Tool Kit for Hosting Invitational Events Special Olympics Connecticut, 2666 State Street, Suite 1 Hamden, CT 06517

Special Olympics Connecticut INVITATIONALS  Programs are encouraged to host an invitational as an opportunity to provide additional competition experiences for your athletes  The benefits include but are not limited to: competition opportunities; exposure/PR; new volunteers; fundraising & support  Sanction form (as depicted on the last page of this document) is to be completed and sent in to the Sports & Competition Department at least 2 months prior to event  Approval/denial to be returned within 2 weeks of receipt

General Considerations Location If required by facility:  Certificates of Insurance  Contracts Fair competition  Standard timing & measuring techniques utilized  Official Special Olympics Sports Rules  National Governing Body (NGB) Rules What type of space is needed, i.e.  # of Gyms  Field Area(s)  Running Track

Goals & Objectives Olympic in Nature  Values, standards & traditions of Special Olympics included Quality athletic experience  Qualified & knowledgeable officials & volunteers available Respect for athletes & attendees  Code of conduct for volunteers, coaches & athletes adhered to

Leadership & Structure Who-What-When-Where & How  Sports offered  Number of Athletes invited  Support Services needed  Registration assistance from SOCT  Number of venues/locations  Volunteers resources  Rain Site Plan or cancellation plan

Planning items to consider  Registration Procedures  Projected Costs  Equipment needs  Medical Personnel  Officials  Volunteers needed & orientation  Competition event(s), schedules, divisions  Busing and Parking  Games Sanction form to SOCT

Registration  Registration Deadline  Registration package with simple & consistent forms  Medical forms on SOCT & on hand with coaches day of event  Who gets the info & how is it disseminated

Human Resources  Identify the volunteer needs  Place volunteers in the right jobs  Recruit Volunteers  Where do they come from  What skills are needed  Assignments  Skilled and General volunteers  Volunteer Orientation

Scheduling Considerations  Number of athletes & teams  Dependent upon facility available  Time needed for competition  Age groups for team sports

Venue Requirements & Standards  Tents, Tables, Chairs  Pageantry/Signage  Safety Site Logistics  Facility  Playing surfaces  Seating capabilities Venue Schedule  Venue Access  Rain Plan for site access  Set up/Take down  Busing, Parking  Volunteers for transportation issues

Opening Ceremonies  Welcome  Athlete Oath  Declare Games Open

Contact Information for assistance from SOCT, Registration, Heat sheets - Sue Mohr, x239; Sports Rules, Schedules – Katie Dennett, x245: Facilities & Supplies – Rebecca Gehrken, x253; Sports Equipment – Sara Pierson, x229; Insurance – Lauren Young, x272; Games Management – Laurie-Jean Hannon, x235;

Event Checklist  Event Title  Day/Time  Location  Event Coordinator  Identifying Information  Projected Attendance  Contingency Plan  Facility Layout  Personnel  Schedule for day  Event Schedule  Facility Needs  Safety considerations  Staff training

Event Checklist, Continued Equipment & Supplies  Registration  Competition  Team Sport  Skills  Facility  Lunch Time Table: 2-3 Months out 1-2 Months out 2-6 weeks out 1 week prior 2 days prior Day of Post Event/tasks

Special Olympics Connecticut Invitational Sanction Form Date of Request: _____________Requesting Individual: ___________________ Local Program_________________ Mailing Address: __________________________________________________________________Home Phone: __________________________Cell Phone: ____________________ ____________________________________________Date(s) of Competition: ______________________ Event Director: _________________________________________ Name of Competition: __________________________________Venue Address: _____________________________________________________________________________________ Approximate Number of Participants: __________ Below are the minimum standards required by Special Olympics Connecticut to host an invitational. Please check if the standards have been met. A____ Officially Approved Sports by Special Olympics Connecticut: Alpine Skiing, Aquatics, Athletics, Basketball, Bocce, Bowling, Cross Country Skiing, Croquet, Cycling, Curling, Figure Skating, Flag Football, Floor Hockey, Golf, Gymnastics, Powerlifting, Snowboarding, Soccer, Softball, Snowshoeing, Speed Skating, Sailing, Tennis, Volleyball B____ Medical, Release and Class A Forms: Assurance that every Special Olympics athlete has a completed Medical and Release form prior to the event. All Additional Personnel must have a current Class A form as well as completed the Protective Behaviors quiz. An original of these forms must be on file at the SOCT Headquarters. C____ “Olympic” Atmosphere: Competition should reflect the values, standards, traditions, ceremonies, and activities embodied in the ancient and modern Olympic movement. Although not required, you may consider an Opening Ceremony that includes the Parade of Athletes and reciting of the Special Olympics oath by all the athletes. D____ Volunteers & Officials: All volunteers and officials need to go through an orientation session and/or receive a written explanation detailing the Special Olympics mission, their duties, and what is expected of them at the event. One-day volunteers (Class B) must register the day of the event. E____ Medical & Safety Considerations: A safe environment must be provided and maintained. This usually includes, but is not limited to the following: Qualified Emergency Medical Technician, water, shade, and sunscreen. F____ Insurance: Any requests for Certificate of Insurance required by the venue must be submitted well in advance of the event and are on file at the SOCT Headquarters. Original contracts and other agreements must be approved and signed by the Senior Vice President and CFO of Special Olympics Connecticut. G____ Timing & Measuring Techniques: To insure fair and equal competition for all competitor’s standard timing and measuring techniques should be used at all events. These practices are documented in the Official Special Olympics Summer Sports Rules Book and/or respective National Governing Bodies (NGB’s) for each sport. H____ Projected Cost: Please complete the following and attach any additional projected costs. Special Olympics Connecticut will not be responsible for any associated costs. All prospective sponsors and/or funding sources need to be approved by Special Olympics Connecticut. · Meals:Number of Meals __________Total Meal Cost ___________ Facility Cost: _____________________ Signature: _____________________________________ Date: _________________________ Forms must be returned to: Special Olympics Connecticut, 2666 State Street, Suite 1 Hamden, CT Attn: Sports & Competition Department

Future Planning WHAT WORKED: _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ WHAT TO CHANGE FOR NEXT TIME: _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________