Insert Special Olympics Club/Region logo here (2.36 cm by 7.74cm, aligned to right)
Insert name of eventInsert date(s) of event
Insert location of event: full address of venue including postcode
The photo above can be changed for one showing the relevant sport that the event involves. The ‘swoosh’ can then be placed over the bottom of the inserted picture.
Insert logos of any relevant event supporters/sponsors
Entry Pack
Contents
General Information
Provisional Itinerary
How to enter
Venue
Accommodation
Catering
Transport
Medical Services
Insurance
Photos/Videos
Social
Eligibility Information
Athlete/Unified Partner eligibility
Volunteer (Coach/Escort) eligibility
Athlete to Volunteer (Coach/Escort) ratio
Sports Specific Information
Events
Sports Rules
Divisioning
Uniform, clothing and equipment
Officials decisions
Protests and Appeals
Awards
Remember to update the contents table after you have completed the entry pack
General Information
Provisional Itinerary
Detail here your estimated itinerary for the event e.g.
Day Date Month Year
9.00amArrivals
9.00am – 9.30amRegistration
9.30pm – 10.00amOpening Ceremony
10.00am – 12.30pmCompetition
12.30pm – 1.30pmLunch
1.30pm – 5.30pmCompetition
5.30pm – 6.00pmAwards Ceremony/Closing Ceremony
6.00pmDepartures
Please note that times may vary slightly during the actual competition.
How to enter
Entry Form
All Entry Forms (see attached) must be fully completed and submitted to insert contact details (email address and postal address) of the person who will be accepting the entry forms by 12noon onDay Date Month Year. Incomplete forms will be returned to relevant Head Coaches and individuals will not be entered into the competition until the form is rectified. Only one form per Club will be accepted.
Entries will only be accepted after this deadline with prior authorisation from insert name of person who will authorise the admission of late entries and are subject to a late entry fee of £?? per athlete/unified partner/team.
Entry Fee
The entry fee for this competition will be £?? per athlete/unified partner/team and fees must be paid by12noon onDay Date Month Year. The entry fee includes: Insert relevant details here
Insert here details of any entry fee for coaches/family members/spectators
Cheques must be made payable to ‘insert relevant Special Olympics club/regional bank account details’ and sent to: insert relevant details Please do not send cash through the post. Payments can also be made by BACS to: Special Olympics club/regional bank account details.
We reserve the right to refuse entry to anyone whose forms and payments are not returned complete by the deadline.
Venue
Insert here a photo/map of the competition venue and detail on it (if possible) where the car parks, spectator area, toilets/changing rooms, food/refreshment areas, competition area, awards areas and opening/closing ceremonies will be. Also detail here any relevant information about directions to the venue and parking at the venue.
Accommodation
Detail here where individuals can find information on the local accommodation options.
Catering
Detail here what catering is available at the competition venue or in the local area.
Transport
Detail here the nearest local public transport links to the competition venue.
Medical Services
Insert here any information about the medical services that will be provided, where they will be based and the times at which they will operate during the event.
It is the Head Coaches responsibility to ensure that all individuals attending the competition as part of their squad complete a Health Information Form. The Head Coach must keep a copy of this on them at all times during the competition.
Insurance
The event is covered by third party liability insurance, through Special Olympics GB.
Photos/Videos
Detail here if cameras need to be registered
The standard Special Olympics GB Athlete & Unified Partner Release Form gives Special Olympics GB permission to use an athlete/unified partners’ name and any photos taken of them in the press or for publicity to promote Special Olympics. If this permission has not been given for an athlete/unified partner, it is the responsibility of the Head Coach to notify the Event Manager in advance so that appropriate action can be taken.
Social
Detail here if any social activities will be taking place.
Eligibility Information
Athlete/Unified Partner eligibility
All athletes/unified partners entering a Special Olympics competition must:
- Be at least 8 years old on the start date of the competition
- Have been diagnosed as having an intellectual disability (i.e. they meet the Special Olympics GB eligibility criteria). This is not applicable to unified partners
- Have a current active SAM registration
- Have completed sufficient training (see the Competition Advancement Pathway)
- Be technically capable of competing at the level of competition that they are entering
- Abide by the Athlete & Unified Partner’s Code of Conduct at all times
Volunteer (Coach/Escort) eligibility
All volunteers who are travelling with a delegation and fulfilling a specific role should be registered with Special Olympics GB no less than 6 months prior to the Opening Ceremony of the event (insert relevant date). The registration process includes:
- Completion of the Special Olympics GB registration process
- Compliance with the DBS/PVG requirements
- Compliance with the Volunteers Code of Conduct
Volunteers should meet the minimum age requirement of 16 on the date of the Opening Ceremony. Volunteers who are 16 & 17 years of age should only be assigned to fulfill supervised roles
Head Coaches
Head Coaches must be appointed by their relevant Special Olympics GB Club/Region and are required to attend Head Coaches meetings which will be held on insert details on the times, day and location of the meetings. Head Coaches are also responsible for submitting all of the forms relating to the competition and checking that all individualsare entered in to the correct events. (Head Coaches should keep a photocopy of every form that is submitted.). They are also responsible for managing their squad during the competition.
Athlete to Volunteer (Coach/Escort) ratio
The maximum ratio of Athletes to Volunteers (coach/escorts) for this event is 4:1.
Sports Specific Information
Events
All participants can enter a maximum of ??? events from the list below.
Insert here what events/categories/levels can be entered
Detail here if only certain individuals can qualify to participate in events or if there are any stipulations on what combination of events can/cannot be entered, e.g. if an Athletes enters a Long Jump event, they are not therefore allowed to enter the Standing Long Jump event.
Competition Format
Insert here what competition format will be in use e.g. round robin, play offs, divisioning round followed by finals etc.
Ranking/ratingathletes/unified partners/teams
If relevant, detail here how you want Head Coaches to rank athletes/unified partners/teams or if you want rating forms/skill test forms completed.
(If doubles/team events are available to enter i.e. doubles in Tennis or a relay team in Athletics; ensure that the Entry Form provides a space for detailing these events as well as who is in what pairing/team. Also ensure that on the Entry Form, all of the potential events which can be entered have been noted and there is a simple method of detailing which events they want to enter)
Sports Rules
The competition will run in accordance with Article 1 of the Special Olympics Sports Rules, the current Official Special Olympics Sports Rules and National Governing Body (NGB) Rules (insert link to the relevant NGB rules).
Insert details here concerning finals, substitutions and the scoring system that will be in use (e.g. for team games).
Maximum Effort Rule
Coaches must ensure that competitors participate honestly and with maximum effort in all divisioning and/or final competition as per Article 1 of the Special Olympics Sports Rules (section J). Individuals who are identified as not participating to their full potential with the intent of being placed in a lower division will be disqualified from the competition (for some events, considerations may however be made by the Event Manager to allow for variation caused by e.g. the effects of weather).
Divisioning
Divisioning will be done in accordance with Article 1 of the Special Olympics Sports Rules (section I)
Insert here details of where, when and how divisioning will be done e.g. divisioning will be done prior to the competition using details/times/scores submitted on the Entry Form.
Uniform, clothing and equipment
All competitors must be appropriately dressed and Head Coaches are reminded that competition uniform must be in accordance to the regulations as per the Special Olympics General Rules (Section 5.08).
Detail here if individuals will be disqualified if they are not wearing the correct Uniform/Clothing and also what types and size of equipment will be available for use, at what times it will be available from, and if there will be a hire charge.
Officials decisions
At all times the Officials decision are final and all individuals must respect all Officials as well as opponents in an appropriate manner.
Protests and Appeals
Protests will only be accepted from the named regional Head Coach or Head of Delegation, must be put in writing on the appropriate Protest and Appeal Form and must submitted within 30 minutes of the conclusion of the event in question but before any awards presentations. All protests must be accompanied by a £20 deposit (which will be refunded if the protest is upheld). Video recordings will not be acceptable as evidence to support a protest and protests relating to divisioning or an Officials decision will not be accepted. The Sports Specific Jury Committee will review all protests. A Jury of Appeal will review all appeals and their decision shall be final.
Awards
Awards will be given out in accordance with Article 1 of the Special Olympics Sports Rules (section K)– if this is not the case, details what awards will be given out
Detail where and when award ceremonies will take place.
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