2013 EVENT MANAGEMENT SUPPLEMENT A supplemental guide for a successful Special Olympics event SPECIAL OLYMPICS WYO MING 2013 Event Management Supplement
Special Olympics Wyoming 232 East 2nd Street • Suite 201 Casper, WY 82601 Phone 307.235.3062 • Fax 307.235.3063 www.SpecialOlympicsWY.org
Table of Contents I. Introduction ...... 1 A. Mission Statement ...... 1 B. Areas ...... 2 C. Special Olympics Wyoming Event Schedule ...... 3 D. Special Olympics Wyoming Staff Roles & Responsibilities 4 E. General Event Working Plan ...... 5 F. Event Management Team Overview ...... 6 What is it? ...... 6 Organization of an Event Management Team ...... 6 II. Event Management Team: Administration Committee .. 7 A. Finance ...... 8 Budget Worksheet- Template ...... 9 B. Fundraising ...... 10 Jackalope Jump ...... 10 Sponsorships...... 10 Local fundraising events ...... 10 Fundraising Policies and Guidelines ...... 10 Funding Request Letter Sample ...... 12 Area/local fundraising event notification form ...... 13 C. Public Relations ...... 14 How to Write A News Release ...... 15 Sample Press Release ...... 16 Special Olympics Language Guidelines ...... 17 D. Registration ...... 18 How To Make a Competition Registration: ...... 18 On-Site Registration: ...... 18 Program: ...... 19 Registration Cover Sheet Template ...... 20 E. Computer ...... 21 Divisioning ...... 22 E. Volunteers ...... 23 Day of Event Volunteer Registration ...... 24 F. Evaluation ...... 25 Participant Evaluation Example ...... 26 III. Event Management Team: Competition Committee ..... 27 A. Sports Rules Committee ...... 28 Protest Form...... 29
B. Competition Director ...... 30 C. Sports Directors ...... 31 D. Venue Directors ...... 32 E. Officials Coordinator ...... 33 F. Event Specific Sports Information ...... 34 IV. Event Management Team: Support Services Committees 35 A. Facilities Committee ...... 36 How to secure a facility: ...... 36 FAQ’s ...... 36 Request for certificate of insurance ...... 37 B. Communication Committee ...... 38 C. Equipment Committee ...... 38 D. Housing Committee ...... 38 E. Meals Committee ...... 39 F. Medical Committee ...... 40 First Report of Accident/Incident ...... 41 G. Set-up/Clean-up Committee ...... 42 H. Signage Committee ...... 42 D. Event Management Team: Special Events Committee .. 43 A. Awards Committee ...... 44 Awards Procedures: ...... 45 B. Banquet Committee ...... 46 C. Ceremonies ...... 47 D. Family Support Committee ...... 48 E. Hospitality Committee ...... 48 Index ...... 49
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT Section 1
I. Introduction One of the Special Olympics Wyoming strategic goals is to create a consistent and quality experience for athletes. This means we want every athlete to have the same experience at area games as they would at National games. Thank you for taking the time and effort to create a consistent and quality experience for athletes across the state.
he Special Olympics Wyoming Event Management Supplement is meant to provide volunteer leaders like you with information and materials to support your efforts in coordinating a T successful Special Olympics event. A large amount of material is included in this supplement. This is an effort to compile 40 plus years of policies, practices and forms in one comprehensive document. Please call or e-mail us with any corrections, additions, or suggestions that should be made to the next issue. We plan to revise this manual every other year.
While much of the procedural information you need to operate your event can be found in this supplement it cannot replace person-to-person communication. Please contact any staff member with a question or a suggestion at any time.
This supplement is being distributed to Games Management Team Committee Members and Area Games Directors. Please remember that all of us have the responsibility to distribute pertinent information to people in the organization who will benefit from it.
All material in this Manual can be sent to you electronically. If you would like to distribute the Manual or sections of it to members of your management team please contact Special Olympics Wyoming.
A. Mission Statement The Mission of Special Olympics is to provide year-round sports training and competition in a variety of Olympic type sports for children and adults with Intellectual disabilities, givng them continuing opportunities to develop physical fitness, demonstrate courage, experience joy, and participate in the sharing of gifts, skills and friendship with their families, other Special Olympics athletes and the community.
1 SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
B. Areas A Special Olympics Area is one of five geographical areas of the state, established to create the level of service and resources available to local programs within that Area.
The goal of the Area is to assure the following is accomplished:
Special Olympics Wyoming believes Provide the opportunity for preliminary competition that support services should be prior to every state event. provided as close to local Special Olympics programs as possible. To Define at Area Directors meeting? accomplish that Special Olympics Wyoming Areas have been developed.
Area Counties Served Area Director
Northwest Wyoming: Area I Park, Big Horn, Hot Springs, open Washakie and Fremont Southwest Wyoming: Area II Teton, Sublette, Lincoln, open Uinta and Sweetwater Southeast Wyoming: Area III open Albany, Laramie, Platte, Goshen, Carbon and Niobrara Northeast Wyoming: Area IV Sheridan, Johnson, Crook, open Campbell and Weston Central Wyoming: Robert Peterson Area V 3440 East 19th Converse and Natrona Casper, WY 82609 307.267.7224 [email protected]
2
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
C. Special Olympics Wyoming Event Schedule
I C O N K E Y January February March Jackaleope Jumps Jackalope Jumps Jackalope Jumps Training Area Winter Games State Winter Games Summer Sports Coaches Other Training
Fundraising April May June Area Competition Area Summer Games Law Enforcement Torch Unified Sports Golf Clinics State Competition Run State Summer Games Day with the Wyoming Cavalry CNFR “Special Rodeo”
July August September Fall Sports Coaches World’s Largest Truck Training Convoy Casper Cutthroats G. Michael Perry Softball Baseball Clinic Tournament Unified Sports Golf Area Fall Tournaments Tournament
October November December State Fall Tournament Leadership Conference Festival of Trees Winter Sports Coaches Training Prepare for next year!
Note
For a complete list of dates check our website www.specialolympicswy.org.
3
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
D. Special Olympics Wyoming Staff Roles and Responsibilities The staff of Special Olympics Wyoming recognizes and values the work volunteers provide in hosting and managing events. Following is a list of staff that can help you with additional resources.
Vice President of Development Vice President of Programs Chris Ryan Allison Harker Local fundraising activities Statewide events including; Target Marketing activities, including mail and phone Winter, Summer, Golf, Softball and Fall soliciation National and World Games participation Unified Sports® Project UNIFY and youth involvement Law Enforcement Torch Run Training State-wide sponsors President & CEO [email protected] Corporate sponsors Priscilla Dowse National promotions Special Olympics general rules [email protected] Conflict resolution Grants and Foundation work Board of Directors Personnel Director Director of Office Administrator Special Events Brynn Fry of Field Services Regan Diller Accounting position open Volunteer management Branding (logo usage) Database management Young Athletes Scial Media Management Youth Activation Support Local Program support and resources Festival of Trees Local and Area competition Jackalope Jump Athlete Leadership Programs Jackson Jackalope Poker Ride Special Program events – CNFR and Cavalry Press Releases Healthy Athletes Web-site Management Athlete, Unified Sports partners, volunteer forms World’s Largest Truck Convoy [email protected] [email protected]
4
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
E. General Event Working Plan
3-4 Months Prior to Event: Set Date for competition if not already done Complete Budget Worksheet Begin facility reservations Begin planning meals and other support services Begin fundraising based on budget to offset expenses 8-10 Weeks Prior to Event: Send Registration to Local Programs Confirm meals and facilities 2 Weeks prior to Event: Registrations due Confirm meals numbers with vendors Data Entry Send Press Release requesting volunteers 1 Week prior to Event: Send Confirmation email to Local Coordinators including: o Team Rosters o Delegation Reports o Errors & Exceptions o Event Schedule o Other important information Make scratches/changes in GMS until 2 days prior Confirm equipment/supply needs with SOWY Staff Send Press Release notifying of Event Details Week of Event: Scratch/Change deadline Print Heat Sheets: o Unofficial (at least three copies, one for scorers and others to hang up for spectators) o Official (for data entry) Print Award Labels Assemble Registration Packets: o Delegation Reports o Errors & Exceptions o Any updated information Day of Event: Set up Registration Check-In Make sure Volunteers know their role Have Fun! Week after Event: Send thank you letters to Volunteers and Donors. Send SOWY pictures from the event Enter results and send updated Zip file to SOWY Set dates for next year’s competition 5
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
F. Event Management Team Overview What is it? A group of volunteers dedicated to a specific role in the planning process and implementation of an event. Special Olympics Wyoming recommends that a Management Team (or Committee) be put in place regardless of the size of the event. This section highlights the roles for a complete event management team. Organization of an Event Management Team Depending on the size of the event you may need to combine positions or split responsibilities to include a larger or smaller group.
Administration Competition Support Services Special Events Committee Committee Committee Committee •Computer •Competition •Communication •Awards •Finance & Director •Equipment •Ceremonies Fundraising •Venue Director •Meals •Banquet •Public Relations •Competition •Medical •Family Support •Registration Coordinators •Set-up/Clean- •Hospitality •Volunteers •Officials up •Evaluation Coordinator •Signage •Housing
6
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT Section 2
II. Event Management Team: Administration Committee
Finance
Fundraising
Public Relations
Administrative Registration Committee
Computer
Volunteers
Evaluation
7
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
A. Finance The Finance Coordinator is responsible for creating a budget and managing Responsibilities: Create finances throughout the event. Area finances are all managed by Special Event Budget, Manage Olympics Wyoming, areas and programs should not have a separate checking Finances account. All income must be sent to the state office, please do not send cash in Staff Liaison: Brynn Fry the mail. Work with vendors to see if they will bill Special Olympics Wyoming Resources: Area directly or if they will accept Purchase Orders. All original receipts must be sent to SOWY for reimbursement. Accounting Information
Talk with your Management Team and decide on a budget for each area (see Budget Worksheet Template): Administration: o Fundraising costs o Fundraising income o Volunteer recognition o Media o Other Competition: o Facility fees o Other Special Events: o Opening Ceremonies o Awards o Other Support Services: o Signage costs o Meals and refreshments o Equipment rental or purchases o Other In-kind or Product donations o Facility fees waived or reduced o Pepsi o Other It is important to keep the budget updated to make sure expenses do not exceed income. Please work with the management team to set an appropriate and reasonable assessment fee based on expected expenses.
Special Olympics Wyoming has working relationships with a number of service providers in the state that wil work with the organization. Contact Chris Ryan for details.
8
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Budget Worksheet- Template INCOME SPECIFIC BUDGET ACTUAL IN-KIND Individual Civic/Social Club Corporate Fundraising Foundations/Grants Assessments Meals Merchandise Other TOTAL $ $ $ $ EXPENSE SPECIFIC BUDGET ACTUAL IN-KIND Vendor Services Entertainment Fees and Dues Permits Lift Tickets Supplies Merchandise Decorations Name Tags Bibs Equipment Signs & Banners Rental Equipment Tents Tables & Chairs Porta-pits Facility Rentals Athlete Awards Athlete Recognition Volunteer Recognition Thank You’s Shirts, etc. Support Recognitions (sponsors) Thank You’s Plaques Food/Meals Breakfast Lunch Dinner Transportation Printing & Photography Other Postage TOTAL $ $ $ $
9
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
B. Fundraising The Fundraising Coordinator is responsible for planning and coordinating Responsibilities: fundraising activities to support an upcoming event. Fundraising, including in-king Coordinate donations, is an important responsibility of an event management team. It is the Fundraising Activities philosophy and policy of Special Olympics that no athlete be prohibited from Staff Liaison: participating based on their ability to pay. Your efforts to fundraise will offset expenses and therefore keep assessments charged to programs at a minimum. Jackalope Jump- Regan Diller Some Special Olympics Wyoming existing fundraisers that you may utilize include; Sponsorships- Chris Ryan Jackalope Jump Resources: Jackalope There are currently 13 Jackalope Jumps locations around the state. Participants Jump Marketing Plan, raise funds to “sponsor” their plunge into a cold body of water. Area programs or Sponsorship Packet events can be credited with all funds raised by a “jumper” that chooses to represent their program less the cost of expenses to operate the event.
Sponsorships Local businesses and individuals can be a source of funds to help sponsor an event. Special Olympics Wyoming will help you develop a sponsorship package to approach local businesses for their help.
Local fundraising events You may know of some way in your community to raise funds for Special Olympics that may be new and creative. Let Special Olympics Wyoming know so they can help you through the planning process. Some ideas that others have done include; concession stands at the games, dances, auctions, etc… If you are planning an event that is projected to raise over $250 you will need to fill out the Event Notification form and send it to Special Olympics Wyoming.
Fundraising Policies and Guidelines State, area or local program fundraising projects or events may not have any direct affiliation with tobacco or alcohol products. The “no tobacco or no alcohol policy” is a rule of Special Olympics, Inc. and is adhered to by Special Olympics programs nationally.
Area and local programs may not enter into verbal or written agreements with any fundraising company or individual. Only the President & CEO of Special Olympics Wyoming, with the approval of the Board of Directors, may enter into any contractual fundraising agreement involving any level of Special Olympics in Wyoming.
All Area and Local Program bank accounts are managed by Special Olympics Wyoming. Local Programs may not have their own accounts.
All funds raised by or donated to an area or local program must be sent to the Special Olympics Wyoming office in a timely manner. Funds received from an area or local program are held in an account at Special Olympics Wyoming in the program’s name. Do not hold cash or checks donated to Special Olympics for more than 30 days.
10
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Funds should be sent by check or money order. Cash may be delivered to the office. Do not mail cash. A receipt will be issued. Always request a receipt for cash.
Area and Local Programs are encouraged to solicit local companies for corporate donations. Before soliciting, submit a copy of the solicitation letter and a copy of companies you plan to approach. Special Olympics Wyoming will review the list in a timely manner and inform programs of the companies that have already given to Special Olympics Wyoming for that year.
11
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Funding Request Letter Sample
Name of the Program
Your address: 1600 Elm Street Sheridan, WY 83800 January 1, 2013
Have the correct name and title:
Mr. John Smith, President Acme Co. Sunny Lane Sheridan, WY 83800
Dear Mr. Smith,
Special Olympics provides sports training and competition for children and adults with intellectual disabilities. We look forward to hosting this event for <#> athletes from the area. We will use more than <#> volunteers to conduct the various events and expect another <#> friends and families to join the athletes during the competition.
Special Olympics Wyoming has authorized us to conduct this fundraising effort. If you have any questions about our local organization you can call Priscilla Dowse at (307) 235-3062.
Thank you for your consideration.
Sincerely,
John Fundraising-Chair Phone Number
12
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
AREA/LOCAL FUNDRAISING EVENT NOTIFICATION FORM
All Area/local programs planning a fundraising event projected to handle over $250 must fill out this form and submit to Special Olympics Wyoming 60 days before the event. Special Olympics Wyoming will review the application and return it to the Area/local program within 15 days. The Area Coordinator will also receive a copy of all applications for events in their region.
Date of Request: ______(Must be 60 days before the event)
Area/Local Program: ______Contact Person: ______
Home Phone: ______Work Phone: ______
Fax: ______Email: ______
Address: ______City: ______Zip:______
Name of Fundraising Event: ______
Date of Event:______Location of Event: ______
Briefly describe the event:
The amount you expect to raise before expenses (Income): $ ______
Anticipated expenses of entire event: $ ______
Net return expected (Income less Expenses): $ ______
Return Form To: Special Olympics Wyoming 232 E. 2nd St., Suite 201 Casper, WY 82601 Fax: 307-235-3063
13
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
C. Public Relations Public Relations (PR) is not just working to get stories to the media. It is a combination Responsibilities: of many approaches including media relations, advertising, public speaking, promotion, Media Contact, Send marketing, working with sponsors and fundraising. Press Releases, Marketing Public Relations can help your event in a variety of ways including: recruiting athletes, families, volunteers and coaches, driving fundraising events, motivating Staff Liaison: participants, promoting the games and educating the public on Special Olympics Regan Diller Athletes and events. Resources: Sample Press Release, Recommended Timeline Language Guidelines, As soon as you Contact Special Olympics Wyoming to place your event on their Branding Guidelines web-site and Calendar of Events (by request) 1 month before Coordinate radio involvement including Public Service Announcements (PSA), morning interviews, and remotes (live broadcasts from the event)
2 weeks before mail, fax, or email press release to local daily and non-daily papers
2 days later Follow up with media contact to confirm if they received the press release and if they are interested in covering the event
2 days before Fax or email a media alert to local daily papers to remind them of the event.
Day of the event Have fact sheets and extra press releases available for the media. Have someone available to greet media and answer questions.
Helpful Hints:
1. Be Personal; the closer the relationship you have with local media the more your event will be covered.
2. Place a cell phone number in the press release so media can contact you the day of the event.
3. Contact Special Olympics Wyoming to receive updated lists of media contacts in your area.
14
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
How to Write A News Release News releases should be used to send out current announcements of Games, meets, tournaments and special events to the media. You may also use a news release to publicize newsworthy accomplishments or stories of an athlete, coach, family or volunteer. In sending a news release your goal is to try to get the newspaper, radio or television station to publicize the upcoming activity and to send their news and sports reporters to cover it. You want to include enough information for the press to use immediately and you also want to spark their interest in coming to the event to get the whole story.
Since media organizations receive literally hundreds of news releases every day, the goal is to get yours noticed. While colorful letterhead may help, there is no substitute for an accurate, tightly written copy. You want to make it as easy as possible for the reporter or editor to get the facts.
News Release Content Checklist: Answer the questions “Who, What, Where, When, How, Why?” in your lead and first few paragraphs. Check for grammar, spelling, and typos. Use short sentences and simple words. Avoid long paragraphs. Spell out any acronyms or any abbreviations. Check facts carefully. Avoid including your opinions. Write, rewrite, and edit.
News Release Format Checklist: Keep the release to one page, if possible. Use 81/2” x 11”(letter size) paper, white paper is preferred. Double space lines. Bold face or underline key words, dates, times, officials’ names, sites, etc. Use wide margins. Indent each paragraph. Include contact person or persons, organization, and phone numbers, either at the top of the letterhead or at the conclusion of the article. Include release date. Use a brief, eye-catching headline. To signal continuation on next page, type: “-MORE-“ at bottom of page 1. If more than one page, put a subhead on page 2, upper left corner. At end of release type: “-30-“ or “###” to indicate ending.
15
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Sample Press Release
Contact Name Position of Contact Phone Number Email OR fax
For Immediate Release Date Sent
PRESS RELEASE (Name of event or the overall subject)
City, State- This is the overall information where you answer the who, what, when, where and why. Keep it brief!
This paragraph is any supporting information that you deem important enough to send out.
If there is still more information that needs to be said feel free to split it into another paragraph.
For more information please visit www.specialolympicswy.org.
This is the boiler plate to be used on ALL PRESS RELEASES! Special Olympics Wyoming is a not-for-profit organization providing year-round sports training, athletic competition and other related programs to children and adults with intellectual disabilities; offering them continuing opportunities to realize their potential, develop physical fitness, demonstrate courage and experience joy and friendship. Special Olympics Wyoming changes lives by encouraging and empowering people with intellectual disabilities, promoting acceptance for all, and fostering communities of understanding and respect. Visit Special Olympics Wyoming at www.specialolympicswy.org. Engage with us on Facebook: facebook.com/SpecialOlympicsWyoming; Twitter: http://twitter.com/SpecOlymWY or our event picture galleries: sowy.smugmug.com
###
16
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Special Olympics Language Guidelines Words can open doors to enable persons with disabilities to lead fuller, more independent lives. Words can also create barriers or stereotypes that are demeaning to persons with disabilities, and which also rob them of their individuality. The following language guidelines have been developed for use by anyone writing or speaking about persons with intellectual disabilities, to ensure that all people are portrayed with individuality and dignity. Please USE the following correct terminology:
A person has an intellectual disability, rather than is suffering from, afflicted with, or a victim of intellectual disabilities. When writing or speaking refer to the person first. Avoid labeling a person by their disability. Down Syndrome is correct; “Down’s Syndrome” and “mongoloid” are incorrect. Use ‘has a physical challenge or disability’ rather than crippled. Someone who is partially sighted has a visual impairment. A person has a hearing impairment rather than is deaf or a deaf mute. A person uses a wheelchair rather than is confined or restricted to a wheelchair. A person has a seizure disorder or epilepsy, rather than is epileptic. “Fit” is incorrect. Distinguish between adults and children with intellectual disabilities. Refer to people in Special Olympics as athletes. The word athletes should not appear in quotation marks. When writing, refer to a person with a disability in the same style as persons without a disability. Use their full name on first reference and last name on subsequent references. Do not refer to an individual with an intellectual challenge as “Bill”, rather than the journalistically correct “Bill Smith” or “Smith”.
Please DO NOT USE the following terminology: Do not use the word kids when referring to Special Olympics athletes. Adult athletes are an integral part of the program. The term ‘kids’ is appropriate when referring to the Young Athlete Program. Do not use the adjective unfortunate when talking about persons with intellectual disabilities. Disabling conditions do not have to be life-defining in a negative way. Do not use the word the in front of Special Olympics unless describing a specific Special Olympics event. Do not sensationalize the accomplishments of people with a disability. While these accomplishments should be recognized and applauded, people in the disability rights movement have tried to make the public aware of the negative impact of referring to the achievements of people with intellectual disabilities with excessive hyperbole.
Do not overuse the word special when referring to persons with intellectual disabilities.
17
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
D. Registration The Registration Coordinator is responsible for the creation, distribution, and Responsibilities: collection of registration materials, managing the on-site event registration and Games Registration creating the event program. The Registration Coordinator and the Computer Coordinator (if separate roles) will need to work closely to ensure all Management, On-Site information is received and distributed correctly. Registration, Progam Staff Liaison: Time Frame Registration-Arian 8-10 weeks out Registration Materials sent to programs Currah Program- 2-3 weeks out Registration due from participating programs Regan Diller 1 week out Confirmation of registration returned to participating programs Resources: Sample Event On-site registration Cover Sheet, Sports Registrations Please contact the staff liaison for a contact list of Local Coordinators for registration distribution.
How To Make a Competition Registration: 1. The first step is to create a Cover Sheet (see following template). The Cover Sheet should include contact information, assessments, meals information (if offered), due date and return address. Please customize this to your event. 2. Special Olympics Wyoming has standard sport-specific registration forms (excel format) that can be used for any event. These registrations are available on our website or you can request a copy from the Staff Liaison. Make sure to send out the appropriate sports registrations depending on the sports offered at your event. It is your responsibility to distribute these registrations along with the Cover Sheet you create for your event.
On-Site Registration: It is important to have on-site registration at your events. Set up a table at a centralized location where teams can easily find you. Inform teams only their Head Coach or Local Coordinator can check the entire team in to avoid a crowd at the table and confusion of who’s in charge. By checking teams in you can hand out the most updated information, explain any pertinent information, and make any last minute scratches.
What should be included at the on-site registration? Program or Event Schedule Meal Plan Most recent computer print-outs: o Delegation Report o Team Report o Errors & Exceptions Report Any athlete/coach memento that is being given out (if any)
18
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Program: Programs should include a schedule of events, list of athletes and/or teams participating, management team members, donors/sponsors, maps, in-kind donations, and volunteer groups. An event program is a requirement but is highly recommended for three purposes: 1. It can provide easily accessible information for coaches, athletes and parents (i.e. Schedule of Events, maps) 2. It can be a nice memento for athletes to remember the event 3. It is a great place to recognize event donors or sponsors
19
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Registration Cover Sheet Template
Assessments: Number of Athletes: Number of Unified Sports Partners: Number of Coaches/Chaperones: x $ Assessment TOTAL: Fee=
Please estimate total number of meals needed (include athletes, coaches, and family): Friday,
Any Special Diet Requests?______
Please return to:
Registration Due:
20
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
E. Computer Responsibilities: Special Olympics Wyoming provides a Games Management Software (GMS) program Management of GMS, to be used at Area events. Using GMS for your area games is required. It allows Data Entry, Create and appropriate documentation of area games results for proper divisioning at state Distribute Team games. Reports, Communication with Please contact Allison Harker for directions on how to download GMS onto your computer or for a tutorial on how to navigate and use GMS. Staff Liaison Staff Liaison: Allison GMS provides supportive functions: Harker Status of participant paperwork Resources: BeSpoke Divisioning for competition (see next page for divisioning guidelines) Ability to create and print heat sheets 1.866.244.1187 www.bespoke.com Time Frame for Computer responsibilities:
2-3 week prior to competition- Receive a games template and updated zip file of area participants via email from Special Olympics Wyoming.
10 days prior to competition- Receive registration information from Registration Coordinator and begin data entry.
1 Week prior to competition- Return information via Team Reports to Local Programs to review. This allows coaches to review information and double check on data entry. Set a cut-off date and time for changes/scratches and notify Local Programs.
4-5 days prior to competition- Make appropriate scratches and changes until cut-off time.
3-4 days prior to competition- Division athletes in competition and print reports: Delegation Reports, Team Rosters, Errors & Exceptions Report, Unofficial Heat Sheets, Official Heat Sheets and Award Labels.
At competition or 1-2 days after- enter results.
Send results report to Special Olympics Wyoming and distribute results to Local Programs.
21
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Divisioning This should be done in conjunction with the Competition Director so you can make decisions collaboratively and each understands how and why the competition is divisioned in that manner. This is the area that raises the most questions and is the most vital to the philosophy and success of Special Olympics. Please take a few minutes to read this section.
In keeping with the Special Olympics philosophy, every athlete will be encouraged to perform to the best of his or her ability, and should have a reasonable chance to excel while competing against fellow athletes of similar ability. Athletes are placed in competition divisions according to the following guidelines:
Athletes are divided into competition based upon their age, ability and gender. Competition divisions are structured to be fair and equitable so all participants, based on performance records, have a reasonable chance to excel. This definition also applies to team competition.
Age Groups: please use the following age groups for divisioning.( The Staff Liaison can help teach you how to define the event to automatically put athletes in the appropriate age group)
Ages 8-15
Ages 16-22
Ages 22 and over
An athlete’s age group is determined by the athlete’s age on the opening date of the competition.
Ability: in structuring competitive divisions, participants shall be ranked in descending order of performance. The difference in times or performance scores between the best performing athlete and the worst in a division shall not normally differ by more than 10 percent.
Gender: because of the possibility of small participant numbers in area events, genders may be combined in a division to meet minimum n.
Whenever possible a minimum of three athletes should be in each heat, maximum of eight. If there is only one athlete in a division you may combine either age groups or gender if times are similar. Do what you feel is best for the competitor.
22
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
E. Volunteers The Volunteer Coordinator is responsible for recruiting and managing volunteers Responsibilities: involved in the event. The coordinator will work with other Management Team Volunteer members to assure the volunteers have the basic skills and knowledge to complete Recruitment & their assignment. Management Special Olympics Wyoming believes that volunteers are a key to the continued Staff Liaison: success of the program. Recruiting volunteers for your event will not only relieve the Arian Currah Management Team from day-of duties but it also invites the community to be a part Resources: Day of of the excitement. Event Volunteer Registration Helpful Hints: Determine the specific volunteer needs for your event o If you have a history, look at what has been done in the past o Ask each Management Team member to determine what their volunteer needs are Follow-up with known volunteers o Maintain accurate updated lists of all volunteers and volunteer agencies contacted with names, addresses, phone number and email. Solicit o Use local newspapers and/or radio stations, websites (coordinate with the Public Relations Coordinator) o Check with the Chamber for Civic or Service organizations o Schools and Colleges o Youth Organizations o Churches o Athletic Organizations Have a plan to follow up with committed volunteers- let them know what they will be doing and what time to arrive and what to wear o If they have been asked to do a specific position be sure to schedule time for orientation, walk through the task and ask questions. On-site Volunteer Registration is important to check in volunteers (see following example) and capture important contact information. Day of Event Volunteers are not required to fill out the official Special Olympics Volunteer Registration form. After the event make sure to send out Thank You’s to all the volunteers
Special Olympics Wyoming utilizes volunteers to ensure quality services to athletes with regard to promoting dignity, safety, and respect. Special Olympics Wyoming believes that volunteers of all ages provide a positive impact on the athletes of Special Olympics.
23
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Day of Event Volunteer Registration
Event______Special Olympics Wyoming “Day of Event” Volunteer Registration
Name Address City State Zip Phone E-Mail
24
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
F. Evaluation The Evaluation Coordinator creates, distributes and collects evaluation Responsibilities: materials to participants and key volunteers. Create & Distribute An evaluation is the starting point and the finish point for every event. Event Evaluation Consider creating an evaluation for the Event Management Team as well as an Staff Liaison: evaluation for athletes, coaches and family members. The process is most effective when a wide variety of perspectives are included. Allison Harker Resources: It is important to perform evaluations during or immediately following the Participant Evaluation event when details and experiences are fresh. Evaluations can be sent in the Example follow-up packet to Local Coordinators after the event (coordinate with the Computer Coordinator). Make sure to also send a copy to the Staff Liaison to ensure it is available on the Special Olympics Wyoming website.
Helpful Hints:
An evaluation should be upbeat and constructive!
25
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Participant Evaluation Example
Special Olympics Wyoming Area Games Participant Evaluation
Please take a few minutes to let us know how you felt about this event. Your input and perspective is important as we plan for future events. Please circle your ratings for each section and include written commendations and recommendations also.
Program needs improvement acceptable outstanding Registration
Volunteers needs improvement acceptable outstanding
Awards needs improvement acceptable outstanding
Medical needs improvement acceptable outstanding
Competition needs improvement acceptable outstanding
Meals needs improvement acceptable outstanding
Signs needs improvement acceptable outstanding
Facilities needs improvement acceptable outstanding
Overall Experience needs improvement acceptable outstanding
Commendations:______
Recommendations:______
Please return to:
26
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT Section 3
III. Event Management Team: Competition Committee Sports Rules Committee
Competition Director
Competition Sports Committee Director(s)
Venue Director(s)
Officials Coordinator
27
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Responsibilities: A. Sports Rules Committee Create We recommend a rules committee be in place to help process challenges in a Competition controlled manner. Include a copy of the protest form in packets and be sure Protest Procedure to mention the process during any coaches meeting you may have. Designate Staff Liaison: a location that additional forms can be available. Allison Harker Resources: Protest Form A Coach has an issue with a specific call during competition
Sports coach completes the Protest Form and submits it to (Location determined by Management Team)
Sports Rules Committee reviews the process and consults with officials if necessary
Reviews and makes changes Declines protest as appropriate
Coach is notified of decision
28
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Protest Form
Special Olympics Wyoming will have in place at each Special Olympics competition a Sports Rules Committee made up of a staff person, representative of the volunteer sports coordinators and a coach. The Sports Rules Committee will review any protest submitted during the event and determine:
A. If the protest is accepted and what actions are to be taken or B. If the protest is denied.
This form must be submitted to the Sports Rules Committee no later than 30 minutes after the conclusion of the event being protested.
Date: ______Time submitted: ______Sport: ______Event: ______Age Group: ______Division: ______
Athlete or Team Name: ______Local Program: ______Reason for Protest: ______
______
______
Signature of Sport Head Coach: ______
For Committee use:
Decision of Jury/Referee: ______Protest Approved: ______Protest Denied: ______Signed: ______Time: ______
29
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
B. Competition Director The Competition Director oversees all aspects of competition for each sport Responsibilities: at the event including securing Sports Directors and Venue Directors (if Oversees all aspects separate), recruiting the protest committee, monitoring competition and teams participating. of Competition Staff Liaison: Competition Director Responsibilities: Allison Harker Collaborate with and attend committee meetings Resources: Special Work with Special Olympics Wyoming staff regarding all aspects of Olympics Official competition Rules (available Recruit and oversee sports and/or venue directors online) Review and secure facility and/or sport needs Oversee the set-up of venues to include awards, medical, officials/judges, scorekeeper, lane monitors, volunteers, equipment signage, etc. Assist in the creation of competition schedules for each sport Enforce philosophies of Special Olympics, Inc. and Special Olympics Wyoming Ensure sports rules and code of conduct are enforced Monitor quality of competition Facilitate coaches meetings with Special Olympics Wyoming staff Develop Sports Rules Committee to respond to protests
Resources Available Orientation provided by Special Olympics Wyoming staff Special Olympics Official Rules Divisioning and bracketing guidelines Team roster and division/heat information
30
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
C. Sports Directors Sports Directors oversees all aspects of competition for a particular sport Responsibilities: during the event including supervising competition, volunteers, Oversees all aspects participants and Venue Directors (if the sport is taking place at multiple of Competition for a locations). There should be a Sports Director for each sport offered at a competition. particular Sport Staff Liaison: Sports Director Responsibilities: Allison Harker Collaborate with and attend committee meetings Resources: Special Review and secure facility and/or sport needs Olympics Official Act as a liaison to facilities, other committee members and Rules (available participants for a particular sport Coordinate the set-up of venues to include awards, medical, online) officials/judges, scorekeeper, lane monitors, volunteers, equipment signage, etc. Assist in the creation of competition schedules for each sport Enforce philosophies of Special Olympics, Inc. and Special Olympics Wyoming Ensure sports rules and code of conduct are enforced Monitor quality of competition Facilitate pre-competition coaches meetings and officials/volunteer meetings during the event If multiple sport is at locations; recruit, train and supervise Venue Directors to manage competition Supervise facility set-up and clean up Supervise all competition pertaining to a specific sport
Resources Available Orientation provided by Special Olympics Wyoming staff Special Olympics Official Rules Divisioning and bracketing guidelines Team roster and division/heat information
31
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
D. Venue Directors Venue Directors supervise all aspects of competition for a particular venue Responsibilities: if a sport is offered at multiple locations. Oversees all aspects
Venue Directors Responsibilities: of Competition at a Collaborate with and attend committee meetings particular Venue Collaborate with Sport Director and Competition Director on pre- Staff Liaison: competition set-up pertaining to a specific facility Allison Harker Supervise all aspects of competition at a particular venue at the Resources: Special event Olympics Official Assist the Sports Director with event preparations including; set-up and tear-down, volunteer recruitment/training Rules (available Enforce philosophies of Special Olympics, Inc. and Special Olympics online) Wyoming Ensure sports rules and code of conduct are enforced Monitor quality of competition Facilitate pre-competition coaches meetings and officials/volunteer meetings during the event with the Sport Director Supervise facility set-up and clean up Supervise competition at a specific venue
Resources Available Orientation provided by Special Olympics Wyoming staff Special Olympics Official Rules Divisioning and bracketing guidelines Team roster and division/heat information
32
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
E. Officials Coordinator The Officials Coordinator recruits and arranges competition officials and Responsibilities: court/lane monitors for each sport. Recruit Officials
Staff Liaison: Officials Coordinator Responsibilities: Allison Harker Collaborate with and attend committee meetings Resources: Special Determine official/monitor needs per sport Olympics Official Recruit officials/monitors Rules (available Work with the Competition Director to create a list of officials online) needed Recruit qualified officials (and court/lane monitors when necessary) for each sport of the event Schedule officials and court/lane monitors to ensure all events and courts are covered. Provide officials and court/lane monitors with rules and adaptations for appropriate competition and event. Secure and distribute officials equipment as necessary the day of competition Assign officials to events as they sign-in Assign court/lane monitors to lanes as necessary Supervise officials during competition
33
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
F. Event Specific Sports Information Sport selection at area competitions should reflect what is offered at state competitions in order to give athletes the proper competition opportunities during their training. See Sports Information Guide regarding specific sports information.
Winter Games • Alpine Skiing • Cross Country Skiing • Snowboarding • Snowshoeing
Summer Games • Aquatics • Athletics • Basketball • Powerlifting • Tennis
Summer Events • Golf • Softball
Fall Games • Bowling • Cycling • Equestrian • Soccer
34
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Section 4
IV. Event Management Team: Support Services Committees
Facilities
Communication
Equipment
Housing Support Services Meals
Medical
Set-up/Clean-up
Signage
35
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
A. Facilities Committee Responsibilities: The Facilities Committee secures facilities for all aspects of the competition for Facility Reservations the desired competition dates and acts as the liaison for the facilities. Staff Liaison: Allison Harker How to secure a facility: First, in conjunction with the Management Team, determine target dates Resources: Request for your competition and facilities within your desired location that would for Certificate of best suite your competition needs. Insurance The best way is, if you know someone associated with the facility, check on who to approach and the best manner in which to approach them. After you have determined whom you need to contact, a phone call or a visit is the next step. Have ready for them: o Dates o Hours that you will need the facility o Anticipated number of people o If you are looking for the facility for free or what you have budgeted o Any equipment you may need such as scoreboards, chairs, tables, nets etc o What your meal plan is: will you ask them to provide meals at a negotiated price or will you ask them if outside food can be brought in. Ask them: o If there are any insurance requirements o Any contracts that need to be signed o If they have a map of the layout Follow up with a letter confirming the conversation
At the conclusion of the event meet again with the facilities representative to assess the following; clean-up, equipment removal, damages (if any) and to make a final checkout. This procedure can often prevent charges for facility damage. Remember in most cases we are asking to use the facility at no charge or a greatly reduced rate so how we leave the facility will determine whether or not we will be invited back. Make sure you have clean-up procedures in place.
FAQ’s Can I sign a contract on behalf of Special Olympics? No, any contract must be reviewed before it is signed and only the CEO (Priscilla Dowse) of the organization may sign.
What if the facility we are using wants a Certificate of Insurance? A form has been included in this manual, please send to Allison Harker and she will submit to our insurance carrier
What if the facility requires that each participant sign a waiver? This is the prerogative of the facility that we are using. Our Insurance carrier discourages the use of individual waivers for athletes, any waiver should be sent to Special Olympics Wyoming so that our insurance carrier can review it.
36
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
SPECIAL OLYMPICS REQUEST FOR CERTIFICATE OF INSURANCE (This form is only utilized when a facility/organization requires a certificate of insurance)
1. Date: Person Completing this Form: 2. U.S. Program/Area: 3. U.S. Program/Area Address: 4. U.S. Program/Area Phone No.: Fax: E-mail: 5. Name of Date(s) of Event: Event: 6. Site or Location of Event:
7. Is this Event a YES NO If the event is a Fundraising Activity, please provide answers to the following: Fundraising Activity? a. Will the event last more than 7 consecutive days? YES NO b. Will more than 5,000 spectators/participants be in attendance of the event? YES NO c. Are participants required to sign a Release of Liability Waiver? YES NO Please attach any pertinent information regarding fundraising activities (brochure, advertisement, specific details)
Note: If the event involves any of the following, please contact Jina Doyle at [email protected] or 260-673-1127 immediately, as the policy either specifically EXCLUDES coverage for these events or requires the U.S. Program to meet certain underwriting requirements. Coverage is not provided for the following activities unless approved in advance by the Insurer. - Alcohol - Inflatable Devices - Rock Climbing Walls - Mechanical Rides - Aircraft (other than Plane Pull) - Golf Ball Drops - Animals - Fireworks - Firearms - Rodeos - Fundraising Events lasting more than 7 consecutive days
8. Is the Event Exclusively for Special Olympics Athletes? YES NO 9. Is the Event Sponsored by a Special Olympics Program? YES NO
10. Is the Event Sponsored by a Special Olympics Program? YES NO 11. Is Alcohol Being Served at the Event? YES NO If so, please provide additional details (such as alcohol is included in the ticket price, cash bar, donated: 12. Certificate Holder (entity requiring certificate): 13. Does the Certificate Holder require Additional Insured status*? YES NO a. If so, please outline the requested Additional Insured wording: b. If so, please outline the Additional Insured’s role in the event (such as sponsor, location of event, etc.): 14. Certificate Holder Contact Person: 15. Certificate Holder Address: 16. Certificate Holder Phone No.: Fax: E-mail: *ADDITIONAL INSURED STATUS SHOULD BE PROVIDED ONLY IF IT IS A REQUIREMENT OF THE CERTIFICATE HOLDER. 17. Are you required to enter into an agreement/contract/permit with another37 party relative to the above-refenced event that contains assumption of liablity,
indemnification, or hold harmless language? YES NO If so, please send a copy of the contract with the Certificate Request Form. Original Certificate should be sent to: Certificate Holder U.S. Program SEND TO: Special Olympics Wyoming. SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
B. Communication Committee The Communication Committee is responsible for securing and managing all Responsibilities: Secure aspects of communication during the event including the use of radios or an Communication System alternative communication system for the Event Management Team. Staff Liaison: Allison Harker Communication Committee Responsibilities: Resources: Collaborate with each committee on the Event Management Team regarding communication needs Determine components of communication including radios and cell phones Coordinate with medical committee to assure their needs are met and interfaced with the event communication system Establish a check-out system to distribute radios, phone numbers, etc. Maintain communication system during event
C. Equipment Committee The Equipment Committee arranges all venue and sport specific equipment for the event.
Equipment Committee Responsibilities: Responsibilities: Secure Collaborate with and solicit list of equipment needs by each committee Equipment Needs Recruit volunteers in conjunction with the volunteer coordinator to assist in the distribution of equipment Staff Liaison: Establish check-list to ensure all committee needs are met Allison Harker Establish system for equipment check-out and return Resources: Provide set-up and clean-up for competition and special events
D. Housing Committee The Housing Committee solicits hotels in the community for discounted costs for programs that may require staying overnight during the competition. Responsibilities: Secure Housing Committee Responsibilities: Housing Discounts Work with local Chamber of Commerce to send an RFP to local hotels Staff Liaison: approximately 3-4 months prior to the competition. Set a deadline for Allison Harker hotels to respond with a quote Set a block at a variety of hotels around town that will fit many Resources: budgets Create a Hotel Listing to be distributed to programs with registration information; including: o Name of hotel o Contact person o Contact number o What the room block is under (if any) o Price per night o Date the block will be dropped (if any) o Special Accommodations (continental breakfast, wifi, ADA rooms, etc.)
38
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
E. Meals Committee The Meals Committee determines and coordinates all meals and refreshments Responsibilities: provided to participants during the event. Meals & Beverage
Meals and Refreshments processes: Coordination Staff Liaison: 1. You must determine what specific needs are for the event Allison Harker a. What meals can you offer participants based on the competition Resources: schedule? b. Should meals be offered to family members and volunteers? c. Do the competition facilities have the capacity to provide meals? d. What is your budget? 2. If you have a history of what has been done in the past you have a starting point 3. Determine a menu plan a. Establish a menu plan that assures nutritional and hearty meals b. Determine your ability to accommodate special diets such as vegetarian c. Breakfast – Lunch – Dinner i. Cold, brought in, or cooked on site d. Water – drinks during the course of the event i. Bottled or Water jugs e. Concession stand available? 4. Coordinate with Management Team members to determine what they will need: meals and refreshments, when and what they will need 5. Include meal request information on competition registrations to determine meal number for each Local Program 6. Solicit for donations – be sure to coordinate with marketing and/or fundraising committees a. Recruit sponsor groups to prepare and/or pay for each meal b. Secure other in-kind donations or barter prices for meals c. Potential Sources: i. Grocery Stores ii. Restaurants iii. Food outlet stores d. Be sure to recognize any food donors in the event program and be sure they are thanked at the end. 7. Create a meals schedule to make sure events stay on time and that everyone gets fed. a. If meals need to be picked up, coordinate drivers b. If meals are delivered, coordinate where and when deliver will take place c. Coordinate a water delivery schedule to ensure athletes have access to drinking water during competition. 8. Recruit volunteers in conjunction with the volunteer coordinator for meals preparation and distribution
39
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
F. Medical Committee The Medical Committee secures medical personnel at each venue for the event. Responsibilities: Medical personnel will provide first aid treatment to all volunteers, participants Secure Medical and spectators during the event. Personnel & Special Olympics events need to have adequate medical safeguards. Prevention Coverage is the key; emergency procedures must be specifically outlined in case of injuries. Staff Liaison: The medical committee should include certified personnel who are able to Allison Harker handle emergency situations. It is extremely important that all involved know Resources: the medical procedures available, meaning that all procedures should be in writing and in the possession of all chaperones and coaches. Incident Report
Medical Committee Responsibilities: Collaborate with Management Team regarding medical needs for each facility. Recruit certified medical personnel to provide medical coverage at all competition sites and activities Ensure ambulance coverage whether through radio or on site Develop an Emergency Action Plan Determine medical communication plan with all venue coordinators Determine process for disseminating medical information to Special Olympics Wyoming staff including incident reports and Special Olympics medical histories. Distribute to all medical personnel the Special Olympics insurance coverage and incident reports Contact local medical facilities to inform them of the event
In the case of an accident/injury, an Incident Report must be completed and returned to Special Olympics Wyoming.
Hot Days: Insure that ample water and other liquids are available. Monitor exposure to the sun Assure that shade is available
Cold Days: Insure that ample water and other liquids are available. Monitor exposure to the sun Assure that there is a shelter for participants to get in out of the cold
40
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
SPECIAL OLYMPICS Injured Party: Athlete First Report of Accident/Incident Volunteer U.S. Program/Area: WYOMING Date of Incident: ______ Coach Employee Injured Person/Party Information Date of Birth: __/___/___ Age: ____ Spectator Type of Injury/ Name: ______Accident: Unified Partner Property (Last) (First) (MI) Bodily Injury Property Damage Owner Address: ______ Other: ______(Street) (City) (State) (Zip) Automobile Home Phone: (____)_____-______Work Phone: (____)______-______ Other: ______Gender: Male Female Social Security Number: ______-____-______
Description of Accident (If automobile accident occurred, please attach a copy of the police report).
Describe how the accident occurred (Attach a separate sheet if necessary): ______Sport Body Part Site / event where accident occurred: ______ Alpine Skiing Power Lifting Injured: Aquatics Relay Game Head Accident Occurred During: Athletics Roller Disposition: Neck Training/Practice Badminton Skating Released to parent Torso Competition Baseball Sailing Refusal of care Back Traveling to or from SO Basketball Refer to doctor Hand (L / R) event Bocce Snowboarding Refer to hospital or clinic Finger Other: ______ Bowling Snowshoe (L / R) Medical attention Cheerleading Soccer Type of Injury: EMS transport Elbow (L / R) Cross Country Softball Severe cut w/ bleeding Patient requested EMS Shoulder (L / Ski Speed Less serious bruise or cut transport R) Cycling Skating Break/fracture Released to personal vehicle Leg (L / R) Equestrian Swimming Concussion Police Knee (L / R) Figure Skating Table Tennis Paralysis Ambulance Thigh (L / R) Floor Hockey Team Fatality Report only Shin (L / R) Golf Handball Other: ______ Other: Toe (L / R) Gymnastics Tennis ______ Other: Contact/Care Provider Information If an athlete or underageKickball volunteer Track was & injured,Field please______identify the care Volleyball provider and/or responsible party (e.g. parent, legal guardian). Other: Relationship to the injured person: ______Employer Name: ______Name: ______Employer Address: ______Address: ______Work Phone: (___)______-______Home Phone: (___)_____-______Does the injured person have medical insurance? Yes No If yes, insurance is provided by: Injured Person Care Provider/Responsible Party Please provide name of Company and Policy Number: ______
Witness Information (Please provide names and phone numbers of any witnesses to the incident)
Witness #1 Name: ______Daytime Phone: (____)______-______Witness #2 Name: ______Daytime Phone: (____)______-______
Special Olympics Official / Representative (other than claimant) Name: ______Daytime Phone: (_____)______-______Signature: ______
Send completed form to: Special Olympics Wyoming 232 East 2nd St. Suite 201 Casper WY 82601 Phone: 307.235.3072 Fax: 307.235.3063 AMER: 189207 – SpecOlym41 Inc. Rep. Form 03-04
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
G. Set-up/Clean-up Committee The Set-up/Clean-up Committee sets up equipment prior to each event, during competition as needed, and cleans up each venue and activity site after the event.
Set-up/Clean-up Committee Responsibilities: Solicit list of set-up/clean-up needs from each committee Recruit volunteers in conjunction with the volunteer coordinator to assist in the set-up and clean-up of all activities and venues Work with Equipment Committee to secure items necessary for set-up and clean-up Ensure timely start to activities by scheduling set-up times appropriately
H. Signage Committee The Signage Committee determines the need of signs and distributes signs to proper locations during the event.
Signage Committee Responsibilities: Collaborate with Management Teams regarding signage needs per: facility, sport, special event, etc. Create signage for the event to include: o Directional: how to get to the event/facilities, where activities are taking place, common needs (e.g. bathroom) o Sponsorship: sponsor recognition, in-kind donation recognition o Informational: sports signs, registration signs, hospitality signs and welcome information Recruit volunteers in conjunction with the volunteer coordinator to assist in the delivery, set-up and take down of signs Determine how signs will be put up (wire ties, tape, etc.)
Signage available through Special Olympics Wyoming: Sport-specific banners Local program banners Special Olympics Wyoming banners and flags If you would like any of these signs for your event please coordinate delivery with Arian Currah in advance.
42
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Section 5
D. Event Management Team: Special Events Committee
Awards
Banquet
Special Events Ceremonies Committee
Family Support
Hospitality
43
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
A. Awards Committee The Awards Team manages all aspects of the awards ceremonies which will Responsibilities: recognize athletes for their accomplishments; including awards presentation, Coordinate Awards equipment, set-up and clean-up at each venue. Ceremony Details
Awards Committee Responsibilities: Staff Liaison: Coordinate awards ceremony details: Arian Currah o Secure decorations Resources: Awards o Pageantry to enhance the awards presentation experience Procedures o Volunteer needs o Confirm time and location for each award ceremony for each venue Arrange and recruit awards presenters including military, law enforcement, dignitaries and celebrities o Contact Chris Ryan about Law Enforcement contacts with Special Olympics involvement Collaborate with Volunteer coordinator to arrange awards volunteers as needed Coordinate with Management Team for awards requirements o Send medal/ribbon needs to Special Olympics Wyoming at least 2 weeks prior to your event Prepare awards for presentation (sort and count) Deliver awards, equipment and materials (prior to or day of event) Supervise the use, placement and decoration of awards stands as available and appropriate Train volunteers on the awards process and presentation details Oversee awards presentations at competition venues during event Inventory awards after event
44
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Awards Procedures: It is important that this is handled efficiently, personally and in a meaningful way. Awards must be presented following the conclusion of each heat. Awards stands should be located in key positions at each event area and close to the announcer’s table.
Upon completion of a heat, volunteer escorts take the athletes to the Awards area along with the result sheet (keeping the heat together) Staging Volunteers receives athletes and assists them to staging seating area (if needed) and places them in correct order for awards presentation Results are delivered to awards table and transcribed onto award labels. Award labels are placed on correct medal or ribbon Prepared awards are passed to Awards Presenters on award pillows. Award Presenters (must be Law Enforcement or uniformed person if available) approach the awards stand together accompanied by background music (if available) Announcer then proceeds with script in an enthusiastic and dignified manner by announcing each athlete's name and finishing place starting from last to first (5th, 4th, 3rd, 2nd, 1st) o “Ladies and Gentlemen, it is my pleasure to announce the results of (event), (division).” o “In 5th place with a score of (insert score) is (athlete’s name).” o “In 4th place with a score of (insert score) is (athlete’s name).” In descending order to first place. As each athlete is announced, the presenter assists the athlete onto the awards stand (in the correct position) and hangs that athlete's medal/ribbon around his/her neck, shaking hands and saying: "Congratulations, Job well done".
In all instances, any inquiry or protest will be channeled to the Venue Manager and should not be handled by any awards personnel.
As you face the award stand:
6 4 2 1 3 5
45
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
B. Banquet Committee The Banquet Committee manages all aspects of the Victory Banquet Responsibilities: including meal, entertainment, and decorations. Coordinate Victory
Banquet Committee Responsibilities: Banquet details Collaborate with Management Team to determine if a Victory Staff Liaison: Banquet is appropriate for your event and fits in your budget. Arian Currah Coordinate banquet details including meal, entertainment and Resources: decorations as appropriate with budget Decide on a theme and secure decorations Recruit volunteers in conjunction with the volunteer coordinator: o Committee members to help manage the banquet o Volunteers for set-up and clean up o Additional volunteers as appropriate for entertainment Arrange for entertainment o DJ or band to play music o Other activities Plan the banquet menu Solicit donations to offset costs of banquet Set up decorations Manage/supervise volunteers Clean up after event
46
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
C. Ceremonies The Ceremonies Coordinator organizes and manages all aspects of Opening Responsibilities: Ceremonies (and potentially Closing Ceremonies) for the event. Opening Coordinate Ceremonies provide an opportunity to join together before an event in camaraderie and support of one another. This is also the opportune time to Ceremonies wish the participants luck and thank volunteers, major sponsors and facilities. Staff Liaison: Arian Currah Ceremonies Committee Responsibilities: Resources: Coordinate ceremony details Ceremonies Script (by Manage preceding, during, and post aspects of ceremonies request) o Set-up and decorations o Volunteer management o Oversee ceremonies o Tear down Reserve facilities and secure supply needs Recruit volunteers in conjunction with the Volunteer Coordinator to manage the presentation of ceremonies and the parade of athletes Determine layout, agenda and script of the ceremonies Enhance current ceremonies scripts and components Arrange appropriate music and decorations for the ceremonies Arrange and recruit appropriate speakers/activities including Special Olympics athletes, sponsors, local dignitaries, celebrities, entertainment and a Master of Ceremonies Oversee all day-of aspects of the ceremonies
Recommended Opening Ceremonies components: Introduction and Welcome- Master of Ceremonies Parade of Athletes (announce teams names as they march in)- Master of Ceremonies Welcome- Competition Director Welcome- Special Olympics Wyoming Representative Remarks- Global Messenger Coach’s Oath- Coach Official’s Oath- Official Athlete’s Oath- Athlete Presentation of Torch- Athlete (preferably with Law Enforcement escort) Games announced Official Open- Master of Ceremonies
47
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
D. Family Support Committee The Family Support Committee coordinates and monitors all aspects of Responsibilities: hospitality at the event including: demonstrations, entertainment, a family Coordinate Family hospitality booth including information and family support. Support Activities & Family activities at events are organized to give families a chance to Info socialize, the opportunity to share in the accomplishments of their athletes Staff Liaison: and ensure their visit during the event is most enjoyable. Utilize this Arian Currah opportunity to recruit family members to volunteer on future committees. Resources:
Family Support Responsibilities: Recruit volunteers in conjunction with the volunteer coordinator to manage the family hospitality booth and activities Secure and organize activities for athletes and families when athletes are not competing Compile a packet for family members including information about the host community, areas of interest, game info, etc.
E. Hospitality Committee The Hospitality Committee coordinates and monitors all aspects of Responsibilities: hospitality at the event including; activities, entertainment, and a general Coordinate Hospitality hospitality booth during the event. Activities & Info Hospitality Committee Responsibilities: Staff Liaison: Secure and organize activities for athletes and families when athletes Arian Currah are not competing. Resources: Secure equipment needs/rentals for the hospitality booth Plan a menu of snacks to offer at the hospitality booth and solicit for meal donations Compile a packet for family members including information about the host community, areas of interest, games info, etc. Recruit volunteers in conjunction with the volunteer coordinator to manage the hospitality booth and activities
48
SPECIAL OLYMPICS WYO MING EVENT MANAGEMENT SUP PLEMENT
Index
Area/local fundraising event notification form, 13 General event working plan, 5 Areas, 2 Housing committee, 38 Awards committee, 44 How to make a competition registration, 18 Awards procedures, 45 How to write a news release, 15 Banquet committee, 46 Jackalope jump, 10 Budget worksheet- template, 9 Local fundraising events, 10 Ceremonies, 47 Meals committee, 39 Communication committee, 38 Medical committee, 40 Competition director, 30 Mission statement, 1 Computer, 21 Officials coordinator, 33 Day of event volunteer registration, 24 On-site registration, 18 Divisioning, 22 Organization of an event management team, 6 Equipment committee, 38 Participant evaluation example, 26 Evaluation, 25 Program, 19 Event management team overview, 6 Protest form, 29 Event management team: administration Public relations, 14 committee, 7 Registration, 18 Event management team: competition committee, Registration cover sheet template, 20 27 Sample press release, 16 Event management team: support services Set-up/clean-up committee, 42 committees, 35 Signage committee, 42 Event schedule, 3 Special events committee, 43 Event specific sports information, 34 Special olympics language guidelines, 17 Facilities committee, 36 Sponsorships, 10 Family support committee, 48 Sports directors, 31 Finance, 8 Sports rules committee, 28 First report of accident/incident, 41 Staff roles and responsibilities, 4 Funding request letter sample, 12 Venue directors, 32 Fundraising, 10 Volunteers, 23
49