USA GYMNASTICS MASSACHUSETTS Meet Director’s Meeting June 9, 2011

2. USA GYMNASTICSMASSACHUSETTS Meet Director’s Meeting June 9, 2011

3. BLACK OUT DATES • Judges Cup • January 6;13;20;27; • Feb 3;10 • April 13 - 15

4. Massachusetts Gymnastics Clubs wishing to host competitions on the Massachusetts qualifying schedule • Pre Sectional • Theme • Invitationals • Invitationals w/ Sectional Status • State Meets

5. USAG Athlete Membership deserves consistent meet standards at all competitions. In general – meet organization is lacking attention to detail. Meet Directors should be able to produce a quality event and maximize profit.

6. Communicate w/ the Meet Referee a] contact MR a minimum of 10 days before the competition b] review the following details w/ the MR • Number of competitors • Number of sessions

7. Levels / session • March in Time • Determine report time w/ MR c] Discuss any special circumstances • reducing / adding judges • non sanctioned sessions d] Using ARBITER

8. Communicate with Participating Clubs Meet Directors must communicate pre-meet information via e-mail. Notification of final schedule must be sent prior to the scratch deadline. Web site posting is NOT sufficient.

9. MEET ORGANIZATION OPEN STRETCH May NOT begin before 8:00 AM Earliest a meet may begin is: 8:20 AM Levels 1 – 6 Prep Opt Rookie / Novice / Intermediate 8:35 AM Levels 7 – 10 Prep Opt Adv / Superior

10. DO NOT schedule a meet to end at 10:00 PM

11. DO NOT SCHEDULE A PREP OPTIONAL SESSION BEFORE 4:00 PM ON FRIDAY [Public school in session]

12. MEET FORMAT Equipment determines the format of your meet. In order to use the Massachusetts Modified Format – the gym MUST have: • 2 Vault Tables • 2 Uneven Bars • 2 Balance Beams

13. Massachusetts Modified Format • Cannot use R & P competitors per session • R & P numbers will create a backup at BB / FX [up to 1 ½ hours] Format Numbers: Compulsory Level 1 – 6 Maximum 60 Optional Level 7 – 10 Maximum 48 Prep Opt All Divisions Maximum 60

14. Rules & PoliciesCompetitors per Session Meet Directors wishing to use R & P numbers MUST choose an alternative format: • Traditional • Modified Traditional • Capitol Cup • Modified Capitol Cup

15. Once you have selected your meet format you can determine the number of competitors and sessions / day. Monitor the number of entries as they are received. Allow enough time to turn facility around [i.e awards / parking ]

16. MEET DIRECTOR RESPONSIBILITIES Coaches Sign In Sheet: Confirm membership of coaches on entry forms Assign staff member to confirm membership of coaches NOT on the form. Coaches that did not submit membership information prior to the meet – MUST show valid proof of membership

17. MEET DIRECTOR / SITE DIRECTOR MUST be present at ALL sessions.

18. MEET PREPARATION Site Preparation Equipment Spectator Area sectioned off from competition area Tables / chairs judges and assistants Separate room for the officials [pre meet / breaks] Score Team Experienced Computer scoring Floor Manager Auxiliary staff [event timers] Music Personnel Announcer Youth volunteers Score runners / score flashers]

19. MEET ROTATIONS Rotation sheets should be marked w/ predetermined breaks After scratches – make adjustments or reprint w/ new breaks

20. POST MEET RESPONSIBILITIES • Send Sanction Report / Coaches’ Sign in Form to USA Gymnastics • Send a copy of the Sanction plus $1.00 per gymnast to the Regional Chairman • Send a copy of the Sanction Report to the State Chairman • Send PTF file to the State Chairman and appropriate level representative

21. INVITATIONALS / INVITATIONALS WITH SECTIONAL STATUS

22. EQUIPMENT Equipment must meet apparatus specifications as outlined in R & P • Vaulting Runway / landing area 80’ / 18” • Uneven Bars Mnt / Dsmnt Distance 18’ / 18’ • Balance Beam Mnt / Dsmnt Matting 18’ / 12’

23. WARM UP AREA Warm ups cannot overlap unless a separate area w/ gymnastics matting is available to accommodate all competitors.

24. MEDICAL Certified medical personnel must be stationed in a visible / dedicated location

25. AWARDS Team awards MUST be given at the end of each session.

26. STATE MEETS WE WANT YOU!

27. CLUB RESPONSIBILITIES

28. SECURE A SITE Secure a site that can accommodate four simultaneous events. Consider: Level of Competition Number of Competitors Number of Officials / Event Spectator Seating Parking Adequate Rest Rooms

29. Expenses related to the site • Separate Awards Area [may not be in the competition venue

30. ON SITE RESPONSIBILITIES

31. Submit a floor plan • Set / up breakdown of equipment • Decorate venue [i.e. skirt tables] • Provide tables / seating to accommodate judges / auxiliary personnel • Provide seating for competitors / coaches • Provide experienced computer scoring • Provide a Certified Athletic Trainer

32. Competition area MUST be sectioned off from spectators Plan for early check in Printing materials [i.e. score cards; rotation sheets; programs] Co-ordinate Staff – including: Coaches Check in Music Personnel Announcer Auxiliary staff [timers] Hospitality Awards

33. USA GYMNASTICS MASSACHUSETTS RESPONSIBILITIES

34. Prepare meet data for score team Sanction Event Provide equipment / freight Awards Judges expenses [fee; travel] Athlete Gifts

35. HOST CLUB RECEIVES

36. Income from: Admissions Concessions Vendors Sponsorships Program $1500.00 honorarium from USAG-MA $500.00 on site judges meals