Selling Candy Grams is strictly a fundraiser. The Candy Grams usually sell for approximately $1.00 - $2.00, so try to find candy or items that are low in cost to make as much profit as possible.

Give a receipt to the VGBC treasurer for the supplies to get reimbursed.

Directions

· Find out what the meet theme is.

· Find out from Melanie how many gymnasts will be attending the meet.

· Determine the amount of Candy Grams needed based on the number of gymnasts attending. About 200 Candy Grams were sold in the previous meet.

· Decide what candy or non-candy items you wish to use; check with Melanie to see if she has any ideas.

· Purchase items for Candy Grams.

· Design the 8 ½ x 11 paper that the message will be written on.

· Include the meet logo and pertinent information on the paper.

· Make as many copies of the paper as needed.

· Purchase several scotch tapes (Tape needed to attach the candy.)

· Purchase several pens to write messages.

· Determine the price of the Candy Grams.

· Make one or two posters to advertise the Candy Grams.

· Let Apex know that a table and chair will be needed to sell the Candy Grams during the meet.

· Provide change for cash box. (Start with about 20 ones and 4 fives.)

· Arrive at the gym before the meet starts to set up the Candy Gram table.

· Give the directions to the volunteers.

· Count out the money in the box after the meet is over.

· Deposit the money in your account and write a check to the VGBC.

Directions for Meet Volunteers

· Take money from customer.

· Put money in money box.

· Give customer the sheet of paper and a pen to write the message.

· Tape the candy to the sheet.

· Fold the sheet in half and tape to close.

· Put the Candy Gram in the box.

· Give the box of Candy Grams to Marty toward the end of the session so he can hand them out.

Helpful Hints

Oriental trading is a good place to purchase items for the Candy Grams.

Concessions

Number of Volunteers and Amount of Time Needed

(Two Chairs, Total Time Needed = 30 hours)

· Obtain Health Department Permit – Karen Bergin is the contact for this. Her email is Karen.Bergin@vdh.virginia.gov

· Chairs work all shifts during meet

· Three or four volunteers during set up to help set up concession stand

· Two volunteers to get to the gym first thing in the morning and help set up food/coffee/etc.

· One volunteer to create menus (Cynthia Smith painted the menus for previous meets)

· Chair needs to be there all shifts – the person with their name on the Health Department permit.

· Four volunteers needed per shift at meet

Cost

Keep receipts for all purchases. Give the receipts to the VGBC treasurer to get reimbursed. The following items need to be purchased or rented for concessions:

· Supplies purchased at Costco or Sam’s (food/soda/supplies) using VGBC cards to get items tax free. Note: Sam’s has more vending items.

· Rentals – tables, chairs, popcorn machine, and other items that Apex needs for the meet. Rent from Brook Rentals (in Leesburg). Need to pay in advance with a check from the VGBC.

· A Health department permit needs to be purchased once a year ($40.00). Only pay once a year, but have to get a permit for every meet.

· Pizzas have to be ordered from the pizza place. Pay as the pizzas are delivered, but contact pizza place one month before meet to set up deal. Note: Dominos usually gives the best price – school deal.

· Hot dog machine is loaned free-of-charge from the Moose Lodge.

· Gloves and cups for dressing are donated by the Downtown Saloon.

Required Supplies/Food

Food and sodas need to be kept separate. The Health Inspector checks the temperature of the coolers.

Directions

Thirty Days Before the Meet

· Apply for the Health Department permit.

· Find out what supplies Apex needs to rent for the meet.

· Order all rental equipment from Brook Rentals in Leesburg (e.g., tables, chairs, popcorn machine, popcorn butter).

· Get check from the VGBC to pay Brook Rentals. Need to pay before the rentals are delivered.

· Ask Debbie (from the Moose Club) to borrow the hot dog machine.

· Make a deal with the pizza place. (usually Dominos)

· Ask Costco for a donation (in writing). Also ask Shopper’s.

Two Weeks Before the Meet

· Send out an e-mail asking VGBC members to lend coolers. Coolers should be dropped off the week before the meet.

· Ask Apex to start the concession shift 30 minutes early on the sign-up sheet for meet volunteers.

· Create a menu poster that includes all of the prices.

· Send the Health Inspector an e-mail that includes the dates of the meet and the number of shifts.

· Ask fire department for ice.

Right Before the Meet

· Purchase all of the items from Costco the Thursday before the meet.

· Store all items in the back of the gym by the exit door.

· Let Apex know when the equipment will be delivered (usually Friday before the meet). Apex takes care of the equipment delivery.

· Buy the doughnuts the morning of the meet. (each morning 2 dozen)

· Put the grapes and carrots in individual-sized bags.

· Put the cream cheese & margarine in small dressing containers.

· Call the pizza place and confirm delivery for the meet.

· Get change (fifty $1.00 bills and fifty $5.00 bills).

· Pick up ice from fire department.

· Get three or four people to help set up the concession area during setup.

· Clear the concession area and set up all of the equipment, menus, etc. for the meet.

Meet Directions

· Put out goldfish and small cups for gymnasts.

· Make sure all volunteers wear a hat; females must have hair up.

· Make sure all volunteers wear gloves when handling pizza and hot dogs.

· Have one volunteer per shift in charge of hot dogs.

· Show volunteers the prices and menu items.

· Prepare for the Health Inspector’s visit (usually during first session).

Test temperature of hot dogs periodically to make sure they are at correct temperature.
Test temperature of coolers periodically to ensure the correct temperature.
Set up a sanitizing station that includes bleaching and rinsing.
Make sure volunteers are wearing hats and gloves.

· Make coffee as needed.

· Keep sodas and waters in coolers.

· Order cheese and pepperoni pizza as needed.

· Keep two to three pizzas on hand.

· Keep pizza warm on top of the machine.

· Cut pizza price in half when approaching the four-hour mark. (Have to throw pizza away after four hours.)

· Make hot dogs.

· Do not take checks.

After the Meet

· Store leftover food for other meets if meet is at the start of the season.

· Use leftover food for other Apex events if meet is at the end of the season, or sell to team parents.

· Put perishable leftovers out for clean-up crew.

Helpful Hints

Chairing this committee is a lot of work. Judging how much food to get is difficult. For example, some meets have a run on hot dogs, others have a run on pizza. Make sure that shift volunteers can work a full shift.

Goody Bags

Number of Volunteers and Amount of Time Needed

(One Chairperson, Two Extra Helpers, Total Time Needed = 10 hours)

· One person to choose and buy the products for the Goody Bags. This activity takes approximately four hours.

· Two to three people to put the Goody Bags together. This activity takes approximately three hours.

Required Supplies

Find out how many bags are needed approximately 30-45 days before the meet from Melanie. The amount can change up until one week before the meet. Approximately 200-230 goody bags were needed at the meets for the last three years. Items with a Hawaiian theme were needed for the Goody Bags in 2004. The following Goody Bag supplies were required for the 2004 Aloha Meet:

· Goody Bags

· Leis

· Scrunchies

· Pens

· Granola bars

· Fruit snacks

· Aloha bracelets

· Hawaiian stickers

Cost

Some items for the goody bags were donated, others were purchased. For the 2004 meet, the scrunchies were donated by the Leo Group, the pens were donated by Sponsors, and Apex donated the bags. In 2003, McDonalds donated gift certificates.

Find out what the established budget is from the VGBC treasurer before making purchases.

Directions

· Find out what the meet “theme” is.

· Find out from Melanie how many Goody Bags are needed approximately 30-45 days before the meet. This amount will change as the meet gets closer.

· Ask the VGBC treasurer what the budget is for Goody Bags.

· Decide what items will go in the bag. Choose items that fit the meet’s theme.

· Ask people to donate items for the Goody Bags. In 2004, the Leo Group donated scrunchies, Sponsors donated pens, and Apex donated the bags.

· Purchase general items such as granola bars and drinks at Costco or Sam’s Club.

· Purchase the Hawaiian items at www.orientaltrading.com.

· Set up a time to put the Goody Bags together with the other volunteers.

· Make the bags and give them to Apex at least one week before the meet.

Helpful Hints

Making the Goody Bags has gone smoothly for the past three years.

Gymnast Recognition

Number of Volunteers and Amount of Time Needed

(One Chairperson or two co-chairs, Total Time Needed = 10 hours)

One chairperson can do this job alone, but inputting all of the gymnasts’ names in the computer or writing each name down takes time. Three volunteers are needed at set up to help put the names on the wall.

Required Supplies

· Names of gymnasts attending meet

· Computer, printer paper, and printer cartridges

· Construction paper, scissors, template, glue

· String

· Masking tape

Cost

· Printer cartridges cost about $40.00/cartridge. Approximately two cartridges are needed.

· Computer paper costs about $10.00.

· Construction materials for shapes (fish or balloons) cost about $40.00.

Keep receipts and get a refund from the VGBC treasurer.

Directions

Different methods can be used to create the gymnasts’ names. Follow these general directions:

· Get the lists of participating gyms and gymnasts from Apex.

· Make names for the gyms and for each gymnast.

· Check off each name on the gym’s roster as the name is printed.

· Keep the names organized by gym.

· Tape the gym names to the wall during set up.

· Tape the gymnast’s name under the corresponding gym.

These methods have been used for Gymnast Recognition:

Method One

· Use WordArt to create names for the gyms and gymnasts.

· Input each gym and gymnast’s name in the computer using WordArt.

· Use the same color for each gym.

· Print individual names on 8 ½ x 11 paper.

· Either print out or write the gym’s name in the corresponding color.

· Make the gym’s name twice as big as the gymnast’s name.

Method Two (Aloha Meet)

· Design the names to match the Aloha meet theme.

· Create a fish template.

· Trace fish on construction paper.

· Cut out the fish shapes.

· Write a gymnast’s name on each fish.

· Write gym names on bigger fish.

Method Three

· Use Word Art to create gymnasts’ names.

· Cut out balloon shapes using different color construction paper for each gym.

· Print out the gymnasts’ names and tape each one onto a balloon.

· Use Word Art to create gym names. Make the font size much bigger than the font used for the gymnasts’ names.

· Tape the gym names onto construction paper.

· Tape a piece of string to each balloon.

Helpful Hints

Do not wait to insert the next name into Word Art until the previous name prints out. Most printers can keep eight print jobs in memory. Have adults hang up the names during set up.

Judges & Coaches Hospitality

Number of Volunteers and Amount of Time Needed

(Two chairs, Total Time Needed = 15 hours per meet)

In addition, two workers are needed for each shift at the meet. Usually, one chairperson works at each shift. Four volunteers are also needed during setup.

Required Supplies

· Three or four tables for judges and coaches to sit at (judges get their own table, tables provided by Apex)

· One table for food (provided by Apex)

· Extension cords (ask VGBC members)

· Coolers (at least three coolers, ask VGBC members)

· Warming trays (get as many as possible, ask VGBC members)

· Chairs (24-32, provided by Apex)

· Food (ask VGBC members)

· Beverages (ask VGBC members)

· Paper goods (ask VGBC members)

· One thermos for coffee (ask concession chair)

· Coffee (provided by concessions in past years, but confirm for each meet)

· Ice (ask VGBC members)

· Decorations (provided by Apex for the most part)

· Tablecloths (provided by Apex)

Cost

Everything is donated by VGBC members. Costs are out-of-pocket for volunteers. Therefore, the menu/supplies need to be divided equitably among volunteers.

Directions

· Find out from Apex how many sessions the meet will have and what meals will be provided to the judges and coaches.

· Meet with co-chair and come up with a menu plan that fits with the theme of the meet (e.g., Aloha theme).

· Type up the menu plan, and give the menu to Melanie for approval.

· Determine how many servings are needed based on the number of judges and coaches (previous meets have had 15 – 20 people).

· Divide the meals and supplies that need to be donated equitably.

· Get volunteers for ice chests (needed three last time) and warming trays (as many as can get).

· Provide recipes for specific types of foods.

· Create a sign-up sheet on a poster board that lists the food/supplies that need to be donated.

· Post sign-up sheet on the VGBC board.

· Create and distribute a flyer to all VGBC members that indicates the need for volunteers.

· Send out an e-mail reminder to all members to donate food/supplies.

· Highlight empty slots on poster board.

· Follow up with VGBC members until all slots are filled (call people if necessary).

· Getting volunteers for shifts during meet will be handled by Apex.

· Make sure to start first shift one hour before judges are due to arrive. Food should arrive at that time too.

· Call people after they sign up to verify the drop-off time.

· Decorate and set up the coach’s area during the meet set up. Need at least four people during set up.

· Set up a table for the Judges.

· Put gift bags on the judges’ table. (Get gift bags from Melanie.)

· Label the coolers to identify the contents in each cooler.

· Go to the first session early to organize food as people drop items off.

· Tell volunteers to label any items that need to be returned.

· Store food that is dropped off for later sessions.

· Keep food stocked on the table during each session.

· Restock food/supplies as needed (e.g., coffee, creamer).

· Maintain hospitality area.

· Leave snacks out at all times for coaches/judges.

· Clean up after each meal/session.

· Get rid of old food and put out new food (e.g., put breakfast items away and take out lunch items).

· Keep repeating for each session (breakfast, lunch, dinner, etc.).

· Package all food and put in refrigerator at end of each day.

· Put out leftover food for the clean-up crew at the end of the meet.

· Stack dishes at the end of the meet.

· Tell volunteers to pick up coolers and warming trays from the gym when the meet is over.

Directions for Shift Workers/Meet Volunteers

· Go to the first session early to organize food as people drop items off.

· Label any items that need to be returned.

· Store food that is dropped off for later sessions.

· Keep food stocked on the table during each session.

· Restock food/supplies as needed (e.g., coffee, creamer).

· Maintain hospitality area.

· Leave snacks out at all times for coaches/judges.

· Clean up after each meal/session.

· Get rid of old food and put out new food (e.g., put breakfast items away and take out lunch items).

· Keep repeating for each session (breakfast, lunch, dinner, etc.).

· Package all food and put in refrigerator at the end of each day.

Helpful Hints

Follow up with volunteers. Make delivery times sooner, because sometimes judges come early and want food. Setting up the food takes time. Make sure to get four people during set up.

Leotard and Specialty Items Sale

Number of Volunteers and Amount of Time Needed

(Two Chairs, Total Time Needed = 8 hours for Leo Chairperson per sale and 2 hours for Specialty Items Chairperson per sale)

In addition, two volunteers per shift are required at the meet. During the sale before the meet, one volunteer per shift is required at the gym (one-hour shifts, six shifts/day, sale lasts for one week).

Required Supplies

Find out the number and ages of the meet participants (because of sizes and to determine what specialty items to buy). Approximately 200 leotards should be ordered. Order sizes based on participants’ ages/levels. The biggest volume is usually child medium through adult small. In general, adult extra-large leotards are not needed. Order one scrunchie per leotard ordered (e.g., if order 200 leotards get 200 scrunchies). Scrunchies are free, a fact not advertised by the vendor. Refer to Leotard Sale Binder for examples of past orders. Order leotards one month before sale. Confirm order three weeks before sale. Order specialty items two weeks before sale.

· Paper and ink for flyers

· Leotard Binder that includes information, order forms, and risk-free account number

· Approximately 200 leotards

· Approximately 200 scrunchies (to sell and to donate for goody bags)

· Specialty items such as shorts, pants, pins, teddy bears, and key chains

· Round rack to hang leotards (usually in the girl’s bathroom)

· Cash box

· Tally sheet

· Chair for volunteer at gym sale

· Table and two chairs for meet (order these at the organizational meeting)

Cost

The leotards are ordered with a risk-free account number from GK Elite Sportswear. Two personal credit card numbers are needed to order the specialty items from the Gym Treasures catalogue. The VGBC only pays for the leotards and specialty items after the sale is over and the unsold leotards/items have been sent back to the company. The checks received from the sale are given to the VGBC treasurer. The only cost is for postage to mail all unsold leotards and specialty items back to the company. Give the VGBC treasurer the postage receipt to obtain a refund for shipping and handling costs.

Directions for Leotards

· Find out from Melanie how many gymnasts will be at the meet and the levels/ages of the meet participants.

· Order the leotards one month in advance.

o Use risk-free account number.

o Refer to Leotard Binder for order forms and supplier information (GK Elite Sportswear).

o Make sure to include the date that the unsold leotards will be returned on the order form.

· Call GK Elite Sportswear to confirm order three weeks before the meet.

· Take inventory of the leotards when the order arrives at the gym.

o Mark any discrepancies, and let GK Elite Sportswear know of any mistakes when the leotards are sent back.

· Refer to the price sheet in the Leotard Binder. Do not follow GK Elite Sportswear’s suggested prices.

· Separate leotards according to size and put them on the rack.

· Create an information flyer about the pre-meet leotard sale and the need for volunteers.

· Put the flyers in every gymnast’s mailbox.

· Advertise the sale in the gym one week before the pre-meet sale. Put posters up on the bulletin board and in the girl’s bathroom.

· Create a sign-up sheet about one week in advance of the pre-meet sale for volunteers. (Do not have to get volunteers for the meet.)

· Put the volunteer sign-up sheet on the bulletin board.

· Remove volunteers’ names from the list that do not show up for their shift. Add replacement volunteers’ names to the list.

· Give the volunteer sign-up sheet to the VGBC vice president after the meet.

· Refer to directions for volunteers (listed below in the “Directions for Shift Workers/Meet Volunteers” section).

· Ask Melanie where the cash box should be located.

· Keep pre-meet checks and meet checks separate.

· Take checks out of cash box and hold for VGBC treasurer several times a week for the pre-meet sale.

· Give money to VGBC treasurer at the end of the meet.

· Calculate sales totals and subtract costs for both the pre-meet sale and the meet sale. Give this information to the VGBC vice president. Do this for the pre-meet sale and for the meet separately.

· Count how many leotards remain after the pre-meet sale.

· Determine the number of leotards sold during the pre-meet sale.

· Count remaining leotards after the meet is over.

· Determine how many leotards were sold during the meet.

· Fill out the return form and include the number of leotards that you are sending back.

· Put leotards back in box.

· Mail box back to GK Elite Sportswear.

· GK Elite Sportswear will send a bill after the returned inventory is received.

· Give the bill to the VGBC treasurer for payment.

Directions for Specialty Items

· Find out from Melanie how many gymnasts will be at the meet and the levels/ages of the meet participants.

· Determine what items to order based on the season (e.g., shorts or pants) and based on the ages/levels of the gymnasts. Items ordered for past meets include shorts, pants, pins, teddy bears, and key chains.

· Order the specialty items two weeks before the meet from the Gym Treasures catalogue (877) 536-9432.

o Need two personal credit card numbers to order.

o Fill out consignment order form.

o Include the number of gymnasts at the meet on the order form.

o Send order form in.

· Take inventory of items when receive order.

· Determine prices for the items. Usually charge more than what Gym Treasures recommends.

· Determine how many items sold at meet and the cost of the items.

· Get a check from the VGBC treasurer for the cost of the sold items.

· Mark items that are being returned on return sheet.

· Send the unsold items back two days after the meet is over.

· Send the VGBC check to Gym Treasures for the sold items.

Directions for Shift Workers/Meet Volunteers

· Get cash box and tally sheet.

· Let customers try leotards on as long as they keep the tags on the leotard.

· Keep leotards in order on the rack based on size so that customers can easily find the right size.

· Write a note and stick on items that are put on hold. Leave the items that are on hold on the rack.

· Refer to price list for leotard, scrunchie, and specialty items prices.

· Tell customers to make checks payable to VGBC.

· Accept checks only – do not take cash. If cash is taken, the volunteer should write a check to replace the cash. Cash should not be left in the cash box! (But can take cash at the meet.)

· Mark the tally sheet on the corresponding line for each item that is sold.

· Cover the leotards with the sheet and put the cash box on the counter at the front desk after the last shift each evening.

Helpful Hints

Leotards cannot be returned without the tags on them, so make sure the tags stay on the leotards. Previous leotard sales have generated between $1,500 and $2,000. Most of the sales occur during the pre-meet sale. Previous specialty items sales have generated approximately $400.00.

Program Ads

Number of Volunteers and Amount of Time Needed

(One Chairperson, Total Time Needed = 20 hours, Best person for the job would be someone with word processing or graphics experience.)

Getting all of the ads together takes at least one week. The printer needs at least two weeks (recommend just using Kinkos). Give the membership at least three weeks to turn in order forms. Also, making the ads takes time (if you scan the photos and insert text).

Required Supplies

· Paper and ink to print the ad flyers

· Contact information for the printer (unless use Kinkos)

· Word processing software to make ads

· Scanner to scan photos

· Printer

Cost

· Approximately $20.00 for the paper and ink for flyers

· Approximately $300.00 - $350.00 for the printer costs (to print 250 programs)

Directions

· Get all of the corporate sponsor ads from the Corporate Sponsor chairperson.

· Call the chairperson and the VGBC member who got the sponsorship to get information for the ads that were not sent in.

o Give yourself enough time because the information can be hard to get.

· Print up flyers/order forms that include information on how to place an ad in the program. Refer to the attached example.

o Increase sales by offering to make ads for parents by scanning photos of gymnasts and making ads using word processing program. (But this takes time and requires knowledge of word processing.)

o Offer to return photos after scanning them in.

o Inform Level Reps that each level can buy a full-page ad that has the level’s team picture with a message from the parents (big money maker in 2006).

· Give a copy to Melanie to send to participating gyms.

· Put the flyers/order forms in every gymnast’s mailbox.

· Print extra flyers/order forms and place them on the board for the Rec team to use. (Although, no Rec ads were sold in 2006.)

· Allow approximately three weeks to receive all of the order forms.

· Send an e-mail reminding everyone about the due date one week before the deadline.

· Have the checks and order forms returned to your gymnast’s mailbox.

· Checks should be made out to the VGBC.

· Place the checks received in the VGBC mailbox for the treasurer to deposit. Easier to give all checks at once.

· Get the score sheets for the meet from the Scoring Chairperson. The score sheets go in the programs. Make sure to add score sheets for Rec meet in program also.

· Get the cover page from the T-Shirt Chairperson.

· Place ads on 8 in. x 11 in. sheets of paper so the printer (or Kinkos) knows what the program should look like.

Another option is to scan all ads and format the entire program on the computer.

· Take this prototype to the printer and have it typeset into a nicer version or bring a copy to Kinkos to print. Make sure the programs are printed double-sided.

· Find out how many gymnasts will be in the meet. The amount of programs printed should be half of the amount of gymnasts (e.g., 400 gymnasts = print 200 programs). We had too many programs that did not sell in 2006.

· Pick up the programs from the printer or from Kinkos.

· Sell the programs during the meet.

Example of Program Ad Flyer

“Name of Meet”

Meet Program Ads

The Apex gymnastic meet is almost here! Take the opportunity to congratulate your favorite gymnast or team to by placing an ad in our meet program. All ad information and payments are due by insert date! Please make all checks payable to VGBC.

Ad space rates are as follows:

Business card size $10

¼ Page Ad $20

½ Page Ad $30

Full Page Ad $50

If you are interested in placing an Ad, please fill out the form below and return to:

APEX Gymnastics

Attn. VGBC-Name of Chairperson

741 Miller Drive SE Suite I-1

Leesburg, VA 20175

703-777-5344

apexgymn@aol.com

………………………………………………………………………

Name: ______________________________

Message: ____________________________

____________________________

Size of Ad: _________________________

Please include a photo that will accommodate the size of the Ad.

Questions? Send e-mail to insert your e-mail address

Scoring

Number of Volunteers and Amount of Time Needed

(Two chairs, Total Time Needed = 10 hours before meet plus one chairperson needs to be at each session during meet)

Five volunteers are needed for each shift during the meet. The volunteers need to be assigned to fill several jobs:

· Score board operator (one person)

· Score caller (one person)

· Data entry (three people)

Required Supplies

· Scoreboard

· Laptop to hook up to scoreboard

· Four additional computers (from Apex or from chairs)

· Scoring software application

· Software directions

· One table and five chairs

· Power strips for computers

· Information for each competing gymnast (name, level, age). Get this information from Melanie several weeks before the meet.

Cost

Keep receipts for all purchases. Give receipts to VGBC treasurer to get reimbursed. The following items will need to be rented or purchased:

· Paper

· Cardstock for gymnast cards

· Ink

Directions

Set Up

· Collect information sheets for competing gymnasts from Melanie.

· Input each gymnast’s information into the computer.

· Copy the files to all of the four computers (computers are not networked).

· Get the scratch information from Melanie on the day of the meet.

· Train all volunteers for each shift on how to:

o Input scores

o Verify scores

o Manually edit scores in database to correct errors

o Add or delete gymnasts

During Meet

Scoreboard operator:

· Takes score sheet from Runner.

· Keys information into scoreboard.

· Hands scorecard to score caller.

Score caller:

· Announces the name, event, and score to data entry operators (three people).

· Tells the data entry operators to repeat information out loud if they are unsure of score.

· Puts score ticket into basket.

· Organizes baskets by event so easy to find tickets.

Data entry volunteers:

· Enter information into the computer.

All volunteers:

· Verify scores several times during meet:

o Sort athletes by total score on computer

o Score caller reads total scores from highest to lowest

o Data entry volunteers verify that the information is correct

· Manually edit scores that have been modified by the judges.

· Perform a final verification of all scores.

· Print out score sheets and give to Marty.

After Meet

· Send all scores to webmaster electronically.

Set Up/Tear Down

Number of Volunteers and Amount of Time Needed

(Two chairs, Total Time Needed = 4 hours for set up and 4 hours for tear down)

Every family has to either volunteer for set up or tear down. Volunteers should be divided into groups at the beginning of set up and tear down.

Required Supplies

· Truck (usually provided by Rodney Smith)

· Vacuum cleaners

· Masking tape

· Decorations

· Trash bags

· Handouts showing meet layout for gym

· Handouts showing regular layout for gym

Cost

Keep receipts for all purchases. Give receipts to VGBC treasurer to get reimbursed. The following items will need to be rented or purchased:

· Truck rental

· Beverages for volunteers

Directions for Set Up

· Review gym layout for meet with Apex.

· Divide set-up volunteers into groups:

o Three volunteers set up and decorate coaches’ hospitality section.

o Three or four volunteers set up concessions.

o Three volunteers put gymnasts’ names on wall.

o Three volunteers put up decorations.

o Five volunteers vacuum.

o Ten volunteers move equipment, bleachers, and mats.

· Give the handouts that show the meet layout to everyone moving equipment.

· Guide volunteers as needed.

· Put out beverages for volunteers when set up is finished.

Directions for Tear Down

· Review tear-down procedures with Apex.

· Divide tear-down volunteers into groups:

o Five volunteers to vacuum.

o Three volunteers to tear down decorations.

o Three or four volunteers to dismantle concessions stand.

o Three volunteers to dismantle coaches’ hospitality corner.

o Ten volunteers to move equipment, bleachers, and mats.

· Give the handouts that show the gym’s normal layout to everyone moving equipment.

· Guide volunteers as needed.

· Put out beverages for volunteers when tear down is finished.

T-Shirts

Number of Volunteers and Amount of Time Needed

(One chairperson or two co-chairs, Total Time Needed = 15 hours)

In addition, two volunteers are needed: one to help sort shirts and one to help count shirts. Order forms need to be in four weeks before the meet, and the order needs to be placed three weeks before the meet.

Required Supplies

· Just J information

· Meet information

· Excel sheet that contains total orders

· Names of participating gyms

· Number of the gymnasts divided by level/session

· Number of coaches and judges that need shirts

· Order forms

· Check from VGBC treasurer

· Permanent markers

· Bags to hold shirts

Cost

Get the total amount of money due for the order from Just J. Give this information to the VGBC treasurer. Get a check from the VGBC treasurer made out to Just J to pay for the shirts. Apex gives the checks that it receives from the gyms directly to the VGBC treasurer.

In the past, shirts were $8.00. But if the shirts are sold individually, the cost is approximately $12.00. Give all checks for individual shirt orders (e.g., from parents) to the VGBC treasurer. Shirts are usually included as part of the meet fee except for sectional and state meets. The shirts have to be ordered separately for sectional and state meets.

Directions

Design of Shirt

· Get the meet theme from Melanie.

· Talk to Melanie and Just J to decide on the design for the shirt.

· Pick up the design from Just J.

· Review the design.

· Get feedback on the design.

· Get the design approved by Melanie.

· Finalize the design.

· Confirm the final design with Just J.

Order Form

· Create a shirt order form (see attachment).

· Have Melanie review the form.

· Give the order form to Melanie.

· Apex sends out the order forms with the invitations to the meet.

· Put a memo in each gymnast’s box regarding ordering shirts.

· State in the memo that the forms must be returned four weeks before the meet. (One week before the order is given to Just J.)

· Restrict the choices on the order form to just long-sleeve and short-sleeve shirts. Ordering sweatshirts has not worked well in the past.

· Get the order forms from Apex that were returned from the participating gyms. (The shirts are included in the meet fee for all meets except sectionals and states.)

· Get the number of participants divided by session and level from Apex.

· Get the amount of shirts needed for judges and coaches from Apex.

· Sum up the individual orders (e.g., from parents).

· Create an Excel sheet that includes the gym names, levels, sizes, and sessions (see attachment).

· Include the individual orders on the Excel sheet.

· Use the Excel sheet as the order form.

· Give the Excel sheet to Just J.

· Give the order to Just J three weeks before the meet. (The order usually takes two weeks.)

· Follow-up on the order; Just J is sometimes late.

Sort and Distribute Shirts

· Pick up the shirts from Just J when the order comes in (usually three big boxes).

· Inventory the shirts and cross-reference with the Excel sheet.

· Make sure that the sizes and the quantities are correct.

· Bundle the shirts by session and by gym.

· Put the bundled shirts in separate bags.

· Label bags with the gym names.

· Put the shirts for the coaches and judges in one bag.

· Give this bag to Apex to distribute during the first session.

· Give the bags that contain the gymnasts’ shirts to the coaches at the first session. The coaches distribute the shirts to their gymnasts.

· Keep extra shirts to exchange for incorrect sizes or to distribute as needed.

· Sell any extra shirts at the end of the meet.

Helpful Hints

Give yourself one extra week for receiving the order because Just J runs behind sometimes. Assume that some shirt sizes will be wrong. Make sure you have the shirts one week before the meet. Get someone to help sort and inventory the shirts.

Another company can provide the t-shirts. For another option, ask Chantilly Academy who supplies its t-shirts.

Chairing the T-shirt committee is a big job for one person. Having two co-chairs would be better. One co-chair could be in charge of the front-end (design, order) and the other co-chair could be in charge of the back-end (inventory, sorting, and distributing).