Area Directors
SAMPLE
Information Packet
Michigan
Dear Area Directors:
This packet of information is for your use. With a few changes, you could use these
materials for Winter Games, Summer Games, and tournaments as well. Feel free to
use any of the information that may be useful to your particular area. You are also
welcome to change the information to fit your area needs. We would welcome any
additions that could be made to make this information more useful to other areas.
The reason for developing this packet is that many of the problems that occur at the
Games are communication concerns. Our hope is that this packet will include all of the
information that coaches and parents/guardians will need prior to the games.
Please note: Be sure to enclose a tentative schedule in the materials that are sent to
the Head Coach/Local Coordinator (or whoever is getting this information). We will be
able to send you information if an email address is provided. Scheduling conflicts,
which are the main cause of problems during the games, may be solved ahead of time
if schedules are provided. Also, some important materials on the list come with the
registration materials sent from SOMI. Be sure to include those materials in your
mailings such as tentative schedule, registration instructions, maps, and early release
forms.
Do not forget that updates, rules and games results are posted on the www.somi.org
website. Be sure to pass on the website information to all constituents.
Inspire Greatness,
Field Service Staff
TABLE OF CONTENTS
A. Coaches Information
1. First Mailing - SOMI Registration Materials with the following:
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Quota Sheet
Registration Instructions
Map of Mt. Pleasant
Uniform List
Transportation Information
Athlete Entry Form
Team Forms – if necessary
Athlete Update Form
Early Release Form
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Parent/Provider Information
Coach/Chaperone Forms
Coach/Chaperone Responsibilities
Housing Form
Clothing List
Tentative Schedule
Code of Conduct
Advancement Criteria
Medical Information
2. Second Mailing - Computer Corrections Letter
3. Third Mailing - Chaperone Update Letter
4. Criteria for Advancement to State Games
B. Parent Information
1. Parent Letter
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Dates
Transportation
Lunch on Thursday
Luggage
Bed Wetters
Medication & Update Form
Spending Money
Emergency Phone Numbers
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2. Parent/Guardian/Provider Understanding Form
3. Suggested Packing Lists
4. Criteria for Advancement to State Games
C. Sample Letters
1. Chaperone Letter
2. Athlete Letter
Opening Ceremonies
Special Events
Parent/Family Activities
Miscellaneous
Housing
Questions & Concerns
For Your Information
3. Alternate Athlete Letter
4. Sponsor Letter
5. Sponsor Follow-up Letter A
6. Sponsor Follow-up Letter B
D. Miscellaneous
1. Computer Entry Form
2. Athlete Update
3. Understanding Wristbands
4. Housing Assignments
5. Early Release Form
6. Athlete Code of Conduct
COACHES
INFORMATION
FIRST MAILING REGISTRATION LETTER
Date:
To: Head Coach
From: Area Director
Re: Summer Games Registration
Enclosed is the registration packet for the (year) State Games. The games will be held (dates),
(year) at (location). In this folder, you will find the following information:
Quota Sheet
Registration Instructions
Map
Uniform List
Transportation Information
Athlete Entry Form
Team forms - if necessary
Athlete Update Form
Early Release Form
Parent/Provider Information
Coach/Chaperone Forms
Coach/Chaperone Responsibilities
Housing Form
Clothing List
Tentative Schedule
Code of Conduct
Advancement Criteria
Medical Information
Take time to look over all of these materials. Let me know if anything is missing. Please feel free to
make copies of information in this packet for other coaches or parents. Call your Area Director with
questions or more information.
ALL REGISTRATION MATERIALS ARE DUE INTO THIS OFFICE BY (Date).
In order to complete registration the following materials/forms are due on or before ___________ at
5:00 P.M.
Use this checklist to make sure that all necessary forms and materials are included.
_____ Athlete entry forms - alphabetical order
–see attached for sample registration form
_____ Valid Application for Participation
_____ Housing forms
_____ Team forms - if necessary
_____ Uniform sizes
_____ Volunteer A forms
PLEASE PUT ALL FORMS IN ONE PILE IN ALPHABETICAL ORDER BY ATHLETE LAST NAME.
Double-check all forms to make sure that they are complete and accurate.
FIRST MAILING
General Information
About Athlete Forms:
o
o
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All athletes must have competed in Area or Regional Games to attend the State Games.
Make as many copies of entry forms as needed (included with this packet).
Remember to complete registration forms for alternates. If you do not have alternates and an
athlete drops, you are still charged for the athlete.
1. Athlete Entry Forms - Refer to SOMI’s Registration Information to complete this form.
o An athlete may compete in only one sport at the State Games.
o Coaches are responsible for obtaining accurate and valid entry scores.
o Accurate scores are imperative.
o Scores should be the best score achieved by the athlete. Do not use the Area Games score if
it is not the best score achieved.
o Athletes should have many opportunities for competition – use practices to obtain multiple
scores.
o Refer to attached computer entry form sheet to submit names.
o Be sure to list athlete’s date of birth (DOB) to verify the correct athlete in case of duplicate
names.
2. Athlete Application for Participation
o All Application for Participation forms must be valid through the end of the games.
o Code of Conduct when appropriate
Current Competition Rules: Coaches should refer to the SOMI Program Guide for competition
rules and information. Coaches should review the rules prior to entering an athlete in the event.
Specific sports rules can be found on the following websites:
www.specialolympics.org
www.somi.org
Coach/Chaperone Forms: All coaches and chaperones MUST complete the SOMI A Volunteer
form if it is not on file at the SOMI State Office as well as the online Protective Behavior, Concussion
Class and General Orientation Class. These mandatory forms/classes are due with registration
materials. Each coach or chaperone attending the State Games should receive a copy of the coach/
chaperone responsibilities prior to attending the State Games. Coaches and volunteers should fill out
a Code of Conduct Form to assure that they are aware of the expectations and rules for being a
coach/volunteer.
DO NOT register any coach or chaperone who cannot commit to attending the entire event.
If You Coach Team Sports: Coaches must complete the team/relay form for the following sports:
volleyball, aquatic relays, track relays, team bowling and the doubles form for bowling, bocce, and
horseshoes. List alternates on the alternate form so that if a regular athlete is unable to attend, an
alternate will be available to take their place
Transportation: All athletes, chaperones, and coaches are required to use the transportation
provided by the area. Any deviation from this policy must be approved by the Area Director. Athletes
and coaches will meet at the following location for departure - _________. Please arrive by _______
to be at (the games) by mid-afternoon. We will return back to the above location on ______ at
______P.M. Please instruct all parents to be on time so that chaperones can leave in a timely
manner.
15 passenger vans are not allowed at any Special Olympics activity.
Housing and Meals: Our delegation will be housed in ________. There are four people per room.
All roommates will be of the same sex unless there is written guardian consent and Area Director
approval. No exceptions will be made without prior consent. Any changes in housing after the
registration date must be approved by the Area Director. Meals are provided throughout the entire
weekend unless otherwise noted.
If you need special meal arrangements due to medical conditions or allergies, please contact
the state office immediately at 1-800-644-6404.
Parent/Guardian Information: Enclosed is the parent information. PLEASE make copies and
distribute to all parents and guardians. It is your responsibility to ensure that parents are receiving
the necessary information. Many problems can be avoided if parents are informed of what will occur
before and during the Games. Many activities have been planned throughout the Games for the
parents and families enjoyment.
Computer Updates: Please be sure to review what information was entered in the computer for
your athlete(s). These are the events that the athlete will participate in at the games. Check for DOB,
gender, events entered, and scores. It is very easy to change this information prior to the Games,
but becomes more problematic at the Games. With the knowledge of the Honest Effort rules, it is
critical that accurate scores are entered. Scores can be changed up to the event, but to be fair to
your athlete and the others in the event, please take the time beforehand to ensure honesty and
accuracy.
Bed Wetters: If you have athletes attending the Games who may be bed wetters, please notify the
Area Office so that proper arrangements can be made.
Medication and Medical Updates: If you have an athlete that is taking medication, please pack
enough for the entire duration of the Games. Medication should be packed in the original
container with the name of the athlete and how much and when medication should be dispensed.
This includes over-the-counter medication such as Tylenol or cough syrup. Any athlete that has
had a change in medication or medical status since the time that the original health appraisal
form was submitted is required to fill out the attached medical update form and turn it into the
Area Office at registration.
Spending Money: Special Olympics provide all meals and housing unless otherwise noted. If an
athlete would like to purchase souvenirs or snacks, he/she may want to bring along spending money.
Please do not send large amounts of cash or other valuables with the athletes.
Emergency Numbers:
Daytime: _______________________Contact: _____________________________
Evening: _______________________Contact: _____________________________
Special Events and Activities: Many special events and activities have been planned for the
athletes when they are not competing.
A general schedule of events is enclosed or available at the games.
Opening Ceremonies: Opening Ceremonies will take place on (date and time). The ceremonies
will begin at 7:00 P.M. Prior to the ceremonies, SpartanNash will host a Parents/Family Tailgate
Party. The entertainment at this year’s ceremonies is______________________.
Healthy Athletes: Do not forget to take advantage of the numerous healthy athlete opportunities at
the games. Please visit the Healthy Athlete Village so the athletes can benefit from the valuable
services offered there. Do remember that there will be a Medfest available to give free Application
for Participations to athletes. Use these services to assist your athletes in meeting their medical
needs.
Additional Information: Athletes are required to stay with their chaperones throughout the entire
weekend. Athletes may not leave the event site with their parents unless they have received prior
approval from the Area Director. Coaches/Chaperones cannot give permission for off-site visits.
Please understand that once an athlete is registered with the delegation that SOMI is responsible for
them. No athlete can leave the event site for any reason without a chaperone. If a parent wants to
take an athlete off-site, a chaperone must also go with them. That may mean that other athletes may
have to go as well since the chaperone is responsible for them as well.
Code of Conduct: In order to ensure that the athletes are aware of the rules and expectations, all
athletes should sign a code of conduct. This makes it clear to the athletes the rules that must be
followed and gives the Area Director and area some alternatives if an incident occurs.
15 Passenger Vans: Do remember that 15 passenger vans are not allowed to be used for any
purpose connected with Special Olympics.
Schedules, Rules and Results: Be sure to visit the SOMI website for sports rules, specific
schedules, and games results. www.somi.org
Volunteer Registration: All volunteers attending the games as a coach or chaperone are required
to complete the Volunteer A form, the general orientation, and the Protective Behaviors class. Go to
www.somi.org to complete the online general orientation and protective behaviors class.
Questions or concerns: Please call the area office with questions or concerns at ____________.
REMINDER: All State Games registration information is due to the
office by ____________. No late registrations will be accepted.
SECOND MAILING – COMPUTER CORRECTIONS LETTER
Date:
To: Head Coaches
From: Area Director
Re: Computer Listing of Athletes
Enclosed is the computer sheet for the athletes from our area. Only athletes listed on this sheet are
registered to attend the Games. In order to ensure that the athletes are entered in the correct
events, please review the listing and notify me as soon as possible with any changes that you may
have.
Please review the following items:
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Athlete’s name - Is it listed? Is it spelled correctly?
Is the athlete correctly listed as an alternate?
Date of Birth (DOB) - Is it correct?
Gender - Is it correct?
Medical Codes?
Events entered?
Scores/levels entered - Please make sure these scores are accurate.
Changes due to improvements or additional training should be made to ensure fair
competition for all of the athletes.
It is your responsibility to make sure that the computer information is accurate and complete.
If there are any changes, please notify me by ____________. I will then contact SOMI with any
changes.
I cannot stress how important it is to review the computer sheets for accuracy. This is a great
opportunity to make sure that the athletes are competing in the correct events and under the
fairest standards possible. Thank you for your assistance in making this possible.
THIRD MAILING – CHAPERONES LETTER
Date: ______________
To: Chaperones for the State Games
From: Area Directors
Subject: Update
On behalf of the athletes who are attending these Games, thank you very much for
serving as a coach or chaperone for the State Games. This is a very special
experience for all who attend and we sincerely appreciate your willingness to serve in
this important capacity. Thanks for all you do.
Please read over all the information contained in this packet. For each athlete to
get full enjoyment and benefits from these Games it is important that you are
familiar with the schedule and other important facets of the event. Please contact
your Area Director with any questions that you might have about the following
information.
Chaperones are responsible for the athletes assigned to them 24 hours per day for the
entire duration of the games.
Departure: Departure time is __________. All delegation members are required to
ride the transportation provided unless otherwise approved by the Area Director. We
will return back to the departure site on _______________ at _________a.m./p.m.
Meals: Chaperones and volunteers will need to bring a sack lunch to eat on the
way to the games. All other meals and housing is provided by Special Olympics.
Athlete Wristbands: Upon arrival at the games, place the athletes’ wristbands on as
soon as possible. Wristbands serve as athlete identification and allow the athlete to
participate in events. Your coach or chaperone buttons serve as identification and as an
entrance to meals.
Schedule: Please review the enclosed tentative schedule to determine when each
athlete’s competition is held. One of your main responsibilities is to ensure that athletes
get to their events as scheduled.
Thursday’s( Tuesday for Winter Games) schedule includes getting familiar with the new
surroundings, unpacking, dinner, and getting to Opening Ceremonies at the requested
time. After Opening Ceremonies, there will be some type of additional entertainment.
Sports schedules will be posted on the website at www.somi.org.
Medical Needs of Athletes: Please review the medical forms of each athlete you are
responsible for. It is important to note any allergies or medical problems that will need
your attention during the Games.
Develop a medication disbursement schedule to ensure that the athletes are
receiving their medicine on time. Any medication that needs refrigeration should be
given to the Area Director. Please inform the Area Director of medical problems that
occur during the Games. During the daytime hours, use the medical staff that is
provided at the venues. At night, contact the Area Director prior to accessing medical
staff.
Healthy Athletes: Do not forget to take advantage of the multiple healthy athlete
opportunities at the games. Be sure to visit the Healthy Athlete Village to provide these
valuable services for the athletes. Do remember that there will be a Medfest available to
give free Application for Participations to athletes. Use these services to assist your
athletes in meeting their medical needs.
Attending Special Events: Please try to take advantage of all of the special events
that are being offered when athletes are not competing. This is an important part of the
quality of the athlete’s experience.
Coach/Chaperone Meetings: Coach/Chaperone meetings will be held nightly at 10:15
P.M. Please have as many chaperones attend as possible, but be sure that there is
enough chaperone coverage on each floor. The meeting will provide updates about
what is happening the following day and any new information about events.
Housing:
1. Please review the attached housing assignment form. You will be responsible for
the athletes listed in your room.
2. NO housing changes will be made without consulting the Area Director first.
Housing lists are maintained at the SOMI Nerve Center and are important should an
emergency occur. Only the Area Director can make changes to the list.
3. Lost keys cost $40.00 to replace. Be sure to keep track of your key. Keys should
be returned to the Area Director prior to departure.
4. Athletes are not permitted to go off campus with parents or relatives.
Uniforms: Each athlete will be given a uniform which consists of a (name items).
Athletes may keep these articles following the completion of the Games. Chaperones
may also keep the shirt that is given to them. Denim is not allowed to be worn for any
competitive event. Athletes wearing denim will be disqualified.
Competition Results: In order to notify sponsors, media, families and other
interested parties of athlete results, please keep track of the score and place for
all events. Please turn in this information to the Area Director prior to departure.
Scores will be posted on the www.somi.org website.
Return to Home: (Day of departure), all beds must be stripped and linens placed in
piles in each room. Please use bio-hazards waste bags for athletes who are BBCIC.
The bus will depart at (time and date) from (location),
THE USE OF ALCOHOLIC BEVERAGES AND CONTROLLED SUBSTANCES ARE
PROHIBITED AT ALL TIMES.
Important Phone numbers: In the case of an emergency, the following numbers are
available. Do not use these numbers unless it truly is an emergency. If you are trying
to reach a delegation member for a non-emergency call, use the front desk number and
leave a message.
Special Olympics Michigan
_______________________________________
Dorm Front Desk
_______________________________________
Area Director’s Room
_______________________________________
Area Medical Room
_______________________________________
Changes, Updates, and Messages: Any messages or change of plans will be posted
on my door. Please check the door throughout the day to find out the latest
information.
Uniform requirements: Please refer to the Special Olympics Michigan Program Guide
for uniform requirements. Do remember that denim is not acceptable for any sports
uniform. Give the athletes the best opportunity to achieve success by providing them
with the appropriate uniform for the sport.
CRITERIA FOR ADVANCEMENT TO STATE GAMES
State Competition - Who goes?
Attending and competing in SOMI State Events is a privilege for any athlete.
Unfortunately, not all athletes can attend every event. The number of athletes that the
area sends depends on the following issues:
1. The number that the area can afford to send. Registration fees, transportation,
uniforms, equipment, and other expenses are all paid out of area funds.
2. Whether the state event has established athlete quotas. Sometimes quotas are
set due to limited space and housing. If a quota is set, invitations to events will
be determined by the numbers of athletes registered within each area that are
training within a specific sport.
Area Advancement Criteria
Each athlete has the opportunity to represent the area at SOMI State Events. The final
choice of which athletes will be selected depends on the following criteria:
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Valid Application for Participation must be on file in the area office.
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The athlete is required to participate in an eight-week training program.
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The athlete must compete at the local/area/regional competition for that sport.
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Good sportsmanship and appropriate behavior must be displayed at all times.
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Frequency of attendance at other SOMI State Events.
Note: Participation in Special Olympics Michigan is both a privilege and an honor.
Participants must earn the right to represent Special Olympics by conducting
themselves in such a way that is both courteous and safe to others and themselves.
Any athlete whose conduct is judged to be inappropriate will not be given consideration
for attendance to events outside of the area. See Athlete Code of Conduct form.
PARENT
INFORMATION
PARENT LETTER
Date: _______
____________
____________
____________
Dear Parents and Guardians:
We are making the final preparations for the (event or Tournament name). The Games
will be held at (location). Please review the information below and call the area office if
you have any questions. We look forward to successful games and encourage you to
be a part of this special experience. Many activities have been planned for your
enjoyment. Call the office today if you have any questions.
Dates:
(dates)
Transportation:
Departure-We will depart from (list location) on (day), (date) at approximately
(time). Be sure to send one piece of well-marked luggage and a sack lunch with
the athlete. A map to the departure area is enclosed.
Return-We will be returning back to the above location on (day), (date) at (time).
All athletes must be picked up by (time). Please be considerate and be on time
to pick up your athlete. Volunteers have given their time freely to help the
athletes and are anxious to leave the pick up area as soon as possible.
Lunch on (day), (date): Athletes and chaperones need to bring a bag lunch to eat on
the way to Mt. Pleasant. Be sure to pack a lunch that does not need refrigeration and
that can be easily discarded after eating. All other meals will be provided. If your
athlete needs special arrangements for meals due to medical or allergy concerns,
please notify the area office as soon as possible so special arrangements can be made.
Luggage: Athletes need to bring one piece of luggage with them when arriving on
Thursday. Be sure that it is clearly marked with the name of the athlete. The area
office is not responsible for lost or stolen articles. Refer to the suggested clothing list
for items needed.
Bed wetters: If your athlete is a bed wetter, please notify the area office so that
special arrangements can be made.
Medication and Update Form: If your athlete is on medication, be sure to pack
enough for the entire duration of the trip. Pack the medication in the original container
with the name of the athlete, the proper dose, and when the medication should be
given. This includes any over-the-counter medication such as Tylenol or cough syrup.
*Be sure to fill out the enclosed medical update form and return it to the area
office. This is important as it will inform the chaperone of any conditions that may exist.
Spending Money: Special Olympics Michigan pays for your athlete’s meals and
housing. If your athlete would like to purchase souvenirs while at the Games, a small
amount of money should be sent. Souvenirs generally range from $.50 to $20. There
are also snacks and pop available to purchase at the dorms. Please leave large
amounts of money and valuables at home. Special Olympics Michigan cannot be
responsible for lost or stolen items.
Emergency Phone Numbers:
Daytime - Special Olympics Michigan Nerve Center - _____________________
Evening - (dorm front desk) - ________________________________________
Police – (will supply with registration information depending on location) ________________
Opening Ceremonies and Special Events: Opening Ceremonies will take place on
(day), (date) at (time) p.m. at (location). Prior to the ceremonies, SpartanNash will be
hosting a Parent/Family Tailgate Party. The location of the tailgate party is at the tent
just outside the (location). Come join us in the fun and get a chance to meet other
parents and family members. When the athletes are not competing, there are lots of
special events and fun things to do. Refer to the schedule in the Program Book for
options available.
Parent/Family Activities: In addition to the tailgate party, many other activities have
been planned for the parents and families. Special Olympics Michigan recognizes that
parents/families are an important part of the success of the program. Hospitality rooms
are open throughout the Games at the (location). Refer to the schedule for times and
locations. We hope that you will be able to join us at one of the many activities
scheduled for parents and families.
Miscellaneous Information: Athletes are required to remain with their chaperones at
all times during the Games. Athletes are not permitted to leave the delegation to go off
campus with their parents/families. Athletes that choose to ride home with their parents
must seek approval in advance from the Area Director. Any parent receiving approval
for this exception must fill out an Early Release Form absolving the area and Special
Olympics from further liability.
Healthy Athletes: Do not forget to take advantage of one of many healthy athlete
opportunities at the games. Be sure to visit the Healthy Athlete Village to provide these
valuable services for the athletes. Do remember that there will be a Medfest available
to give free Application for Participations to athletes. Use these services to assist your
athletes in meeting their medical needs.
Games Schedules and Results: Visit the SOMI website at www.somi.org for specific
sports schedules and game results.
Housing: Your athlete will be housed with the delegation in the housing provided by
Special Olympics Michigan. One chaperone will be provided for every 4 athletes
attending the games. Please refer to pages 33 and 34 in the Special Olympics Michigan
Program Guide for rules regarding the housing of athletes participating in Special
Olympics.
Your athlete will compete in the following events:
EVENT
DAY
TIME
PLACE
Housing: Athletes will be housed at (location). Special Olympics Michigan requires
that a chaperone to athlete ratio be no more than one chaperone to four athletes. This
ratio might vary due to the age, behavior, or other circumstances of each athlete.
However, a chaperone can never be responsible for more than four athletes.
Questions or concerns: Please call the area office at __________________ with any
questions or concerns that you may have about the enclosed information.
Special note to parents/guardians: Special Olympics Michigan is
responsible for all expenses to send each athlete and chaperone to these
Games. Dedicated volunteers work hard to raise funds to send those
athletes to SOMI State Events. Please understand that once an athlete is
registered to attend the games, the area program will pay for that space,
and those funds are wasted if the athlete cancels. Please keep this in mind
when agreeing to send your athlete to the Games.
Parent/Guardian/Provider Understanding Form
This form is to be completed by the parent or guardian and not the athlete.
I, _________________________, parent or guardian of______________________,
(Print parent or guardian name)
(Print athlete’s name)
give my consent for him/her to attend the _______ Special Olympics Michigan State
Games.
I understand the following Area Rules and agree to follow them as written.
1. Signing this form does not guarantee that the athlete will be selected to attend
the Games.
2. The local coach will make athlete selection on (date).
3. Athlete will commit to attend practices, Area Games, and State Games unless
an emergency exists.
4. Athlete must travel with the delegation in the transportation provided by the
Area.
5. Athlete must reside with the delegation and stay the entire duration of the
Games. Athlete is not permitted to go off campus with family or friends.
6. Should a medical emergency, behavior problem, or other situation occur which
warrants the return of the athlete before the scheduled trip home, the above
parent or guardian will be responsible for providing transportation.
7. Parents/guardians are responsible for informing the Area and/or chaperone of
any information which is relevant to the care of this athlete.
8. Each area program is responsible for raising the necessary funds to pay for
each athlete and chaperone who will attend the Games. Once an athlete is
registered to attend the Games, no refunds are given.
Do not register any athlete who cannot commit to the above guidelines.
__________________________________
Parent or Guardian Signature
___________
Date
STATE SUMMER GAMES SUGGESTED PACKING LIST
As you know, Michigan weather can be unpredictable. Below is a list of suggested
items that should be considered for packing for the State Summer Games.
1.
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Warm weather clothing (shorts, t-shirts)
Cool weather clothing (long pants, sweatshirt, and sweatpants)
Lightweight jacket
Underwear (with extras for changing throughout the day)
Socks (several pairs to change throughout the day, if needed)
Sunglasses
Rain jacket, poncho, umbrella
Sleepwear
Personal items (soap, shampoo, toothbrush, toothpaste, deodorant,
comb/brush, feminine hygiene, etc.)
Outfit for the Victory Dance
Athletic supporter for males
Everyday footwear
Athletic shoes
Plastic bag for dirty laundry
Medication needed while at the event (please keep in original container with
directions)
Sunscreen
Souvenir money
Lip balm (Chapstick)
Kleenex
DO NOT BRING VALUABLES, LARGE AMOUNTS OF MONEY, CAMERAS OR
ELECTRONICS. SPECIAL OLYMPICS CAN NOT BE HELD RESPONSIBLE FOR
STOLEN OR LOST ARTICLES.
STATE WINTER GAMES SUGGESTED PACKING LIST
In Michigan, the high temperature averages about 25 degrees during February, but it can
be in the teens for many days in a row. Add to that the wind factor, and the temperatures
can become very threatening. Therefore, it is important that those participating in the State
Winter Games be prepared for the intense cold.
According to the experts, the key to surviving comfortably in the winter is to dress in layers.
The dead air space in between layers of clothing creates an excellent insulator. Also, if it is
necessary, participants could remove one layer of clothing during competition to allow for
easier movement.
Uniform guidelines will be strictly enforced.
The list below is suggested to help all participants be as comfortable as possible.
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Thermal underwear (2 pairs suggested)
Thermal or wool socks (several pairs)
Turtleneck shirts
Sweaters
Warm hat that covers the ears
Warm, insulated, waterproof boots
Mittens, preferably suede or leather, with liners (mittens tend to be warmer than
gloves)
Outerwear - ski pants and warm jacket or a snowmobile suit - SEE UNIFORM
GUIDELINES
Sunglasses or ski goggles
Casual clothes for indoor activity - perhaps one dress-up outfit
Sufficient underwear, shoes, socks, etc.
Warm sleepwear (pajamas, robe, slippers)
Personal items (toothbrush, toothpaste, deodorant, comb/brush, shaving
equipment, etc.)
Plastic bag for dirty laundry
Sports equipment for your particular event (skis, skates, snowshoes)
All medications taken while at this event (clearly labeled)
Kleenex (pocket size)
Lip Balm (Chapstick)
Sunscreen /Extra Lotion
Souvenir Money
PLEASE LABEL ALL CLOTHES AND EQUIPMENT.
REMEMBER, IT IS BETTER TO BE OVERLY PREPARED THAN TO BE COLD.
NOTE TO COACHES: It is a good idea to plan to provide some "in room" activities for
leisure time for your athletes. Also, be sure to bring extra copies of the Application for
Participation and Application for Participation forms for each athlete. An Information Book
will be available at the event with schedules in it.
CRITERIA FOR ADVANCEMENT TO STATE GAMES
State Competition - Who goes?
Attending and competing in SOMI State Events is a privilege for any athlete.
Unfortunately, not all athletes can attend every event. The number of athletes that the
area sends depends on the following issues:
1. The number that the area can afford to send. Registration fees, transportation,
uniforms, equipment and other expenses are all paid out of area funds.
2. Whether the state event has established athlete quotas. Sometimes quotas are
set due to limited space and housing. If a quota is set, invitations to events will
be determined by the numbers of athletes registered within each area that are
training within a specific sport.
Area Advancement Criteria
Each athlete has the opportunity to represent the area at SOMI State Events. The final
choice of which athletes will be selected depends on the following criteria:

Valid Application for Participation must be on file in the area office.

The athlete is required to participate in an eight-week training program.

The athletes must compete at the local/area/regional competition for that sport.

Good sportsmanship and appropriate behavior must be displayed at all times.

Frequency of attendance at other SOMI State Events.
Note: Participation in Special Olympics Michigan is both a privilege and an honor.
Participants must earn the right to represent Special Olympics by conducting
themselves in such a way that is both courteous and safe to others and themselves.
Any athlete whose conduct is judged to be inappropriate will not be given consideration
for attendance to events outside of the area. See Athlete Code of Conduct form.
SAMPLE
LETTERS
SAMPLE – CHAPERONE LETTER
Date: ___________
________________
________________
________________
Dear __________:
Thank you for volunteering to serve as a chaperone at the upcoming Special Olympics
Michigan State Summer Games. We appreciate your assistance and look forward to a
successful event.
A schedule has been enclosed for your review. I have also enclosed other important
information including emergency phone numbers, clothing suggestions, competition
times, athletes you will be responsible for, and other details which you will need to be
aware of prior to the Games. If you have any questions that are not answered in these
materials please call the area office at (your area phone number).
All athletes and chaperones are required to use the transportation provided by the area.
Any exception from this rule must be approved in advance by the Area Director.
The drop-off/pick-up site will be (location). We will depart on (date) by (time) a.m.
Please bring a sack lunch for the trip to Mt. Pleasant. All other meals will be provided.
Our estimated return back to (your town) will be on (day), (date) at (time) p.m. Please
be sure to notify all parents of this information.
We will be holding a chaperone meeting at the area office on (day), (date) at (time) p.m.
Please try to attend as we will go over the important information for the trip and discuss
any last minute details and changes.
Thanks again for your willingness to serve in this important capacity.
Sincerely,
(Area Directors Name)
Area (#) Director
Enclosures
SAMPLE – ATHLETE LETTER
Date: __________
_______________
_______________
_______________
Dear ______________:
This letter is to officially notify you that you have been selected to attend the (year) State
Summer Games in (Location). The Games will be held (dates) at (Location). You are part of a
delegation of 300 that will attend the event from (your town). Congratulations on your selection.
Enclosed you will find some very important information about the trip to (Location). Please
review the enclosed information and contact the area office with any questions.
All athletes must travel with the delegation in the transportation provided by the area. If you are
unable to travel with the group or cannot stay the entire duration of the games, let us know as
soon as possible so an alternate athlete can be selected.
The entire delegation will be leaving from (location) on (day), (date) at (time) a.m. Arrive by
(time) so that you have enough time to meet your chaperone and go over any last minute
information. Be sure to bring a sack lunch to eat on the way to Mt. Pleasant. All other meals will
be provided. We will be returning back to (your town) on (day), (date) at (time) p.m. Please
make sure that your transportation home is aware of what time you need to be picked up at
(location).
At the Games you will receive a competition uniform which should be worn at Opening
Ceremonies and during your busiest day of competition. This uniform is yours to keep following
the Games.
Many great activities have been planned throughout the games. Be sure to visit the Healthy
Athlete Village for various opportunities that can improve the health of the athletes. There is
also the Medfest for athletes who need to update their Application for Participation.
Parents and families are invited and encouraged to attend the Games. There are lots of
activities planned for parents and families including a tailgate party. We hope to see all families
present. Please visit the www.somi.org website for specific sports schedules and results from
the games.
Congratulations on your selection as an Area (#) athlete at the State Summer Games. If you
have any questions, please call us at (your area phone number).
Sincerely,
(Area Directors Name)
Area (#) Director
Enclosures
SAMPLE – ALTERNATE ATHLETE LETTER
Date: __________
_______________
_______________
_______________
Dear ______________:
This letter is to officially notify you that your name has been submitted as an alternate
to the Special Olympics Michigan State Summer Games. The games will be held in Mt.
Pleasant, Michigan on (dates and year). Alternate status means that if an athlete that is
currently registered to attend the Games is unable to go, then an alternate will take
his/her place. Alternate status does not guarantee that you will be selected to attend.
Enclosed is a tentative schedule of the events of the weekend and any other
information that you may need. Please be prepared to be selected to attend up until
the day of the Games. Our office will contact you as soon as a position is available.
If you have any questions or are unable to attend the Games, please notify the area
office as soon as possible.
Sincerely,
(Area Directors Name)
Area (#) Director
Enclosures
SAMPLE – LETTER TO SPONSOR
Date: __________
____________
____________
____________
Dear Sponsor:
From (dates), in Mt Pleasant Michigan, (number) of athletes from Special Olympics
Michigan Area (name/number) will have the opportunity of a lifetime. These athletes
will compete in the (year) State Summer Games. Each athlete has been training for
over eight weeks in preparation for the competition. They are anxiously awaiting their
chance to show off their skills and win medals at this exciting competition.
The reason that we are contacting you is that we are looking for sponsors to help send
these Special Olympics Michigan athletes to the State Games. The Area Special
Olympics Michigan program is required to pay $120 per athlete to attend the games.
We are hoping that you will help us by sponsoring one or more athletes from the area.
Your sponsorship not only helps the area send athletes to the competition, but also
provides a valuable opportunity for the athlete. Many of these athletes have never
been away from home, lived in a dorm, or experienced the joy of competing in an
organized sporting event. Attending the games is enjoyable for the competitors and
offers a chance to meet new friends and experience new opportunities. Your
assistance enables the athletes to grow to meet their full potential.
Thanks for your interest in helping the Area (#) athletes. Once the athletes are
selected, we will notify you with the name of the athlete(s) and the sport that they will
compete in. Following the games, we will let you know the results of their efforts.
Sponsorships can be mailed to (Area address including zip code.) Please feel free to
contact the Area (#) office for more information about Special Olympics Michigan.
Please make checks payable to: Special Olympics Michigan Area (#).
Sincerely,
(Area Directors Name)
Area (#) Director
Special Olympics Michigan
SAMPLE – FOLLOW UP TO A SPONSOR LETTER A
Date: __________
____________
____________
____________
Dear Sponsor:
Thank you very much for sponsoring athletes at the State Summer Games. We are
looking forward to a very exciting event for the athletes. (Number of athletes) welltrained athletes from Area (#) will compete over the three days in Mt. Pleasant. They
have been training hard to be prepared for the upcoming competition.
The athlete(s) you have sponsored will compete in the following events.
Jaime Robinson – 100M dash, 200M dash and Running long jump
Carol Miller – volleyball
Dan Spencer – dead lift and squat.
Each of the athletes from Area (#) are looking forward to the trip to Central Michigan
University. Lots of exciting activities are planned including the Opening Ceremonies
held June 1st and the ever-popular athlete dance. Athletes will experience many new
opportunities including being away from home and living in college dorm rooms. All of
the experiences will help the athletes learn new skills.
When we return from (Location) we will let you know the results of your athlete’s
competition. Each of the athletes will be working hard to improve their skills and
achieve success at the games. Thanks again for supporting the athletes from Area (#).
Sincerely,
(Area Directors Name)
Area (#) Director
Special Olympics Michigan
SAMPLE – FOLLOW UP TO A SPONSOR LETTER B
Date: __________
____________
____________
____________
Dear Sponsor:
We have now returned from sunny (Location) and the State Summer Games with many
happy athletes and lots of shiny medals. The entire Area (#) delegation competed at
the highest standard bringing home (# of medals) medals. The coaches were
extremely pleased with the outcome and know that the athletes worked hard to achieve
success at the games.
The athletes you sponsored did very well in their events. Below are the results of their
competition.
Jaime Robinson – 1st place – 100M dash, 5th place – 200M dash, 2nd place – Running
Long Jump
Carol Miller – 3rd place – volleyball
Dan Spencer – 6th place – dead lift, 4th place – squat.)
The trip to (Location) could not have occurred without the tremendous support of the
entire community. Your support of these athletes made it possible for them to have an
experience of a lifetime. The pride that the athletes have gained from this experience
will stay with them for a long time.
Thanks again for your generous contribution.
Sincerely,
(Area Directors Name)
Area (#) Director
Special Olympics Michigan
MISCELLANEOUS
Computer Entry Forms
Name
Event Code
Event Code
Event Code
Name
Event Code
Event Code
Event Code
Name
Event Code
Event Code
Event Code
Name
Event Code
Event Code
Event Code
Name
Event Code
Event Code
Event Code
Name
Event Code
Event Code
Event Code
Birth date
Score
Score
Score
*Level
*Level
*Level
Birth date
Score
Score
Score
*Level
*Level
*Level
Birth date
Score
Score
Score
*Level
*Level
*Level
Birth date
Score
Score
Score
*Level
*Level
*Level
Birth date
Score
Score
Score
*Level
*Level
*Level
Birth date
Score
Score
Score
The Birthdate is to verify that it is the correct athlete.
*Level is only necessary for alpine skiing, gymnastics, and motor activities.
*Level
*Level
*Level
Athlete Update
In order to assist us in ensuring that your athlete has a safe and successful trip, please assist us by
providing the following information. This form must be turned in to a Special Olympics
Representative prior to your athlete boarding the bus. Thank you!
ATHLETE NAME:
YES

NO

Dosing Schedule: (Please check appropriate box or boxes)
Daily
Medications?
 Morning
 Noon
 4pm
 Bedtime
If Yes, please give approximate Date of Last Seizure:
Seizure
Disorder?
If Yes, is Athlete Insulin Dependent?
Diabetic?
If Yes, Please Describe:
Recent Health
Changes?
If Yes, Please Describe:
New Behavioral
Concerns?
Anything else
we need to
know?
If Yes, Please Describe:
Who will be picking up Athlete upon their return?
If the bus is going to be Early or Late, what phone number
should we call?
Before giving out alternate wristbands - retrieve from the
coach the wristbands of athletes not attending. If you are
writing a new wristband make sure the athlete is registered
for the event.
Understanding a Wristband
1
SMITH, JANE
A17
3
4
MS
F
23
FLOOR EXERCISE
TUMBLING
VAULT
5
2
F:22-29:01
F:22-29:09
F:22-29:01
6
1.
2.
Athlete Name
Medical codes
A white wristband indicates no medical concerns and will not have any medical
codes on it. An orange wristband indicates that the athlete has one of the following
medical conditions:
code
M
A
C
G
B
D
S
Z
H
3.
4.
5.
6.
7.
C
Condition
On Medication
Allergies
Cardiac Condition
Glucose/Diabetic
Blind
Deaf
Seizures
BBCIC
Shunts
Sex
Age
Area
Event Name
Heat Information (Gender, age group, heat #)
7
HOUSING ASSIGNMENTS
AREA NO.
RESIDENCE HALL OR HOTEL
ID CODE:
A = Athlete
CH = Chaperone
UP = Unified Partner
AAD = Asst. Area Director
D = Bus Driver
WA = Wheelchair Athlete
AD = Area Director
G = Guest
REV. 2/23/10
B = Blood-Borne Cont. Inf. Carr.
M = Medical Staff
C = Coach
RC = Relief Chaperone
\\Somiserver\station1\MyFiles\Medical\Wristband-how to read.doc
Room
No.
ID
Code
Name
Room
No.
ID
Code
Name
Room
No.
ID
Code
Name
Room
No.
ID
Code
Name
Room
No.
ID
Code
Name
Room
No.
ID
Code
Name
Room
No.
ID
Code
Name
Room
No.
ID
Code
Name
Room
No.
ID
Code
Name
Room
No.
ID
Code
Name
Rev. 12/03/02
\
Somiserver\Station1\MyFiles\Sports & Training\Housing Assignments Form.DOC
EARLY RELEASE FORM
I, _________________________, parent/legal guardian of Special Olympics Michigan
athlete, ___________________________, do hereby assume all responsibility and
liability for my son/daughter; acknowledging that I am taking him/her early from the
______________ __ tournament/game prior to the area delegation leaving for home.
The official delegate/coach,
notified.
, has been
Parent/Legal Guardian
Signature___________________________________________________________
Area Director Signature______________________________________________
Official Delegate/Coach
Signature___________________________________
Date______________
Time________________
ATHLETE CODE OF CONDUCT
Special Olympics Michigan adheres to the highest ideals of sport in the tradition of the Olympic
movement. The Special Olympics Oath, “Let me win, but if I cannot win, let me be brave in the attempt,”
represents the ideal of competition that every Special Olympics athlete tries to achieve.
I understand that my participation in Special Olympics is a call to excellence for me to train and compete
in ways that bring honor to me, to my family, and to Special Olympics. I pledge to uphold the spirit of this
Code of Conduct, which is only a general guide for my conduct and does not describe all types of good
behavior and bad behavior. If I do not obey this Code of Conduct, my Program or a Games Organizing
Committee may suspend me from Special Olympics, either temporarily or permanently. If I am
suspended from Special Olympics, I can appeal the decision in accordance with the attached Special
Olympics Athlete’s Appeal Process.
I pledge that:
Sportsmanship
 I will practice good sportsmanship and act in ways that will bring respect to my coaches, my team,
Special Olympics and me.

I will not use bad language, such as swearing or insulting other persons, and will not fight with
other athletes, coaches, volunteers, or staff.

I will show respect towards my fellow athletes, coaches, and volunteers at all times. I will not
make fun of other people or criticize them, but will give them praise and positive recognition.
Training & Competition
 I will train regularly, attend scheduled practices, and meet training criteria set by my coaches and
area. I will try my best during training/practice and competitions.

I will learn and follow the rules of my sport, and I will ask questions when I do not understand.

I will not hold back in divisioning preliminaries in order to get into an easier heat in the final.
(Alternative: I will perform in divisioning the same as I perform in competitions.)
Personal Responsibility
 I will not make unwanted physical, verbal, or sexual advances on others.

I will not drink alcohol, smoke tobacco in non-smoking areas, or use illegal drugs at Special
Olympics venue sites, and I will not take drugs for the purpose of improving my performance.

I will obey all laws and Special Olympics rules.
By signing below, I am saying that I have read, or have had read to me, this Athlete Code of Conduct and
that I agree to obey this Code of Conduct. If I violate this Code of Conduct and disagree with my
punishment, I agree to follow the Special Olympics Athlete’s Appeal Process and I will accept their
decision as final.
Athlete
Date
Parent / Guardian or Witness
Relationship to Athlete
DISCIPLINARY STEPS FOR VIOLATING
ATHLETE CODE OF CONDUCT
The following progressive disciplinary steps may be taken with the program beginning at whichever step is
deemed appropriate under the circumstances by a sanctioned area representative. The representative
must notify the Area Director of any action that is taken.
Step 1 Verbal warning to the athlete and to parent/guardian or caseworker with a written copy of the
Incident Form to the Area Director.
Step 2 A written Incident Report must be completed giving warning to the athlete with a copy to the
Area Director and parent/guardian or caseworker.
Step 3 The Area Director will conduct a personal meeting with the athlete to review unacceptable
behavior and to agree on a plan for improvement.
If the athlete is under 18, or over 18 and has a guardian, he/she will be accompanied by his/her
parent/guardian or caseworker. If the athlete is over 18 and his/her own guardian, he/she may
choose to have another adult present. The meeting will be documented in writing and copies
distributed to the athlete, Area Director, state office, parent/guardian, or caseworker.
Step 4 Suspension from practices or competition for a specific time period (such as during the specific
sport season).
The Area Director must be contacted before an athlete is suspended. The Area Director will
discuss the circumstances and must approve/disapprove the action. The action will be
documented in writing and presented to the athlete, parent/guardian (or caseworker), and a copy
will be sent to the state office.
Any further action must be referred to the Area Director. The Area Director and program staff
member responsible for Area Management will approve any further action to be taken.
Further action could be, but is not limited to:
- Suspension for a longer period
- Permanent expulsion
ATHLETE APPEAL PROCESS
The athlete has the right to appeal any disciplinary action to the Area Director. The athlete or the athlete’s
representative must submit a written notice of appeal, with a copy to the Area Director and to the
President/CEO of Special Olympics Michigan. This notice must include a request for a meeting within 30
days of being notified of the disciplinary action.
The appeal will be heard by the Area Director, the Director of Area Management, or the Chief Program
Officer, and the Chair from the Program Committee or designee not involved with the situation. A decision
must be rendered in writing within 21 days following the meeting and may reverse, amend, or affirm the
disciplinary action. The decision shall be submitted to the athlete and to the Area Program and should
include, if applicable, a plan of action for the athlete to correct the unacceptable behavior that led to the
disciplinary action.