{"id":2248,"date":"2019-01-10T20:03:17","date_gmt":"2019-01-10T20:03:17","guid":{"rendered":"http:\/\/www1.specialolympicsontario.com\/resources\/?p=2248"},"modified":"2025-01-31T14:57:40","modified_gmt":"2025-01-31T19:57:40","slug":"steps-to-hosting-a-competition","status":"publish","type":"post","link":"https:\/\/www1.specialolympicsontario.com\/resources\/steps-to-hosting-a-competition\/","title":{"rendered":"Steps to Hosting a Competition"},"content":{"rendered":"

Steps to Hosting a Competition
\n<\/strong><\/span><\/p>\n

\n\n\n\n<\/colgroup>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
Set a Date<\/strong><\/span><\/td>\n\n
    \n
  • Choose a date, time and location for competition
    \n<\/span><\/li>\n
  • Communicate the information with your District Developer and on the Sport Specific Pre-season Coaches Call
    \n<\/span><\/li>\n
  • Submit the event to the SOO Events Calendar<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
Book Facility<\/strong><\/span><\/td>\nMake sure the facility has the following (if any of the following is missing include that information on the registration package):
\n<\/span><\/p>\n
    \n
  • Safe<\/span>
    \n<\/span><\/span><\/li>\n
  • Meets Sport Technical Requirements<\/span>
    \n<\/span><\/span><\/li>\n
  • Wheelchair accessible<\/span>
    \n<\/span><\/span><\/li>\n
  • Spectator Area<\/span>
    \n<\/span><\/span><\/li>\n
  • Warming\/Cooling area<\/span>
    \n<\/span><\/span><\/li>\n
  • Officials area<\/span>
    \n<\/span><\/span><\/li>\n
  • Facility staff on site during competition*<\/span>
    \n<\/span><\/span><\/li>\n<\/ul>\n

    *<\/span>This is important to know for your own planning<\/span><\/span><\/td>\n<\/tr>\n

Certificate of Insurance<\/strong><\/span><\/td>\nFill in SOO’s Insurance Requisition<\/a> form to have proof of insurance e-mailed to you. Many facilities will require proof of insurance be provided prior to allowing you to utilize their facility. <\/span><\/td>\n<\/tr>\n
Recruit an Organizing Committee<\/strong><\/span><\/td>\n*See “Structure of an Organizing Committee” in this resource.<\/span><\/td>\n<\/tr>\n
Prepare a Budget<\/strong><\/span><\/td>\n*View “Sample Budget”<\/span><\/td>\n<\/tr>\n
Fundraise<\/strong><\/span><\/td>\nThere are many ways to fundraise for a competition:
\n<\/span><\/p>\n
    \n
  • Seek sponsorship
    \n<\/span><\/li>\n
  • Gift in kind for supplies, snacks\/refreshments etc
    \n<\/span><\/li>\n
  • When booking facilities or equipment ask for the not-for-profit rate
    \n<\/span><\/li>\n
  • When booking officials ask if any would be willing to volunteer <\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
Prepare Competition Invitation <\/strong><\/span><\/td>\nThe Competition Flyer must include the following:
\n<\/span><\/p>\n
    \n
  • Date, Time & Location (include full address and\/or map)
    \n<\/span><\/li>\n
  • Registration fees and any late fees
    \n<\/span><\/li>\n
  • Registration deadline date
    \n<\/span><\/li>\n
  • Contact person
    \n<\/span><\/li>\n
  • Schedule of events (if known)
    \n<\/span><\/li>\n
  • Format of competition
    \n<\/span><\/li>\n
  • Which Sport Rules will be in effect during the competition (any rule changes that have been approved by SOO to be used during the competition)
    \n<\/span><\/li>\n
  • Brief outline of how divisioning will occur<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
Prepare Registration Form<\/strong><\/span><\/td>\nThe Registration Form must include:
\n<\/span><\/p>\n
    \n
  • \n
    Individual Sports: Event Entry Form (or soft copy of GMS shell if applicable)
    \n<\/span><\/div>\n

    -Athlete’s name, registration number, age, gender, and events they are registering for
    \n<\/span><\/p>\n

    -Must include a spot for coaches names and registration numbers as well
    \n<\/span><\/li>\n

  • \n
    Team Sports: Team Roster
    \n<\/span><\/div>\n

    -Athlete’s name, registration number
    \n<\/span><\/p>\n

    -Spot for Coaches names
    \n<\/span><\/p>\n

    -Ability level of team (as perceived by the coach)<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n

Recruit Volunteers<\/strong><\/span><\/td>\nEnsure you will have enough volunteers to run the competition. Volunteers are often recruited from the following places:
\n<\/span><\/p>\n
    \n
  • Local high school or college in applicable programs
    \n<\/span><\/li>\n
  • Your local pool of SOO volunteers
    \n<\/span><\/li>\n
  • Local businesses that offer volunteer programs
    \n<\/span><\/li>\n
  • General call for volunteers in your community<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
Book Officials<\/strong><\/span><\/td>\nCertified officials are required at all conference competitions and provincial qualifiers. They are recommended for all competitions. While officiating at a SOO event all officials are required to:
\n<\/span><\/p>\n
    \n
  • Uphold their NSO\/PSO Code of Conduct for Officials
    \n<\/span><\/li>\n
  • Uphold the SOO Volunteer & Coach Code of Conduct<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
Recruit Medical Personnel<\/strong><\/span><\/td>\nHave medical personal available at the venue(s) the day of the event (RN, St. John’s Ambulance etc)<\/span><\/td>\n<\/tr>\n
Order Food<\/strong><\/span><\/td>\nPlan for a nutritious lunch or snacks (if being offered)
\n<\/span><\/p>\n
    \n
  • Lunches would not be covered by SOO due to a deficit budget
    \n<\/span><\/li>\n
  • Lunches can be offered to participants for a fee
    \n<\/span><\/li>\n<\/ul>\n

    Ensure there is water for participants and volunteers
    \n<\/span><\/p>\n

      \n
    • Many facilities and municipalities have water refill stations available- ask participants and volunteers to bring a water bottle and refill as needed<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
Equipment<\/strong><\/span><\/td>\nSecure the appropriate equipment for the competition<\/span><\/td>\n<\/tr>\n
Prepare an Emergency Action Plan (EAP)<\/strong><\/span><\/td>\nEvery competition must have an EAP in place in the event that an emergency occurs.
\n<\/span><\/p>\n
    \n
  • Person in Charge (training in injury or first aid)
    \n<\/span><\/li>\n
  • Call Person (should be pre-assigned to call for emergency services)
    \n<\/span><\/li>\n
  • Control person (assigned for crowd control)<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
Prepare Coaches Package<\/strong><\/span><\/td>\nTo be provided the day of the competition at the registration desk. To include:
\n<\/span><\/p>\n
    \n
  • Day of schedule
    \n<\/span><\/li>\n
  • List of event registrations (if applicable)
    \n<\/span><\/li>\n
  • Important information about the day<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
Receive Registrations<\/strong><\/span><\/td>\nBe prepared to receive the registrations from participating clubs, along with the registration fees (submit to community council for deposit)<\/span><\/td>\n<\/tr>\n
Order Awards<\/strong><\/span><\/td>\nOrder ribbons from SOO. Send an e-mail to supplies@specialolympicsontario.com<\/a> outlining:
\n<\/span><\/p>\n
    \n
  • How many and what kind of ribbons you will need
    \n<\/span><\/li>\n
  • When you need them by (please allow a minimum of 2 weeks)
    \n<\/span><\/li>\n
  • The address they should be shipped to<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
Logistics<\/strong><\/span><\/td>\nPrepare all of the “stuff” that will be needed:
\n<\/span><\/p>\n
    \n
  • Prepare packages for timers, score keepers etc
    \n<\/span><\/li>\n
  • Pens, pencils, paper, ink\u2026.
    \n<\/span><\/li>\n
  • Set agendas for competition, coaches meeting and volunteer orientation<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
Competition Results<\/strong><\/span><\/td>\nPrepare results for coaches and send a copy to the SOO Sport & Competition Developer. <\/span><\/td>\n<\/tr>\n
Evaluation<\/strong><\/span><\/td>\nYou should work with your committee to evaluate the competition, what went well, what you can change for next time etc. Submit this evaluation to the SOO Sport & Competition Developer so the knowledge can be shared with other volunteers.
\n<\/span>Attending clubs should also be given an opportunity to submit an evaluation of the event. <\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n","protected":false},"excerpt":{"rendered":"

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 … <\/p>\n

Read More<\/a><\/div>\n","protected":false},"author":14,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"single-post-no-container.php","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[75],"tags":[77],"class_list":["post-2248","post","type-post","status-publish","format-standard","hentry","category-competition","tag-hosting-a-competition","no-post-thumbnail"],"acf":[],"_links":{"self":[{"href":"https:\/\/www1.specialolympicsontario.com\/resources\/wp-json\/wp\/v2\/posts\/2248","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www1.specialolympicsontario.com\/resources\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www1.specialolympicsontario.com\/resources\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www1.specialolympicsontario.com\/resources\/wp-json\/wp\/v2\/users\/14"}],"replies":[{"embeddable":true,"href":"https:\/\/www1.specialolympicsontario.com\/resources\/wp-json\/wp\/v2\/comments?post=2248"}],"version-history":[{"count":0,"href":"https:\/\/www1.specialolympicsontario.com\/resources\/wp-json\/wp\/v2\/posts\/2248\/revisions"}],"wp:attachment":[{"href":"https:\/\/www1.specialolympicsontario.com\/resources\/wp-json\/wp\/v2\/media?parent=2248"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www1.specialolympicsontario.com\/resources\/wp-json\/wp\/v2\/categories?post=2248"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www1.specialolympicsontario.com\/resources\/wp-json\/wp\/v2\/tags?post=2248"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}