This page provides resources for local coordinators and games management teams to plan local events. If you can’t find something you need to run an event on this page, let your community resources director know so we can support you and keep adding to this page as needed.
Overview
A great event starts with a great plan and months of preparation. Take a moment to review the following to get you off to a good start:
- Month-by-month planning timeline
- Top 10 tips for a tremendous time – a 30-minute webinar sharing tips for a great event
- Event best practices – a great reference document for some best practices
- For an all-encompassing guide to events, you can also review this Event Director’s Guide that was created by Special Olympics, Inc. in 2013.
Competition
Use these resources below to assist in planning for competition.
Competition and Awards Webinar
Best practices and problem-solving for spring games (58:05)
Divisioning Overview Video
Stages to achieve success in divisioning (2:31)
Competition Staging How-To Document
10 things to know about competition staging
Competition Schedule Example
Example of a spring games schedule using rotations
Local Games Coach and Teacher Notes and Reminders
A template of notes to give to all coaches for spring games – simply plug in your information
Pre-Games/Event Meeting for Coaches and Teachers – PowerPoint Example
A template of an informative PowerPoint to share when hosting a webinar for your local games along with a template script.
For further assistance in competition planning, contact the sports department
Awards legitimizes the competition and accomplishments of the athletes. It is important to have a well organized and efficient awards ceremony to celebrate those achievements. The resources below will assist in the planning of the awards ceremonies.
Awards 101 video
A video showing how to conduct an awards ceremony
Awards Handbook
All of the aspects involved in running an awards ceremony
Awards Staging How-To Document
10 things to know about awards staging
Awards Staging Animation
A one-minute explanation from SOI on how athletes are arranged in the staging area and then presented awards.
Awards Music
Purchase “The Olympic Spirit” by John Williams on iTunes.
How to Determine Number of Awards to Order
Awards Order Form – updated 12/13/2022
Fillable PDF pre-typed with product codes. Just add quantities, totals, and email to the address on the form.
Awards Layouts
Editable PowerPoint slides to help plan an awards area
The list below is a comprehensive set of events that may be offered. All events should not be offered.
The recommend number of events for each athlete to participate in is one (1) track event and one (1) field event. Athletes should choose events within one (1) event category.
Traditional events are for those athletes who can successfully compete at a high level of competition. The traditional events in athletics are below.
100m Dash
100m Walk
200m Dash
400m Dash
800m Run
400m Walk
4 x 100m Relay
Shot Put
Running Long Jump
Lead up & wheelchair events provides a meaningful level of competition, while offering a lower level of activity. The lead-up and wheelchair events in athletics are:
25m Dash
25m Walk
50m Dash
50m Walk
25m Wheelchair
Softball Throw
Standing Long Jump
Wheelchair Shot Put
Developmental events are for those athletes with more severe and profound disabilities and require a minimal amount of physical activity. The developmental events in athletics are:
10m Wheelchair
10m Walk
Tennis Ball Throw
10m Assisted Walk (Assisted means an assistive device ex.walker)
Spring Games Registration Template in Microsoft Forms
This link will allow local coordinators to duplicate the template Spring Games registration form through their Microsoft 365 account created by the SONC sports department. If you have questions on how to modify this form, please contact them through sports@sonc.net.
Spring Games Hard copy/Paper Registration Form
Registration form in Microsoft Excel format for programs that still use hard copy registration for local games.
Athlete Participation Packet
Athlete medical and consent packet – all SONC athletes must have one on file to participate in any events
Games Management System (GMS)
GMS stands for Games Management System, and it is the software used to manage certification and contact information for athletes, Unified partners and volunteers within its database. It is also used to register athletes and coaches for games, and division and schedule competitions, and print reports like verification records and heat sheets. This is the software used throughout the world to manage certification and competition information throughout the Special Olympics movement.
If you are a local coordinator and need a copy of this software, computer hardware (such as a laptop to run the program) and local program information (i.e. an athlete export), please contact Curtis Barts.
This includes basic information to know when starting to use GMS for the first time.
- How to open GMS
- Introduction to GMS
- How to pull a GMS advanced exporter of athlete medicals and their expiration dates
- How to look someone up in GMS
- How to select an event within a game
- How to do a GMS transfer import of all local program athletes
2023 GMS Training
How to use GMS for Spring Games
This includes important information on how to be prepared prior to registration being received for your local program event.
- GMS Resources and Reports Zip Folder
- Important tool which includes all basic reports that are important for Spring Games and/or any other local events. (i.e. heat sheets, name tags, awards reports, etc.) needed to have a successful spring games.
- Please make sure to download and save the folder within the file called “New Handy Reports” to your desktop or somewhere on your computer that is easy to access.
- How to create a new game
- For programs that have not used or have a previous local event in their current GMS.
- How to duplicate a previous game with and without the previous registered athletes
- Recommended if the local program has used GMS. This prevents having to rebuild the entire games.
- How to create and add a new delegation to a game
- How to add the teacher name to a delegation name within a game
- How to do a GMS transfer import of local program athletes
The next few videos can be done once registration is received for a local event.
- How to register athletes
- How to add and delete events in a game
- How to scratch an athlete from a game
- How to edit an athlete’s events/qualifying score
- How to division using the divisioning tool in GMS
- How to print name tags
- How to scratch an athlete from a game
- How to scratch an athlete from a single event
- How to print a scratch report
- How to print a games report
- This report can be used to send to each delegation attending your games so that they can see collective list of athletes participating and their events, divisions and any missing paperwork.
- How to pull an advanced exporter of all registered athletes in a game
It is ideal to enter results into GMS onsite immediately after competition so that places are automatically calculated and awards reports can be printed and given to the awards team.
If you are not yet equipped with the personnel and technology to do this, the steps below can be done after the event. It is still important to enter all results into GMS so you can share out a results report to all of the participating schools/agencies. It can also be made available to media.
General Info
Sport-Specific
Results reports would be used to give to the awards station to then award the athletes and/or Unified partners with the appropriate award.
| Sports | How-to video |
| Alpine skiing | |
| Athletics | |
| Basketball skills | |
| Basketball team | |
| Bocce | |
| Bowling | |
| Cheerleading | |
| Cycling | |
| Equestrian | |
| Figure skating | |
| Flag football skills | |
| Flag football team | |
| Golf | |
| Golf skills | |
| Gymnastics | |
| Powerlifting | |
| Roller skating | |
| Short track speed skating | |
| Snowboarding | |
| Soccer skills | |
| Soccer team | |
| Softball skills | |
| Softball team | |
| Swimming | |
| Tennis skills | |
| Tennis | |
| Volleyball skills | |
| Volleyball team |
Logistics
A logistics schedule is something that should be created and distributed to your key volunteers so everyone can be aware of key events that are happening, including all vendor deliveries, volunteer arrivals, and competition start time.
A logistics schedule is meant to be more of a general guideline than an absolute timeline, so if you fall yourself a couple minutes behind, do not worry. However, it can help notice when deliveries or competition are running significantly behind so you can address these issues to get things back on schedule.
Resource Documents
While these sample materials are for athletics venues, similar materials exist for other sports that Special Olympics NC offers. If you are planning events for other sports, please contact Julianna Pratt for similar materials for those events.
Sample Logistics Schedule
An example of a detailed logistics schedule – this can also be used as a template
Getting to your venue and discovering that you are missing equipment needed to run your event is one of the worst feelings in the world, right? Well an equipment list can help prevent your from having to experience that again. Equipment lists provide you a checklist of all those important items needed for your event, and can ensure that you pack everything needed to run a successful event.
Where to get your equipment?
Before going out and purchasing equipment and supplies for the event, a local coordinator should see what they can borrow first, especially if it is an item you will probably only use once a year. Parks and recreation departments, recreation centers, and schools may have most of the equipment you need and may be willing to loan the items for your competition. You can also check with other local programs in your area or the Special Olympics NC state office to ask about borrowing items.
Recommended Vendor List
This document contains information on key vendors SONC uses and can provide similar items used by SONC with competitive pricing for your local program.
Need a torch?
If you are in need of a torch, now is the time to order one! A torch and carrying case is approximately $500 and a worthwhile investment for every local program, as SONC does not have the capacity to loan them out, especially during the busy Spring Games season. To order, contact Marci Straw with MTM Recognition/Midwest Trophy. We would also like to encourage you to involve local Law Enforcement Torch Run agencies to attend your Spring Games and assist with bringing in the torch. Contact Leslie Moyar to find out who your local LETR representatives are!
Resource Documents
While these sample materials are for athletics venues, similar materials exist for other sports that Special Olympics NC offers. If you are planning events for other sports, please contact Julianna Pratt for similar materials for those events.
Sample Equipment List
An example of a detailed equipment list – this can also be used as a template
Office Supply Box Contents
A list of commonly needed and used office supplies to have at key areas of your venue – this can also be used as a template
Laying out where events will be held within your venue is critical for traffic flow and the safety of athletes, coaches and spectators. It will make your event much smoother if you consider a few things like how people move from one event to another, where awards are presented, and where you will do staging for each area of competition.
In addition to knowing where each of your events/activities will take place, it is also important to know where things like bathrooms or locker rooms, parking/athlete-drop off, volunteer check-in, and lunch are located.
Resource Documents
While these sample materials are for athletics venues, similar materials exist for other sports that Special Olympics NC offers. If you are planning events for other sports, please contact Julianna Pratt for similar materials for those events.
Example of Venue Layout
An example of a detailed venue layout – this can also be used as a template
Venue Layout Checklist
A helpful document with tips and reminders of things to consider when creating a venue layout
Games Management Team (GMT)
Any successful event begins with a strong team of volunteers planning and managing the event from start to finish. This is not a one-person job! This team of volunteers is the Games Management Team (GMT). This group is separate from the many volunteers who will arrive on the day of the event to assist because they will be involved in all planning and execution.
GMT are considered Class A volunteers so each member should complete a Class A volunteer form. This should be completed as soon as someone is placed in this role. It does involve a background check. We care about everyone’s privacy. Please read the SONC Volunteer Privacy Statement to see what we are doing to protect vital information.
They also need to complete the Protective Behaviors training
Creating a Games Management Team
This is a 30-minute webinar to get you started on creating a true volunteer games management team.
There are eight essential GMT roles that should be filled for the event. Even if you have a small event, splitting out responsibilities will ensure that all is well-organized and runs smoothly and no one person is overwhelmed. Other GMT positions are recommended as your planning evolves to Advanced and even Super-Fabulous.
Ideally the local program coordinator is not the Games/Venue Director. A separate person should be recruited for this position and that person will work closely with the local coordinator. This will allow the local coordinator to deal with emergencies, greet honored guests, and monitor the overall event.
Essential GMT positions and descriptions:
Games/Venue Director: This individual will ensure that all members of the venue team are working in harmony with each other. They will serve as the key liaison with the facility during the event. In some cases, they may also handle the logistics of an event.
Awards Manager: This individual will work with a team of volunteers to conduct the awards ceremonies at the conclusion of the competition, presenting medals and ribbons following the Special Olympics protocol.
Admin / Results Manager: This individual will be trained on using Special Olympics proprietary Games Management System software and will gather registrations, athlete competition schedules and/or results in order to share with the Awards Manager.
Volunteer Manager: This individual will monitor the list of volunteers assigned to their venue, communicate with the volunteers prior to the event, and then ensure that all general volunteers are properly trained and placed when they arrive at the event. In some cases, this position will be combined with the Information Services Manager since responsibilities occur at different times.
Logistics Manager: This individual will handle all the non-competition aspects at the venue including delivery of equipment, general setup of the venue, distribution of lunches, work with medical personnel, and teardown of the venue. **A visit to the warehouse prior to the event can be helpful.
Opening Ceremony Manager: This individual will attend support services and work closely with the Games Director and Local Program Coordinator. They will develop a schedule for the Opening ceremony, they will also recruit announcers, coaches, athletes, and volunteers as needed. Will test audio and visual equipment and work with Logistics Manager to provide right equipment’s.
Young Athletes Manager: This individual will work closely with the Games Director and Local Program Coordinator to plan Young Athletes events and activities. They will handle scheduling, volunteer and participant recruiting and oversee execution of the event.
Day-Of Volunteers
General Orientation
Training video
Powerpoint
Registration tools
Volunteer Recruitment Flyer Template
Spring Games Volunteer Needs
Volunteer Local
How to Use Volunteer Local (12:14)
Request your event to be added to Volunteer Local
Volunteer Management Best Practices
Tips and tricks on how to recruit, train, and manage volunteers
Volunteer 101 Webinar
Comprehensive video on how and where to recruit volunteers, what roles to fill, and how to train them (38:55)
Class B Sign-In Sheet
Volunteer sign-in and release form used to collect volunteer information
Community Service Hours
Form used to approve community service hours for volunteers (should be signed by a Volunteer Supervisor)
For more information on volunteer management, contact volunteers@sonc.net.
Special Events
Opening Ceremony and Olympic Town Planning Video
Opening Ceremony and Olympic Town must-haves, tips, and added extras (48:50)
Sample Opening Ceremony Program
An example of an Opening Ceremony Program- this can also be used as a template
Sample Opening Ceremony Script
An example of a detailed Opening Ceremony script – this can also be used as a template
Special Olympics Athlete Oath
Let me win. But if I cannot win, let me be brave in the attempt.
Special Olympics Coach’s Oath
In the name of all coaches and in the spirit of sportsmanship, I promise that we will act professionally, respect others, and ensure a positive experience for all. I promise to provide quality sports and training opportunities in a safe environment for all athletes.
Special Olympics Official’s Oath
In the name of all judges and officials, I promise that we shall officiate in these Special Olympics Games with complete impartiality, respecting and abiding by the rules which govern them, in the spirit of sportsmanship
Young Athletes Program Registration Form
Young Athletes registration and release form – all SONC young athletes must have one on file in order to participate
Young Athletes Program Registration Form in Spanish
Young Athletes at Spring Games Training Webinar
How to organize and run a successful Young Athletes event – includes pictures and ideas of past events (28:13)
Learn more about the Young Athletes program.
Learn more about Healthy Athletes
Media and Public Relations
- Language Guidelines – please refer to these guidelines when speaking to volunteers, media, on social media, etc. Share this with volunteers, parents, coaches, or anyone else affiliated with your program.
- Logo Guidelines – These guidelines explain the correct usage of logos. Any old program or SONC logos should be thrown out and replaced with the correct logo. This is important to note for any Spring Games t-shirts being ordered. If you need your program’s logos, please email kmcghee@sonc.net.
Media Alert Template
An example of a media alert – this can also be used as a template
Volunteer Recruitment Flyer Template
Media Best Practices
Media Contacts
Facebook events
Day-of coverage
Submit photos
Best practices
Health Education Resources
SONC Health has sun sensitive bracelets available! Please contact Vicki Tilley if interested so they can be sent for your athletes. These bracelets indicate sun exposure by changing color to help us know when to apply sunscreen! They are a fun way to educate on sun safety!
