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Australian Anglers Association, (WA Division) Inc.



Procedures for State Boat Angling Championships.



The WA Division conducts four State Championships each year, including the AAA State Boat Angling Championships.

The State Boat Angling Championships are hosted by the AAA Boating Sub Committee. The following are the duties and procedures for the Championships.

Organizing / Boating Sub Committee Duties

1. The Organising Committee and / or host club shall prepare all nomination forms and Information booklets and distribute to all Clubs and Institutions (Advertising Officer duties).

2. The Closing date for nominations shall be clearly stated.

3. Alternative date (s) and venue (s) shall be clearly stated.

4. Prior to and upon closing the committee (pre-registration team) shall collate the forms received into separate clubs / teams, then into divisions eg Men's, Ladies, Veterans and Juniors within Club groups.

5. Ensure all equipment is available to successfully run the event eg scales, weigh in books, sign on sheets, Safety discs, Bag Tags etc.

6. Require a list of all Financial Clubs, Members etc.

7. Signage required for sign on tables Club Banners and Sponsors.

8. Notification to all relevant authorities eg Police, Fisheries, Councils, Dept of Transport etc.

9. Tables and chairs for Recording / Sign on Teams Minimum of 3 tables and 8 chairs suggested.

10. Office supplies in Pens, Marker Pens, Nomination forms, wire, Electrical Ties (bag ties) Cutters for bag ties.

11. Organize an area for the Scoring Master, i.e. a room that has power for a computer and printer with appropriate space.

12. Set up presentation area, (include in this the sponsors banners etc) Trophies etc (please remember, those who are presented with prizes, are to be given the names and phone numbers of the sponsors with a request they call and thank them).

Set up raffle prizes, place numbers on all items to correspond with the prizes list.
Set up trophies in order of presentation (possible place in box's)
Have all prizes that go with the winners in numbers so they can pull out of a "hat"

Start of Presentations.

Introduction and welcome from AAA Patron.
Patron to introduce Host club commodore (Name).
Host club commodore to introduce event organiser Chairman Boating Sub Committee.
Chairman Boating Sub Committee to present below list of prizes
Early Nomination draw (Everone)
Junior Nomination draw make sure 2 prizes
Species Prize, need to pull out winner of major prize = 9 fish and 9 prizes. Each Specie has Knife voucher prize
Special Specie prize closest to State Record (Alec's Marine)
Weigh in draw lucky draw Mako prize Gaff, tackle box, landing net
Patron to present the Patron's cup

Teams
2nd and 1st Juniors 2nd and 1st Veterans
2nd and 1st Ladies
1st and 2nd Men's

Individual
2nd and 1st Juniors 2nd and 1st Veterans
2nd and 1st Ladies
2nd and 1st Men's
Overall champion State Winner.

Chairman Boating Sub Committee Final speech, thank committee, the helpers on the day, and the Host club for setting the mood for the day with their excellent venue.

On completion (possibly debriefing meeting a week later) have certificates and letters of appreciation sent and or presented to those whom sponsored the event.

Certificates of appreciation to be organized for sponsors and prize donors.

Field Day Officers Duties

1. Be present at all meetings throughout the year.

2. Assist in the perusal of rule changes and adjustments to suit Competition.

3. Understand ALL the competition rules governing the event.

4. Be familiar with all fish species including fish sizes and limits (may have the relevant specie identification booklets on hand).

5. Assist in getting Raffles and prizes for competition.

6. Assist with Dispersion of Prizes i.e. group prizes in financial value then into packs for the raffles. In the booklet number the prizes from 1 through to the amount of prizes offered.

7. Coordinate "other volunteers" to assist with the set up prior to the event so as all know what is required offering the job descriptions as a guide.

8. Assist in set up at the start venue i.e. the position of the sign on tables and other equipment.

9. Make sure the following are in order and available
Safety Vest for Field Day Officer (to distinguish from others)
Lights, Generator, Extension leads
Tables and Chairs
Signs for Sign on tables, Safety disc table, Teams table, Sponsors signs (make sure they are above the head of the Participants so they can see the areas to go to)
27Mhz portable Radio
Public address system
All safety Discs
AAA Angler number Tags
Anglers Bags with briefing sheet
Scales
Fish truck
All weigh in dockets
Weigh in venue/truck, have all been procured for the event

10. Introduce yourself to "local" authorities and officials.

11. Have weather report ready for first thing at venue on the day, (have copies for distribution if possible).

12. Coordinate Sign on.

13. Coordinate Safety Discs.

14. Resolve any disputes or Queries in the morning.

15. Call Skippers (safety officers) re weather if doubtful.

16. Coordinate Start, (have a vessel set up to ensure no early starters).

17. Start over the radio on the nominated channel.

18. End of Day be present at the sign off.

19. Ensure all safety Discs have been presented if not follow up.

20. Receive and resolve if possible any disputes (other wise coordinate a meeting with all nominated reps from each club).

21. Assist at the weigh in, have fish placed in order under each club sign.

22. Have weigh in start at the nominated time and have club captain's check on paperwork.

23. Do a running commentary on the weigh in (remember EEO issues) if there is no Master of Ceremonies.

24. Have Species weigh in as soon as competitor picks up fish this is quicker and make the weigh in more presentable.

25. Ensure all complaints, undersize fish and discrepancies are resolved to all participants' satisfaction

26. No one is to be disqualified unless the Field Day Officer has checked on and physically checked all discrepancies.

27. Complete weigh in.

28. Make sure all paperwork is ferried to the coalation people.

29. Present teams and individual paper work to nominated captains of clubs, at a nominated area and time for checking of all weights from the recording officer.

30. Organize with committee the presentation area.

31. Assist with Presentation ensure times are adhered to.

32. After presentation assist with the "packing up".

33. Wait a minimum of 30 mins in case there are any disputes.

Notes:

People, who are presented with prizes, are to be given the names and phone numbers of the sponsor s with a request they call and thank them.

Sign on Team Prior to the event.

Minimum of Two Personnel Required. (Will not be required to attend to any other duties unless specifically requested to by AAA Boating Sub Committee)

1. Collect all nominations
2. Collect all fees
3. Record and collate in Clubs all participants
4. Check on AAA Memberships and Membership Numbers
5. Have tags produced for the day, color coded and numbered
6. Have Safety discs prepared for the day
7. Ensure all Paperwork is prepared and available for the day i.e. sign on sheets, Safety Disc sheets, New Competition Nomination forms and New AAA Nomination forms.

Sign on Team on the day.

Minimum of Eight Personnel Required. (Will not be required to attend to any other duties unless specifically requested to by the Field Day Officer or the Assistant Field Day Officer).

1. Be available prior to 5.30 am to
2. Record Clubs on sheet provided
3. Record the Angler and issue tags with briefing bags
4. Collect monies and Issue Safety discs and record
5. Take Late nominations, record and collect fees
6. Record details of new AAA registrations

After Competition (prior to and after nominated finish time)
1. Recover Safety discs and record
2. Pay out deposits
3. Inform Field Day Officer if all boats have returned or otherwise, so rescues can be coordinated if required.

Bag Carriers - Duties

Minimum of Two Personnel Required prefer four. (Will not be required to attend to any other duties unless specifically requested to by the Field Day Officer or the Assistant Field Day Officer).

1. Unload the competitor bags from the Truck/Trailer and deposit in the marked areas in club lots grouping smaller clubs together in the areas specified.
2. Identify bags, which obviously contain large fish and move them to one side.
3. Identify bags that may be damaged and bring to the attention of the Field Day Officer.

Fish Bag Stage Feeders - Duties

One Personnel required for each Scale / line. (Will not be required to attend to any other duties unless specifically requested to by the Field Day Officer or the Assistant Field Day Officer).

1. Transport individual bags to the stage one at a time.
2. Open the bag containing the fish and counts them onto the stage in conjunction with the recorder, placing fish on scale as they are counted.
3. Once the first bag is processed, remove from the area notifying Master of Ceremonies or captain of the club to remove from the weigh in area.
4. Collect the next bag in preparation of the same process; do not open till the previous bag has been removed from the stage/weigh in area.

Note: Do not have piles of bags that have been weighed left in the vicinity of the stage this not only adds to the untidy nature of the area but also may cause confusion.

Recorder Duties

One Personnel required for each Scale / line. (Will not be required to attend to any other duties unless specifically requested to by the Field Day Officer or the Assistant Field Day Officer).

1. Using the bag check/AAA form.
2. Record the details of the angler including Name, and Registration No.
3. Record the details of the species, which were unloaded from the bag.
4. Record the weight of any fish that was deemed to be the heaviest of species up to that time, (optional).
5. Record details of species, which have been placed back into the bag.

Note: Recorder at no time handles any fish.

Scales Operator- Duties

One Personnel required for each Scale / line. (Will not be required to attend to any other duties unless specifically requested to by the Field Day Officer or the Assistant Field Day Officer).

1. Receives fish that require weighing from the bag handler.
2. Weighs fish on the appropriate scale for the size of fish.
3. Clearly communicates the number and type of each species with the total weight of the fish weighed, to the recorder, so that the recorder can record on the bag check/AAA form.
4. Inform the announcer so that the spectators can be kept informed.

Note: It is important that this officer does not get distracted doing other duties. Clear concise communication of weights and specie numbers is essential.

Heaviest of Species Board Operator

One Personnel Required. (Will not be required to attend to any other duties unless specifically requested to by the Field Day Officer or the Assistant Field Day Officer).

1. Stands away from the scales unless required.
2. Weighs the presented fish.
3. Places the name of the angler, with the weight of the heaviest of species for display on the "Heaviest of Species" board.
4. Retains the fish with the anglers name tagged to the fish bag for scrutiny if required.
5. Continues till the final bag has been weighed in.

Note: Not to become involved with any other issues whilst the weigh in is in process.

Heaviest of Species Board Operator Assistant - Duties

One Personnel Required. (Will not be required to attend to any other duties unless specifically requested to by the Field Day Officer or the Assistant Field Day Officer).

1. Receives fish from the Angler to be presented for weighing in.
2. Presents the nominated fish to the Heaviest of Species Board Operator.
3. Clearly communicates the species and the weight of the fish weighed to the recorder to be recorded on the Heaviest of Species Check form.
4. Inform the announcer so the spectators can be informed.

Note: It is important that performing other duties does not distract this officer, clear concise communications of weights and species are essential.

Master of Ceremonies/Bag Collection Controller

One personnel required. (Will not be required to attend to any other duties unless specifically requested to by the Field Day Officer or the Assistant Field Day Officer).

1. This person needs to be outwardly confident, have a clear, strong voice, and be well presented of clean language and good humour, with an understanding of EEO issues.
2. This person, via the PA system or without, depending on the circumstances, communicates with the participants/ public and weigh in team, so as all have an appreciation of behind the scenes work and "good" fish captures.

Specific responsibilities should be

Ensure all of the audience can hear what is being said.
Welcome all spectators and fishing participants.
Thank all Volunteers in anticipation.
Thank all the sponsors.
Communicate to the "crowd" the procedure as it progresses
Monitor flow at each weigh in station.
Inform F.D.O. (without PA) of any issues arising at weigh in stations that requires his/her attention.
Highlight any unusual features or species weighed in.
Via the PA create an atmosphere if possible of excitement and awe over specie splendor and attributes.
Highlight good practices where fish are well preserved and cared for.
Be aware of public perception of the fishing events and the AAA standing in conservation.
Encourage "fish care" and "fish for the future" practices.
Present to the spectators items of interest re fish e.g. Sex, Territorial etc.
Highlight efforts of juniors, disadvantaged for the individual catches.
Refer to topical, local conditions or experiences to include bystanders who may not understand or be aware what happens whilst fishing.
Receive bags sizes, from either the Heaviest of Species Bag Controller or the Recorders assistant and the "main" weigh in area alerting all to unusual catches etc.
Notifies the relevant angler that their bag is ready for collection.
Please note to all captains of the nominated area and time for the captains to check the teams and individual points and sign off (from the colation officer).

Note: This officer is not empowered to debate, discuss or in any way form an opinion as to a dispute. This shall be left up to the disputes committee.

Other duties may be called upon are

Publicity Officer
Field Day Officer

===============

Volunteers Work Sheet

The following work sheet is an allocation of duties to assist in the smooth operation in the AAA State Boat Fishing Championships. As these titles are run by the AAA Boating sub Committee, assistance is required in many areas.

Clubs are requested to assist by nominating what areas of expertise or assistance they may provide, any assistance prior or on the day is appreciated.

Item Number:DutyClub and Names
1Sign on Van (or Building)______________________________
 Pick up van prior to the event and ensure on site by 4.30 am on the day of the event or prior 
 Set up tables and chairs 
 Organize power and lights 
 Clean and pack up van or building and return at completion of competition 
2Sign on Team 
 Prior to the competition:-
Pre-registration recorded by minimum of 2:
1
  2
 On the day 8 persons minimum required1
  2
  3
  4
  5
  6
  7
  8
3Field Day Officer 
4Fish Truck / Trailer or Venue (if required arrange for ice or refrigeration) 
5Weigh In 
 Four Clubs to provide one set of small electronic scales plus one larger set of electronic scales each1
  2
  3
  4
 Personnel to assist with Weigh In 
 Master of ceremonies (Weigh in only) 
 Three Recorders1
  2
  3
 Four Assistants1
  2
  3
  4
 Three Weigh in Masters (one per scale)1
  2
  3
 One Species Weigh in Master1
 Four Bag Carriers1
  2
  3
  4
6Scoring Master 
7Clean Up 
 Personnel are required to clean up the following 
 Weigh in area/truck 
 Fish Cleaning Area 
8Offal Bins (If Available) 
 Provision of Offal Bins 


Details provided by Pat Shinnick, Chairman, AAA Boating Sub Committee.






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Copyright © 2002 Australian Anglers Association, (WA Division) Inc.

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This page last updated 11 February 2002.