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53 2.9.2. Maps with Checkpoint Station.
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57 2.9.3. Checkpoint Station - Description of checkpoint stations is specifically focused on the U11 category and the three main categories. Checkpoint Station For Under 11 Years Old Category 1. 2. 3. With Police 4. 5. 6.
58 7 8 9 10 11 12
59 13 14 15 16 Finishing Line
60 Checkpoint Station For Under 13, Under 18 Years Old & Parents Category 1. 2. 3. With Police 4. 5. 6.
61 7 8 9 10 11 12
62 13 14 15 16 17 With Police 18 After crossing the traffic light
63 19 20 With Police 21 22 23 24 With Police
64 25 With Police 26 27 28 With Police 29 30
65 31 32 Finishing Line 2.9.4. Cross Country Running Track Video: - Scan here for an inside look at the PISM Cross Country track, featuring race routes and key highlights. SCAN HERE
66 2.9.5. Checkpoint Identification for Marshals and Helpers I. To enhance the overall experience for runners and participants during the Cross Country event, we are introducing a system of checkpoint bib numbers for marshals and helpers. II. This initiative aims to provide clear identification for runners, allowing them to easily recognize the checkpoints along the running track. III. By implementing this method, runners will gain better awareness of the distance covered and the total number of checkpoints they are yet to face, contributing to a smoother and more informed cross-country experience
67 2.10. Rules & Regulations Rules & Regulations for School Interhouse Cross Country Race Competition: I. Eligibility: • All students from participating houses are eligible to compete. • Participants must be in good health and have submitted a signed parental consent form. II. Race Categories: • Races will be categorized by age groups (Preschool, Under 8, Under 11, Under 13, Under 18 & Parents). • Each house can field a team in each category, comprising both male and female participants. III. Course Description: • The cross-country course will be clearly marked with visible signs and flags. • Terrain may include a variety of surfaces such as grass, trails, and paths. IV. Race Format: • The competition will follow a staggered start format with different age categories starting at intervals. • The race distance for each category will be communicated in advance. V. Scoring System: • Points will be awarded based on individual and team performances. • The finishing position of each participant contributes to the overall house score. • The house with the highest combined score across all categories will be declared the winner. VI. Attire: • Runners are required to wear the sports house shirt and runner bibs. • Runner bibs must be worn on the front and back. • Runners' pants are at their discretion (leggings, shorts, or running pants are allowed). • Proper running shoes are mandatory for participation. • Runners are allowed to carry a water bottle. • Running with mobile devices (phones, earpods, etc.) is not allowed. • Smartwatches or fitness watches are permitted.
68 VII. Conduct: • Respectful and sportsmanlike behavior is expected from all participants. • Any form of unsportsmanlike conduct, including cheating, will result in disqualification. VIII. Assistance: • Participants may only receive assistance from designated support zones. • Outside assistance is not permitted during the race. IX. Medical Assistance: • First aid stations and medical personnel will be available along the course. • Participants requiring medical attention should seek assistance promptly. X. Protests: • Protests must be submitted in writing to race officials within a specified time after the event. • The decision of the race officials is final. XI. Weather Considerations: • The race may be postponed or canceled in the event of extreme weather conditions, prioritizing participant safety. XII. Pre-Race Briefing: • A pre-race briefing will be conducted to provide participants with important information, rules, and safety instructions
69 2.11. Events Flow 2.11.1. Itinerary Agenda Time Students’ & Parents’ Arrival 7.15 a.m Registration & Attendance 7.30 a.m Warm Up Sessions - Opening Speech 7.45 a.m Start of Preschool Category 8.00 a.m Start of Under 8 Years Old Category 8.15 a.m Start of Under 11 Years Old Category 8.30 a.m Start of Under 13 Years Old Category Start of Under 18 Years Old Category Start of Parents Category 9.00 a.m Prize giving Ceremony – Preschool Category 9.10 a.m Finishing of All Categories 10.30 a.m Prize giving Ceremony Closing Ceremony 10.45 a.m Photo Session 11.20 a.m Venue Clean-Up 11.30 a.m Dismissal 12.00 p.m
70 2.11.2. Tentative Agenda Time Committee Action Teachers & Staff Arrival 7.00 a.m All - Teachers and staff must arrive at the venue before 7:15 a.m for a short briefing. Students’ & Parents’ Arrival 7.15 a.m The CM Of Houses: - Housemaster The CM Of Races: - Parents Category The CM of F & B - Light Refreshment The CM of of Opening & Closing - Announcer/Emcee The CM of Audio - play music/audio The CM of Photo - All housemasters must take attendance for students and distribute runner's bibs, assisted by the house committee. - The CM of Races must obtain the confirmation list for runners in the parents' category. - The CM of F&B must be prepared to distribute light refreshments to all runners. - The CM of of Opening & Closing is responsible for welcoming all the audience and guiding them to their designated areas. - The CM of Audio should initiate the play of engaging music or audio as a welcoming gimmick for everyone. - The event photographer will be on standby and prepared to capture moments Registration & Attendance 7.30 a.m The CM of Races - Preschool Category - Under 8 Years Old Category - Under 11 Years Old Category - Under 13 Years Old Category - Under 18 Years Old Category - Parents Category CM of of Opening & Closing - Announcer/Emcee CM of Photo - The CM of Races for each category must verify the runners' list along with their assigned bib numbers." - The CMs of Opening & Closing ceremonies are responsible for directing all participants to register with the designated teacher in charge. - Once the registration process is complete, the announcer will inform all participants to gather at the assembly point for the upcoming agenda, which includes the Opening Speech and Warm-Up Session. - The event photographer will be on standby and prepared to capture moments
71 Opening Ceremony - Opening Speech - Head Of School - Race General Briefing - Head Of CCA - Warm Up Session - Lead by Mr Kelvin Lim with Students 7.45 a.m CM Of Houses: - Housemaster CM of of Opening & Closing - Announcer/Emcee CM Of Audio - Play the music/audio CM of Photo - The Housemaster, along with the house committee, is responsible for ensuring that all participants gather at the assembly point or starting line according to their respective houses for the opening ceremony. - The announcer/emcee should be prepared for opening ceremony, commencing with a welcoming speech by the Head of School. The ceremony will then proceed with a race briefing led by the Head of CCA, concluding with a warm-up session facilitated by Mr. Kelvin Lim alongside the students. - The CM of audio is tasked with playing the most suitable warm-up or aerobic exercise music to enhance the atmosphere during the warm-up session. - After the warm-up session done, please organize the runners based on their respective categories as follows: - Blue Canopy for the Under 8 Years old category, - Red Canopy for the Under 11 Years old category, - Yellow Canopy for the Under 13 Years Old Category, - Green Canopy for the Under 18 Years Old Category, - Parents are to gather in the designated Parents Canopy - The event photographer will be on standby and prepared to capture moments - Start of Preschool Category 8.0 a.m CM of of Opening & Closing - Announcer/Emcee The CM of Venue Preparation - Checkpoint The CM of Races - Preschool Category - The Emcee is tasked with making announcements to ensure both the audience and participants are well-informed about the current events and agenda. - The CM of Venue Preparation must ensure that all track checkpoints are ready for smooth execution. - The CM of Races for the Preschool
72 - Under 11 Years Old Category - Under 13 Years Old Category - Under 18 Years Old Category - Parents Category The CM of Results - Update results The CM of Photo category is tasked with organizing all the runners behind the starting line. In the Preschool category, runners are permitted to run alongside their parents. - The race will be officially released by Mr. Paul/ Ms. Janice/ Ms. May/ invited guests/VIPs, with the signal provided by an Airhorn - The CMs of Races for the U11, U13, U18, and Parents categories are kindly requested to provide assistance to the Preschool category, particularly during the starting phase. They should also assist in identifying the winners and present winner cards to the top 8 runners in this category. - The CM of Results is responsible for updating the points once all runners have finished, ensuring that all points are accurate and up-to-date - The event photographer will be on standby and prepared to capture moments - Start of Under 8 Years Old Category 8.15 a.m CM of of Opening & Closing - Announcer/Emcee The CM of Venue Preparation - Checkpoint The CM of Races - Under 8 Years Old Category - Under 11 Years Old Category - Under 13 Years Old Category - Under 18 Years Old Category - Parents Category The CM of Results - Update results - The Emcee is tasked with making announcements to ensure both the audience and participants are well-informed about the current events and agenda. - The CM of Venue Preparation must ensure that all track checkpoints are ready for smooth execution. - The CM of Races for the Under 8 Years Old category is tasked with arranging all the runners behind the starting line. In the Under 8 Years Old category, boys and girls are released together. - The race will be officially released by Mr. Paul/ Ms. Janice/ Ms. May/ invited guests/VIPs, with the signal provided by an Airhorn - The CMs of Races for the U13, U18, and Parents categories are kindly requested to
73 The CM of Photo offer assistance to the Under 8 Years Old category, especially during the starting phase. Their support is also needed in identifying the winners and presenting winner cards to the top 8 runners in this category, separately for each gender. - The CM of Results is responsible for updating the points once all runners have finished, ensuring that all points are accurate and up-to-date - The event photographer will be on standby and prepared to capture moments - Start of Under 11 Years Old Category 8.30 a.m The CM of of Opening & Closing - Announcer/Emcee The CM of Venue Preparation - Checkpoint The CM of Races - Preschool Category - Under 11 Years Old Category - Under 13 Years Old Category - Under 18 Years Old Category - Parents Category The CM of Results - Update results The CM of Photo - The Emcee is tasked with making announcements to ensure both the audience and participants are well-informed about the current events and agenda. - The CM of Venue Preparation must ensure that all track checkpoints are ready for smooth execution. - The CM of Races for the Under 11 Years Old category is responsible for organizing all runners behind the starting line. In this category, the events will commence with the girls' category, followed by the boys' category. There will be a 5-minute time gap between the release of the boys' and girls' categories. - The race will be officially released by Mr. Paul/ Ms. Janice/ Ms. May/ invited guests/VIPs, with the signal provided by an Airhorn - The CMs of Races for the Preschool, U13, U18, and Parents categories are kindly requested to offer assistance to the Under 11 Years Old category, especially during the starting phase. Their support is also needed in identifying the winners and presenting winner cards to the top 8 runners in this category, separately for each gender. - The CM of Results is responsible for
74 updating the points once all runners have finished, ensuring that all points are accurate and up-to-date - The event photographer will be on standby and prepared to capture moments - Start of Under 13 Years Old Category - Start of Under 18 Years Old Category - Start of Parents Category 9.00 a.m The CM of of Opening & Closing - Announcer/Emcee The CM of Venue Preparation - Checkpoint The CM of Races - Preschool Category - Under 8 Years Old Category - Under 13 Years Old Category - Under 18 Years Old Category - Parents Category The CM of Results - Update results The CM of Photo - The Emcee is tasked with making announcements to ensure both the audience and participants are well-informed about the current events and agenda. - The CM of Venue Preparation must ensure that all track checkpoints are ready for smooth execution. - The CM of Races for 3 Mains category is responsible for organizing all runners behind the starting line. In this category, the events will commence with the girls' category, followed by the boys' category. There will be a 5 -minute time gap between the release of the boys' and girls' categories. - The race will be officially released by Mr. Paul/ Ms. Janice/ Ms. May/ invited guests/VIPs, with the signal provided by an Airhorn - The event photographer will be on standby and prepared to capture moments Prize giving Ceremony – Preschool Category 9.10 a.m The CM of Results - Official results The CM of of Opening & Closing - Announcer/Emcee The CM of Prize & Giving - Medal & Trophy The CM of Races - Preschool Category The CM of Photo - The CM of Results & Statistics will furnish the official results to the CM of Prize & Giving. - The CM of Prize & Giving will obtain the official results from the CM of Results to facilitate the preparation of medals and trophies. - The CM of Opening & Closing, Emcee, will be provided with an official results copy from the CM of Results. - Ms. Grace, serving as the representative of Preschool teachers, will participate as a prize giver. - The event photographer will be on standby
75 and prepared to capture moments during the prize-giving ceremony. Finishing of All Categories 10.30 a.m The CM of Races - Preschool Category - Under 8 Years Old Category - Under 13 Years Old Category - Under 18 Years Old Category - Parents Category The CM of Results - Update results The CM of Venue Preparation - Checkpoint The CM of Photo - The CMs of Races for the Preschool, U8. U11, U13, U18, and Parents categories are kindly requested to offer assistance to the 3 Mains category, especially during the starting phase. Their support is also needed in identifying the winners and presenting winner cards to the top 8 runners in this category, separately for each gender. - The CM of Results is responsible for updating the points once all runners have finished, ensuring that all points are accurate and up-to-date - Each checkpoint will provide regular updates to the CM of Races regarding the number of runners remaining in the race. - The event photographer will be on standby and prepared to capture moments Prize giving Ceremony Closing Ceremony 10.45 a.m The CM of Houses - Housemaster The CM of Results - Official results The CM of of Opening & Closing - Announcer/Emcee The CM of Prize & Giving - Medal & Trophy The CM of Races - Under 8 Years Old Category - Under 11 Years Old Category - Under 13 Years Old Category - Under 18 Years Old Category - The CM of Results & Statistics will furnish the official results to the CM of Prize & Giving. - The CM of Prize & Giving will obtain the official results from the CM of Results to facilitate the preparation of medals and trophies. - The CM of Opening & Closing, Emcee, will be provided with an official result copy from the CM of Results. - The event photographer will be on standby and prepared to capture moments during the prize-giving ceremony. - Here is name list for prize giver for each category: - Helper Appreciation Token- Mr. Paul, Head Of School. - Under 8 Years Old Category - Ms. Nasha, Head Of School Events.
76 - Parents Category The CM of Photo - Under 11 Years Old Category - Ms. Amalia, Head Of Primary. - Under 13 Years Old Category - Ms. Manisha, Head Of Discipline. - Under 18 Years Old Category - Mr. Paul, Head Of School. - Parents Category - Ms. Janice Chua. - Best of Each Category - Ms. May Chua. - Round Trophy for Overall Champion - Ms. May Chua. - The CM for each category is requested to ensure that the medal receivers are ready to receive their medals. This preparation is intended to save time and prevent any unnecessary delays during the award ceremony. Photo Session 11.20 a.m The CM of Photo The CM of Houses - Housemaster The CM of of Opening & Closing - Announcer/Emcee - Big Group Photo - 1st Place Group Photo - 2nd Place Group Photo - 3rd Place Group Photo - 4th Place Group Photo - Events Committee Group Photo Venue Clean-Up 11.20 a.m Everyone - As part of the post-event procedures, it is imperative that everyone participates in the Venue Clean-Up. This entails a collective effort to thoroughly clean the venue by picking up and disposing of any rubbish or waste materials. All attendees, including participants, volunteers, and staff, are required to contribute to this cleanup process. It is essential for maintaining a clean and orderly environment, showcasing our commitment to responsible event management. Dismissal 12.00 p.m Everyone - Please ensure that Parents or Guardians pick up their children at the designated location, which is the car park.
77 2.11.3. Venue Layout
78 2.12. Event Committee 2.12.1. Main PISM Cross Country Committee ➢ Advisory Program : Ms May Chua ➢ Chairman : Ms Janice Chua ➢ Deputy Chairman : Mr Paul ➢ Secretary : Mr Zulhairi Ahmad ➢ Committee Member of Results & Statistics: i. Ms Faye ii.Ms. Izzati iii.Mr Andy ➢ Committee Member of Food & Beverage: i.School Caterer Team ➢ Committee Member of Prize Giving: i. Ms Reenadeep ii. Ms Kavitha ➢ Committee Member of Races: - Preschool i. Ms Grace ii. Ms Sherniel iii. Ms. Alba - Under 8 Years Old Category : i. Ms. Sandhiya ii. Ms Amuta - Under 11 years Old Category : i. Ms Samantha ii. Helper - Under 13 Years Old Category: i. Ms Manisha ii. Helper - Under 18 Years Old : i. Ms Nurul ii. Helper - Parents Category : i. Ms Dharsini
79 ii. Ms Sharifah ➢ Committee Member For Audio System : i. Mr Raj. ➢ Committee Member For Photo & Marketing : i. Ms Leann & Ms Uma ➢ Committee member for Opening & Closing Ceremony : i. Ms Nasha ii. Mr Calvin ➢ Committee Member for Venue Preparation : i. Mr Zulhairi ii. Mr Syakirin iii. Mr Kelvin iv. Mr Peng v. Ms Man Ling vi. Dr Loo vii. Mr Kevin ➢ Committee Member for Safety : i. Angkatan Pertahanan Awam, Rakan Muda/Rela, & Police ➢ Committee Member For Cleanliness : i. Everyone ➢ Committee Member For Houses : i. Mars (Housemaster) – Mr Peng (Assisted by Ms Amalia) ii. Saturns (Housemaster) – Mr Shakirin ( Assisted by Ms Jay) iii. Venus (Housemaster) – Ms Atiqah iv. Neptunes (Housemaster) – Ms Zulaikha
80 2.12.2. Roles for Each Committee Member for Venue : i. Committee Member of Results & Statistics: • Oversee the accurate recording and tabulation of race results. • Ensure timely dissemination of results to participants and spectators. • Collaborate with the Committee Member of Races to address any discrepancies or appeals. ii. Committee Member of Food & Beverage: • Coordinate with vendors to ensure an adequate and diverse selection of food and beverages for participants and attendees. • Oversee the setup and management of food and beverage stations during the event. iii. Committee Member of Prize Giving: • Coordinate the award ceremony, ensuring trophies, medals, and certificates are prepared. • Assist in organizing and presenting awards to winners in various categories. iv. Committee Member of Races: • Oversee the planning, organization, and execution of races in specific categories (Preschool, Under 8 & 11 Years Old, Under 13 & 18 Years Old, and Parents). • Collaborate with the Committee Member of Results & Statistics to ensure a smooth race experience. • Facilitate the distribution of winner cards to participants securing positions from 1st to 8th place immediately after completing their races. • The winner card serves as a directive for winners to submit their details to the Committee Member of Results & Statistics v. Committee Member For Audio System: • Manage and coordinate all audio-related aspects, including sound systems and announcements during the event. • Ensure clarity and effectiveness of audio communication throughout the venue.
81 vi. Committee Member For Photo & Marketing: • Develop and implement marketing strategies to promote the event. • Oversee the publication of event details, promotional materials, and updates on various platforms. • Organize photo sessions, including group photos, award presentations, and candid shots, to capture the diverse aspects of the event. • Oversee the compilation and organization of event photos for post-event use vii. Committee Member for Opening & Closing Ceremony: • Plan and execute engaging opening and closing ceremonies. • Coordinate with performers, speakers, and participants to ensure a memorable and well-organized event kick-off and conclusion. viii. Committee Member for Venue Preparation: • Manage logistics for venue setup, including signage, banners, and designated areas for different activities. • Collaborate with other committees to ensure a cohesive and visually appealing event space. ix. Committee Member for Safety: • Implement safety measures and protocols for participants and attendees. • Coordinate with medical personnel and emergency services to handle any unforeseen situations. x. Committee Member For Cleanliness: • Oversee the cleanliness and tidiness of the event venue. • Coordinate waste management and recycling efforts during and after the event.
82 2.13. Events Budget: No. Item Rm I. Venue Deposit from MBMB Rm 900.00 II. First Aid Team – Angkatan Pertahanan Awam Rm 400.00 III. Volunteer Appreciation Token – 20 Person Rm 500.00 IV. 8 Canopy with fans, table & chair (1 Canopy Rm 200 x 8 Canopy) (1 Chair Rm 2 x 500 Chairs) (10 Table - [To Be Confirm the Price]) Rm 2600.0 V. Trophies Rm 950.00 VI. Medals Rm 888.00 VII. Event Banners Rm 200.00 VIII. Light Refreshment - Before Running -After Running Rm 500.00 IX. Inflatable Arch Start & Finish Rental Fees Rm 650.00 X. Runner Bibs Pin Cloth Rm 50.00 XI. Runner Bibs Plaster Cover Rm 50.00 XII. ID Card Holder with Lanyard x 88pcs Rm 88.00
83 2.14. Equipment List for PISM Cross Country Race: No. Purpose Item I. Communication: Walkie-Talkies (4pcs or more) II. Runner Release, Giving Speech & Warm Up Session Movable Stage (from Hall 2) III. Winners Presentation Winner Podium IV. Event Signaling Airhorn V. Marshall Or Helper Identification Football Jerseys or Bibs (20 pcs or more) VI. Audio System PA System (2 Microphones, Speakers, etc.) VII. Event Branding Giant Banner VIII. Course Markers Disc Markers/Cones (adequate quantity) IX. Scoring and Presentation Table for scoring records, medals, trophies, and food X. Logistics Support Bicycles (2 pcs or more) XI.
84 2.15. Additional Information: To ensure the smooth and safe execution of the event, necessary measures have been taken, including obtaining permissions and coordinating with relevant authorities: I. MBMB (Majlis Bandaraya Melaka Bersejarah): • We have submitted applications to MBMB for permission to use the designated area for the school activity, adhering to regulations governing public spaces. This was done on 5th February 2024. II. Police Coordination: • In compliance with regulations for public assemblies using microphones and speakers, we have applied for an assembly permit with the police. Simultaneously, recognizing the importance of safety, we have also applied for five police officers to monitor and control traffic on the event day. This was done on 5th February 2024. III. Angkatan Pertahanan Awam (Civil Defense): • Acknowledging the significance of first aid in physical activity events, we have requested the presence of four medical officers and one ambulance for standby in case of any incidents. This was done on 5th February 2024. IV. Jabatan Kerja Raya (Public Works Department): • Considering that the route includes crossing a JKR road, specifically in the submarine Museum area leading to the assembly point, we applied for permission to use this track. The application was successfully submitted by February 23, 2024, ensuring the seamless flow of the events. V. Student Encouragement to Participate in Cross Country: In an effort to entice students to join and actively participate in the upcoming Cross Country event, we are introducing an enticing rewards system: • Merit Rewards: - Every participant will earn 5 merits under the PISM Rewards system, serving as both recognition and encouragement for their involvement in the event. • Certificate Recognition: - All participants will be acknowledged with a participation certificate, celebrating their commitment to the event.
85 - Winners will be additionally honored with a distinctive winner certificate, recognizing their outstanding achievements and medal accomplishments. VI. Weather Forecast: - According to the AccuWeather portal, the forecast for the event day indicates that there will be no rainfall, making it suitable to conduct physical activities. .
86 Prepared by: Head Of CCA Planetarium International School, Melaka Date: Checked by: Head Of School Planetarium International School, Melaka Date: Supported by: Ms Janice Chua Planetarium International School, Melaka Date: Approved by: Ms May Chua Planetarium International School, Melaka Date: