Information for teachers, coaches & managers

Updated 13 September 11:00pm.

COVID Cancellation Policy

If New Zealand returns to Alert Level 1, or the limit on gatherings change, we will release more spectator tickets for the event. Sessions will remain in place.

If Dunedin enters Alert Level 3, or the gathering restrictions change, the event will be postponed and potentially cancelled,
Any competitors who’s region would be Alert Level 3 on the 18th will be asked not to attend the event.

We thank you for your patience and kindness as we work through the challenges we currently face.

A smoke, drug, and alcohol free event

As a schools based competition series, we are committed to providing a smoke, drug and alcohol free event.

Any participants, including coaches, found to be in breach of this may be asked to leave the venue immediately.

Coaches Briefing & Registration (Friday)

Friday, 7:00pm OGHS Hall

A coach from each school and/or club must attend.

After briefing, we will collect waivers and give you your wristbands.

Athlete briefings (Saturday)

We will be doing a very short health and safety briefing for each session on Saturday.

These are compulsory – athletes must be present for their session’s briefing.

They will take place 30 mins after the warm up space opens for each session.

  • Session 1 8:30 AM (Warm up space opens to session 1 at 8:00am)
  • Session 2 10:30 AM (Warm up space opens to session 2 at 10:00am)
  • Session 3 2:15 PM (Warm up space opens to session 3 at 1:45pm)
  • Session 4 3:30 pm  (Warm up space opens to session 4 at 3:00pm)

Athletes may leave the venue after their briefing if they wish to.

Wristbands

In order to manage the number of people backstage, athletes and coaches will be issued coloured wristbands.

Each session has a specific coloured wristband.

Athlete wristbands

Athletes will receive a wristband for the sessions they are performing in.

The wristband(s) must be worn throughout the weekend and clearly visible to the event team.

If an athlete is in multiple sessions, they will need to wear multiple wristbands throughout the event.

Coaches wristbands

Schools and clubs will receive wristbands for coaches, managers and parent helpers.

We are limited in the number of people we can have backstage at any one time, which means we are limiting the number of coaches passes available.

These will be issued depending on how many athletes your school/club has in each session.

E.g. 1 coach for up to 4 athletes, 2 coaches for 4 – 8 athletes and so on.

Please note – coaches, managers or parent helpers who have a wristband are considered part of the athlete group for that session.

They can not join the spectator group.

Backstage area information

Warm up space access times

So that we can manage the number of people backstage, athletes and coaches will only be able to access the warm up spaces during their sessions allotted times. 

Saturday

  • Session 1 8:00 AM – 10:40 AM
  • Session 2 10:00 AM – 1:45 PM
  • Session 3 1:45 PM – 3:45 PM
  • Session 4 3:00 pm – 7:45 PM

Sunday

  • Session 1 8:00 AM – 11:00 AM
  • Session 2 10:00 AM – 1:00 PM
  • Session 3 12:30 PM – 2:15 PM
  • Session 4 1:30 pm – 5:30 PM

Athletes must arrive in time for their athlete briefing on Saturday (see above)

On Sunday, athletes may arrive at any time – but please note all athletes and coaches are responsible for ensuring they are at the venue with enough time for their performance.

Leaving / re-entering the warm up spaces

Athletes are permitted to leave and return to the venue throughout their session.

But, it is the coaches responsibility to make sure that athletes are backstage and ready to go on.

Warm up spaces

We have limited warm up and dressing room spaces.

We ask that you do hair and makeup before arriving at the venue.

There are three warm up spaces backstage. These will be allocated depending on which session is performing. You may be asked to move from one warm up space to another during your allotted time.

Green room

We have a green room immediately behind the stage. This space is reserved for athletes about to perform, who have been called / marshalled to this space.

Marshalling / backstage check in

Athletes and coaches do not need to check in when they arrive – but athletes and coaches are responsible for ensuring they are at the venue with enough time for their performance.

Please be aware that the times in the timetable are a guide only. Due to the nature of the event, we may run slightly early or late throughout the weekend.

Athletes must be present and ready at least 15 mins prior to their performance.

Our backstage managers will be looking for athletes in the warm up spaces as their categories approach.

Physical distancing

We ask that all athletes and coaches practice physical distancing, especially from those not in your sessions.

Athletes watching

Athletes will only be able to watch their session(s) if there is room in the hall.

Athletes wishing to watch sessions they are not members of would need to be allocated an audience ticket.

Separation of spectators and athletes

Following the 2020 NZCAF Alert Level 2 Event Health and Safety Policy competitors and audience members will be kept separate.

Only athletes and coaches with the correct wristbands will be admitted into the backstage and warm up space.

Spectators are not permitted to enter the downstairs hall space at any time. If parents wish to meet their children they must do so outside the venue.

Spectator tickets

Under Alert Level 2 we are limited in how many tickets we can issue.

We have preallocated tickets to schools and clubs, based on the number of athletes they have in a session.

Coaches and TICs have been emailed an allocation sheet to complete.

Any unallocated seats will be put up for sale online on Thursday morning.

Tickets are per session, but valid for both heats and finals.

Spectator seating is in the upstairs galleries. We have two galleries, each seating approximately 80 people.

Note: athletes are only permitted in the galleries if they have purchased a ticket, and are not performing in the current session.

Videography

Please note – we will not be providing a livestream.

Health & Well-being

We ask that if anyone in your group (athlete, supporter, coach etc) stay away from the event if they are feeling unwell.

If a member of your group becomes unwell during the event, or within the two weeks after the event, please inform the event manager by calling 021 554 083

Masks / face coverings

Masks will not be mandatory at the event (unless government guidelines change) however, attendees are welcome to wear a mask if that makes you feel more comfortable. Please be aware of correct mask use, and their effectiveness over time. 

Competitors will not be able to wear masks while competing, however we will have tracked bubble and contact tracing for the event and pairs/teams will be within each other’s bubble.

Reminders

Profile forms

We are using online profile forms this year

Please submit a form for each of your entries

These are due today

Music changes

All changes must be submitted by 5pm Tuesday 15 September

Please use this form to submit any music changes

Round Up

Due to scheduling restrictions, the Round Up will not take place in 2020.

Waivers

All competitors must complete a waiver, and these must be presented at registration.
2020 Aerobics Nationals Waiver