Create-Meet

First of all, thank you for being a person to take the initiative to host a meet. It is because of people like you that this sport can survive. The Create Meet page is the beginning of that process. It establishes the basic identity, competition structure, participants, events, entry rules, and operating preferences for your meet.

The information entered here is used throughout Torunit. The settings selected on the next several pages may affect the conduct of your meet, including registration, scheduling, seeding, field-event administration, scoring, the public information we use to advertise your meet, and later your own Meet Director control pages.

Before beginning

The you should have, at minimum:

• A meet name
• A competition date or dates
• You need a track or a primary facility
• The applicable rulebook
• The divisions being offered
• The events being offered

A red asterisk identifies a required setting.

Saving and Meet ID

The Create Meet page saves changes automatically.

After a valid meet is first saved, Torunit creates a six-character Meet ID. When the page then reloads with that Meet ID, that is your code identifier through out ToRunIt. You shouldn't need to use it again here, that personalization should follow throughout this meet, but it will be useful to recall everything you did this year, when you want to copy it next year.

Other Meet Director pages remain unavailable until the meet has been saved and a Meet ID has been created.

A small Saved ✓ notice appears after a successful autosave. If the save fails, Torunit displays Save failed.

Public information

Meet Name

This the public and internal name of the meet. Keep it simple and memorable. You might have a title sponsor, because we all need money to come from somewhere, but realize your name could be truncated in various places and in people's minds. Foot Locker became the memorable name for the first National Championship Cross Country Championships. If you use Joe's Auto Sales presents the Hometown Relays, your meet could become known as Joe's rather than the Hometown Relays . . . presented by Joe's Auto Sales.

Enter the complete name by which you would like the meet to be identified. If it is just your school vs another school or your own intersquad meet, name the participanting teams.

A Meet Name is required.

Meet Date

We need to know when the meet will happen. Next to that date are a few modifiers.

Multi-day

When Multi-day is selected, the first date will become the Start Date.

An End Date field appears to select the last date

• If no End Date has been entered, Torunit initially copies the Start Date into the End Date field

It could take you weeks to months to prepare for your meet, we are only concerned with days actual competition will take place.

Unchecking Multi-day hides and clears the End Date.

Rounds

A meet may be multi-day without using rounds. A one-day meet may also use rounds.

Rounds means athletes need to qualify to advance to the final.

Select this when one or more events advance through multiple rounds, such as:

• Preliminary
• Quarterfinal
• Semifinal
• Final

This selection adds the rounds-planning portion of the scheduling workflow applicable to the meet.

Additional running location/course

Select this when the meet uses an additional running venue or course beyond the primary track facility. You don't need it if the throwing cage is across the street, but if you have a second track or events off campus, this will create a means to schedule them separately.

Possible examples include:

• A cross-country course
• A road-race course
• A separate race-walk course
• A second running facility

Contact Name

The name of the public contact for the meet.

This could be you; the Meet Director, or another person you designate to answer public questions.

Public email

The email address displayed or used for public meet inquiries.

This should be an address the meet organization is prepared to monitor. It can be different from your personal email.

Public phone

The telephone number displayed or used for public meet inquiries. It can go to a different contact person.

Public description

A short public description of the meet. If you have a document or a flyer, you will be given an opportunity to put that in on your public page later. This is a place to edit that content if you do not have prepared materials.

This may include information such as:

• The purpose or level of the meet
• Who may enter
• Special features
• Important general instructions

Detailed entry rules and operational instructions should be placed in their appropriate settings or later meet information pages rather than crowded into this field.

Website

The official public website for the meet or host organization.

Enter the complete address, including:

https://

You don't need a website, you will get a meet advertising page hosted on torunit.com which should contain all the information someone will need to enter the meet. Tthe information on that page will come from what you answer as you create the meet. You can redirect to your torunit.com page. Being listed will automatically include your listing in Find a Meet.

Copy settings from another meet?

This area is intended to begin a new meet using settings from an existing meet. As we mentioned above, you can copy last year's meet or copy another meet's settings and yours can be copied by anybody else. Exchanging ready-made meet formats could save a lot of time, or duplicate the same mistakes over and over. Look at the success of a meet before copying that meet's settings. You will still need to make your meet your own by changing the date, that will allow you to bring last year's information forward. You are still responsible for making any changes to make this year's meet your own.

I have a Meet ID

This is where you insert the 6 character Meet ID of the meet you intend to copy.

Let me search

If you don't know what the Meet ID you want to copy is, use Find A Meet.

Intended for locating a previous meet without already knowing its Meet ID.

Current status: The current page contains the button, but the supplied page code does not show an attached action.

Brief note to help other directors

A short description of the meet format. If you have designed a good set up for say, your state's particular set of events and order, give it a name to save other Meet Directors that initial set up.

The stored field is named Format description.

This is intended to help another director understand the nature of the meet when reviewing or copying its settings.

Examples:

• Two-day youth championship with preliminaries
• Four-team Wisconsin high school double dual-scoring meet
• Open all-comers meet with rolling schedule

Hint: If you don't have a meet to copy, here is a way to look for it in Find a Meet.

Facility

Facility name

The name of the primary competition facility.

Begin typing the facility name and select the correct location from the location search. Google will help suggest names to make finding your location easier.

Torunit stores the selected facility name, geographic coordinates, and location identifier. If someone else has held a meet at this facility, you will find their information to use or modify. What you save will help others who follow you to the same facility.

The Facility name is required.

Pins

When you have selected a facility, a map will pop up.

The map provides separate pins for:

• M — Main Entrance
• B — Bus Drop-off
• P — Parking

Drag each pin to the exact location that should be communicated to the appropriate users.

The Main Entrance pin establishes the location of the venue. If you don't have a main entrance to point people to, you can use your check in table or the start or finish line where you want people to find your meet. The bus and parking pins identify distinct arrival locations that maps can guide people to.

Be specific about where you place your B — Bus Drop-off so it is on the correct curb in the correct direction. Bus drivers need to maneuver to drop on the correct side of the road.

Environment

Identifies the competition environment. This will control what you see below. If you are doing a Cross Country meet (frequently abbreviated as XC) select that alone, you won't see track events, for example. You can select more than one if that fits your meet.

Outdoor

A conventional outdoor track-and-field meet. If you are doing external, non-stadia track events like a shot put in the city square or the pole vault on the beach, still include the event as a track event but select the additional venue where you can schedule the special event later.

Indoor

An indoor track-and-field meet with a shorter track, sometimes fewer lanes, more laps.

XC

A cross-country meet.

Road

An external or non-stadia Road event. Include road races, marathons and road race walks.

Environment affects which events, facilities, measurements, and competition rules may apply.

Confirmed venues

When you have confirmed your location, this displays the facilities currently attached to the meet as a confirmation we got it right.

A venue appears as a labeled chip. Select the × on a chip to remove that venue.

Removing the primary venue also clears its stored name and location information. Be careful or you get to start over.

Add another venue

Intended to attach another facility or course to the meet. You can use a different track or a cross country course in a park, a pole vault at the local shopping mall or a road racing course all as part of your big event.

Divisions

The Divisions section defines the groups eligible to compete.

A division may represent age, school level, classification, ability, or another grouping used by the meet. A lot of divisions potentially overlap. They are grouped so differen formats for different organizations are adjacent to one another. If you are working under a specific organization (AAU, USATF, WMA, NSGA) be sure to choose the divisions for that organization. Athletes should then automatically sort into the correct divisions.

Available divisions

The left list contains divisions available for selection. If you don't like our divisions, go ahead and make your own.

Multiple divisions may be selected before choosing Add →.

Add →

Adds the highlighted divisions to the meet.

Added divisions appear in Selected divisions.

Clear

Removes all currently selected divisions from the meet.

Use this carefully. Clearing the list changes the division structure used by later event and participant configuration.

Selected divisions

Displays the divisions included in the meet.

Each selected division appears as a chip.

Selecting a chip allows it to be included in a multi-division configuration action. Command, Control, or Shift may be used to select more than one chip.

The × removes that division.

The gear opens division-specific configuration.

Configure Selected

Opens configuration for the selected division or divisions.

This permits multiple divisions to be configured together.

Division-specific configuration may be used when divisions do not all offer the same events or genders.

Division gears

The gear symbol inside a selected division opens configuration for that one division. This is where you can adjust a division with a different event list. Most will use it to uncheck events that are for the other divisions in the meet, but you can also add events specifically for this division by pressing Add From Catalog.

Use meet events will select all events in the meet, which is already the way you will find the division when you open the gears menu.

Select all turn all events back on. Clear turns all events off, making it easier to select just a few. M only and F only also let you select all events for one gender or the other, or both giving you a starting point to make your selections.

When you close the menu, the system will remember your selections.

After you have made and adjustment it will appear with a yellow tint, indicating that its event offering differs from the full meet event list.

New division name

We have tried to make most common divisions available. If we don't have what you need already, go ahead and make your own. Enter the name of a division not already available in Torunit. Later we will try to learn from what is missing.

Define

If your parameters for that new division fit into birthdates calculating ages or gender selection, give us those parameters:

• Minimum Age
• Maximum Age

The name must be entered before the Define button is used. We need to know the division name we are making the definition for.

Add Custom

When you are done, the Add Custom button adds the new custom division you created to the meet.

Events

The Events section defines the events offered by the meet.

Track events and field events are automatically placed into separate selected-event columns.

Available events

Event names are abbreviated to take up minimum space on a cel phone screen. We assume you will understand the events you intend to offer. On public pages we have links to expand the abbreviations and wikipedia links that explain the events. Yeah, I wrote a lot of those wikipedia articles.

The left event list contains the events and event families available for selection.

An event family is identified with a star and represents a related group of events rather than one isolated event.

Click to highlight the ones you want to include. Multiple events may be selected. Select Add → when you are satisfied. You can still add more.

Add

Adds the highlighted events to the meet.

Torunit identifies each selected item as a track event or field event and places it in the appropriate selected-event area.

Clear

Removes all selected track and field events.

Use this carefully. The event list is used to build division-event-gender combinations and later scheduling data.

Selected track events

Displays the running events included in the meet.

Track-event chips may be dragged to change their order.

The stored order may be used by later meet processes as the meet's event order.

Select × to remove an event.

Selected field events

Displays the field events included in the meet.

Select × to remove an event.

Include Legacy Events

Expands the list of events to show older event definitions for imperial measured distances (other than the Mile) that are normally hidden from the available-event list.

Include Combined Events

Loads combined-event definitions into the available-event list.

Examples may include:

• Decathlon
• Heptathlon
• Pentathlon
• Triathlon
• Other rulebook-defined combined events

Selecting a combined event makes its component-event structure available to later configuration and scheduling.

+ Create Custom

Opens the custom combined-event editor.

A custom combined event may include:

• Event name
• Short name
• Gender
• Environment
• Description
• Ordered component events

The current code requires at least three and no more than fifteen component events.

New event name

Enter the name of an event that is not already available.

Define…

Opens the custom event definition dialog.

The event name must be entered first.

The exact custom-event fields should be documented after the custom-event editor is finalized.

Add Custom

Adds the typed custom event to the meet.

Cross Country, Road and Triathlon Events

When Cross Country, Road or Triathlon is selected as a Competition Environment, the Events area changes from the normal Track and Field event selector to a race-based configuration. If you have multiple environments checked, track will remain and the other environments wil open in a window below.

The Meet Director defines the races that will be offered. Each race can have its own distance, participating divisions and genders, team-scoring rules, and relay configuration. If you only create one race distance it will be applied to all divisions.

Race distance offered

Use + Race distance to add each race that will be offered.

Enter the published race distance and select the unit. Distances may be entered in meters, kilometers or miles.

Examples:

• Cross Country 5 km
• Cross Country 3 km
• Road 10 km
• Road 1 mile

There is no requirement that every division run the same distance unless you define it so.

The first race added initially applies to all currently selected divisions. Additional races can then be assigned to the appropriate divisions using the gear control. Open the menu and subtract divisions who do not do this distance. Or clear the checks and add from the blank slate.

Divisions and genders

The gear beside a race controls which of the meet's selected divisions are eligible for that race.

For each division, Boys/Men and Girls/Women may be enabled independently.

The Division selection on the left side of Create Meet establishes the universe of divisions available to the meet. The race gear determines which of those divisions actually participate in this particular race.

Example:

A Road meet may offer:

• 5 km — all divisions
• 10 km — older divisions
• 1 km — 14-and-under divisions

The race gear is the authority for these race-specific assignments. Without adjusting the gear menu, all divisions are selected.

Team scoring

Enable Team scoring when individual finishes in this race will also be combined into a team result. In the XC environment, it will default to the typical 5 scoring, 2 offsetting, 7 athlete team composition. All numbers can be changed.

The available settings include:

Max

Maximum number of athletes associated with a scoring team for this race.

Score

Number of finishers whose places count toward the team score.

Displace

Additional finishers who do not score for their own team but may affect the scoring places of runners from other teams.

B+

Number of additional B, C or later teams permitted when the meet allows more than one scoring team from the same organization. You can leave this as a zero and only the primary A team can be entered.

A common Cross Country configuration is 7 athletes, 5 scorers and 2 displacers. Other meets may use configurations such as 5 athletes with 3 scorers and 2 displacers.

These settings define how a team result is formed. They are separate from the meet's general points-for-place Scoring Configuration. If you wish to limit the number of teams in any race you will get the opportunity to do so in the Participants page of this meet creation process where you start setting up your schedule.

Relay

Enable Relay when several athletes or components combine to produce one race result.

Essentially a Marathon Relay, an Ekiden or a Paarlauf Relay would fit into a relay configuration.

Specify the number of legs and the number of members of the team. These values do not have to be identical. Each leg has its own distance and unit selector. It will default to the first distance entered until you enter a different distance. Mathematically the sum of all legs should match the distance of the race before you can leave the page.

If a relay is first created without individual leg distances, Torunit may divide the declared total distance evenly as a starting value. The Meet Director may then change the individual legs. Unequal legs are permitted.

Examples include:

• 4 × 1 km
• 5 km + 8 km + 7 km + 6 km + 4 km
• Ekiden-style road or Cross Country relays

Torunit compares the sum of the entered legs with the declared race distance. If the totals do not agree, the race displays a warning and the Meet Director must correct the configuration before leaving the page.

Triathlon and other component races

Triathlon uses the same race-authoring concept but the components may use different disciplines.

A race may contain components such as:

• Swim — 1 km
• Bike — 20 km
• Run — 10 km

The component names are not intended to be limited permanently to Swim, Bike and Run. This structure can also support other ordered disciplines such as kayak, skiing, snowshoeing or repeated disciplines. Only two components would be a biathlon.

The sequence entered by the Meet Director defines the competition. Using the relay section, the events could be conducted as a relay

Multiple Competition Environments

More than one Competition Environment may be selected for the same meet. For example, a meet may include Outdoor Track and Cross Country, or Outdoor Track and Road. Or all three.

When multiple environments are selected, Torunit shows the appropriate authoring tools for each environment. Selecting just Cross Country, Road or Triathlon will remove Track and Field events when a Track environment is also selected. On the schedule page you will get the ability to schedule each facility independently.

Participants and race sections

Create Meet defines what races are offered.

The Participants page is where anticipated entries and race capacity are used to determine how many physical races, sections or waves may be required.

For example, if 41 teams are entered and the desired capacity is approximately 20 teams per race, Torunit may propose three races. The Meet Director may adjust that proposal.

Cross Country uses race or section terminology. Road events may use wave terminology. These operational splits belong in Participants and Schedule rather than in the Create Meet race definition.

Meet configuration

Meet format

Controls who may submit entries.

Open

Allows public entry according to the meet's registration and eligibility rules. You could get some bum off the street, like me, wanting to enter.

An open meet is not necessarily unrestricted. Membership, age groups, age verification, entry limits, qualifying marks can still limit your entries at your choosing. You can also impose deadlines. And entry fees will still apply.

Closed

Restricts entry to invited teams and individuals.

Selecting Closed displays the Invite teams field where you can name the teams eligible to enter your meet.

Qual Open

Allows public entry to anyone who meets your restrictions, so selecting this will open a menu. If you make your meet open to say high school divisions, visiting athletes from out of state might enter as opposed to closing the meet and only inviting certain local teams. If you want your meet restricted to only women, we could actually do that in the Gender menu but this will duplicate that restriction. If you want to limit entry to members of a certain organization, that will be selectable on the Financial page under entry requirements, and this will duplicate that action rather than making you work for it. Rather than being an enforced limitation, the text you write in the box will be a warning the entrants will see before entering.

There is a component where you can make entry subject to your approval. Such requests will be sent to your contact email.

Approval

By checking this box under the Meet Format will route all entries back to the Meet Director (or you can designate someone else to handle this). You will need to approve each entry, or team entries in bulk before the entry is finalized.

Invite teams

Lists the teams invited to a closed meet.

Enter one team per line or separate team names with commas. A list may also be pasted from a spreadsheet.

The invited-team list is required when the meet is Closed. This is loosely enforced, that we are expecting some derivative of what you write within the name of the team entering. So the team might have a formal name, you might have just entered the team or school name or even abbreviation, the system will be looking for some component of what you have written.

Numerical Limits

Opens the Numerical Limits dialog.

These settings control the maximum size of the meet and how entries are accepted when demand exceeds available space.

Max Participants (total)

The maximum number of individual participants permitted in the meet.

Leaving the field blank means no limit is specified here.

Max Teams

The maximum number of teams permitted in the meet.

Leaving the field blank means no limit is specified here.

Max Participants per Team

The maximum number of participants accepted from one team across the meet.

Max Participants per Division per Team

The maximum number of participants from one team who may enter a particular division.

Max Participants per Event — All events same

Applies one maximum participant count to every event.

Max Participants per Event — By event

Opens the Per-Event Limits editor.

This permits different limits for different events.

Examples:

• 24 athletes in the 100 metres
• 16 athletes in the pole vault
• 32 athletes in cross country

Max per Team per Event

Limits the number of entries one team may submit in each event.

First Come, First Served

When a limit is reached, entries are accepted in the order in which they were received.

Superior Marks

When a limit is reached, stronger submitted marks receive preference.

The method used to compare marks should follow the event type and meet rules.

Impose Qualifying Marks

Requires entries to satisfy qualifying standards.

The actual standards are entered through the Qualifying Marks settings.

Appeal to Meet Director

Permits an entry decision to be referred to the Meet Director. These questions will come to the public contact.

More than one decision method may currently be selected.

Rulebook

Identifies the principal rules governing the meet.

Available selections are:

• WA — World Athletics
• USATF — USA Track & Field
• NFHS — National Federation of State High School Associations
• NCAA — National Collegiate Athletic Association
• AAU — Amateur Athletic Union
• Other

The selected rulebook may affect event definitions, divisions, implement specifications, advancement, scoring, and other meet behavior.

Other

Opens a dialog requesting the organization name.

Use Other when the governing rules are not represented by the listed rulebooks.

Gender

Identifies the gender groups offered by the meet.

Available selections are:

• Both
• Boys/Men
• Girls/Women

This is the meet-wide starting selection. Individual division-event combinations may later be configured more narrowly.

Combine divisions

Indicates whether Torunit may combine different divisions in competition.

Yes

Different divisions may be placed together where permitted.

Results and scoring may still need to remain separated by division.

No

Divisions should ordinarily compete separately.

This setting describes the meet's general policy. A later explicit scheduling decision may still require specific treatment.

Combine genders

Indicates whether boys/men and girls/women may compete together where permitted.

Yes

Gender groups may be combined operationally.

Results, records, scoring, or qualification may still need to remain separated.

No

Gender groups should ordinarily compete separately.

Implement Inspection required

Identifies whether throwing implements must be inspected before competition.

Yes

Implement inspection is required.

Selecting Yes displays the inspection timing controls.

No

Torunit does not treat implement inspection as a required meet process.

Begin

Sets how far in advance implement inspection begins.

Enter a number and select:

• Minutes
• Hours

The current label defines the offset as the amount of time before the first throw.

Example:

• Begin 60 minutes before first throw
• Begin 2 hours before first throw

Display preferences

Clock

Controls how meet times are displayed.

AM / PM

Displays times using a twelve-hour clock.

Examples:

• 8:00 AM
• 4:30 PM

24-hour

Displays times using a twenty-four-hour clock.

Examples:

• 08:00
• 16:30

This is a meet-wide preference intended for schedules and public displays.

Name order

Controls how participant names are displayed.

First Last

Displays the given name before the family name.

Example:

Jesse Owens

Last, First

Displays the family name first.

Example:

Owens, Jesse

This is a meet-wide display preference.

Scoring

Scoring meet

Indicates whether team or participant points are calculated.

Yes

The meet uses scoring.

The scoring configuration may be opened to define the point system.

No

The meet is non-scoring.

Results may still be produced, but Torunit does not apply a meet point schedule.

Configure Scoring

Opens the scoring dialog.

Scoring Mode

Points per place

Assigns points according to finishing place.

The current default sequence is:

10,8,6,4,2,1

Dual / Multi-dual

Uses dual-meet scoring.

The current default track and field sequence is:

5,3,1

The current default relay value is:

5

In a multi-dual, each team is scored head-to-head against every other team.

Track points

Comma-separated points awarded by finishing place in track events.

Field points

Comma-separated points awarded by finishing place in field events.

A setting may apply the same point schedule used for track events.

Relay points

Comma-separated points awarded by finishing place in relay events.

Qualifying marks

Qualifying marks required

Indicates whether qualifying standards are used.

Yes

The meet uses qualifying marks.

No

No qualifying standard is required by this setting.

Configure Qualifying Marks

Opens the Qualifying Marks dialog.

Qualifying marks are organized by:

• Division
• Event
• Male mark
• Female mark

The available rows are built from the selected divisions and events. If a division has its own event configuration, only those configured events are shown for that division.

Download CSV Template

Downloads a file intended to be completed outside Torunit.

Upload Completed CSV

Imports qualifying marks from a completed CSV or text file.

Open Manual Editor

Displays the qualifying-mark table for direct entry.

Blank marks are not saved. Entering one or more marks causes the meet to be treated as using qualifying standards.

Hide from Public View

In some meets coaches or athletes might use our entry information to game the system by employing a strategy of avoiding competition or entering a weak event simply because scoring places remain unoccupied. Hiding that information will make it harder to cynically put just "a body" in a poorly attended event just to cross a finish line for points or awards. You can select to hide the specific names of the entrants by checking entries or hide the overall pool with numbers.

Seeding

The seeding setting defines the meet's general ordering method.

Seeded

Uses submitted or verified marks to organize competitors according to the meet's seeding rules.

Slow to Fast

Orders sections or heats from slower entries to faster entries.

Fast to Slow

Orders sections or heats from faster entries to slower entries.

All Comer

Uses an all-comers approach rather than conventional performance seeding.

The exact operational effect may depend on later scheduling, check-in, and Clerk of Course procedures.

Membership

Membership required

Indicates whether participants must hold membership in a specified organization.

Yes

Membership is required.

A membership organization should be selected or entered.

No

No organization membership is required by this setting.

The precise membership fields should be documented after confirming the current membership dialog and save behavior.

Age verification

Age verification required

Indicates whether participant age must be verified by an approved organization or process.

Yes

Age verification is required.

An age-verification organization should be selected or entered.

No

No separate age-verification requirement is imposed by this setting.

The precise age-verification fields should be documented after confirming the current dialog and save behavior.

Relationship between divisions and events

Selecting divisions and events establishes the meet-wide possibilities.

The gear configuration for a division may narrow those possibilities by defining which events and genders are offered for that division.

The resulting combinations are commonly described within Torunit as division-event-gender combinations.

A division does not necessarily offer every event selected for the meet.

Navigation after setup

After Torunit creates the Meet ID, the Meet Director may proceed to the other meet-development pages.

The appropriate next page depends on the meet and the director's workflow. Information entered on Create Meet remains available for later review and correction.

Current implementation notes

The following controls appear incomplete or require review in the supplied page version:

• I have a Meet ID has no visible attached action.
• Let me search has no visible attached action.
• Add another venue currently displays a notice rather than completing an additional-venue search.
• Include Legacy Events appears twice with the same internal identifier.
• Some custom division and custom event behavior requires confirmation against the live page.
• Membership and age-verification dialog details require confirmation before definitive documentation.
• Some settings may save correctly even where their downstream operational effect has not yet been completed.

These notes describe the current page version and should be removed or revised as the affected controls are completed.

See also

• Meet Director
• Meet Director Home
• Venue
• Participants
• Rounds
• Schedule
• Macro Scheduler
• Micro/Daily Scheduler
• Registration
• Financials