Hosting Competitions

This resource is meant to act as a guide to any coach or community leader looking to successfully host an SOO Competition. The suggestions that follow are meant to be used as a guide and for assistance in running your event. Please note that every competition is different and will need particular attention depending on the many factors involved. Our goal is to provide the best possible competitions to our athletes and this guide should assist you in achieving that goal.

 
  • Athletes Who Train and Compete in More Than One Sport Club
    Competition
    Athletes Who Train and Compete in More Than One Sport Club   For a variety of reasons, athletes may train with more than one club. The athlete would otherwise understand Sport Policy 7000-205, “Athlete Participation in Outside Communities.”   While athletes may take advantage of the extra competition opportunity and participate in two Provincial Qualifiers, athletes may only qualify for Provincial Games from one Provincial Qualifier.
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  • Minimum Requirements for Hosting a Competition
    Competition
    Minimum Requirements for Hosting a Competition   Invitational Competitions      Includes any ability level as designated by competition host  Pre- Divisioning / Seeding is not required.  Individual sports can be divisioned with final results. Team sports can use self divisioning.  Sport rules may be adapted slightly, however rules regarding safety of athletes and coaches cannot be altered.
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  • Steps to Hosting a Competition
    Competition
    Steps to Hosting a Competition Set a Date Choose a date, time and location for competition Communicate the information with your District Developer and on the Sport Specific Pre-season Coaches Call Submit the event to the SOO Events Calendar Book Facility Make sure the facility has the following (if any of the following is missing include that information on the registration package): Safe Meets Sport Technical Requirements Wheelchair accessible Spectator Area Warming/Cooling area Officials area Facility staff on site during competition* *This is important to know for your own planning Certificate of Insurance Fill in SOO’s Insurance Requisition form to have proof of insurance e-mailed to you.
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  • Day of Competition Requirements
    Competition
    Day of Competition Requirements Registration Welcome the volunteers and teams as they arrive at the venue. Hand out registration package Receive any outstanding registration payments Collect team scratch sheets Have volunteers sign off on the Team Roster is applicable Volunteer Orientation Prior to the start of the competition gather all of the event volunteers: Thank them for volunteering!
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  • Competition Wrap Up
    Competition
    Competition Wrap Up Budget Final payment of all invoices in conjunction with community council to be completed. Provide the community council with your final budget. If seeking a provincial grant to cover a deficit, submit the final budget to SOO’s Sport & Competition Developer.
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  • Registration Package
    Competition
    Registration Package   The Competition Host should send a registration package to all coaches that may attend the competition at least six weeks in advance. This allows adequate time for coaches to make travel arrangements and obtain all the necessary information required on the registration form.  
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  • Competition Host Committee Roles
    Competition
    Competition Host Committee Roles Successfully hosting a competition means bringing together volunteers and representatives from various levels: the competition host from the local community, members of the Sport Specific Conference, sport technical delegates, and staff from Special Olympics Ontario. Roles may vary depending on the level of competition, ie.
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  • Coaches Package
    Competition
    Coaches Package   A Coaches Package should be given out during the coach meeting at the beginning of the Provincial Qualifier competition. Listed below is the information that should be included in the Coaches Package: Competition Format and Schedule Heat sheets and/or final schedule SOO Rules (supplements if needed) SOO Divisioning Policy 7000-200 Facility map including location of Emergency Personnel, Emergency Phones etc.
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  • Coaches Meeting Sample Agenda
    Competition
    Coaches Meeting Sample Agenda   Welcome and Introductions Competition Host, Officials, Sport Tech Committee, First Aid Personnel, etc. Overview of Facility Map First Aid, Refreshments, Results, etc Review of Emergency Action Plan Review of Competition Schedule Review of Competition Format Review of Team Rosters (if not completed at registration) Verification of Club Coaches (if not completed at registration) Review of SOO Sport Rules (Q and A) Review of Divisioning (Q and A) Review of Protest Procedures *During the coaches meeting if athletes require modifications these should be discussed with the Head Official  
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  • Competition Budget
    Competition
    Competition Budget   Four to six weeks prior to the completion, the competition host is expected to submit a Projected Budget for approval. For Invitationals / Conference Competitions, this is submitted to your District Developer; for Provincial Qualifiers, it is submitted to the SOO Competition Developer.   
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  • Competition Risk Management
    Competition
    Competition Risk Management   Insurance Requisition   If you are hosting your competition in a facility different from your training facility, you will need to request insurance for the competition.  Please fill out the online Insurance Requisition form, found of the SOO webpage.  
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  • Extreme Weather Guidelines
    Competition
    Extreme Weather Guidelines   The following guidelines have been developed to assist coaches and competition hosts in making decisions regarding both cold and hot weather to ensure the safety of athletes, coaches and volunteers.   Cold Weather   If temperature with the wind chill is lower than –25 degrees, outside activity is not recommended.
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  • Emergency Action Plan
    Competition
    Emergancy Action PlanDownload
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  • Event Volunteer Pledge
    Competition
    Event Volunteer PledgeDownload
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Hosting Resources

The hosting package includes guidelines that will assist you as a coach or a community leader to successfully host an Special Olympics Competition.

Sport Specific Hosting Resources

Here you will find General and Sport Specific Hosting Resources.

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