Just For Kix has run many competitions over the years. This post will go into the different things that need to be considered, planned for, and what is expected of the team operating the competition. 

THEME AND DECORATIONS

Consider a theme that you use from year to year. You can then re-use signs and decorations.

I am a minimalist with decorations. I think it is great however to have them. I know some teams who have selected a theme and even the workers embrace it. For example, a holiday theme could be where they dress like elves, etc. 

Carry your theme through: with shirts, mailers, schedules and all around.

PROGRAM

• Can do something simple or include local business advertisements as an extra money maker.
• Sell or give away? Depends on what you put into it.

DOOR MONITORS

• Can use ropes or close the doors to hold back spectators while performances are going on.

CHUTE PERSON

• To keep the competition flowing, I have a chute monitor who sends the next team out.
• 2 people on this at the beginning of the day, it can take some time to get the flow going.
• Needs a clipboard with the order of the day and where teams are dressing. They need the list of classrooms in case they can go find late teams. A walkie talkie is a handy tool for this person and for someone near the dressing areas.
• Consider having the comp on twitter so all know if things are moving faster, ahead of schedule.

GIFTS–GOODY BAGS for COACHES

• T-shirts or a framed coaching quote, are two ideas

TV COVERAGE

• in the building for kids to watch in classrooms
• Can use twitter

TRAINER

• Many teams provide an athletic trainer

RUNNERS

• for registration and judges
• Younger sisters work well for this

SET UP

We typically do this the night before and have all local team members and parents help.

• Assign jobs so it goes fast.
• Put music on and make it fun.

* At times we’ve had our whole team there, utilize them. I feel the first thing should be a meeting to tell them what to do.  Head coach or parent in charge needs to know the plan so helpers have a sense of direction. You can “divide” and conquer way faster with direction.

CLEAN UP

Assign rooms and areas by name (keeps kids/parents accountable)

No one leaves until the head coach leaves. Makes them work faster.

Take a team picture at the end for accountability.

Areas to consider

• halls
• all dressing rooms
• coaches belongings/areas
• concessions, bathrooms
• bleachers
• gym 
• etc.

REGISTRATION

Info packet should include: most up to date schedule of the day, the order of competition, marking time, map of the school, welcome letter

• Have runners/greeters walk teams to rooms
• Hand out garbage bags for rooms (or include in their registration/info packet)
• Have extra announcer data sheets available
• Collect needed info
• Have Uniform check sign up available (in MSHSL rules book)
• Have a room damage sign off sheet

TEAM PACKETS

• Blank Envelopes
• Announcer Sheets
• School Map
• Schedule of the Day
• Marking Times
• Team Dressing Room List 

CONSESSIONS

• Select the menu and determine prices
• SIGNS needed

Our school does concessions so I do not need to mess with this, but often times we add mini donuts, frozen DQ treats, etc to make more $$ for our team.   

FLOWERS/T-SHIRT SALES

• Select items, prices, and quantities to sell
• Get bids
• Order - Order less than you think can always run to Costco
• Remind workers to sell stuff off by the dozen near the end
• Sell flowers by the dozen at the end

DEVELOP SIGNAGE AND LAMINATE

Keep this from year to year.

• Judges
• Chute
• Arrows
• Concessions
• Registration
• No men beyond this point
• Handicap
• Bathrooms
• Etc.

LOTS OF DIRECTIONAL SIGNS, especially for bathrooms, concessions sign, coach’s room, names of every team

SECURITY

Determine which entrances/exits to the gym, dressing areas, etc should be manned

BUS GREETER

Someone to meet buses and direct them for drop off and parking,     

ADVANCED SALE T-SHIRTS

I have a FORM I can share with you on this. I have them all in a google doc the T-shirt order, I provide one for coaches to use as well. We order the t-shirts ahead and have very limited on hand that day. Teehive can come up with these for you.

TICKET SALES

• Determine prices
• Choose to use Hand Stamps or Tickets
• Signs with pricing 

PROGRAM

• Decide whether to Sell or Give Away
• Have available at the ticket table 

JUDGES/TABULATORS

• Tell judges the date early on, so we have judges
• Score sheets copied off for all judges
• Kick Counter/ Timer Sheets prepared and copied off
• Need most up to date order of performance
• Superior needs ALL choreography certification and uniform check requests as they come in
• FOOD for judges
• Runners

TROPHIES

• Teehive can do plaques and medals
• Give to top 1/3 of each category

SOUND/ANNOUNCER

• The announcer can make or break the day.  They keep the flow going and should be fun to listen to and organized.
• We run our music off a laptop and use Itunes.
• Uncheck the songs so they do not flow into the next song.
• We have coaches submit their music ahead via Dropbox or email so we have it all in a playlist in order.

COACHES ROOM

• Provide food such as soup, salad, sandwiches.
• If it is a long day include breakfast, lunch and dinner
• Place gifts here
• Assign a few staff to check on this and refill beverages and food all day
• (Use same staff and food for judges)

MISC.

• Custodial Request/Set up  (bleachers, doors needing to be opened, etc.)
• Team room assignments need numerous lists of this
• Block off judges area clearly

CHECKS

• Judges
• Tab
• Announcer
• Trainer
• Any Additional

PACKING LISTS

JUDGES ROOMS

• Judging Sheets
• Clip Boards
• Seat Cushions
• Pens & Pencils
• Kick Counters - 5-6
• Stop Watches - 6
• Uniform Checklist for Superior Judge
• Kick Count Forms
• Timing Forms
• Envelopes for runners
• Judges Checks
• Schedule of the day

OTHER

• Headsets with 9-volt batteries to keep people in the loop.
• Buckets or stamps depending if you are doing tickets or stamps.
• Cash Boxes

TABULATION ROOM

• Calculators - Tape Machines
• Pens
• Pencils
• Highlighters
• Whiteout
• Printer
• Computer with tab program
• Blank Envelopes - 1 per team/per cat. plus extras
• Markers
• Paper Clips
• Staples & Stapler
• Blank result sheets
• Award placement sheets
• Extension Cords

 MARKING ROOM

• They need the list of Marking Times
• List of the teams for music speed

One worker stands in the hall by the door.  (Timer)

The other runs the music and records music speed.

If a team is not there when called, you can move ahead, but if you do teams cannot be penalized if they are not there if you are running ahead. (If someone is sitting there and waiting you can go ahead, but will need to go back to your original schedule.)

If someone misses their mark time the only place they can be put is in a DROPPED time or at the very end. (You should be aware of all teams who have dropped so you know where you can fill in late arrivals.)

This person is the one who times marking times with a stopwatch.

The person at the music table adjusts the speed to the coach’s desire. MAKE A NOTE OF THIS AND MARK IT ON THE DESIGNATED SHEET. This sheet is then grouped, in order of performance with its category and sent by the runner to the music table.  

Tell coaches the same type of recorder will be used in the gym. Speeds may vary but they will have the freedom to change their speed if need be.  

Teams shall enter one door and exit the other so there is traffic flow. Teams should not be allowed to watch others mark. (May have to cover the windows.)

DO NOT COMMENT ON ANYONE’S ROUTINES! Try to be pleasant and help coaches relax with how efficient YOU are.

ANNOUNCER:

Provide a sheet for the announcer with all needed info.  Some examples from our own:

Always keep announcing that doors will be open between every two routines. 

Announce doors are now closing and will be opened again before_______.

Say this often.

Concessions and are upstairs in the red carpet lounge next to the marking room.

FLOWERS ARE LOCATED: ____________

T-SHIRTS are at the end of the lower hallway.

Announce often that we WILL move ahead if we can so pay attention to the order!

Please note if we are announcing awards early, we need to make absolutely sure that every team is represented a quick let’s hear it for all teams in this category, a round of applause for Anoka, Blaine, Apple Valley, etc. Then we can check if they are all there. 

Other: Try to speak with the same excitement level for all teams to avoid being accused of favoritism.  

COACHES MEETING NOTES:  

• Thanks for attending!
• ROOM DAMAGE, CLEAN PLEASE  (Food and spills.)
• Chute flow
• Trainer location
  * Use map to describe the location of the trainer.
• Music turned in at marking, record speed then
• Sound system on EAST side.  The other side has walkie talkies
• Awards are as follows: top 1/3 in each
• TV MONITOR LOCATIONS:

• Announcement sheets, choreography, costume. Are they all turned in?
• WE WILL MOVE AHEAD. Assign someone to keep you posted.
• Inform of Drops.
• Coaches goodies and gifts.  

• National Anthem. We have our team form a line around the 3 point line and all face the flag. Every team who will join us in that same formation is asked to.
• Ice (multiple locations may be necessary)
• In the hole, start walking to speed along. Don’t wait.
• Name tags for coaches

HAVE A MANUAL FOR ALL STAFF

• Save your questions
• Need to know the location of all the rooms. Coaches room, judges, trainers, marking, team dressing areas
• Name tags and matching shirts or concept for all who work

There is a LOT happening during a competition! We hope this has helped you understand what it takes to run one of your own, and better understand the work going on behind the scenes.