SPECIAL OLYMPICS NEW ZEALAND 2011 NATIONAL. Registration Booklet 2011 NATIONAL WINTER GAMES REGISTRATION BOOKLET

Transcription

1 SPECIAL OLYMPICS NEW ZEALAND NATIONAL Registration Booklet 2011 NATIONAL WINTER GAMES REGISTRATION BOOKLET

2 02 Contents Registration Instructions Abbreviations by Team Sports & Event Codes Table Overview by Sport Form A1: Team Roster Form B1: Team Manager and Coach Registration Form B2: Team Manager and Coach Release Form C1: Athlete Registration Alpine skiing Form C1: Athlete Registration Snowboarding Form C2: Athlete Release Team Arrival & Departure Overview Form D: Arrival & Departure by Air Form E: Arrival & Departure by Road

3 03 General Information 01. Deadline: All registration forms must be received by Special Olympics New Zealand by 5:00pm Friday 13 May No late registrations will be accepted. 02. Special Olympics will only accept registrations by post. Post to: Sue Kysow Events Manager 55 B Tasman Street Nelson Please keep a photocopy of every form you submit. Special Olympics New Zealand will acknowledge receipt of your team s registration by within two weeks. 04. The structure of this Games competition has been based on a coach to athlete ratio of 1:2. This is based on what has worked well in the past and given the separation of selected events, this ratio should be adopted. On a case by case basis, extra coach support may be agreed to by Special Olympics in order to ensure the health and well being of an athlete. In these cases it is essential that a covering letter accompanies the team registration outlining the details where a special dispensation may be required. Special Olympics New Zealand will consider each request based on its merits and will respond promptly in each case. The Alpine skiing and snowboarding competitions will be run simultaneously. It is essential that teams have dedicated coaches for each sport in the ratio of 1 coach : 2 athletes. The novice level events will be run on a different race course to the Intermediate/Advanced level events, so teams will be entitled to bring extra support on a 1 : 2 ratio if their athletes are spread between novice and intermediate/advanced levels. Teams are required to identify which coach will take the lead role in their team and be the designated team manager. Please see example of team makeup below. Team Level Sport Athletes Coaches Novice Alpine Skiing 1 1 Novice Snowboarding 2 1 Intermediate/Advance Alpine Skiing 2 1 Intermediate/Advance Snowboarding 1 1 Total The cost of registration for the National Winter Games is $ per person ** in the team (including all athletes and coaches). ** There are three Special Olympics Clubs that are registered for GST. Please note that the cost of registration does not include GST.

4 A deposit of $150 per person is required at the time of registration (13 May 2011). The schedule of payments is: - Deposit $150 per person 13 May nd installment $300 per person 01 July rd installment $300 per person 19 August Reserve Team Members. As the Games approach, if one of the team coaches or athletes is withdrawn from the team for any reason, the designated team manager must notify Special Olympics New Zealand as soon as possible and indicate the name of the person who will replace the original team member. All associated paperwork for the qualified reserve team member must be completed and submitted with the full team registrations by 13 May There is a tick box on Form B1 for team management and coaching personnel and on Form C1 for athletes to indicate if this person is an reserve for your team. The final date to activate a registered reserved team member is 19 August No changes will be accepted after this date. 08. Withdrawal of Registered Athletes. At times registered athletes are unable to attend the Games due to unforeseen circumstances. These issues can include, but are not limited to, health and well being, sports injuries or an inability to travel. Costs related to the Games are incurred throughout the planning cycle based on agreed athlete numbers at the time of registration. Even when an athlete pulls out, the costs that have already been incurred for that athlete cannot be retrieved. In this respect the deposit of $150 is not refundable. Only under exceptional circumstances will refunds be made. It is acknowledged that in some cases there will be exceptional circumstances where registered athletes need to be completely withdrawn from the Games. These cases are likely to be unique to the individual concerned. If this occurs then please immediately forward a letter detailing the situation directly to Kathy Gibson - Chief Executive Officer, Special Olympics New Zealand and she will address these special situations on a case by case basis. In all cases the deposit of $150 will not be refunded. Please see above. 09. Please complete all forms in clearly printed CAPITAL letters. 10. Team Name: Please use the short code for your team: See abbreviations by team section of this document on page 4. I.e. Manawatu = MTU Southland = SLD

5 05 MI: Middle Initial (first letter of a second name for data entry purposes) 11. M/F: Male/ Female. Circle as requested. 12. Mailing Address: Street Number & Street Name Suburb Town / City & Postcode Telephone/Fax numbers Area code and number 13. Date Formats: The format for dates is as follows DDMMYYYY. Example: 21 May 1952 should is written as Medical Forms: Each team manager should bring three (3) copies of the current medical and medication sheet (if required) for each athlete in their team. One set will be held by Special Olympics New Zealand on site, one set will be held by the team manager and travel with the team at all times, and one set will be given to the medical team at Cardrona for the duration of the Games. 15. Glossary of Acronyms: NWG National Winter Games AS Alpine skiing SN Snowboarding

6 06 Form Specific Information 01. Form A1: Team Roster a. Please submit one copy of Form A1. b. The Team Roster will serve as a checklist for the processing of your team registrations. Remember to include any reserves. 02. Form B1: Team Manager and Coach Registration a. Please submit one form for each non-athlete in your team. b. One member of your team must assume the designation of team manager. c. All volunteers must be fully registered members of Special Olympics New Zealand. 03. Form B2: Team Manager and Coach Release a. Please submit one form for each non-athlete in your team. b. The section entitled Release must be signed and dated by the team manager or coach in order for this individual to be registered. If not signed the forms will be returned - so please remember to check them for signatures. Remember to complete forms for reserve personnel. 04. Form C1: Athlete Registration a. Please submit one form for each athlete and each reserve athlete. b. Please note that each athlete will be registered by sport. c. Each participant may register for one sport only and up to the maximum number of three events within that sport. d. Athletes may only enter one level of competition Novice, Intermediate or Advanced. e. Athletes will not be registered if the information regarding qualification events for the National Winter Games is not completed. 05. Form C2: Athlete Release a. Please submit one form for each athlete in your team. b. The section entitled Release must be signed and dated by the athlete in order for the athlete to be registered. If not signed the forms will be returned so please remember to check them for signatures.. Remember to complete forms for reserve athletes. 06. Form D & E : Team Arrival and Departure Forms Please complete these with information about your team s arrival and departure from Wanaka by air or by road. You may not be able to provide the full details at this stage but Special Olympics New Zealand would appreciate an early indication of your method of travel.

7 Abbreviations by Team Team Short Code 07 AKL AUCKLAND MKU MANUKAU CBY CANTERBURY NCB NORTH CANTERBURY COT CENTRAL OTAGO NHB NORTH HARBOUR CNT COUNTIES NOT NORTH OTAGO HBY HAWKE S BAY OTG OTAGO HBC HIBISCUS COAST SCB SOUTH CANTERBURY HOR HOROWHENUA SLD SOUTHLAND HPK HOWICK-PAKURANGA TMK TAMAKI HVL HUTT VALLEY TGA TAURANGA KAP KAPITI WTK WAITAKERE MTU MANAWATU WLG WELLINGTON Sports & Event Codes Table Sports & Codes Alpine skiing ASNOVSL ASNOVGS ASNOVSG ASINTSL ASINTGS ASINTSG ASADVSL ASADVGS ASADVSG Snowboarding SNNOVSL SNNOVGS SNNOVSG SNINTSL SNINTGS SNINTSG SNADVSL SNADVGS SNADVSG Event AS Alpine Novice Slalom Alpine Novice Giant Slalom Alpine Novice Super G Alpine Intermediate Slalom Alpine Intermediate Giant Slalom Alpine Intermediate Super G Alpine Advanced Slalom Alpine Advanced Giant Slalom Alpine Advanced Super G SN Snowboarding Novice Slalom Snowboarding Novice Giant Slalom Snowboarding Novice Super G Snowboarding Intermediate Slalom Snowboarding Intermediate Giant Slalom Snowboarding Intermediate Super G Snowboarding Advanced Slalom Snowboarding Advanced Giant Slalom Snowboarding Advanced Super G

8 Overview by Sport 08 General 01. At the Special Olympics New Zealand 2011National Winter Games athletes may participate in only one sport. 02. Athletes should be entered in events that are appropriate for their level of training and assessed level of ability. 03. Where possible age groups and gender will be used for divisioning but the first priority will be to division based on ability. 04. The Official Special Olympics Sports Rules Version January 2011 shall govern all Special Olympics sports competitions. The International Sport Federation rules shall be employed except when in conflict with the Official Sports Rules. In such cases, the Official Special Olympics Sports Rules shall apply. 05. Information relating to the qualifying events used for entry to the Special Olympics New Zealand 2011 National Winter Games MUST be completed on Form C1 - Athlete Registration Form. A check will be made to verify that the athlete in question did participate in these scheduled events. 06. All competitors, team managers, coaches and supporters are expected to show consideration and respect toward other competitors and demonstrate an attitude of good sportsmanship at all times. Failure to do so may result in disqualification from the event. All participants must be registered members of Special Olympics New Zealand. Alpine skiing 01. All athletes registered for Alpine skiing may enter a maximum of three (3) events. 02. The novice level events will be run on Macdougall s main run. The Intermediate and advanced level events will use runs serviced by the Macdougall s and Whitestar Quad chairlifts. Athletes must be confident to race on the chosen terrain and are encouraged to make themselves familiar with the area prior to the start of racing. 03. Manual timing will be used for novice level events and electronic timing will be used for intermediate and advanced level events. Category Novice Intermediate Advanced Events Slalom, Giant Slalom, Super G Slalom, Giant Slalom, Super G Slalom, Giant Slalom, Super G 04. Sport Uniform/Equipment: Athletes are required to wear appropriate winter clothing and a ski helmet during all training and racing.

9 Snowboarding All athletes registered for snowboarding may enter a maximum of three (3) events. 02. The novice level events will be run on Macdougall s main run. Intermediate and advanced level events will use runs serviced by the Macdougall s and Whitestar Quad chairlifts. Athletes must be confident to race on the chosen terrain and are encouraged to make themselves familiar with the area prior to the start of racing. 03. Manual timing will be used for novice level events and electronic timing will be used for intermediate and advanced level events. Category Events 1. Novice Slalom, Giant Slalom, Super G 2. Intermediate Slalom, Giant Slalom, Super G 3. Advanced Slalom, Giant Slalom, Super G 04. Sport Uniform/Equipment: Athletes are required to wear appropriate winter clothing and a ski helmet during all training and racing.

10 01 10 Team Roster: Form A1 Please print in ink using capital letters Team Short Code Roster (Gender of EVERY member of the team, Sport Code, Role, Surname, Middle Initial and First Name) Indicate Sport Code; AS for Alpine skiing or SN for Snowboarding Indicate Role; A for Athlete or C for Coach or T for Team Manager. Circle Sport Code Role Surname: MI: First Name:

11 11 Team Manager & Coach Registration: Form B1 ( 2 pages ) Please print in ink using capital letters. Tick if Reserve Management or Coach Team Short Code Circle Surname MI First Name Date of Birth (ddmmyyyy) Home Telephone Mobile Telephone Day Telephone Evening Telephone Address: Suburb Town/City & Post Code Function (Tick one role and also indicate sport). Designated Team Manager AS SN Coach AS SN Medical Information in Case of Emergency Do you have a history of? Heart problems/high blood pressure Asthma Head injury/history of concussion Mobility Problems Seizures Yes No

12 12 Form B1 continued Team Short Code: Surname MI First Name Known Allergies (please list) Special Dietary Considerations (please describe) Next of Kin or Emergency Contact Surname MI First Name M/F Gender Circle Day time telephone Evening telephone Mobile telephone Address: Suburb Town/City & Post Code Relationship to you

13 13 Team Manager and Coach Release: Form B2 Release: I, am at least 18 years old and have submitted registration forms for participation in Special Olympics as a team manager or coach for the Special Olympics New Zealand 2011 National Winter Games. Special Olympics New Zealand has my permission, both during and anytime after, to use my likeness, name, voice, or words in either television, radio, film, newspapers, magazines, electronic and or other media, and in any form, for the purpose of advertising or communicating the purposes and activities of Special Olympics and/or applying for funds to support those purposes and activities. I understand that my personal information will be owned by Special Olympics New Zealand and processed for the purpose of administration of the 2011 Special Olympics New Zealand 2011 National Winter Games in accordance with the Privacy Act I understand my personal information will be used for the following purposes: administration of the Games; compilation of results for Special Olympics New Zealand and the media, verification of participation in the Games, training on divisioning; and for statistical analysis. I understand that at the end of the Games, my personal information will be transferred back to Special Olympics New Zealand from the Games Organising Committee. If, during my participation in Special Olympics activities, I should need emergency medical treatment, and I am not able to give my consent or make my own arrangements for that treatment because of my injuries, I authorise Special Olympics New Zealand to take whatever measures are necessary to protect my health and well-being, including hospitalisation if necessary. I have read this form and fully understand the provisions of the release that I am signing. I understand that by signing this paper, I am saying that I agree to the provisions of this release. Signature of Person Registering Date Tick if Reserve Coach / Manager

14 14 Alpine Skiing: Form C1( 2 pages ) Please print in ink using capital letters. Team Short Code: Tick if Reserve Athlete Surname MI First Name M/F Gender Circle Telephone Include area code Date of Birth: (ddmmyyyy) Mobile Telephone Address: Suburb Town/City & Post Code Known Allergies (please list) Special Dietary Considerations (please describe) Special considerations due to mobility (please describe)

15 15 Event( s ) Refer to the list of Alpine skiing events in the Sports Event Codes Table on Page 4 TICK ONLY ONE LEVEL OF ABILITY Surname MI First Name Event Code Tick A S N O V S L A S N O V G S A S N O V S G Event Code Tick A S I N T S L A S I N T G S A S I N T S G Event Code Tick A S A D V S L A S A D V G S A S A D V S G Required Information This athlete has qualified for entry to the 2011 National Winter Games at the following competitions: Ribbon Competition Site Date Regional Competition Site Date (ddmmyyyy) (ddmmyyyy)

16 16 Form C1 continued Team Short Code: Surname MI First Name Next of Kin or Emergency Contact Surname MI First Name Day time telephone Evening telephone Mobile telephone Address: Suburb Town/City & Post Code Relationship to athlete

17 17 Snowboarding: Form C1 Please print in ink using capital letters. Tick if Reserve Athlete Team Short Code: Surname MI First Name M/F Gender Circle Telephone include area code Date of Birth: (ddmmyyyy) Mobile Telephone Address: Suburb Town/City & Post Code Known Allergies (please list) Special Dietary Considerations (please describe) Special considerations due to mobility (please describe)

18 01 18 Event(s) Refer to the list of Snowboarding events in the Sports Event Codes Table on Page 4 TICK ONLY ONE LEVEL OF ABILITY Surname MI First Name Event Code Tick S N N O V S L S N N O V G S S N N O V S G Event Code Tick S N I N T S L S N I N T G S S N I N T S G Event Code Tick S N A D V S L S N A D V G S S N A D V S G Required Information This athlete has qualified for entry to the 2011 National Winter Games at the following competitions: Ribbon Competition Site Date (ddmmyyyy) Regional Competition Level Date (ddmmyyyy)

19 19 Form C1 continued Team Short Code: Surname MI First Name Next of Kin or Emergency Contact Surname MI First Name Day time telephone Evening telephone Mobile telephone Address: Suburb Town/City & Post Code Relationship to athlete

20 20 Athlete Release: Form C2 Release: I, have submitted registration forms for participation in Special Olympics as an athlete for the Special Olympics New Zealand 2011 National Winter Games. Special Olympics New Zealand has my permission, both during and anytime after, to use my likeness, name, voice, or words in television, radio, film, newspapers, magazines, electronic or other media, and in any form, for the purpose of advertising or communicating the purposes and activities of Special Olympics and/or applying for funds to support those purposes and activities. I understand that my personal information will be owned by Special Olympics New Zealand and processed for the purpose of administration of the Special Olympics New Zealand 2011 National Winter Games in accordance with the Privacy Act I understand my personal information will be used for the following purposes: administration of the Games; compilation of results for Special Olympics New Zealand and the media, verification of participation in the Games, training on divisioning; and for statistical analysis. I understand that at the end of the Games, my personal information will be transferred back to Special Olympics New Zealand from the Games Organising Committee. If, during my participation in Special Olympics activities, I should need emergency medical treatment, and I am not able to give my consent or make my own arrangements for that treatment because of my injuries, I authorise Special Olympics New Zealand to take whatever measures are necessary to protect my health and well-being, including hospitalisation if necessary. I have read this form and fully understand the provisions of the release that I am signing. I understand that by signing this paper, I am saying that I agree to the provisions of this release. Signature of athlete (over 18 years). Date (ddmmyy) Signature of Parent or Guardian (Athletes under 18 years). Date (ddmmyy) Print Name of Parent or Guardian

21 Team Arrival & Departure Forms 21 All Teams are required to complete these forms. Transport between the Queenstown or Wanaka airports and the accommodation venues will be provided for teams arriving on Tuesday 30 August 2011 and departing on depature day Saturday 3 September 2011, provided all forms are completed and returned to Special Olympics NewZealand by 13 May Team members arriving prior to or departing later than the official Games dates will need to make their own arrangements for transport to and/or from their accommodation. Teams arriving and departing Wanaka in their own or hired vehicles are required to complete the relevant forms. Any team members arriving by road under their own steam but requiring Special Olympics New Zealand transport during the Games, are requesting to please state this on the form. Teams that will make use of their own transport for the entire duration of the Games i.e. require NO GAMES TRANSPORT please complete the relevant section. Please use the same form to submit any subsequent changes or updates so we will be able to guarantee the availability of transportation. Each member of the team covered by the form should be travelling under the same itinerary. Please use a separate form for any members of your team travelling under different itineraries i.e. Teams travelling on two different flights should use two different forms. Teams travelling by a mixture of air and road should list these people separately on different forms. Please remember to record the date of submission in the space at the bottom of the form so the GOC can update your team s travel arrangements as new information is submitted. Form D: Arrival Information by Air Date and time of arrival in Queenstown or Wanaka. Arrival flight and place where you are boarding the aircraft (only information for the final leg of your journey is required). Full list of all team members on the same flight. Amount of personal baggage and sporting equipment. It is important that we can gauge how much baggage everyone in your team will bring with them so we can assign a suitable vehicle to transport you. Form D: Departure Information by Air Please enter the date and time of your departure from Queenstown or Wanaka, flight number and destination of first flight. Form E: Arrival Information by Road Date and time of arrival in Wanaka. Vehicle details. Total number of team members travelling by road in this vehicle. Arrival location if not arriving directly at accommodation. Form E: Departure Information by Road Date and time of your departure from Wanaka. Departing location if not your accommodation. Who you will be travelling with.

22 22 Form D: Airport Arrivals and Departures Team Short Code 01. List all team members travelling on this itinerary use a separate sheet for any team member travelling on a different itinerary Surname: First Name: Circle 02. Arrival Information by Air Date (ddmmyyyy) Time Arrival Airport Airline/Flight Number Boarding this flight in (city) 03. Departure Information by Air Date (ddmmyyyy) Time: Departure Airport: Airline/Flight Number : Departing on this flight for: 04. Estimated total number of baggage items for people listed above: Personal Baggage Sports Equipment Pieces Pieces

23 Do the persons listed above require transport from the airport to their accommodation? Yes No 06. Will those listed above require transport from the GOC during the National Winter Games? Yes No Date submitted

24 24 Form E: Arrivals and Departures by Road Team Short Code 01. List all team members travelling on this itinerary use a separate sheet for any team member travelling on a different itinerary Surname: First Name: Circle 02. Arrival Information by Road: Date (ddmmyyyy) Estimated Time of Arrival: Travelling with whom? 03. Arrival location if not direct to accommodation? 04. Vehicle Details: Bus / Coach Van / Minibus Private Car Tick 05.Departure Information by Road: Date (ddmmyyyy) Estimated Time of Departure: Travelling with whom?

25 Departure location if not accommodation? 07. Will those listed above require transport from the GOC during the National Winter Games? Yes No Date submitted