requests pole rental in app
  3. Admin approves and assigns pole
  4. Athlete picks up pole day before meet
  5. Takes pole to competition
  6. Returns pole after meet
  7. System tracks entire lifecycle

Calendar Integration

Automatic Calendar Events

Document Management Integration

Waiver Verification

Notification Integration

Automated Notifications

Best Practices

Meet Planning

Timing

Capacity Management

Communication

Registration Management

Eligibility

Waitlist Handling

Withdrawals

Meet Day Execution

Check-In Process

Safety First

Results Management

Reporting & Analytics

Meet Statistics

Athlete Participation

Financial Tracking (if entry fees)

Troubleshooting

Athlete Can’t Register

Registration Not Showing

Check-In Issues

Future Enhancements

Potential features under consideration: