spring games toolkit · • reserve guest speaker / emcee / dj if applicable • hold medical day...

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Spring Games Toolkit

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Spring Games Toolkit Contents Introduction page 5 Logistics/Planning Steps Timeline & Advanced Planning page 6

Sample: Timeline Sample: Information Packet for Teachers/Coaches

Sample: Intent to Participate Form Volunteers Planning Team (GMT) page 13 Day of Event Volunteers page 13 Volunteer Recruitment page 14 Volunteer Orientation page 14 Volunteer Recognition page 15 Sample: General Volunteer Job Descriptions Sample: Volunteer Assignment Spreadsheet Example

Sample: Volunteer Recruitment Flyer Sample: Volunteer Recruitment Letter Sample: Agenda for Orientation meeting

Sample: Volunteer Thank You Letter Equipment What You Need page 23 General Equipment Needed page 23 Event Specific Equipment Needed page 24 Sample: Equipment Checklist Media & Public Relations Tips for Working with the Media page 25 Assembling a Media Kit page 25 Sample: Media Information Guide Sample: Media Alert Sample: Press Release

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Venue Layout Tips for Setting Up Field Events page 27 Tips for Setting Up Track Events page 27 Tips for Setting Up Wheelchair Events page 28 Sample: Venue Map Opening Ceremonies Tips for Opening Ceremonies page 29 Athlete’s Oath page 29 Official’s Oath page 29 Sample: Opening Ceremonies Script Focus on Competition Levels of Competition page 31 Divisioning page 32 Running the Divisions page 33 Sample: Local Games Registration Form Sample: Credentials Sample: Heat Sheets Sample: Competition Schedules Awards Awards Stands page 35 Staging for Awards page 35 Sample: Individual Awards Handbook Special Events Olympic Town page 36

Demo Sport page 36 Family & VIP Area page 37 Sample: Olympic Town Flyer Sample: VIP Invite Sample: Family Information Guide

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Introduction A local program’s Spring Games (track and field) is usually the most visible event they will have all year. It is the time that the local officials, media, school administrators, parents, and lots of volunteers show up for the day. For many athletes, this local competition will be the only experience they will ever have in Special Olympics. Because of that, the local coordinator and local committee should try to make the experience the very best it can be. A successful Spring Games takes careful planning, organization, and coordination. It also requires that the local coordinator has a group of people who can help make this event successful. This group can be called the local games planning, the local committee, or any other term. SONC uses the term Games Management Team (GMT) to indicate the team of individuals who plan and implement any competition. Throughout this toolkit, you will see the term GMT to indicate your local games planning team. This toolkit will give a step by step process as to how you and your GMT should plan your event from one year in advance up to the very day of the event. It is designed to give you the basic tools and guidelines for your games. It is user friendly, and includes samples, ideas, and templates that you can use by simply plugging in your program name or adapt to what resources you have in your county. Keep in mind that the resources that the local program has available to them will vary greatly. Wake County has many more resources than Jones County, but Jones County’s local games can have the same high quality and be just as exciting to the athletes as the Wake County Spring Games. Read the information in this toolkit, look over the samples and templates and then tailor it to meet the needs of your local program.

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Logistics and Planning The very first step in planning any event is to determine a timeline. The timeline for your local event is crucial to having a successful Spring Games. The timeline provides a sequence of events for planning that will make things go smoothly. It helps you to delegate various tasks and responsibilities to your GMT and becomes the event check list to refer to throughout the year. One of the first pieces of planning is to get the basic information together (we refer to this as a “teacher packet”) and then distribute it to all teachers, group homes, workshops, agencies, and any other individual as soon as possible. The best time to do this is at the beginning of the school year. By providing this information in August or September, you will give the potential athletes and their teachers, parents, or care providers the necessary time to complete all athlete participation forms and release forms, as well as adequately train for the competition. The adult athletes who are not in the school system anymore can be difficult to locate sometimes. Try contacting the following facilities or agencies:

• The Arc

• Local parks and recreation departments • Compensatory education programs at community colleges

• Churches • Press releases in the newspaper

The first piece of paperwork that is needed to give to all of your teachers, etc. and have returned as soon as possible is the “Intent to Participate Form.” This completed form will help the GMT to get projected numbers for the event as well as contact information for all potential classrooms and athlete groups planning to participate. Once the GMT knows the approximate number of athletes for the event they can determine the number of volunteers needed, order t-shirts and lunches, establish the event schedule, etc.

Logistics and Planning samples and templates available on disc:

• Planning Timeline Template • Teacher Information Page Template (to be distributed to schools, group homes,

workshops, other athlete groups, and parents of adult athletes).

• Intent to Participate Form Template

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Local Spring Games Planning Timeline Local Program: Date(s) of Local Spring Games: Date: 10 Months out /immediately following previous local games

• Make initial contact with the facility you wish to use. The facility may or may not require a contract or use agreement and will inform you if reservation is needed now. If the facility would prefer that you wait, they will specify a date to make the reservation. You will need to set your date (including a rain date) prior to reserving the facility. Be sure to ask about using their sound system if they have one.

Date: 9 months out/beginning of school year

• Packets to EC teachers and Group Homes (i.e. dates for the local games, intent to participate forms, t-shirt order forms, deadlines for registration)

• If you must arrange transportation through the schools, now is the best time to get on their schedule to reserve the buses.

• Initial local committee or GMT meeting to begin planning and delegate tasks

• Begin recruitment of volunteers. It’s never too early to speak with Civic Clubs, local community groups, High and College organizations, etc. This should be an on-going process.

• Begin to recruit your sponsors. Ask for donations of food, Family appreciation items, items for goody bags, monetary donations, etc

• Save the Date (to volunteers, media, schools, agencies, etc) - include rain date • Establish and coordinate Medical Day (get forms to schools, agencies, etc)

• Encourage local programs to begin preliminary training (while the weather is nice). • GMS Training – Begin looking for a Coaches Training on GMS, if you cannot get registered for

one, set a time to do so with your Area Director.

Date: 6 months out

• GMT planning meeting • Continue volunteer recruitment

• Reserve school facility / finalize

• Reserve guest speaker / Emcee / DJ if applicable • Hold Medical Day

• Reserve torch cauldron from SONC if needed

Date: 3 months out

• Monthly GMT planning meeting

• T shirt orders from T-shirts due

• Order t-shirts (different colors for athletes/volunteers)

• Inventory ribbons and medals from Midwest Trophy.

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Date: 3 months out (con’t)

• Volunteer t-shirt orders / finalization o Recommendation: Use a different color for athletes, coaches, volunteers, and event

staff. o Recommendation: Using Will Enterprises will save a substantial amount of money.

Contact your field services director for more information. • Athletes begin final phases of training (minimum 8 weeks required)

• Continue seeking donations (food, equipment, drinks)

• Continue recruiting volunteers • Contact press • Visitors / presenters, dignitaries / VIP’s letter of invitation • Send out family invitations

• Secure band or honor guard (JROTC, ROTC, Local Police Department, etc) • Contact High School or area colleges of OC music (much nicer than CD music, but not required).

Date: 2 months out

• Monthly GMT planning meeting

• Inventory and obtain all sports/event equipment

• Equipment maintenance / prep inventory – replace if needed • Order plaques, banners, signage, etc • Article in newspaper to promote the Games

• Secure athlete for oath and official / judge for Official’s Oath as well as torch runners for OC • Secure videographer / photographer for event • Contact EMS – ask for them to be on site (if possible) for the duration of the games.

• Committee/GMT Meeting - Plan out all of the day-of responsibilities: who is handling registration, who is leading opening ceremonies, who is handling torch, lunch etc…

Date: 1 month out

• Monthly GMT planning meeting • Request cash advance for miscellaneous event expenses • Athlete entry forms are due. • Begin data entry in GMS

• Reminder letters to visitors / presenters • Complete data entry-print heat sheets / name badges

• Order food if applicable • Assign volunteers-make up volunteer packets

• Plan opening ceremonies • Prepare brochures, bulletins, etc • Get decorations together - flowers, balloons, etc

• Check PA system, walkie talkies – arrange for them if you do not already have them – borrow from schools, local festival organizations, parks departments, etc.

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Date: 1 month out (con’t)

• Make purchases if necessary

• Print brochures, programs, maps, etc

• Pick up ordered signage, banners, etc • Confirm donated items such as food and drinks • Confirm location • Confirm volunteers, organizations and individuals involved with the local event

• Confirm transportation

Date: 2 weeks out

• Volunteer meeting / training • T-shirt pick up / drop off

• Print athlete labels / stuff packages for teachers, etc • Stuff goodie bags, if applicable • Inspection of the facility • Send out athlete confirmations with events and times

Date: 1 week out

• Reminder call to media • Prepare equipment / finalize needs / shop if necessary • Last email to teachers with updates / reminders

• Reminder call to donations

• Distribute athlete t-shirts, nametags, and division sheets with final schedules to schools/agencies

Date: Day before

• Mark all fields as needed • Take all supplies to host school – do some prep if possible (hang banners, etc)

• Final safety check of facility

Date: Day of

• Set up • Let the games begin!

Date: One week after event

• Teacher evaluations

• Committee meeting for event evaluation and follow up while fresh in mind • Thank you letters to guests, special invites, etc

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• Pay all remaining bills

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Teacher Information Packet Template to personalize to your local program

Special Olympics <<XYZ County>>

Mission: The mission of Special Olympics is to provide year-round athletic training and sports competition in a variety of Olympic-type sports for children and adults with intellectual disabilities, giving them continuing opportunities to develop physical fitness, demonstrate courage, experience joy and participate in a sharing of gifts, skills and friendship with their families and other Special Olympics athletes and the community

General Information Eligibility: Please refer to the “Statement of Eligibility” flowchart to determine eligibility. Children under the age of 8 are eligible for the non competitive Young Athletes Program. Application for Participation: The Athlete Participation Form, as well as the Release Form, must be completed, signed and dated for each athlete to be officially registered with Special Olympics. These forms are available from and should be sent together to <<XYZ County>> prior to the start of training. The Application for Participation form must be completed by someone who is familiar with the athlete’s medical history and signed by a licensed examiner. The Release form must be completed by the parent, guardian, or adult athlete (if own legal guardian). Each form will need to be updated every 3 years. Please see enclosed instruction sheet. It is important to note that <<XYZ County>> will not accept other organization’s medical forms as attachments to the Special Olympics form. Please keep a copy of both forms for your files. You should have the copies with you when traveling to and from and during training and games. Athletes without current Athlete Participation Forms on file in the SONC office will not be allowed to participate in competition. Intent to Participate: This form must be completed and include the names and other information requested for your athletes who will participate in any phase of Special Olympics this year. Please keep a copy for your files. If other athletes are added to your group during the year, you may submit additional information on new athletes by writing UPDATED on the form and sending a copy to the local coordinator.

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Training: Special Olympics requires that all athletes train in their sport for a minimum of 8 weeks. Coaches should include in the training the rules of the sport as well as the skills needed. During competition, the rules of that sport will be enforced. Athletes not abiding by the rules can and will be disqualified. Local Coordinator Contact Information:

Jane Doe 123 Main St. City NC 22222 Phone: 123-456-7890 Fax: 123-456-7899 email: [email protected]

Invitational, Area/Divisional & State-Level Competition: If you are interested in any invitational or advanced level competition listed in the Calendar, please contact the local coordinator for additional information.

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Intent to Participate

Teacher’s Name:

School Name:

Address:

Email address:

Date of Birth Age Sex S M L S M L XL XXL Fall Winter Spring Medical Consent

S M L XL XXL

Please Return by:

Agency Name:

Telephone #:

(check all those that apply)

Planning to

Participate In:

Athlete's Full Name

T-Shirt Size

AdultParticipating Athlete's Information Child

For Office Use

Only

Teacher/Assistant's Names:

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Volunteers GMT: Volunteers are the backbone of the entire Special Olympics movement and are essential to having a well organized and smooth event. The most important group of volunteers is your Spring Games planning team, AKA the Games Management Team (GMT). You simply can not plan and do everything needed for this event alone! The local coordinator still needs to lead the GMT as they plan and organize the event. The GMT that works together will share the responsibilities and tasks of the entire event and will save everyone’s sanity. The number of people on the GMT depends on the size of the local event. As an example, for a smaller program and event, the GMT may only have 3-4 people who share multiple responsibilities for the event. For a larger event (250+ athletes) the GMT may have substantially more members with each one having a clearly defined role such as Opening Ceremonies Chairperson or Volunteers Chairperson for the event. Ideally, a Games Director will need to be recruited from your GMT so that the local coordinator can deal with emergencies as needed the day of the event. At the very least, a Competition Director should be designated with their primary responsibility being making sure that the competition runs smoothly. High school or college coaches are familiar with conducting competition and are good candidates for this position. The GMT reports to the local coordinator. Day of Volunteers: The day of event volunteers are critical to actually running the event. Once again, the number of volunteers needed depends on the number of expected athletes at the athlete. For example, if the local event will have 150 or less athletes, 75 volunteers would be sufficient to run your event. However, as the local event grows, more volunteers will be needed as well. The key to determining how many volunteers is to break them up into categories and assigning them to a specific role for the day. Keep in mind that some volunteers may be able to serve in multiple roles, example: One person could serve in both the volunteer registration and lunch distribution roles. You will need volunteers to serve in general roles such as:

• Volunteer registration

• Athlete/Delegation check in

• Athlete escorts & group assistants • Lunch distribution

You will also need competition specific volunteers such as:

• Lane timers • Stagers

• Recorders

• Measurers

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Volunteer Recruitment: Now that you have identified the number of volunteers that you need, you need to recruit them! There are a number of places to find volunteers for the event.

• Local schools – JROTC, honor societies, key clubs, band, sports teams. • Civitans, Knights of Columbus, Pilot Club and other civic groups/clubs. • At www.grassroots.org you can register your event.

• Sponsors and local businesses • Parks and recreation departments, YMCA/YWCA, city and county employees

• Local colleges and universities • Churches

Following is a list of other ways to spread the word about your event.

• Flyers, brochures, press releases

• Arrange for someone to speak about Special Olympics to work groups, civic groups, schools, and university groups. It is preferable to take an athlete if at all possible.

• Letter campaign to all previous volunteers and donors

• The most effective way: simply ASK! Studies show that people are four times more likely to volunteer for something if they are personally asked.

Volunteer Orientation: If at all possible, a volunteer orientation/training should be held one to two weeks prior to the event. For groups of volunteers, such as civic groups or businesses, one volunteer should be in attendance to take information back to their group. At the orientation, the local coordinator should provide general orientation and review the layout of the day. This is also a good opportunity for the GMT to hand out responsibilities per each volunteer group, review rain plan, give out t-shirts, and go over any other additional logistics. Finally, the day of the event arrives, and volunteers are set to go. There are a few things that should be remembered for day-only volunteers.

• All day of event volunteers need to sign to sign in and must provide picture identification (drivers license, etc). The Class B sign in sheet is located on our website under the Resource Library under Volunteer Management Resources. All volunteers should be given some type of identification, such as different colored t-shirt. Make sure the volunteers all have nametags

http://www.grassroots.org/

http://www.sonc.net/resource-library/volunteer-management-resources/

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Volunteer Recognition: There are many simple ways to thank volunteers for assisting with the local event. You may choose to thank recognize volunteers differently depending on their level of involvement in the local games. Some basic ways to thank your volunteers are:

• During the opening ceremonies, volunteers can be thanked. Having the athletes and coaches applaud and cheer for the volunteers helps them get pumped up for the day’s event.

• Volunteer groups can be given plaques or certificates to recognize their involvement as one group.

• Recognition on banners for significant/large groups of volunteers or group names can be placed on the back of volunteer or event staff t-shirts only

• Given a small token of appreciation such as a Special Olympics pencil, sticker, etc.

• Feed your volunteers! This is especially important if the event will last the entire day

• Finally, a follow up letter to the individual volunteer is a good way to say thanks to the people who make the event so successful. It can also serve as a recruitment tool for other sports and events if you include a flyer about these volunteer opportunities.

Volunteers samples and templates available: • Volunteer planning sheet to determine the number of volunteers needed • Sample volunteer job descriptions

• Samples and templates for volunteer recruitment press releases

• Sample of volunteer recruitment flyer • Sample/Template for Volunteer Orientation agenda • Sample/Template of volunteer thank you letter • Day of Event volunteer sign-in sheet

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General Volunteer Job Description Athlete Escorts/Group Assistants (please don’t use the term “huggers” or “buddies”)

• Assigned to one group or one athlete for the entire day to provide whatever assistance is needed. You must stay with your group or athlete until the day is over or until you have been released from your responsibilities.

• When you arrive, please go the volunteer registration table. You will be placed with the schools that you have been assigned to help throughout the day. Introduce yourself to the staff and students.

• For Opening Ceremonies march in, follow the track until you see the school sign for the group that you are leading.

• Make sure that your group is lined up on the track, ready for the parade of athletes by the designated time.

• Make sure that your group or athlete is at their proper venue at the time of their events

• Make sure that your group or athlete receives his/her awards.

• Answer any questions that teachers or students may have

• Every athlete must have a nametag. On this tag, it lists the athlete’s name, school, events they are competing in, and time of their event.

Opening Ceremonies Coordinator

• Please arrive at least one hour prior to Opening Ceremonies to make sure that sound equipment is being prepared and ready.

• Prepare/assist with preparation of the Opening Ceremonies script prior to the day of the event

• Make sure emcee, all presenters, and guests are at the opening ceremonies platform • Announce Parade of Athletes if no emcee is available

Athlete Registration Responsibilities

• Check off schools as they arrive; give t-shirts if they have not already picked them up

• Give them their packets, schedules, etc.

• Brief them on time parade starts, where bathrooms are, what time lunch is served (if applicable), etc.

• Ask them if they have any athlete that are not competing and record all scratches • Link the athlete escorts/group assistant with their group. • Show them where to line up for parade

Volunteer Registration Responsibilities

• Have individual volunteers sign in and provide picture I.D.

• Groups that are volunteering should be pre-registered. • Give them their t-shirt, ribbon, nametag (whatever identification the Local Coordinator has

provided.

• Tell them what their responsibilities are and give them a map of the track. • Make any announcements to them that are needed.

Awards Table Volunteers

• After checking in at volunteer table, go to your assigned table/tent. Make sure you have ribbons and pens. Get everything ready and in order.

• As heats finish from each event, you will be presenting ribbons. A ‘runner’ from each finishing heat should accompany the athletes. You will then place the athletes on the stands provided or

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put them in order of their place. Present each athlete with their award. If you have time, write their names on the back of the ribbons.

Competition Event Volunteers Volunteers needed for competition will be based on how many athletes you have registered. Traditional Events: Running Events (100+ Meters):

o Event Manager: Coordinates all divisions and makes sure they run smoothly. When all athletes are accountable, send the athletes to the starter; the score sheets are given to the scorekeeper.

o Stagers: Get the athletes ready for the next 3-4 divisions in each race o Starter: Starts all divisions. o Timers: Need to be at the finish line, timing the athletes as they cross the line. Report time to

the scorekeeper. o Scorekeeper: Records times given by the timers for each division. o Awards reporter: After several divisions are completed, take the score sheets to the awards tent.

Running Long Jump:

o Event Manger: Coordinates all divisions and makes sure they run smoothly. When an athlete is present, send the athlete to the starter; the score sheets are given to the scorekeeper.

o Stagers: Get the athletes ready for the next 3-4 divisions o Scorekeeper/Starter: Records measurements given by the measurer for each athlete. Tells the

athletes when to jump. Best out of three jumps. o Measurer: Measures all three jumps, and reports best jump to scorekeeper. o Awards reporter: After several divisions are completed, take the score sheets to the awards tent.

Shot put:



athlete when to throw. Best out of three throws. o Measurer: Measures all three throws, and reports best throw to scorekeeper. o Awards reporter: After several divisions are completed, take the score sheets to the awards tent.

Lead-up & Wheelchair Events: Running Events (25-50 Meters and 100 Meter Wheelchair Race):


o Stagers: Get the athletes ready for the next 3-4 divisions in each race o Starter: Starts all divisions. o Timers: Need to be at the finish line, timing the athletes as they cross the line. Report time to

the scorekeeper. o Scorekeeper: Records times given by the timers for each division. o Awards reporter: After several divisions are completed, take the score sheets to the awards tent.

Standing Long Jump:

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athletes when to jump. Best out of three jumps. o Measurer: Measures all three jumps, and reports best jump to scorekeeper. o Awards reporter: After several divisions are completed, take the score sheets to the awards tent.

Softball Throw & Wheelchair Shot put:



athlete when to throw. Best out of three throws. o Measurer: Measures all three throws, and reports best throw to scorekeeper. o Awards reporter: After several divisions are completed, take the score sheets to the awards tent.

Developmental events: Walking Events (10 & 25 Meter):


o Timers: Need to be at the finish line, timing the athletes as they cross the line. Report time to the scorekeeper.

o Scorekeeper: Records times given by the timers for each division. o Starter: Starts all divisions. o Awards reporter: After several divisions are completed, take the score sheets to the awards tent.

Tennis Ball Throw:


o Scorekeeper/Starter: Records measurements given by the measurer for each athlete. Tells the athlete when to throw. Best out of three throws.

o Stagers: Get the athletes ready for the next 3-4 divisions o Measurer: Measures all three throws, and reports best throws to scorekeeper. o Awards reporter: After several divisions are completed, take the score sheets to the awards tent o Retriever: Persons to return balls to the starter for next person to throw.

Volunteer Assignment Spreadsheet Example VOLUNTEER POSITION WHO ASSIGNED TIME

Athlete Registration Table Volunteer Name 8:00-10:30

Volunteer Registration Table Volunteer Name 8:00-10:30

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Awards Tables Volunteer Name 10:00-2:00 Athletics/Traditional Volunteer Name 9:00-2:00

Running & Standing Long Jump- Volunteer Name 9:00-2:00

Throwing Events Volunteer Name 9:00-2:00

Wheelchair/Lead Up Div.- Volunteer Name 9:00-2:00

Olympic Town Coordinator Volunteer Name 8:00-2:00 Olympic Town Assistants Volunteer Name 8:30-2:00

Athlete Escorts Volunteer Name 8:45-2:00

Announcer Volunteer Name 8:30-2:00

Lunch Distribution Volunteer Name 10:00-1:30

Opening Ceremonies Coordinator Volunteer Name 8:15-2:00 Volunteer Coordinator Volunteer Name 8:00-2:00

Games Management Coordinator Volunteer Name 8:00-2:00

Pictures Volunteer Name 8:30-2:00

Awards Coordinator Volunteer Name 8:30-2:00

Family/VIP Coordinator Volunteer Name 8:00-2:00

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PRESS RELEASE FOR VOLUNTEER RECRUITMENT

NEWS RELEASE For Immediate Release Release Date: <<April 26, 1999>> Contact: <<Local Coordinator Name>>

Special Olympics <<XYZ County>> Phone: <<123-456-7890>> Email: <<[email protected]>>

Volunteers Needed for Special Olympics <<XYZ County>> Spring Games to be held on <<Date>> <<XYZ County>> will hold its Special Olympic Spring Games on <<date>> at <<location>>. Opening ceremonies will kick off at <<time>> at the track, and games will follow. Athletes from <<number of>> schools and agencies will compete in events such as standing long jump, running long jump, track and field events, softball throw, and relay events. Volunteers are needed to help facilitate the events of this day. Any person is welcome to attend to cheer on the Special Olympic athletes. The rain date is <<date>>. For more information on volunteering or attending the games, please contact <<local coordinator name>>, Special Olympics <<XYZ County>> Local Coordinator, at <<phone number>> or by email at <<email address>>.

Special Olympics-Created by the Joseph P. Kennedy, Jr. Foundation, Authorized and Accredited by Special Olympics, Inc. for the Benefit of Persons with Intellectual Disabilities.

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FLYER FOR VOLUNTEER/ATHLETE RECRUITMENT

Special Olympics North Carolina <<XYZ County>> Spring Games

Date: Time: (rain date :)

Where: Facility Name

Facility Address

For more information contact: Volunteer Chairperson (or Local Coordinator)

Phone: Email:

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** Template to personalize to your local program is available **

VOLUNTEER ORIENTATION AGENDA

Special Olympics <<XYZ County>>

Spring Games Volunteer Orientation

Date:

I. General Special Olympics Overview a. Hand out “What is Special Olympics” Fact Sheet from coordinator

notebook b. Mission Statement c. Hand out “Volunteer Information Guide”

II. Event Schedule & Raindate

III. Job Responsibilities Assignments a. Break into groups based on job assignments b. Fill any vacant volunteer positions

IV. Announcements/Reminders

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V. Questions?

VOLUNTEER FOLLOW-UP/THANK YOU LETTER

Date Dear Special Olympics Volunteer, I wanted to take this opportunity to thank you for all your help with Special Olympics North Carolina <<XYZ County>> Spring Games this year. It was a huge success, and we couldn’t have done it without you! As many of you know, Special Olympics extends well beyond our local Spring Games. The program currently serves over <<number of>> athletes, and many of these athletes train and compete in a number of sports besides track & field. Currently we are offering <<list some or all the sports offered>>. Without the help of volunteers who rise to the occasion as coaches and volunteers in other behind the scenes areas, Special Olympics would not be available to these athletes. Please mark your calendar for our next event which will be <<event>> on <<date>> at <<facility name>>. If you or someone you know can volunteer for this event, please let us know. If you can’t volunteer for the event, you are welcome to come as a spectator and be a “Fan in the Stand” also! If you would like to get more involved as a coach or committee member, please contact me at your earliest convenience. Because of you, athletes are able to train and compete in Special Olympics, giving them opportunities for success within the athletic realm. Thanks for all you do for Special Olympics North Carolina <<XYZ County>>! Sincerely, <<Local Coordinator Name>> Special Olympics <<XYZ County>> Local Coordinator

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VI. Equipment Before going out and purchasing equipment and supplies for the event, a local coordinator should see what they can borrow first. You will probably only use it once a year so borrowing it makes more sense than purchasing. Many parks and recreation departments, recreation centers, and schools have most of the equipment and will probably be willing to loan the items for the day. Many items can also be rented if they can’t be borrowed. A list of what a typical Spring Games needs is following and a check list template is available for you to add or take off items specific to your games. General equipment needed:

• SONC and NGB Rules Book • General office supply box (1 per competition area):

o paper/binder clips o rubber bands o pens/pencils o magic markers/sharpies o small stapler o post it notes o small solar calculator.

• One general venue box, usually at check in or central area. Venue box will contain all of the office supplies listed above as well as:

o Scotch and duct tape o extension cord o extra clipboards o scissors o banner or zip ties o extra batteries for megaphones/CD players o tickets for meals (optional).

• Chairs for competition staging areas. You will need enough for all of the athletes in 2-3 divisions per event. This means if you have 6 athletes in each division of the running events and two areas that are doing running events (one on each side of the track), you will need 18 chairs for each of the running event areas or 36 total for the running events.

• Chairs for awards area

• Tables (one per competition/awards area)

• Flagging tape or pennant flagging to separate high traffic areas • Walkie-talkies or some kind of radio for communication between competition

areas • Tents for shade (look at borrowing tents from local businesses or recreation

departments) • Toilet paper and paper towels

• Trash bags • Cone/water cups

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• Water coolers • Ice or access to ice/ice chests

• Medical kit(s)

• volunteer shirts • blank name tags • Signs/Banners:

o directional signs from the main road to location o medical area o volunteer check in o delegation check in o families & VIP’s area o delegation signs for Opening Ceremonies march in o Welcome Banner o Sponsor banners (optional) o Event signs (ex. Traditional runs, standing long jump, shot put)

Equipment needed for each track events (runs & walks) area:

• Megaphone • Office supply box (items listed above)

• Clipboards (one for each timer/lane lane used, one for starter, one for stager) • 1 stop watch for each lane being used (traditional, lead up, & developmental)

plus 4-6 back ups • Heat (division) sheets • Finish Line Tape

• Baton for relays • Traffic cones

Equipment needed for each throwing event (shot put, softball/tennis ball throw):

• Megaphone

• Office supply box (items listed above)

• Softballs, tennis balls and/or shot put

• Marking flags (available at home improvement stores) • 1 measuring tape per throwing area plus one back up • Clipboards (one per throwing area, one for stager) • Heat (division) sheets

Equipment needed for each throwing event (shot put, softball/tennis ball throw):

• Megaphone • Office supply box (items listed above) • Rake for jumping pit

• 1 measuring tape per jump area plus one back up • Clipboards (one per throwing area, one for stager) • Heat (division) sheets

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Equipment samples and templates available:

• Equipment Checklist

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Media and Public Relations:

Like any other athletic event, it is important to get media coverage for the local Spring Games. It helps to build the program overall within the community and can serve as a recruitment tool for more volunteers and athletes. There is a lot of information about working with the media in your coordinator notebook. Some hints for working specifically on Spring Games include:

Cultivate relationships with reporters, anchors, DJ’s, editors, and anyone else in the media field.

Send out an initial media alert 4-6 weeks prior to the event. This should just include what the event is, the date, and time so that they can get the event on their calendar.

Send out a full media release 2-3 weeks prior to your event. This should include all of the pertinent information and is written to entice the public and the media reps to attend.

Follow up with your key media contacts one week prior to the event (Best time to call- newspaper 10 a.m.-4 p.m, TV-10 a.m.-3 p.m.). Be ready to pitch specific story angles, such as big accomplishments (ex. 35th Anniversary of local games) or major impact Special Olympics has had on an athlete’s life.

When media arrives at an event, make sure to greet them! Give them media ribbons (available from Midwest Trophy), name tags or credentials so they are identifiable.

Prepare and give them a “Media Packet” when they arrive. This gives them something in hand to refer back to for general information as well as event specific information.

Have interview candidates already in mind and help coordinate the interview.

Thank them for coming out!

Assembling A Media Packet (Also referred to as a Press Kit) A media kit is a packet of information designed to help the media by providing background information on your local Special Olympics program, the Special Olympics movement in general, and specifics about your particular event through news releases and fact sheets.

Sample items to include: Event News Release

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Event Fact Sheet Event Schedule Participant Roster Athlete/Coach/Volunteer Profiles Local Program Brochure (if available) or General Information Brochure Local Program Newsletter (if available) Media Brochure SONC Fact Sheets Your Contact Information

Media and Public Relations samples and templates available on disc: • SONC Media Information Guide • Media Alert Template

• Press Release Template

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Venue Layout: Laying out where you events will be done is critical for traffic flow and the safety of the athletes, coaches and spectators. It will make your event much smoother if you consider a few things like how people move from one event to another, where awards are presented, and where you will do staging for each area of competition. While planning where to run each of the events, it is important to remember the following things. Field Events

Utilize a separate area for shot put and the throwing events for safety issues. A softball field or another open field away from the running events is preferred so that a stray softball doesn’t hit someone.

Mark event area by color on your map to make it easier for the participants and spectators to locate.

If you have two jump pits available, use both! You can use one for standing long jump and the other for running long jump, or do a central staging area for all jumps and use both as needed.

Have awards area near jump pits as well as near the throwing events to present the awards right after the division is completed.

Track Events

Utilize both side of the track as much as possible. If the track has a run up area (like a tail on the curve) consider using that for the 10M walks.

If you are using the entire track for multiple running events at the same time, be sure that everyone is running the same direction around the track – just in case someone keeps running past the finish line.

Mark event areas by color or some other designation on your map to make it easier for the participants and spectators to locate.

Always set aside an area for staging near the starting line. Staging 3-4 events at a time will save valuable competition time. The easiest way to stage is to line up rows of chairs right on the track about 20 feet behind the starting line.

Make sure you have enough timers available for each lane.

If you are using both sides of the track, have awards blocks on both sides near the finish line to present the awards right after the event completes.

If you have athletes competing in the longer runs (200+ meters) group them together so that you get them done either early or later in the day and have the rest of the track clear to run multiple events simultaneously.

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Wheelchair Events

Do not run these events on the turn as it is more difficult for the athletes to maneuver.

Mark event area by color or some other designation on your map to make it easier for the participants and spectators to locate.

Try to run these events at the beginning or end of the day to open up the track for your longer running events.

If you have awards blocks for wheelchairs present the awards right after the event completes.

Venue Layout samples and templates available: • Venue Map

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V. Opening Ceremonies Opening Ceremonies is one of the key components in the overall Olympic movement overall and one of the highlights of the Special Olympics experience for the athletes. The Opening Ceremonies for your Spring Games should spark the enthusiasm of the day and celebrate the athletes that are participating. The ceremony can include anything from having a band to an emcee to a city or county dignitary. Fundamental ingredients in your Opening Ceremonies are:

• Recognition of the athletes. This is typically the parade of athletes complete with march music (band or CD).

• Athlete’s Oath – shown below for your convenience • Official’s Oath – shown below for your convenience

While those three things are the basics of the Opening Ceremonies, there are other things that you can add to make it memorable for the athletes, volunteers and spectators. Suggestions include:

• Recognition of parents, volunteers spectators

• Presentation of local awards, ex. Coach of the Year, Athlete of the Year, Volunteer of the Year.

• Entertainment. While you want to keep the ceremonies brief, having athlete’s sing or do cheer routine showcases the athlete’s abilities.

• Have an athlete light the torch/cauldron. Be sure to use caution and good supervision when doing this.

• The National Anthem, presentation of colors, and invocation.

Opening Ceremonies samples and templates available on disc: • Opening Ceremonies Script

• Athlete’s Oath • Official’s Oath

************************************************************************

Athlete’s Oath Let me win. But if I can not win, let me be brave in the attempt. Official’s Oath In the name of all judges and officials, I promise that we shall officiate in

the ”Event Name” with complete impartiality, respecting and abiding by the rules which govern them, in the spirit of sportsmanship

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** Template to personalize to your local program is available **

Opening Ceremonies Sample Script

Welcome (Local Coordinator or Guest Emcee) Good morning athletes, coaches, and guest. Welcome to the Opening Ceremonies of the YEAR Special Olympics Local Program Spring Games.

Parade of Athletes (Emcee or Guest)

Announce each school/agency/individuals. Try to utilize a High School Band/Drum Line or a CD of march music.

Invocation – (Guest) Optional

National Anthem Optional

Presentation of Colors: ROTC, Knights of Columbus, Local Law Enforcement. Opening Remarks (Guest) Optional

Recognition of Honored Guest(s) Optional

It is my pleasure to introduce the honored guest (indicated to each guest as you announce their name, title, and/or association with games.

The Officials’ Oath (School Coach or Sports Official)

In the name of all judges and officials, I promise that we shall officiate in these Special Olympics games/competition with complete impartiality, respecting and abiding by the rules which govern them, in the spirit of sportsmanship.

Lighting of the Torch or Cauldron optional

Great opportunity to involve the local Law Enforcement Torch Run Officers as well as one or more athletes

Special Olympics Oath (By Special Olympic Athlete)

“Let me win, but if I cannot win, let me brave in the attempt”

Declaration of Games (Guest) “I declare the YEAR Spring Games Open!”

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Focus on Competition Levels of Competition After all the pageantry of the opening ceremonies is over, it is time to get down to business! Competition is the primary reason for the entire day and care needs to be taken to ensure a dignified, safe competition environment for all of the athletes. This section will cover everything from what events to include, how to handle divisioning, and staging. In keeping with the Special Olympics philosophy, every athlete should be encouraged to perform to the best of his or her ability. This means that some athletes will be perfectly capable to run the 200M or 400M run while others may only be able to do a 10M walk. Having a variety of events available for the athletes of all abilities levels keeps the athletes challenged and interested. By limiting the event to the 50M run, 100M run, softball throw, and standing long jump, you discourage athletes that are able to do more. At the same time, you do not need to offer every event available in the sport. Many programs will leave out the 25M motorized wheelchair obstacle, the 1500M run, or the pentathlon. In selecting what events to include, consider how many athletes you will probably have in that event. You should offer the event if you anticipate having enough athletes to make a reasonably competitive division. Due to time constraints, some programs may need to limit the number of events that athletes can register for. The typical local Spring Games will allow every athlete to compete in up to three individual events and one relay for athletes competing in traditional events. Finally in selecting what events to include in your Spring Games, keep the levels of competition consistent with what is offered at the qualifiers and state level competition. As outlined in the SOI Summer Sports Rules Book as well as the SONC Training & Competition Notebook, the levels of competition are: The three levels of competition are: Traditional events are for those athletes who can successfully compete at a high level of competition. The traditional events in athletics are:

100m Dash 200m Dash 400m Dash 800m Run 1500m Run 100m Race Walk

400m Race Walk 4 x 100m Relay Shot Put 100m Wheelchair Running Long Jump Pentathlon

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Lead up & wheelchair events is the level below traditional that still provides a meaningful level of competition, while offering a lower level of activity. The lead-up and wheelchair events in athletics are:

25M Dash 50m Dash 50m Walk 25m Wheelchair Softball Throw Standing Long Jump

Wheelchair Shot Put 30m Wheelchair Slalom 30m Motorized Wheelchair Slalom 50m Motorized Wheelchair Slalom 25m Motorized Wheelchair Obstacle

Developmental events are for those athletes with more severe and profound disabilities and require a minimal amount of physical activity. The developmental events in athletics are:

10m Wheelchair 25m Walk Tennis Ball Throw

10m Assisted Walk (Assisted means an

assistive device ex.walker)

Divisioning One of the things that makes Special Olympics distinctly different from every other amateur sports organization is the concept of divisioning. One of our founding philosophies is that every athlete should have a reasonable chance to excel against fellow athletes of similar ability. This does not mean that every athlete will win or get a gold medal, but every athlete should have the opportunity to do that. To achieve this, Special Olympics uses divisioning to ensure fair competition for the athletes. Athletes are placed in competition divisions according to the following guidelines.

1- Athletes shall be divided based on their ability, age, and then sex. 2- A division should consist of a minimum of three and a maximum of eight

competitors. 3- Age groups should fall according to the following scale

a. 8-11 b. 12-15 c. 16-21

d. 22-29 e. 30 and over

GMS can do all of the divisioning for you – and more! GMS can print out heat sheets, credentials, check-in lists, and labels for ribbons. If you do not know how to use this software, please contact your area director for some hands on instruction.

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Running the divisions Staging athletes prior to competing in their events is crucial. This allows division to run smoothly, and time is not spent searching for athletes that are not present for their race/event. Beside each event there should be an area of chairs that are lined up (or something similar), and athletes are staged in the order in which they will compete in the upcoming division. A volunteer can be assigned to assist each group of athletes to the starting location for their event. Staging should be done for up to 3 divisions ahead. Assisted events means the athlete uses an assistive device, such as a walker. It does not mean that the athlete’s escort (coach, teacher, chaperone) pushes the wheelchair. If an athlete needs a significant amount of assistance, they should be registered for MATP events and not the regular Special Olympics events. Additionally volunteers, teachers, and coaches should not be running on the track with the athletes. If the athlete has been training appropriately, they should be able to run the track events as trained.

Competition samples and templates available: • Registration Form Template • Heat Sheet Examples

• Credentials Example

• Schedule Examples

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2008 XYZ COUNTY SPRING GAMES Athlete Registration Form

Due --------- Indicate the time or distance to register for that event. Example of time: 1:09.34 which means 1 minute, 9 seconds & 34 hundredths of a second. Athletes may select events from “Developmental Events” OR “Lead-up & Wheelchair Events” OR “Traditional Events”, but must stay within that section. Each athlete can compete in three individual events and athletes in the Traditional Events may also compete in 1 relay event.

School/Group:

Teacher/Contact Person:

Name: Gender: M / F Age: Developmental 10M Wheelchair ____:_____.____ 10M Assisted Walk ____:_____.____ 25M Walk ____:_____.____ Tennis Ball Throw ____.____ meters Lead-up & Wheelchair 25M Wheelchair ____:_____.____ 30M Wheelchair Slalom ____:_____.____ 25M Dash ____:_____.____ 50M Dash ____:_____.____ 50M Walk ____:_____.____ Softball Throw ____:_____.____ Standing Long Jump ____.____ meters Wheelchair Shotput ____.____ meters

Traditional 100M Dash ____:_____.____ 200M Dash ____:_____.____ 400M Dash ____:_____.____ 800M Run ____:_____.____ 100M Race Walk ____:_____.____ 400M Race Walk ____:_____.____ 4X100M Relay ____:_____.____ Shot Put ____.____ meters Running Long Jump ____.____ meters

************************************************************************ Name: Gender: M / F Age: Developmental 10M Wheelchair ____:_____.____ 10M Assisted Walk ____:_____.____ 25M Walk ____:_____.____ Tennis Ball Throw ____.____ meters Lead-up & Wheelchair 25M Wheelchair ____:_____.____ 30M Wheelchair Slalom __:_____.____ 25M Dash ____:_____.____ 50M Dash ____:_____.____ 50M Walk ____:_____.____ Softball Throw ____:_____.____ Standing Long Jump ____.____ meters Wheelchair Shotput ____.____ meters

Traditional 100M Dash ____:_____.____ 200M Dash ____:_____.____ 400M Dash ____:_____.____ 800M Run ____:_____.____ 100M Race Walk ____:_____.____ 400M Race Walk ____:_____.____ 4X100M Relay ____:_____.____ Shot Put ____.____ meters Running Long Jump ____.____ meters

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Awards Presenting awards is the crucial feature to celebrating the achievement of the athletes. It should be special and as full of pageantry as the opening ceremonies. Awards can be given out at one location, or an awards location can be placed at each separate event area. Local program should use awards stands (1st, 2nd, 3rd) or something similar (signs with the place levels on them, etc). Awards stands can be a bit costly so there are a number of other ideas to cover the cost.

Ask for lumber and supplies from your local Hardware store or Lowe’s or Home Depot. They are always very generous with donating!

Have your local Boy Scout’s, Knights of Columbus, or the high school shop build simple stands

Instead of stands you can always use signs and place the athlete in front or behind the numbers.

You can also use aerobic steps and cover with material.

How to Stage For the Awards Presentation

Make sure the Awards areas are convenient to that event.

Make sure you have at least four volunteers running each awards area.

Line up the athletes in this order according to their final score: 8-6-4-2-1-3-5-7

Have local dignitaries and special guests available to present awards. Do not let mascots, clowns and other costumed individual to present awards.

Awards music is also available! Ask your area director for a copy of the CD.

Dress up your awards area with plants, balloons and/or banners

Awards samples and templates available: • Individual Awards Handbook

Awards

Awards

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Special Events In addition to the fair and dignified competition, the pageantry of Opening Ceremonies, and the celebration of the awards presentation, there are other special events that can take place. These include Olympic Town, offering a demo sport, and a family and VIP area. Local programs may also choose to offer the Motor Activities Training Program (MATP) events for those athlete with severe and multiple disabilities. They may also choose to offer Young Athletes Program (YAP) events for ages 2-7. Olympic Town The purpose of Olympic Town is to have an area where athletes can go when they are not competing in an event. It offers a place to socialize and have other activities and entertainment. Olympic Town should be located away from the actual competition, so as not to take away from the focus on the athletes accomplishments. There are a number of activities that can be offered at Olympic Town. They include, but are not limited to:

• Demo sport

• Face Painting • Crafts • Souvenirs

• Karaoke Machine • Radio or entertainment

• Refreshments • Bubbles and other field activities.

As per SONC/SOI policy, large inflatable equipment such as bouncy rooms, are only permitted provided that they are set up and supervised by the company that owns them. Additionally the company must have insurance and list Special Olympics North Carolina as an additional insured. Demo Sport The purpose of demo sport is to introduce a new sport to the local program. Sports that are often good to demo include bocce, soccer skills, and golf skills. Demo sports can be incorporated into the Olympic Town area if there is enough space available. Placement ribbons and medals should not be presented to the athletes for participating in the demo sport.

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Family/VIP Area It is important that families are recognized at the local event. A family hospitality tent can be set up to involve families and a number of things to do to get them involved.

Send a family brochure home with each of the athletes before a competition.

Set up family hospitality at each local event. Include information about upcoming sports, networking with other families, and volunteer opportunities. Be sure to have the “Families Information Guide” available.

Recognize family members by giving out “family ribbons” at local competitions. These ribbons are available from Midwest Trophy.

VIP guests should also be invited and recognized at the local event. VIPs include:

• Local Celebrities

• Politicians

• School officials

• Torch Run organizers

• Mayor

• Key Civic Groups (Knights of Columbus, Civitans, Kiawanis, Rotary)

• Local Police Chief or Sheriff

• Sponsors VIP’s should be invited to attend the local games (VIP invite letter template is included). You can also recognize your VIPs with ribbons available from Midwest Trophy.

Special Events samples and templates available: • Olympic Town Flyer Examples • VIP Invite Template

• Family Information Guide

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SAMPLE VIP INVITE LETTER DATE NAME ADDRESS Dear Ms. Or Mr. XXXX Special Olympics XYZ County cordially invites you to attend the 2000 Spring Games to be held at LOCATION on DATE. The opening ceremonies will begin at TIME and competition will begin after the Opening Ceremonies. Since you play such a significant role in our community we would love to include you in this fun filled day of activities. We have over XXX athletes that will be competing in track and field. Our athletes train very hard for this event and look forward to competing all year long. Their dedication and enthusiasm for this event will leave a lasting memory on your heart. If you would like to present awards and share in the athlete’s accomplishments, please let me know. If you have any questions or need more information, please feel free to contact me at PHONE NUMBER or email me at EMAIL. Sincerely, NAME, Local Coordinator Special Olympics XYZ County

spring games toolkit · • reserve guest speaker / emcee / dj if applicable • hold medical day...

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