Meet Hosting Checklist

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©2010 NAIGC We would like to encourage more clubs to host meets throughout the season. Clubs are not required to host meets. Many teams do not host meets their first year and instead opt to go to other clubs' meets. For those teams that want to host a meet (either their first or their 20th), we have created the following checklist.

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Decide on a date to host your meet. Most meets are held between late-January and the end of

March, but a few clubs host meets during first semester.

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Secure facilities and/or equipment to host the meet. Not all meets have full sets of men’s and

women’s equipment; if you don’t have full equipment sets, make sure you state this in your emails to the listserv.

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Decide if you will be hosting a serious or “fun” style of meet. Fun style meets usually are much

more relaxed, have some sort of theme, and do not follow NAIGC competition rules.

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Secure judges for the meet. The NAIGC follows USAG rules and uses USAG certified judges at

Nationals. Hosts can determine which type of judges and rules they will use at their meets. For fun style meets, clubs often use gymnasts, coaches or alumni as judges. Host clubs should communicate these judging decisions when they email the listserv announcing the meet.

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Send email to the listserv to announce the date of your meet as early as possible after you

secure the location and equipment. You may want to talk to other teams in the area to see when/if they will be hosting a meet so that you don’t double-book a date. To sign up for the listserv, you can go here: http://lists.naigc.net/listinfo.cgi/naigc-naigc.net

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The NAIGC offers an online meet registration and scoring system for all members to utilize. You will need to create the meet online on the NAIGC website and enter in the general details (date, time, meet fees, etc.) so that teams who wish to compete at your meet will be able to register their teams. This software can also help to manage all the various fee payments, meet waivers, and allow you to easily do all of the meet scoring.

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Secure a paramedic/trainer person to be present during the meet for any possible injuries.

Some schools will provide this; check with your club sports department. Make sure that there will be plenty of ice available during the meet in case of injuries.

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Decide on the type of awards you wish to give. Options include trophies, ribbons, medals, giant

cookie cakes, candy, gift baskets, etc.

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Create a schedule for how the meet will run and when the meet will begin. A sample schedule

is attached.

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Decide if you will host a social gathering after the meet for gymnasts to hang out and mingle. If

you plan on hosting a gathering, you will need to find a location and determine when the gathering will start.

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Make a map from the meet/hotel to the social gathering to provide to teams the day of the

meet.

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Call local hotels to find out who will give the best rates and are located closest to the meet

location. Set up a block of rooms specifically for the day of the meet so teams coming from out of town will know where to stay.

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Send out a second email to the listserv again announcing your meet. This email should include

the date of the meet, the meet schedule, the name, location and contact information for the host hotel, a deadline for registration and the registration costs for the meet. There are usually three cost options – pay per event, a flat team fee or individual fees for those who do not have a full roster of competitors. Example: $100 per team (up to 8 competitors per event) or $20 per individual.

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Secure a sound system or stereo for the floor music and national anthem. You can also choose

to play music during open stretch and warm ups.

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Find someone to sing the national anthem or download a copy of the national anthem music.

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Obtain or purchase hand held score flashers or dry erase boards. Find volunteers to flash scores

and run scores from the judges to the person inputting scores into the computer. If you cannot find anyone to flash/run the scores, you can ask teams to flash/run their own scores.

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Obtain or purchase stopwatches. You will need to find one volunteer to time warm-ups and one

person to time beam routines. Optionally, you can also have volunteers to time floor routines and falls on bars, beam and floor.

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If you are using USAG rules/judges for your meet, print out at least one score inquiry form for

each womens’ team packet. The official USAG form can be found online at http://www.usa-gymnastics.org/PDFs/Forms/Women/inquiry.pdf .

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Print out score cards for all events. It helps to color code these so as to save time when entering

scores into the database. There is a sample scorecard sheet attached at the end of this packet.

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Print map and directions from meet to the hotel, and from the hotel to the social gathering

location. It is also helpful to include information about restaurants near the host hotel.

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Based on the responses you receive about who will be attending the meet and how many

people will be on each team, create a rotation schedule. Determine if you will need 2 sessions for competition based on how many teams register for your meet. There are sample rotation schedules attached for your reference.

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Assemble team folders for each team (men’s and women’s should have different folders).

Folders should include: Meet schedule, rotation schedule, map and directions to hotel/social gathering, scorecards for each event, score inquiry sheet (if hosting a serious meet), and a pen.

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Make posters for each team for march-in during meet.

Optional Items:

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Decide if you can/will sell snacks/drinks at the meet. This can be a small fundraiser for the club.

Good items to sell include bottled water, sports drinks, veggies, granola bars, bagels, muffins, baked goods, etc.

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Decide if you wish to sell/offer meet t-shirts at the competition. Usually, t-shirts lists all the

clubs who register for the meet on the back and have the meet name and a design on the front. This can also be a small fundraiser for the club.

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Decide if you will charge spectator admission.

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Advertise around campus to build student interest.

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Open Warm-up and Stretching – 10am

Timed event warm-ups – 10:30am to 12:30pm Team March-in & National Anthem – 12:45pm Meet Begins – 1pm

Meet ends (estimate) – 4pm Awards – 4:30pm

Sample Schedule for Capital Cup style meets (warm up 1st_{event, compete 1}st_{event, etc.)}

Open Warm-up and Stretching – 10am 1st_{Event warm up – 10:30-10:50am}

Team March-in & National Anthem – 10:55am Compete 1st_{event (meet begins) – 11am}

Meet ends (estimate) – 3pm Awards – 3:30pm

Women’s Event Rotations:

Group A Group B Group C Group D

Indiana U. Ohio State Ohio University Notre Dame Purdue U. NIU Northwestern Miami of Ohio SIU Virginia Tech

Starting Events: Group A – Vault Group B – Bars Group C – Beam Group D – Floor

Men’s Event Rotations:

Group A Group B Group C Ohio State Indiana Virginia Tech Northwestern Notre Dame SIU

Purdue NIU Starting Events:

Group A – Vault

Group B – Parallel Bars Group C – Pommel Horse

2nd_{Group Events:}

Group A – High Bar Group B – Rings Group C – Floor

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