Northeast Regional Contest Board - Frequently Asked Questions (FAQ)
Documents like the
"So You Want To Run A Sanctioned Meet" (CD Primer),
and the "Contest Director's Guide" (available from
give you the general guidelines for running meets and filing results.
Here is some specific information I have for meets in the Northeast region.
A lot of it is common sense, but putting it down in writing will let you
know what each of us can expect.
Jeff Vincent, NAR Northeast Regional Contest Board Chairman
- The NAR uses a three-tiered system of review and reporting of results.
You, as the Contest Director (CD), are the first tier. You see everything
that goes on at the meet and are responsible for maintaining compliance
with the NAR Pink Book rules and accurately compiling and reporting the
results. As Regional Chairman, I'm next in line. My job is to review the
compiled results, correct any errors (either on my own or in consultation
with you, as necessary), and forward the point sheets to the National
Chairman. Finally, the National Chairman is in charge of creating and
maintaining the national points database, and adding your results to it.
The advantages of this system are multiple sets of eyes to review results
and catch errors that a single individual might miss, combined with a
reduction/concentration of the data as it moves upward.
- I use a mix of postal mail and email to get the job done.
Generally, postal mail is used for sending sanction applications (and fees)
back and forth, to send in results, and to send a formal meet
reply sheet (postal mailings also allow me to include a blank sanction
form for future use). Email is useful for any questions or
corrections on mailed paperwork or as questions arise. In
cases where time is of the essence, I'll accept scanned paperwork
via email (typically a 300 dpi black and white scan in a TIF or JPG format).
NERCB web site (particularly the
Northeast Region Contests page) let's you check on the status of meets and the
points awarded at meets.
Sanctioning a Meet
- Application - You can get a sanction form online from the Contest Forms
section of the
NAR Useful Documents page
or use one I've mailed to you. If you use the online form, please add
the location of the meet (just town/city and state is sufficient)
and the hosting section (if applicable). (You can add this on the
special provisions line.)
- Sanction Fees - The meet sanction fee is $5 per meet. Please make any checks
payable to "Jeff Vincent" (I don't have a special account for the
- Free Meet - The Contest Board has a program where every NAR section is
allowed one "free" (no sanction fee) local or section meet per
- Sanction Deadline - The sanction should be filed 30 days in advance of
the meet, although I have some discretion there
Generally, I require the
full 30 days for regional meets, three weeks for open meets, and two weeks for local
meets, section meets, or record trials. My rationale is that the smaller
meets typically draw more local contestants (often members of a single section)
and that it is easier to inform them of the contest in the shorter time frame.
- Procedure - Once I get a sanction and approve it:
- Notification of Changes - If you have to postpone, reschedule, continue, and/or cancel
your meet, please let me know. This is not explicitly required by the Pink Book, but I
can think of at least two good reasons: 1) I can update the Northeast Region Contests page so other
competitors are aware of the change, and 2) I won't be after you for the results of
a meet that may not have even been flown yet.
Reporting Meet Results
- "Paper or electrons?" - You have two choices on submitting contest results, conventional
paper results or electronic ContestManager results. I'll detail
- ContestManager (CM) - CM is a computer program by Chris Kidwell that allows you to enter
basic information about a meet and the flight data. It calculates
flight and event scores, placings, and point totals. It also does
other related functions like checking the results for new records
and compliance with meet requirements. It can be used either on
the field during the meet or after the meet has been flown. It is
most useful (some would say indispensable) for administering large
meets (over ten contestants). While the program automates and
eliminates errors in result calculation, it is still susceptible
to input errors, so it is still important to double check your input and
final results. CM is also a valuable learning tool -- novice CDs can
use the program and study how events are scored and points are compiled.
CM is a free download available for most computer platforms that can be found at
- Paper Results - Once your meet has been flown and the results computed,
it's time to file the results with me. For a paper filing, I require:
- all contestants' CB-1-70 entry blanks with signatures on the back,
- a completed Point Award Sheet (PAS) with three judges' signatures,
- flight cards for all flights made, and
- any other scoring materials (i.e.: judging sheets).
- Filling out the PAS - The top portion must be completed, especially the
three judges' signatures. When filling out the points area, contestants should
be listed in order of 1) division (A-C, Team) and 2) alphabetical by last name
(or team name) (take a look at how CM does it or check
this example). Leaving a
blank line between divisions can aid readability. You may choose to label
the event names and/or WFs.
- ContestManager Results - The requirements for a CM meet are similar:
- all contestants' CB-1-70 entry blanks with signatures on the back,
- a Point Award Sheet (PAS) with three judges' signatures (only the top section
of the PAS is required to be filled out for CM filings, since the CM file duplicates
the point listings),
- a CM file (*.NAR) with the meet results (this is usually emailed to me),
- for any new U.S. records, the flight card must be included for that flight, and
- (optional) flight cards and/or any other scoring materials for all flights made.
(This is optional since all of the pertinent data should be included in the CM file.
However, if you include the raw data, I will check them against the CM file for any
data entry errors.)
- U.S. Records - If there are any new records in your results, I will file them.
Remember, a record flight *must* be returned to verify compliance with the rules.
The procedure I follow is to notify the Records Chairman of the record by
email, then send him a postal mailing of paper copies of the contestant's
CB-1-70 and the flight card for each record.
- Neatness, Sorting, etc. - If I can't read it, I can't accept it. (One more
reason to use CM.) Please make your results legible. I used to have specific
requests for organizing the paper results submitted, but I've become more lax with time.
Again, those aren't requirements, but if you follow them it reduces the time
I spend organizing the cards and they are ready to work with immediately.
- order CB-1-70s in the same order as the PAS/CM file (1 division, 2 alpha),
- order the flight cards by 1) event, 2) division, 3) place (or alpha),
- separate the cards into groups: CB-1-70s and flight cards for each event, and
- for grouping cards, use an easily removable method (paper clips or rubber
bands versus staples).
- Timeliness of Results - The Pink Book
specifies results should be postmarked
within two weeks of the completion of the meet, but allows my discretion. My rule
is that results should be in my hands within one month (if that is not possible,
gives a more detailed description of my requirements.
- Feedback - After I've reviewed the results and submitted them to National, I will
post the point results on the
Northeast Region Contests page.
I also prepare a formal reply
sheet and mail it to the CD. On it, I'll list any problems with the meet, how
they were rectified, any changes made, etc. I started doing this because, in the
past, there was usually no feedback (or even acknowledgement) of your results.
The purpose of the reply sheet is to point out any errors made, in the hopes of
eliminating them in the future. (And no, I get no more satisfaction from writing
these critiques than you do receiving them, so if you file perfect results, we'll
both be happier. :)
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Last modified August 25, 2007
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