INFORMATION FOR STATE GAMES ORGANIZATION EXECUTIVE DIRECTORS

Transcription

1 INFORMATION FOR STATE GAMES ORGANIZATION EXECUTIVE DIRECTORS The USOC charged the National Congress of State Games to: 1. Involve the appropriate national governing body of a sport through resident representative of the NGB in the coordination, planning, and conduct of the competition. 2. Obtain a no fee sanction from the appropriate NGB. In this case U.S. Figure Skating. 3. The competition is to be conducted by qualified officials. (U.S. Figure Skating) 4. The State is to be an active member of the NCSG to conduct a State Games Competition. The U.S. Figure Skating committee chair for state games is Don Mumper, 308 Lake Court Drive, Clarksville, TN Home phone, , rightofway5@juno.com. See the accompanying list for the State Games vice chair and State chair for your state. What is needed for a competition. 1. A proposed budget and agreement between the SGO and the LOC, and approval of any changes to the announcement 2. A sanction from the official NGB 3. Figure skating has a standard announcement. It only needs to be checked by the SGO and the LOC for accuracy of information about dates, locations, address s, phone numbers, etc. Then it is to be sent to the chief referee for final approval with a copy to the U.S. Figure Skating State Games Committee chair. Judges After the competition. 1. A final report of the competition. 2. A final financial report showing the profit/loss for figure skating. 3. A complete listing of the skater s placements and vital skater information must be sent to the SGA LOC immediately after the competition. This information will be entered into the SGA database for use at the next State Games of America Competition. It will reduce the last minute registration panic for SGA. 4. The expenses of an State Games competition such as advertising, programs, prizes, judges and official s expenses and all other expenses shall be met by the State hosting the competition in accordance with the agreement entered into between the host club and the respective SGO. 1. For a single surface rink over two days you can figure on the need for judges plus 1-2 accountants. 2. U.S. Figure Skating attempts to keep the judges expense reasonable

2 3. The LOC will try to invite judges from the local area and if they must bring them in from neighboring states they will try to keep the cost reasonable. 4. Judges are entitled to reimbursement for expenses. a. Mileage is not to exceed the lowest airfare costs. For local judges the mileage can be capped. b. The judge is entitled to meal costs. If a meal is supplied by the LOC then the judge is not to submit a request for reimbursement for meals. c. Lodging-most judges are willing to share a room but many, as they age, do not feel comfortable sharing a room. If judges are informed in advance of the need to share a room they will have the option of accepting or declining the assignment. You could also indicate that if they wish not to share a room they may have a single if they chose to pay the difference between the room costs. Facilities needed - The following items/areas need to be available during the competition. 1. Public address system 2. Sound system 3. Judging area with an unobstructed view of the ice surface 4. Accounting room not accessible to the general public 5. Official s room not accessible to the general public 6. Volunteer s room 7. Bulletin Board 8. Dressing rooms 9. Award s stand It is important to understand that a state games figure skating competition, being restricted to residence of the state, is a smaller competition than a normal nonqualifying competition, which is not restricted to state residents. It will still take about the same number of volunteers and hours to put on in either case. It is important to check with the state chair to be certain that figure skating will not be conflicting with another competition within close proximity. That conflict could possibly reduce the number of skaters entering the state games competition. If it appears likely that there will be a conflict it should be considered to hold the figure skating event on a different date and not necessarily at the primary site of the official games. Time Line There is attached a time line that indicates when specific tasks should be accomplished. Also attached is a listing of the U.S. Figure Skating State Games Committee chair, vicechairs, and individual state chairs.

3 Time Line The following is a time line that gives general guidelines for tasks that need to be done, and the length of time prior to your competition that each should be accomplished. The parenthesis after each task indicates the committee responsible for its completion. Nine Twelve Months 1. Select a willing, hard working, organized volunteer to chair your competition. This individual should be aware that they will be devoting considerable time to this job. Designate the chairperson to be the only contact with both the SGO and with the facility where your competition will be held. Having one, and only one, contact person avoids confusion and misunderstandings. 2. Meet with the State Games Organization executive director. 3. Get publishing date of entry booklet. 4. Set date to meet on agreements. 5. Get the dates of the state games. Especially if figure skating will be held on different dates. 6. The State Games is usually held. (Chair) 7. Contact U.S. Figure Skating officials to be the chief referee and the chief accountant. (Judges # 1) 8. Check with the U.S. Figure Skating Competitions Committee regional vice chair as to availability of your chosen date (a phone call is acceptable, the name and contact information is in the front of the officials directory under competitions committee ). As the State Games is an annual competition, make sure to let the regional vice chair know. (Chair) 9. If the date is available have the SGO contract for your ice. This will be especially important if your dates are different than the primary dates of the State Games. (Chair) Nine Months 1. Find dependable hard working volunteers to chair the various committees you will need to have in place in order to host a successful competition. (Chair # 1) 2. Once your competition sanction is approved and received at Headquarters, your State Games competition will automatically be posted in the calendar of events on the U.S. Figure Skating web site, The announcement will also be added to SKATING magazine s calendar of events, but space is limited. To contact SKATING or the web site, write to them c/o 20 First Street, Colorado Springs, CO 80906, or SKATING at skatingmagazine@usfigureskating.org. (Chair #4) 3. Send out a mailing of invitations for judges to officiate at your competition. (Judges # 2) 4. Contact a video company if you plan to have one at the competition. These companies plan their schedules far in advance due to the large number of non-qualifying competitions being held. (Vendors # 2) 5. Contact the SGO medal person for the competition. (Awards - #1, 2) Six Months 1. You will need many short-term volunteers to work at the competition itself. Have your committee chairs begin to recruit these volunteers now. 2. Begin to have monthly meetings with your committee chairs, for progress reports, and problem solving. (Chair #2) 3. Have the SGO contact a hotel and make housing arrangements for all officials. (Judges # 3)

4 4. Have the SGO contact a caterer if that is their plan for meals for the officials. Many caterers need considerable advance notice if they are to be catering 2 or 3 meals per day for 3 or 4 days at a time. To save costs you might have your club donate food for the judge s hospitality room. (Hospitality # 1) 5. Make the necessary changes to announcement, dates, chairs, times, etc. (Registration # 1) a. State Games Committee has the official announcement form on and in this booklet. Four to Five Months 1. Send the announcement to your referee and the announcement and application to the national chair and sectional vice chair for review. (Chair #4) 2. When it has been given the O.K. by the referee, send it to your U.S. Figure Skating regional vice chair for approval. (Chair #4) 3. Contact vendors to invite them to participate. (Vendors # 1) 4. Update the state chair and the sectional vice chair on progress. (Chair #4) Three to Four Months 1. You should plan to have the application finished, approved, and ready for mass mailing at least 3 months out from your competition dates. (Registration #2 and #3) 2. You can also put the application on your web site so people can pull it off and print it. (Registration #4) 3. SGO should begin soliciting advertising for the program. (Program #3) 4. Invite the referee to do a site inspection to check locker rooms, officials rooms, hotels, etc. All committee chairs should be in attendance for the referee to go over their responsibilities. 5. Send flyers announcing the competition to all the clubs in you state. 6. Submit an application for a competition sanction to the State Games sanction officer. Include a copy of your final announcement, along with the agreement, and a list of your judges and officials. (Chair #5) Two Months 1. Confirm your sanction application. (Chair #5) 2. Set up your database for return of entries. (Registration #5) 3. Update the state chair on progress. (Chair #4) Six Weeks 1. Approximately 10 days after close of entries send the reports to the referee. (Registration #6-a) 2. Send the letters to the officials. (Judges #4) 3. Send the reports to the SGO. Four Weeks 1. When the referee returns the schedule, send the reports to the accountant and SGO. (Registration #6-b, c, d) 2. Make the practice ice schedule IMMEDIATELY upon receiving the schedule from the referee. (Practice Ice #3) 1. Send the schedule and the practice ice information to all competitors. You may also post it on the web site. (Registration #7) 4. Give the schedule to the rink personnel so they know your needs for ice resurfacing. (Chair #3) 5. Having a finished schedule moves things into high gear. Your club skaters/parents now know when they/their child will be skating and when they will be available for volunteer work. The

5 various chairs make the day-by-day schedule of volunteer shifts for each committee. Two - Three Weeks 1. Report to the program committee timing of this is dependent upon printer s requirements. (Registration #8) 2. Report to the awards committee for medals needed. (Registration #9) 5. Practice ice confirmations being returned to the skaters daily. (Practice Ice #5) 6. Update the state chair and the sectional vice chair on progress. (Chair #4) One Week 1. Master report generated for the registration desk to use for check in. (Registration #13) 2. Music system checked and ready to go. (Music/Announcing #2) 3. Get the accounting supplies from the SGO. (Accounting #1 and #2) 4. Site inspection of rink for problems and/or things that require attention. (Security #1 with the Chair) 7. Information and direction signs made. (Security #1) After the Competition 1. Send the skaters results with the placements to the State Games of America LOC. 2. Include the skater s vital information. Name, address, city, zip, event(s), placement(s), test level, organization(s) and number(s). Two Months after Competition 1. Send completed accounting of expenses/income/losses by the LOC to the state chair, the sectional vice chair, and to the State Games national chair. 2. Mail completed report to the state chair, the Sectional vice chair, and the State Games national chair

6 A. State Games Sectional Vice Chairs. 1. Pacific Coast. Bill Cloran 3394 Augusta National Drive Salem, OR H: (503) O: (503) F: (503) E: a. AZ: Louise Dever, (602) , b. CA: Nola Joy Carello, (961) , c. ID: Jan C. Matthews, (208) , d. MT: Betty Flygare, (406) , e. OR: Kathy Bosworth, (503) , f. NV: Vivian Howland, (702) g. UT: Ida S. Tateoka, (801) h. WA: Arthur Dammkoehler, (425) , i. WY: Mary Ann Wilcox, (307) , 2. Midwestern Robert W. Gall 1023 Augusta Avenue Wausau, WI H: (715) O: (715) F: (715) E: a. AL: Lisa Boyer, (256) , b. CO: Lisa Landon, (719) , c. IA: Kitley Rainwater, (515) , (summer), d. IA: Susan Schwaegler, (309) , (winter), e. IL: Deborah Crouse Cobb, (618) , f. IN: Ralph Elston, (206) , g. KY: Butch Russell, (502) , h. MI: Charles Cope, (586) , i. MN: Jane Cusick-Schaber, (763) , j. MO: Shirley A. Sisson, (636) , k. NE: Sheila Bissell, (402) , l. ND: Jan Swenson, (701) , m. OK: Mary Ann McGivern: (918) , n. TX: Carolyn Haman, (972) , o. WI: Bob Gall, (715) x308, 3. Eastern Jane E. Reno

7 5129 Landisville Road Doylestown, PA H: (215) F: (215) E: a. CT: Joanne Schiller, (413) , b. FL: Elizabeth R. Stark, (954) , c. GA: Eileen L. Roskos, (706) , d. MY: Debra DiCamillo, (301) , e. MA: Esther A. Winslow, (508) , f. NH: William Crooker, (603) , g. NJ: Cheryl Wood, (302) , h. NY: Susan M. Haugh, (585) , i. NC: Bonnie M. Boaz, (919) , j. PA: Jane E. Reno, (215) , k. VT: Victoria N. Hildebrand, (802) , l. VA: Pamela A. Russek, (757) , m. WV: Barry M. Wyant, (304) , 4. Sanctions Officer Butch Russell 312 Highland Ave. Georgetown, KY H: (502) E: