2. USA GYMNASTICS MASSACHUSETTS Meet Director’s Meeting June 9, 2011

3. BLACK OUT DATES Judges Cup Judges Cup January 6;13;20;27; January 6;13;20;27; Feb 3;10 Feb 3;10 April 13 - 15 April 13 - 15

4. Massachusetts Gymnastics Clubs wishing to host competitions on the Massachusetts qualifying schedule Pre Sectional Pre Sectional Theme Theme Invitationals Invitationals Invitationals w/ Sectional Status Invitationals w/ Sectional Status State Meets State Meets

5. USAG Athlete Membership deserves consistent meet standards at all competitions. In general – meet organization is lacking attention to detail. Meet Directors should be able to produce a quality event and maximize profit. In general – meet organization is lacking attention to detail. Meet Directors should be able to produce a quality event and maximize profit.

6. Communicate w/ the Meet Referee a]contact MR a minimum of 10 days before the competition b]review the following details w/ the MR –Number of competitors –Number of sessions

7. – Levels / session –March in Time –Determine report time w/ MR c] Discuss any special circumstances –reducing / adding judges –non sanctioned sessions d] Using ARBITER

8. Communicate with Participating Clubs Meet Directors must communicate pre- meet information via e-mail. Notification of final schedule must be sent prior to the scratch deadline. Web site posting is NOT sufficient.

9. MEET ORGANIZATION OPEN STRETCH May NOT begin before 8:00 AM Earliest a meet may begin is: 8:20 AMLevels 1 – 6 Prep Opt Rookie / Novice / Intermediate Prep Opt Rookie / Novice / Intermediate 8:35 AMLevels 7 – 10 Prep Opt Adv / Superior

10. DO NOT schedule a meet to end at 10:00 PM 10:00 PM

11. DO NOT SCHEDULE A PREP OPTIONAL SESSION BEFORE 4:00 PM ON FRIDAY [Public school in session]

12. MEET FORMAT Equipment determines the format of your meet. In order to use the Massachusetts Modified Format – the gym MUST have: –2 Vault Tables –2 Uneven Bars –2 Balance Beams

13. Massachusetts Modified Format Cannot use R & P competitors per session Cannot use R & P competitors per session R & P numbers will create a backup at R & P numbers will create a backup at BB / FX [up to 1 ½ hours] BB / FX [up to 1 ½ hours] Format Numbers: CompulsoryLevel 1 – 6Maximum 60 OptionalLevel 7 – 10Maximum 48 Prep Opt All DivisionsMaximum 60

14. Rules & Policies Competitors per Session Meet Directors wishing to use R & P numbers MUST choose an alternative format: –Traditional –Modified Traditional –Capitol Cup –Modified Capitol Cup

15. Once you have selected your meet format you can determine the number of competitors and sessions / day. Monitor the number of entries as they are received. Monitor the number of entries as they are received. Allow enough time to turn facility around [i.e awards / parking ]

16. MEET DIRECTOR RESPONSIBILITIES Coaches Sign In Sheet: Confirm membership of coaches on entry forms Assign staff member to confirm membership of coaches NOT on the form. Coaches that did not submit membership information prior to the meet – MUST show valid proof of membership

17. MEET DIRECTOR / SITE DIRECTOR MUST be present at ALL sessions.

18. MEET PREPARATION Site Preparation Equipment Spectator Area sectioned off from competition area Tables / chairs judges and assistants Separate room for the officials [pre meet / breaks] Score Team Experienced Computer scoring Floor Manager Auxiliary staff [event timers] Music Personnel Announcer Youth volunteers Score runners / score flashers]

19. MEET ROTATIONS Rotation sheets should be marked w/ predetermined breaks After scratches – make adjustments or reprint w/ new breaks

20. POST MEET RESPONSIBILITIES Send Sanction Report / Coaches’ Sign in Form to USA Gymnastics Send Sanction Report / Coaches’ Sign in Form to USA Gymnastics Send a copy of the Sanction plus $1.00 per gymnast to the Regional Chairman Send a copy of the Sanction plus $1.00 per gymnast to the Regional Chairman Send a copy of the Sanction Report to the State Chairman Send a copy of the Sanction Report to the State Chairman Send PTF file to the State Chairman and appropriate level representative Send PTF file to the State Chairman and appropriate level representative

21. INVITATIONALS / INVITATIONALS WITH INVITATIONALS / INVITATIONALS WITH SECTIONAL STATUS

22. EQUIPMENT Equipment must meet apparatus specifications as outlined in R & P –VaultingRunway / landing area 80’ / 18” –Uneven BarsMnt / Dsmnt Distance 18’ / 18’ –Balance BeamMnt / Dsmnt Matting 18’ / 12’

23. WARM UP AREA Warm ups cannot overlap unless a separate area w/ gymnastics matting is available to accommodate all competitors.

24. MEDICAL Certified medical personnel must be stationed in a visible / dedicated location

25. AWARDS Team awards MUST be given at the end of each session.

26. STATE MEETS WE WANT YOU!

27. CLUBRESPONSIBILITIES

28. SECURE A SITE Secure a site that can accommodate four simultaneous events. Consider: Level of Competition Number of Competitors Number of Officials / Event Spectator Seating Parking Adequate Rest Rooms

29. Expenses related to the site Expenses related to the site Separate Awards Area [may not be in the competition venue Separate Awards Area [may not be in the competition venue

30. ON SITE RESPONSIBILITIES

31. Submit a floor plan Submit a floor plan Set / up breakdown of equipment Set / up breakdown of equipment Decorate venue [i.e. skirt tables] Decorate venue [i.e. skirt tables] Provide tables / seating to accommodate Provide tables / seating to accommodate judges / auxiliary personnel judges / auxiliary personnel Provide seating for competitors / coaches Provide seating for competitors / coaches Provide experienced computer scoring Provide experienced computer scoring Provide a Certified Athletic Trainer Provide a Certified Athletic Trainer

32. Competition area MUST be sectioned off from spectators Plan for early check in Printing materials [i.e. score cards; rotation sheets; programs] Co-ordinate Staff – including: Coaches Check in Music Personnel Announcer Auxiliary staff [timers] HospitalityAwards

33. USA GYMNASTICS MASSACHUSETTS RESPONSIBILITIES

34. Prepare meet data for score team Sanction Event Provide equipment / freight Awards Judges expenses [fee; travel] Athlete Gifts

35. HOST CLUB RECEIVES

36. Income from: AdmissionsConcessionsVendorsSponsorshipsProgram $1500.00 honorarium from USAG-MA $500.00 on site judges meals