This Meet Management information includes suggested guidelines for organizing competition and sample forms which may be utilized.
Host Management - The primary responsibility is one of security and crowd control. This person may also secure ticket takers and sellers.
Meet Director - It is recommended that a person other than the host coach be designated as the meet director. See Rule 2-3-1 through 4 for specific details.
Meet officials - The Meet Director may be responsible for securing the judges. Whatever method is used, the judges should be registered with or certified by the state high school association and all contracts should be signed in advance. The officials shall designate a judge to serve as the meet referee or a separate certified judge may serve as the meet referee
Announcer - Prior to competition, the meet director should instruct the announcer concerning meet protocol. The announcer is responsible for rotating the gymnasts during warm-ups if an organized method for warm-up is established. The meet announcer has the responsibility of efficiently moving the meet once competition has begun. The announcer should time all remarks not to interfere with a gymnast's performance.
Line Judges - When less than four judges are used in a championship meet, line judges should be placed on the corners of the floor exercise area where there are no judges.
Runners - Runners carry the acting judges' scores to the superior judge and then from the superior judge to the scorer's table. One or two runners per event should be scheduled.
Score Flashers - Score flashers flash the score to the scorer's table, and then rotate it around for the audience to view. With open scoring, each judge's score is flashed. In closed scoring, only the average score is flashed.
Timers - One timer is needed for floor exercise, one timer for uneven bars, and two timers are needed for the balance beam. Prior to the start of the meet, the superior judge on each of those events is responsible for instruction and supervision of the timers. See Rules 7-2-4, 8-2-1, and 9-2-1 for specific event instructions.
Scorer - This person tallies the official meet score using the judges' summary score sheets. The official scorer is the only person who makes corrections on the score sheet upon the request of the superior judge. If four events are run simultaneously, there may be a scorer for each event, all around, and team scores.
The facility should be able to accommodate the necessary equipment to run the meet, have adequate space for spectator seating and additional space for a warm-up area. The layout of the competitive site should be such that there is adequate space between the event equipment and runway, walls, dismount areas or other obstacles which could be a hazard to participants. For example, a floor exercise mat should not be placed closer than 3 feet from a wall or another event. Prior to the meet, areas should be designated where gymnasts may stretch just prior to competing and areas where they may warm-up skills during the meet. There should be no obstructions lower than 19 feet directly above the competitive area of any event.
Seating - If at all possible, competitors should be separated from the spectators.
Locker Rooms - The locker room facility should be made available to the visiting teams in order to dress and shower.
Hospitality Room - Hospitality rooms may be made available for coaches and judges.
Judges Room - An area should be made available for the judges to hold pre and post meet conferences if deemed necessary. This area should be accessible to the competitive area and off limits to everyone except the judges.
Consideration should be given to arranging equipment in order to run the meet efficiently. For example, the vault runway may have to be roped off to keep coaches and competitors from crossing the area during competition. Vaulting boards and extra matting should be removed from the competitive area of an event after the team has completed competition on that event.
Apparatus - All competitive equipment, including matting, must be measured and meet the NFHS rules books specifications (without unauthorized alterations) prior to the start of warm-ups. All competitors must have an opportunity to warm up on the specific equipment they will compete on during competition.
Additional Equipment - For large meets additional equipment may be necessary for warm ups. The meet director should be able to make provisions if any equipment failures were to occur. Equipment may have to be tightened or replaced during competition. Tools for such repairs should be available.
Gymnastics Chalk - Sufficient chalk should be made available for all events.
Awards Stand - The meet director should decide in advance the location of the awards stand.
Miscellaneous - Measuring tapes and a minimum of four stop watches are needed to conduct the events. The stop watches used for timing the beam routines must be capable of resuming timing after being stopped for a fall. An audible device to signal a warning is necessary at bars, beam and floor exercise. The device must be loud enough to be heard by the gymnast without distracting competitors at other events. Table and chairs for judges and scorers, and chairs for runners and flashers should be provided.
AUDIO VISUAL EQUIPMENT
Audio - Provisions should be made for an adequate sound system. A public address system is needed to conduct the meet. Also, equipment to play music is needed for the floor event.
Visual Scoreboard - Consideration should be given to a visual method for posting or displaying the gymnast's final score and cumulative team scores.
Visual Score Display - A set for each judge is necessary for open scoring and a minimum of one set per event for closed scoring.
Judges Flags or Lights - A set is needed for each superior judge to signal the gymnast to begin her vault/routine.
Ideally, a physician or certified athletic trainer should be present, and a physician should at least be on call. An emergency action plan should be in place.
Publicity - The local media should be notified in advance.
Programs - Programs may be prepared to sell at the meet.
Tickets - Tickets should be prepared to sell at the meet.
The format for the order of competition at invitational meets should be determined by the host school. The format for state championships may be determined by the state association.
Order of Competition - The order in which teams or individuals compete may be determined by one of the following methods:
a. Draw - Each competitor is given a number and the draw determines the competitive order for that gymnast in that event.
b. Team - Each team is given a number and the draw determines the competitive order for the team for that event. This method is also referred to as block style.
c. Alternating - Alternating may be by an individual competitor of one team with one from the opposing team.
Lineups - The lineup includes the gymnast's name and number in the order she competes in each event. Each coach may request an opponent's lineup prior to the start of the meet. The scorer, announcer, and judges receive the team's lineup in the order in which the gymnasts appear.
Warm-ups - The gymnasium should be open for warm-ups to insure each gymnast adequate time to warm up. The length of warm-ups is determined by the number of teams involved. For invitational or state meets, the gymnasium may be opened the previous day or evening. Warm-ups may be done on a rotational basis with each school having equal time on an event. With this method, warm-ups are timed with a stopwatch or with the scoreboard in the gymnasium.
Judges Packets - Judges packets should include the event score sheets arranged in competition order of the gymnasts. The superior judges' packets should also include the superior judge deduction sheet, judges' flag and stop watch/watches.
Judges Event Score Sheets - Each judge receives event score sheets which are used to record the gymnasts' scores. The event score sheets are assembled in the order in which the gymnasts appear. The superior judge deduction sheet is included with the event score sheet for the superior judge to alert the scoring table of any deductions that are to be made from the gymnast's average score.
Inquiry Sheets - Inquiry sheets should be made available for coaches at the scoring table.
Official Scoring Table - The individual and team scores are recorded at the official scoring table by the scorer(s). The individual and/or team score sheets used will depend on the method of meet organization.
Instruction Packet - An instructional packet may be sent to each participating school. The packet should include information concerning motel and restaurant accommodations, a map to the competitive site, a warm-up schedule, an order of competition, identification tags and/or passes for the numbers who will be admitted to the meet. If the program is printed, it might also be included in this packet.
CONDUCTING THE MEET
Coaches Meeting - Plan a coaches' meeting for scratches and general directions. The meet referee shall be in attendance.
Judges Meeting - The superior judge must conduct a pre-meet conference with the acting judges prior to competition, and review the responsibilities of scorers, flashers, and runners. The meet referee and superior judge must verify equipment specifications. The meet referee resolves any unusual facility problems with the meet director and reports resolutions to the appropriate superior judge.
POST MEET RESPONSIBILITIES
Awards Ceremonies - The awards may be presented at the end of each event or at the completion of the competition.
Meet Results - Results should be readily available at the end of the meet.
Reports - Additional reports such as financial reports may have to be filed with the school system and/or state high school association.
Publicity - The news media should be contacted immediately following the meet.
Coaches Responsibility - In all dual meets, double dual meets, triangular meets and double triangular meets, each coach is responsible for his/her lineup sheets and judges' event score sheets. In dual and double dual meets a minimum of four copies of the lineup are necessary; one for the announcer, one for the scorer and one for each coach. A judge's event score sheet is made out for each gymnast in each event for each judge. In triangular meets and double triangular meets five copies of the lineup are necessary; one for the announcer, one for the scorer, and one for each coach.
Invitational Meets - Invitational, district, regional, and state meets often follow a different method of organization because of the number of teams involved. The order of competition is by draw with no gymnast or team permitted to go first or last in more than one event. Four events may run simultaneously, depending on the physical layout of the facility and the availability of the judges. An entry form could be used with a limit on the number of gymnasts entered per event. The host management will then conduct the draw and be responsible for the judges' event sheets and the event score sheets. A competitor card could also be used. All coaches could be responsible for completing the card in the order indicated on the card by the coach.