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Gradings

Guidelines for Hosting Black Belt Gradings

By Mr Duncan Styles, Paul M Glendowie

NB Don't let this very comprehensive checklist put you off hosting a black belt grading :-)

 

People and the Relationships


  • Emails and Communication
    • Examiners

      • The examiners are your seniors
      • They are probably Masters
      • They are usually extremely busy
      • Start emails with Dear Sir
      • End with Regards
      • Think about what you are saying, is that question covered here.  Can your instructor help out?
    • Breaking Team

      Set-up - Friday Evening

      • They are saving you countless hours
      • Do exactly what they ask
      • Thank profusely
    • Marshals
      • Ask nicely to sign the registration
      • Greet warmly and remember they are your senior (mostly)
    • Instructors
      • as per Marshals
    • Spectators
      • Instruct where to sit
      • Welcome them
      • Remember some are parents of candidates are are more nervous than the candidates
      • Ask them to leave when the grading is about to start - nicely
    • Venue Owner
      • Be nice
      • Get dates and confirmation in email if you can
  • At the grading
    • The grading is a formal event and you should be showing your best formal behaviour.  Everyone at the grading is being graded in one way or another, from the examiners down.
    • Examiners

      • Sir is a great word
      • Mr is another
      • and Miss/Mrs
      • Attention and Bow is really good too
      • Your respect shows the candidates a good example
    • Breaking Team
      • Same goes here
    • Marshals
      • and here
    • Instructors
      • and here too
    • Spectators
      • Be firm
      • Be polite
      • stop people entering while the grading is in progress
    • Venue Owner
      • Thanks
      • Communicate
      • take notes during the venue meetings


Equipment

    • Run
      • signs
      • marshals
      • stop watches
    • Catering
      • Plates
      • Jugs
      • Knives and forks
      • Paper cups
      • sugar
      • stirrers
      • milk
      • coffee maker (or handy cafe :))
      • Lunch
      • morning tea
      • afternoon tea
    • Fitness Test and Self Defense
      • Air Shields
      • Stop watch
      • mats  (required for sit ups and Self Defense)
        • Find a set
        • Book for the grading date
        • Arrange Pick up
        • Arrange delivery for Friday night
        • Unpack and set up
    • Focus Pads
      • approx 1 between 2
    • Destruction - Boards
      • Space to set up piles
      • Boards, see examples for budgeting
      • Junior Boards
      • Breaking Machines - approx 1 per 15 candidates
      • Boxes for Over Head Kick
      • Chairs for holders for High Front Snap Kick
      • Floor protection for Breaking Machines
      • Floor protection for falling boards.
    • Destruction - Tiles
      • Floor protection
      • Clay roof tiles
      • Building blocks to support tiles
      • Big Tarp
      • 2 Small tarps for each break station
      • Trailer for broken bits
      • Space to set up piles
    • Examiner
      • Table
      • Chairs
      • Coffee
      • Cups
      • Grading kit Table cloth
    • Instructors
      • Chairs
    • Marshals
      • Chairs
      • Sign on list for examiners see examples
    • Candidates
      • Area for Bags, Drinks and Sparring gear
      • Male and Female Changing rooms
      • Ice for injury
    • Theory Test
      • Area for Lecture
      • Area for written exam (held after lecture)
      • Area for interviews (separate to exam)
    • Grading Saturday
      • Area for Form Up
      • Area for secondary training (Candidates are required to test in smaller groups during the afternoon)
      • Flag
    • Grading Sunday
      • Area for Form Up
      • Area for candidate seating- similar to Gup grading
      • Flag
  • Spectators
      • Seating
      • Parking
      • Crowd Control (late arrivals)

Bases to Cover

  • Venue
    • site check
      • Large enough for expected numbers
      • changing area
      • Parking
      • seating for spectators, marshals and instructors
      • tables for examiners
      • table for lunch/catering
      • seating for exam
      • desk and seats for interview
    • keys
      • pick up
      • drop off
      • gates
      • windows
      • class room keys
    • alarms
      • codes
      • arming
      • opening up
      • False alarms
    • Lights
    • instructions for chairs, basketball hoops , garages, bleachers, air con, ventilation.
    • parking
      • examiners
      • candidates
      • crew
      • spectators
    • run
      • location
      • wet weather contingency (oh dear I forgot, they got wet)
    • Emergency numbers
      • Hall owner or custodian
    • Emergency procedure
      • Fire
      • other like earth quake
  • Meetings
    • Organisation Review
      • Attempt to Schedule 1 month before
      • Get a peer or one of the examiners to sit down and review your progress. 
      • They will hopefully pick up on any omissions
    • Crew
      • as required
    • Breaking Team
      • As required
  • Consumables
    • examiners
      • food
      • coffee
      • water
    • Candidates
      • Ice
      • bandages
      • First Aid
      • gloves
  • Destruction
    • Book Breaking Team if you can (Mr Meliesea in AKL)
      • advise candidate list
      • ask for help on Saturday for Over Head Kick and Flying High Front Snap Kick
      • buy boards and tiles
      • thank them profusely
      • advise times (Sat pm, Sun pm)
    • Boards
      • Estimate board requirements
      • Find Supplier (Timber World, East Tamaki in Auckland)
      • Order
      • Purchase
      • Pick up from supplier
      • deliver to venue
      • dump waste (find a fire place lover)
      • Board Spec:
        • Untreated Pine
        • 19mm senior
        • 16mm Junior (usually planed)
        • Clear - no knots
        • 300mm (along grain) x 290mm (across grain)
    • Tiles
      • Estimate Tile requirements
      • Find Supplier (MacMillan Slaters and Tilers in Auckland)
      • Order
      • Purchase
      • Pick up from Supplier
      • deliver to venue
      • dump waste
    • Breaking Team
      • Protect the Floor from falling boards!!!
      • Protect the floor from breaking machines!!!
      • For each Machine:
        • Leader
        • Holder 1
        • Holder 2
        • Sweeper
        • Spares
        • List of Candidates
          • Measure for all breaks on Saturday after run
          • Have boards in piles as per form up
          • Multiple machines
            • Each break is performed separately
            • all machines are reset at the end of all breaks
      • Tiles
        • have at least 4 stations
        • 1 towel per station
        • get the ice ready
        • set up each station simultaneously
        • Use 2 small tarps per station to collect waste
        • remove all waste to outside trailer after each break
        • Protect the FLOOR!!!
      • Overhead Kick
        • per station (2 or 3))
          • Cardboard boxes approx height of kneeling person
          • 2 holders
          • 1 sweeper
          • 1 pile of boards
          • Candidates can be asked to hold
      • Flying High Front Snap Kick (2 or 3)
        • per station
          • 2 chairs
          • 2 holders
          • Sweeper
          • Pile of boards
          • Candidates can be asked to hold
  • Fitness
    • Sit ups
      • mats required
      • Timed for 2 minutes - a cell phone is OK for this
    • Press-ups
      • No requirements for timing.
    • Run
      • Map a 2.4km run (mapmyrun.com is good start)
      • The run can be street, running track, a loop or out and back.
      • Think of:
        • road crossings
        • start area
        • end point
        • other things happening at that time (like end of rugby game)
        • turn around cone/marshal
      • Try to keep the route flat (ish )
      • Test the run using live candidates
      • Have some signs for turns, turn around etc
    • Power Test
      • 1 air shield is between 2
      • stop watch (examiners have cell phones so usually covered)
      • Borrow air shields if your club has insufficient
      • Ensure you organise pick up, rental payment and return
  • Documentation
    • Form Up
      • Form-up Document
        • A Mechanism is required to share the form up document with the principle examiner (i.e. google Docs)
        • If not using Google docs maintain a version number in the name i,e, Form_up_v1.4.xls
        • Not everyone is into google so you may need to cater for them
        • not everyone has office or office 2007 so ensure you cater for them too
        • be prepared to spend some time on this document - it's important
        • There will be several changes - cope with it
        • Be prepared for drop-outs due to sickness or injury
        • A final printed version is required for the candidates to view on Saturday am
        • Layout
          • Black Belts on front Row
          • Red Strips behind
            • Taller candidates at rear
          • Candidate  pairing
            • Some request Pairing for 1 Step
            • keep them together
            • keep the pairings together if there are changes
            • Pairing needs to be in lines 1/2, 3/4.  These lines turn and face each other.
    • Destruction Form Up
      • Breaking machine(s) - Sunday Only
        • Arrange so size is approx the same for each machine
        • Ensure space to note breaking height and board quantity
        • Have a copy for the Breaking Coordinator
        • A copy for each Breaking Machine Leader
        • supply a copy for the examiners
      • Overhead -Saturday
        • Split group into groups for each station
        • supply a copy for the examiners
      • High front snap kick - Saturday
        • Split into groups for each station
        • supply a copy of the groups for the examiners
      • Free Form (III Dan)
        • Note Candidates
        • If possible ask the candidate what they require for the break
        • Note and pass onto the examiners
    • Signs
      •  quiet - exam in progress
      • Male/Female for changing rooms {if single gender school)
    • Marshal Sign on form
    • Map for candidates (published on ITFNZ site) - see examples

Set-up - Friday Evening


  • Enlist helpers to:
    • Set up seating
    • Assemble mats
    • Deliver breaking material
    • Clean floor if required
    • Organise basketball hoops
    • Display signs

The Big Day - Saturday


  • Arrival and Form Up
    • Form up is usually 0830.
    • Candidates will arrive from 0800
    • Set up food and beverages
    • Ensure the senior candidate is ready to start and take the warm-up
    • Greet the examiners when they arrive
    • Ensure cars are parked in designated spaces
    • all doors are unlocked
    • Alarms are off
    • Lights are on
    • Remind all to turn off cell phones
    • Ask parents and spectators to leave before the grading starts
  • Morning
    • Ask examiners when they would like coffee/morning tea
    • Keep spectators away - their day is Sunday afternoon
  • Afternoon
    • Assist with breaking as required
    • Ensure mats are ready if required for Senior Self Defense
    • Assist with fitness test as required
    • Instruct your run assistants to man their stations
    • Be ready to explain run course to candidates
    • Assist breaking Team with measuring heights for Sunday's breaking
  • Finish
    • Clean up food and catering
    • Clean floor if required
    • lights off and lockup

The Second Big Day - Sunday

  • Morning
    • Open up and lights on at 0800
    • Set up Lecture/exam and interview areas
    • Set up catering
  • Afternoon
    • Public will start arriving from 1230
    • Grading commences at 1300
    • Introduce Examiners
    • Ensure public/instructors/marshals are seated
    • Ensure Breaking Team ready to go at approx 1400
    • Have ice ready
    • Control late spectator entry to ensure least disruption
  • Finish
    • Return all seating and equipment to original locations
    • Clean up and remove all rubbish
    • Ensure examiners have all notes
    • Lock up and you're finished.

Claim Expenses

  • Keep receipts
  • Ask your club to pay the big expenses

 





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