USA Gymnastics Online: Technique: Organizing the Perfect Women's Gymnastics Meet

Organizing the Perfect Women's Gymnastics Meet

by Kathy Ostberg, Region VI Chairperson
Women's Administrative Board - Assistant Chairperson
Need a little direction in hosting a gymnastics competition? Kathy Ostberg, the Region VI Chairperson, has a lot of experience in this area and has put together a guide for hosting a meet!
1. Get Ready!

Secure a date
Request a sanction. Don't forget a certificate of insurance.
Contact officials assigner
Send out the meet information and invitations, which should include the following:
- Contact
- Date/Site/Location
- Levels/Divisions/Age Groups
- Awards
- Entry Fees (Individual/Team/All-Star)
- Gate Fees
- Equipment
- Accommodations/Rate
- Format
- Schedule (tentative)
- Entry Form, Interest Form

2. Get Set!

Organize Work Committees and designate individuals to oversee each committee
- Clerical
- Finance
- Site Prep
- Hospitality
- Decorating
- Concessions
- Auxiliary Staff

*Note: Many of these ideas are applicable to Men's and Rhythmic competitions as well.
CLERICAL
First Mailing-Send out Meet Information or Invitation
Second Mailing-Confirm receipt of meet entry form, include detailed meet information (not included in first mailing), request any missing information (i.e. athlete or coaches registration #'s, DOB, etc.)
DETERMINE FINAL MEET SCHEDULE

TRADITIONAL MODIFIED
CAPITAL CUP CAPITAL CUP

Open Stretch/Bar Settings
_________ total minutes Open Stretch/Bar Settings
_________ total minutes Open Stretch/Bar Settings
_________ total minutes

Timed Warm Ups
1 min. comp./ 1.5 min. opt. X
# of gymnasts =
_________ total minutes
Line up/ March In
_________ total minutes Flight "A" first warm up rotation
_________ total minutes

Line up/March In
_________ total minutes Total Timed Warm Ups
1 min. comp./ 1.5 min. opt. X
# of gymnasts =
_________ total minutes
Line up/March In
_________ total minutes

Touch Warm Up
30 sec./gymnast - 50 sec. for bars
# of gymnasts =
_________ total minutes
Competition
2 min./gymnast - comp.
2.5 min./gymnast - opt. X
# of gymnasts =
_________ total minutes Total Touch Warm Up
30 sec./gymnast - 50 sec. for
bars X
# of gymnasts =
_________ total minutes

Competition
2 min./gymnast - comp.
2.t min./gymnast - opt. X
# of gymnasts =
_________ total minutes Competition
2 min./gymnast - comp.
2.5 min./gymnast - opt. X
# of gymnasts =
_________ total minutes

TOTAL MINUTES________ TOTAL MINUTES________ TOTAL MINUTES________

Remember: Gymnasts may not be on the floor more than a total of 5 hours (warm up / competition)
ITEMS TO ACCOMPLISH FOUR WEEKS PRIOR TO THE EVENT
Send out final schedule to participating clubs
Send out detailed information to officials (include final schedule, judges meeting times, event panels, hotel information, directions to hotel and gym)
Make signs including: welcome, admission, registration, officials room, concessions, trainer, entrance, restrooms, directions within facility such as warm-up gym, locker rooms, etc.

ASSEMBLE PACKETS
Coaches
competitor line-ups
inquiry forms
athlete numbers
credentials for athletes/coaches
OFFICIALS
competitor line-up
travel expense form
score pads
pen/paper

SITE PREP

Secure custodian
Set-up/break-down of equipment
Organize the pick-up/delivery of equipment
Seating for competitors, coaches, officials, auxiliary personnel, support staff, spectators
Tables for registration, spectator entry, scorers, music, awards, officials
Rope off spectator area and vaulting area
Assign individuals to vacuum floor exercise mat/wash mats (between sessions if possible)

EQUIPMENT NEEDED

Chalk ____

Chalk stand ____

Extra T handles ____

Rope ____

Tape (secure equipment) ____

Score flashing units ____

PA system ____

Music system ____

Copy machine ____

Microphone ____

Tool box ____

Extension Cords ____

First Aid supplies ____

ASSEMBLE MEET BOX

Include:

Tape measure (metric) ____

Tape measure (vaulting) ____

Stop watches (6-10) ____

Bell ____

Signal flags ____

Pens/pencils ____

Staplers/staples ____

Markers ____

Calculators ____

Meet cards/judges slips ____

Rules & Policies ____

ADVIL (extra strength) ____

HOSPITALITY

Hospitality for coaches, athletes, officials (light snacks, fruit, beverages, water)
Provide a list of restaurants and directions in the area
Greet teams and coaches when they arrive

DECORATING

Decorate arena/gym to have a festive atmosphere or theme
Flowers, plants, table skirting, draping, award stand
Try to avoid having the meet appear as a workout.

AWARDS
Select/order awards (individual, all-around, team)
Special awards (most dynamic/ most expressive)
Display awards in a decorative manner

AUXILIARY PERSONNEL

Assign workers to sessions
Provide training prior to competition
Designate a reporting time for each session (15 minutes prior)
Schedule runners, score flashers, squad leaders (individuals in these positions should be dressed in an appropriate manner. An event shirt with the same color shorts/pants/skirt is the easiest.
Master scorers (manual scoring)
Timers (young adults-adults)
Music

SUPPORT PERSONNEL
Experienced score personnel (computer scoring with manual back up)
Medical personnel with emergency numbers available (physician, physical therapist, or trainer)
Announcer

OFFICIALS
Provide:
Transportation to venue/hotel (air travel)
Hotel rooms (double occupancy)
Comfortable room for judges meeting and in between sessions
Hospitality (beverages, light snacks during competition)
Meals between sessions
Per diem
Payment (end of competition unless prior arrangements are indicated on contract)

3. Go!

Do a site check.
Conduct the coaches meeting
- Verify athlete age groups
- "scratches"
- Review warm up/ touch procedures
- Review inquiry procedure
Stay on schedule

AFTER THE MEET
Copy meet results and distribute to coaches
Send meet report and results to appropriate individuals
National Office (white)
Regional Chairman (yellow*)
State Chairman (blue*)
(send results to SC's for out of state clubs)

*Reporting results vary by state/region. Make yourself familiar with your local reporting procedures.
This article appears in the September/October 1998 issue of Technique, Vol. 18, No. 9.

[ Home ]
[ Publications ]
[ Current Technique Index ]
[ 1998 Technique Index ]

About USA Gymnastics Online.
Please report problems to our webmaster.
Copyright © 1998 USA Gymnastics. All rights reserved.

URL: http://www.usa-gymnastics.org/publications/technique/1998/9/meet-todo.html

TRADITIONAL	MODIFIED CAPITAL CUP	CAPITAL CUP
Open Stretch/Bar Settings _________ total minutes	Open Stretch/Bar Settings _________ total minutes	Open Stretch/Bar Settings _________ total minutes
Timed Warm Ups 1 min. comp./ 1.5 min. opt. X # of gymnasts = _________ total minutes	Line up/ March In _________ total minutes	Flight "A" first warm up rotation _________ total minutes
Line up/March In _________ total minutes	Total Timed Warm Ups 1 min. comp./ 1.5 min. opt. X # of gymnasts = _________ total minutes	Line up/March In _________ total minutes
Touch Warm Up 30 sec./gymnast - 50 sec. for bars # of gymnasts = _________ total minutes	Competition 2 min./gymnast - comp. 2.5 min./gymnast - opt. X # of gymnasts = _________ total minutes	Total Touch Warm Up 30 sec./gymnast - 50 sec. for bars X # of gymnasts = _________ total minutes
Competition 2 min./gymnast - comp. 2.t min./gymnast - opt. X # of gymnasts = _________ total minutes		Competition 2 min./gymnast - comp. 2.5 min./gymnast - opt. X # of gymnasts = _________ total minutes
TOTAL MINUTES________	TOTAL MINUTES________	TOTAL MINUTES________

EQUIPMENT NEEDED
Chalk	____
Chalk stand	____
Extra T handles	____
Rope	____
Tape (secure equipment)	____
Score flashing units	____
PA system	____
Music system	____
Copy machine	____
Microphone	____
Tool box	____
Extension Cords	____
First Aid supplies	____

ASSEMBLE MEET BOX
Include:
Tape measure (metric)	____
Tape measure (vaulting)	____
Stop watches (6-10)	____
Bell	____
Signal flags	____
Pens/pencils	____
Staplers/staples	____
Markers	____
Calculators	____
Meet cards/judges slips	____
Rules & Policies	____
ADVIL (extra strength)	____