Event Management Office and Enquiries

The BUCS Registration and the Withdrawal and Substitutions Desk are open the following hours:

• Friday 14 February 2025: 09:30hrs – 19.00hrs 
• Saturday 15 February 2025: 07.45hrs – 18.00hrs
• Sunday 16 February 2025: 08.30hrs – 16.30hrs

Registration Procedure

On arrival at the EIS team captains/coaches need to register at the Team Registration Desk and collect their Team Pack, which includes competition numbers, and relay declaration sheets.

Teams need to register only once. It will be assumed that once an Institution has registered, ALL their competitors will participate in every event that they have entered. 

Relay teams must still declare on the day and AGAIN for the final. Declaration forms are in all team packs, FINAL declaration forms and spare forms will be available from the Withdrawals and Substitutions Desk. Please refer to the notes further down the page for more relay declaration information.

1. The withdrawal and substitution deadline is 120 MINUTES PRIOR TO THE START OF EACH EVENT. Team captains must complete a withdrawal/substitution form and submit this to the Withdrawals and Substitutions Desk by this time.

Please note the exceptional withdrawal procedure for the following:

Women’s Pole Vault – Friday 11:30

Men’s Pole Vault – Saturday 16:00

Men’s and Women’s Long Jump – Friday 17:00

Men’s Shot – Friday 17:00

Women’s Shot – Saturday 16:00

Start lists will posted on Roster by the end of that day’s competition.

2. The 120 minute deadline will be judged from the clock on the Withdrawals and Substitutions Desk.  
3. Substitutions can only be made from the list of reserves submitted to BUCS by Institutions electronically prior to the event or with an into another event and is listed elsewhere in the programme.
4. Substitutes must have an eligible BP within the last 2 years, i.e. between 1^st January 2023 and the 21^st January 2025 inclusive, for the event they are to be substituted into and WILL be checked on the day. Standards and permitted performances will also apply to substitutions.
5. Following the closure of entries and any subsequent checking of BPs, athletes on the reserve list will not be allowed to be substituted into an event from which they have previously been rejected if the reason for rejection was failing to provide a BP within the last 2 years, i.e. between 1^st January 2023 and the 21^st January 2025 inclusive, failing to provide a Po10 link (or equivalent results link) or not meeting the required standard for the 3000m, Triple Jump or Pole Vault.
6. Online Withdrawals are open until Noon Wednesday 12^th  February 2025

7. Online Substitutions are open until Noon Wednesday 12^th February 2025

8. Online Clashing forms are open until Noon Wednesday 12^th February 2025

After this time, withdrawals and substitutions must be made in person at the event..

9. Mass withdrawals or substitutions maybe submitted via email to Maddi Cannell, but MUST be on an excel sheet in the following format. After Noon Wednesday 12^th February 2025, withdrawals and substitutions must be made in personf at the event.

Withdrawals

Substitutions

Competitors/Teams failing to advise the Withdrawals and Substitutions Desk of their withdrawal from an event before the 120-minute deadline will be liable to a fine.

Any student withdrawing from the Final of an event may be faced with the above fine (further evidence will be requested by BUCS) and will not be permitted to compete in any other events during the Championships.  

Once an athlete has qualified for a subsequent round of a particular event they are not permitted to opt out of that event and continue to compete in the Championships. This applies to both the track and field competitions. The track referee can prevent a competitor competing on the track if the competitor has opted out of a field event in which he/she has qualified for a subsequent round. The field referee has the same powers to exclude from a field event an athlete if he/she has opted out of a track event [UKA Rule T4.4].

Entry Clashes

Anyone wishing to compete in overlapping events MUST inform seeding by filling out the Entry clashes form available at the event and handing in to registration at least 120 minutes before the first of the events.  Track events always take precedence.

Please use the online form until Noon Wednesday 12^th February 2025

NB. We shall try to meet your preferences, but NO guarantee is given.

All competitors MUST report to Call Room a specific number of minutes before the event start time detailed in the programme (see list below). They MUST be wearing their correct competition numbers as detailed in the seeding lists.

The competition numbers must be worn as issued and not be cut, folded or otherwise concealed or mutilated in any way.

• Track                Call Room 15 minutes 
• Relays              Call Room 20 minutes      
• LJ/TJ/SP           Call Room 45 minutes
• High Jump        Call Room 60 minutes
• Pole Vault         Call Room 75 minutes

Please note that you cannot take the following items into the arena – please leave with someone before entering the Call Room: 

• NO Mobile Phones
• NO iPods/MP3 Players or any other music listening device
• NO Photo or Video Camera
• NO Video Recorders
• NO Radios
• NO shoes with too many spikes
• NO over-sized spare spikes (maximum spike length 6mm)

In the Call Room, Officials will:  

• Ensure that athletes are wearing their University coloured appropriate athletic kit (see note below)
• Ensure that all competition numbers are worn correctly and correspond with start lists (see note below)
• Issue leg numbers if needed
• Ensure that shoes, number and dimension of spikes, advertising on clothing and athletes’ bags comply with UKA Rules
• Ensure that unauthorised material is not taken into the arena.

The Call Room Schedule will be posted.  The responsibility to be in Call Room lies entirely with the competitor who must then remain in Call Room ready to be escorted to their event.

The Captain’s Meeting will take place at approximately 11:00 on Sunday 16^th February 2025. Please listen for announcements regarding a time and venue.

Under the guidelines of UKA these standards have been set based on the nationally recognised method of looking at the BPs submitted for the event.

The starting heights/progressions and qualification heights/distances will be displayed in the registration area

• Shotput - Athletes will be able to submit personal outdoor shot (as they will be used in Pool stages and the final), and the event will take place in the throws cage in the centre of the arena as per the timetable.

Athletes wishing to submit their own shot for the event, MUST do so at least 90 minutes before the start time for their event to the Technical Manager.   The latest times for submitting are as follows:

Saturday               Men’s Shot         08:45

Sunday                 Women’s Shot   09:00

                                 Ambulant Shot    12:00

A reminder that only Senior shot or the relevant Ambulant weight shot are allowed.

• Vaulting Poles - will not be supplied for the Pole Vault.
• Spikes - The maximum spike length allowed is 6mm, spot checks may occur. Spiked shoes must not be worn outside of the Athletic Arena.
• Numbers - Numbers must be worn as issued and not be cut, folded or otherwise concealed or mutilated in any way.
• Starting Blocks - ALL athletes in races up to and including 400m, SHALL be required to use only the starting blocks provided.  

All warming up must be done away from the track. Athletes should use the long sprint straight at the rear of the hall to warm up observing the ONE WAY system in place.  For safety reasons, NO Ear/Headphones will be allowed in the warm up area. 

For detailed information on seeding, lane draws, progression and qualification please see Competition Rules. Information on the lane draws/pool grouping for each event will be posted on the results board after the 120 minute withdrawal and substitution deadline has passed and the start sheets have been printed.  It is the athlete’s responsibility to check these.

Parking at EIS is extremely limited during the weekend and there will be a charge on the day.

Changing facilities are available at EIS in the lower corridor left of the main entrance. Please do not leave valuables unattended as their safety is not guaranteed.

BUCS physiotherapists and doctors will be on site. Physiotherapists will be based in the netting behind call room and are for injured athletes only.

University physiotherapy beds will not be permitted to set up along the top corridor behind spectator seating. A room adjacent to the registration room will be available for university physios.

Catering is available in the main EIS cafeteria or the small coffee shop at the front of the building by the main entrance. There is also a café across the road at IceSheffield.

Athletes have been allocated individual competition numbers. Each competitor must wear their individual competition number as stated on the entry lists. Athletes will wear the same competition number in every event they compete in. Every athlete shall be provided with two bibs which, during the competition shall be worn visibly on the front of the torso and back, except in the jumping events, where one bib may be worn on the front of the torso or back only. (UKA Rule T5.7) In the event of a substitution the athlete being substituted in must wear their own number and not change to the original entrants’ number.

All athletes must wear university coloured appropriate athletic kit. E.g. vest, cropped top, shorts, Lycra all-in-one etc. T-shirts and tracksuit bottoms are not permitted. Please ensure if you are wearing pants that these are not objectionable or become objectionable throughout the race.

In relay races all members of the same Institution must wear vests of the same design and colour, unless the Referee has given permission for a change to be made. Institutions who do not have a team kit may wear a plain running vest/cropped top and shorts at the discretion of the Event Manager/ Competition Director, permission should be sort in advance of the event.

If you do not have a plain vest then you can hire a BUCS vest for £20 cash deposit for the duration of the event. To pick one of these up please go to the registration desk, you will be required to leave your passport or driving license as security. When you return the vest you will get your £20 ID back.

The Institution name may be displayed once on the front and once on the back of Vests/Leotards and once on the Lower Body Attire.

The Manufacturer’s Name/Logo may be displayed once on the front and once on the back of Vests/Leotards and once on the Lower Body Attire. NB If you wish to compete in other competitions wearing your Institution kit it will need to conform to UKA/WA Advertising Rules.

There will once again be a protest procedure in place at these Championships.  It should be noted that this is not required under UKA rules but will hopefully allow for a smoother flow of the meeting.

If the issue is not resolved satisfactorily by the appropriate Referee, a formal protest must be made by the Team Captain or Team Manager, who may be accompanied by one other person, to the Event Manager (Maddi Cannell) within 15 minutes of speaking to the appropriate referee, who will then convene a Jury of Appeal.

The Jury of Appeal will consist of three Senior officials, not connected to any of the universities involved in the protest, drawn from the Competition Director, Meeting Manager, Technical Manager, Field Referee, Seeding and Call Room Referee as appropriate. The Event Manager (or appropriate deputy from the BUCS Event team) will take the notes. The decision of the jury of appeal is final.

All three days of competition will be streamed on the BUCS YouTube account.

Spectators are welcome to watch from the bleacher seating free of charge.

The sustainability of our event matters to us and these are the positive steps we are taking to manage our environmental impact:

• All staff and volunteers are encouraged to travel to the event via public transport
• We have used local suppliers where possible
• Event programmes and start lists are all online, minimising paper use
• We will print on demand merchandise (if applicable)
• Using QR codes around the venue to find sport specific information & results 

How can you help at this event? Here’s some ideas:

• Be self-sufficient by using refillable bottles and coffee cups to reduce waste
• Travel smarter – as a team on a minibus, cycle or use public transport
• Go paperless - use your phone for all event information
• Be self-sufficient by bringing your own refillable bottles and coffee cups to reduce waste
• Ensure you are disposing of waste correctly – Check around the venue for specific recycling and food waste bins

Check out the Active Travel link on Sheffield City Council website here

Presentations will take place during the meeting and medal winners are asked to listen to announcements and proceed to the medal presentation area when required.

Please see Appendix 1 for the BUCS Points available at this event.

BUCS Points will not be allocated where the minimum number of competitors/teams has not been reached, or where there are not enough individual scores to extract a team score.

An individual/team must have beaten another individual/team to score BUCS Points (i.e. if three individuals/teams compete in an event, only two will score BUCS Points). This does not apply to extracted teams. Individuals/teams are regarded as having competed if they started the event; therefore DNS will not be regarded as having competed. Points will be available for para-athletes where applicable.

An entrant shall be deemed to have made him/herself/their self, familiar with, and agreed to be bound by the UKA Anti-Doping Rules and to submit to the authority of UK Anti-Doping in the application and enforcement of the Anti-Doping Rules.
The UKA Anti-Doping Rules apply to entrants participating in the sport of Athletics, for 12 months from the date of entry, whether or not the licence holder is a citizen of, or resident in, the UK