Host Club Competition Guide and Intake Process Package
Step 1: Welcome!
Welcome to the AWA Host Club Competition Guide and Intake Process Document. The purpose of this document is to serve as a guideline for AWA Affiliate Clubs interested in submitting an expression of interest to host an AWA-sanctioned competition. Please review this document in its entirety.
There are three AWA Competition Categories:
- Category 1: Provincial Championships (Junior, Senior, Masters Provincials)
- Category 2: Annual Signature Club-Hosted Opens
- Category 3: Minor Club-Hosted Event
Once you’ve reviewed this document, if you are interested in Category 2, please request a preliminary expression of interest meeting to president@albertaweightlifting.com and vptech@albertaweightlifting.com BEFORE you complete and submit your intake form. We will work with you to support the vision for your competition within the context of the overall competition calendar to ensure opportunity for participation is leveraged to the best of everyone’s ability.
Step 2: Review Guiding Reference Chart
The following reference chart provides a summary of responsibilities and actions Host Clubs should anticipate and be prepared to operationalize, in collaboration with AWA. It is not an exhaustive list but works to capture major actions between the Host Club and AWA.
Category 1 | Category 2 | Category 3 | |
GENERAL | |||
Intake Term | Annual AWA EOI schedule | Two (2) seasons at a time | Min 4 weeks prior to event |
Intake Schedule | Per AWA Schedule | Preferred: Q1/2 in the prior season Minimum: 12 weeks out from target event date | Submit to AWA 4 weeks prior to the event date. |
Event Fee | Set by Host Club or AWA * Late Reg Fee (optional) | Set by Host Club * Late Reg Fee (optional) | Set by Host Club * Late Reg Fee (optional) |
AWA Processing Fee | $35 per entry (deducted from Event Fee) | $35 per entry (deducted from Event Fee) | $15 per entry (deducted from Event Fee) |
Competition Regulation | Set by AWA | Developed by Host Club/Competition Director Approved by AWA | Developed by Host Club/Competition Director Approved by AWA |
Min Athlete Qualifying Standard | Up to National+ level | Up to National level | Up to Provincial level (allowable as a Jr/Sr Provincial qualification provided the event is inside the qualifying period) |
Minimum Technical Officials Standards |
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Minimum Volunteer Standards |
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Minimum Competition Equipment Standards |
| FOP Competition Equipment is provided by Host Club. Must be 15/20kg barbell, kg plates with identifiable markings for referee/TO verification of weight, minimum 8’x8’ competition platform size | |
Minimum Venue Standards |
| Area free of obstruction for competition field-of-play with 1 warm-up platform per 3 athletes in each session | |
DIVISION OF ROLES AND RESPONSIBILITIES | |||
Category 1 | Category 2 | Category 3 | |
Host Club | Adheres to the Competition Regulation, as issued by AWA Supplies, assigns and executes all duties under the roles and responsibilities of:
*Please review the job duties of the above three positions. Meet target timelines as outlined in the competition regulation schedule. | Develops Competition Regulation for AWA review and approval Supplies, assigns and executes all duties under the roles and responsibilities of:
*Please review the job duties of the above three positions. Share efforts to promote your competition, in collaboration with AWA. Meet target timelines as collaboratively agreed to | Develops Competition Regulation for AWA review and approval Executes all duties under the roles and responsibilities of: Competition Director, Competition Secretary and Event Coordinator Supply competition equipment |
AWA | Registration Platform
Standard of Excellence
Communications and Promotion
Advise, Train and Support
Approvals
Other
| Registration Platform
Advise, Train and Support
| |
STEP 3: REVIEW JOB DUTIES
EVENT COORDINATOR
The Event Coordinator is responsible for securing, coordinating and managing all logistics related to the moment athletes, coaches, technical officials and spectators enter the competition facility from the beginning of the competition through to the close of the competition. The event experience you would like event registrants and spectators to have is for you to create. We encourage our Affiliate Clubs to have fun with this to make it your own!
Event Coordinator Duties | Does this require review and approval from AWA? (Y/N) |
Pre-Competition | |
Secure venue and coordinate and manage any required paperwork with the facility (booking contract, deposit payment, etc. | N |
Secure any and all equipment not provided by the AWA competition equipment trailer, or as part of what AWA provides (see above) | N |
AWA Competition Trailer
Important Notes:
If the host club is having challenges securing a driver after exhausting efforts to do so, please reach out to VP Technical. | Y |
Secure, coordinate and schedule required volunteers to ensure a smooth running event including adjudicating technical officials and volunteers such as loaders and set-up/tear-down crews. This includes coordinating and liaison with AWA Technical Official Chair, VP Technical and/or President as required with Technical Official requirements, as per the approval Competition Regulation | Y re: TO Schedule |
Secure and coordinate refreshments and catering for technical officials and volunteers | N |
Secure best lifter prizing packages, as desired or outlined in the competition regulation | N |
Secure and coordinate any other event collaterals, as the Host Club wishes to (ex: Host-club branded banners, thank-you swag for volunteers, Host-Club apparel for purchase, etc) | N |
Determine and manage your event budget | N |
At Competition | |
Is point-of-contact during the entirety of the event ensuring event logistics and any needs that may arise are mitigated and managed effectively | N |
Live posting on AWA’s Instagram platform (access will be given) | N |
COMPETITION DIRECTOR (and COMPETITION SECRETARY)
While these are formally two separate positions or can be assigned to two different individuals under IWF, for AWA-sanctioned events and based on our current membership and community size, the duties under each of these roles tends to be served under the Competition Director. The Competition Director is in control of the entire competition and attends to their task in close cooperation with the Jury and the Technical Delegate (if appointed). Think of yourself as the Producer or Conductor of the entire competition.
Competition Director/Secretary | Does this require review and approval from AWA? (Y/N) |
Pre-Competition | |
Develop the competition regulation for AWA review and approval | Y |
Download and familiarize yourself with AWA’s OWLCMS software | N |
Build the competition in OWLCMS, for review and approval by Technical Official Chair and VP Technical. This includes generating any and all of the various competition materials such as preliminary and final start list, athlete cards, accreditation package, jury sheets, etc. | Y |
Liaison with AWA Registrar to ensure any required verifications are completed and in compliance with Coach and Technical Official requirements | N |
Oversee and coordinate with your Event Coordinator’s volunteer schedule | N |
Serve as direct point-of-contact with registrants including:
| N |
Coordinate and schedule Technical Meeting with Coaches and Officials (if required or stated in competition regulation) | N |
At Competition | |
Must be onsite to manage set-up and tear-down volunteer crews | - |
Be the first point-of-contact to manage technical troubleshooting issues with OWLCMS | - |
Ensure all necessary accreditation procedures are in hand | - |
Ensure technical officials know their assignments and schedule, including managing any potential shifting of schedules or assignments in real-time to react to the unforeseen | - |
Brief loaders prior to each session | - |
Supervise the registration of new records set throughout the event | - |
Communicate with testing candidates, if and when this is required | - |
Post-Competition | |
Download final results package and submit to AWA for verification and posting within 5 days, unless otherwise pre-arranged for special circumstances with AWA. | not applicable |
Advise AWA of inventory supplies from the competition trailer that is in need of restocking | not applicable |
ATTRIBUTES AND SKILL SETS
Desirable attributes of all three positions outlined above include the following:
- Social Intelligence: ability to work with a diverse range of people
- Flexibility: being adaptable to the dynamic nature of events
- Organization Skills: detailed oriented, multi-tasker and organized
- Passion: Genuine enthusiasm to overcome challenges and stay creative
- Communications Skills: Clear, respectful and effective communicator
- Calmness: ability to maintain composure under pressure to react and respond to the unforeseen
- Resourcefulness: creative problem-solving skills to handle unexpected challenges
Strongly recommended skill sets of the Competition Director includes the following:
- Proficient computer skills particularly with MS Office-based software
- Social media savvy with AWA platforms
- Is a Technical Official and/or certified NCCP Coach
STEP 4: COMPLETE CHECKLIST ASSESSMENT
The following is a checklist to help Affiliate Clubs assess if they are ready to host an event! The more you can check “yes”, the more you are ready to host! However, where you are unsure if you are, or have apprehension about, we encourage you to reach out to us. We want our Affiliate Clubs to have successful events and we will work with you to advise, support and guide you along the way.
Yes | No | Checklist Question | Notes to ask AWA |
Am I an AWA Affiliate Club member? | |||
Do I have members from my Club who have the recommended attributes and skill sets required for the Event Coordinator and Competition Director positions? | |||
Do I have enough members from my Club who I could assign to each of these roles (2 people)? | |||
If I do not have 2 individuals to assign to each of these roles, am I confident in the ability of the individual who will serve as Competition Director? | |||
If the individual I am considering to assign as my event’s Competition Director is their first time serving this role:
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Does my Competition Director have:
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Have I confirmed availability from my Competition Director that they will be available to be onsite to actively direct and manage set-up and tear-down to completion? | |||
As Head Coach of my club, will I be able to make myself available to assist with my event set-up and tear-down to completion? | |||
Does the venue facility I am thinking of for my event meet the minimum venue requirement items? | |||
Do I have technical officials at my own Club? | |||
If I don’t have many technical officials at my own Club, will hosting a meet give us an opportunity to help grow this capacity in our community? Do I know of members from my own Club who are considering or interested in becoming a technical official? |
STEP 5: COMPLETE INTAKE FORM
If you’ve made it this far, good chances are you are ready to submit your intake form! In addition to any notes you may have captured in the above assessment checklist tool, filling in some of the key items below will help inform our kick-off meeting with you.
Please check off which category you are submitting for:
Category 1: Provincial Championships (Junior, Senior, Masters Provincials) | |
Category 2: Annual Signature Club-Hosted Opens | |
Category 3: Minor Club-Hosted Event |
Competition Information | Key Dates | ||
Host Club | Competition Regulations Set | ||
Competition Name | Open Registration | ||
Venue Name | Close Registration | ||
Venue Street Address | Competition | ||
Venue City/Postal Code | Release of Results | ||
Organizing Committee | ||
AWA Affiliate Club | ||
Role | Name | Email / Phone |
Club Head Coach (Club) | ||
Event Coordinator (Club) | ||
Competition Secretary (Club) | ||
Competition Director (Club) | ||
AWA | ||
AWA President | Alana Yim | president@albertaweightlifting.com |
AWA VP Technical | Jordan Browne | vptech@albertaweightlifting.com |
AWA Technical Director | Michael Korte | technicaldirector@albertaweightlifting.com |
AWA Registrar | Michel Tao | registrar@albertaweightlifting.com |
Event Details | |
Athlete Participants | |
Maximum Athlete # | |
Eligible Age Categories | ____Youth/Junior ____Senior ____Masters ____Open |
Awards | Please check all that apply: ___ We will be awarding medals for each weight class ___ We will be providing our own medals. ___ We want to use AWA medals. ___ We will have best lifter award prize packages. ___ We will have Team Awards. ___ Other: ________________________________________ |
Qualifying Standard | |
AWA Host Club Competition Guide and Intake Process Package: | Page
Document Adopted: 09/03/2023
Last Amended: 11/03/2024