Queen of Hearts 2020
February 20-21-2021
Volunteer Information
VOLUNTEER INFO
Equipment Set p will happen on Thursday night after practice, Friday all day (9am-4pm), and Saturday morning leading up to the start of the first event at 8am.
- Thank you for volunteering at your Queen of Hearts Invitational.
- Please arrive on time for your shift.
- Check In with the Volunteer Coordinator at the front desk when you arrive.
- Upon entering the building, each volunteer must:
- Apply hand sanitizer provided at the front desk, or apply your own personal hand sanitizer.
- Face coverings are required upon entry, exit, and at all times while inside the building. If you need to remove your face covering, please exit the building.
- Temperature checks will be taken at the front door. Volunteers with temps of 100.4F will not be allowed entry into the building.
- Wear a tee short, sweat shirt, pullover/hoodie , or jacket that has Xtreme Heights Gymnastics printed on it (front and/or back), if you can.
- While in the gym, volunteers should refrain from gathering in groups. Maintain six feet between you and the next person.
- Please park in the lower lots next to West Creek Pkwy and walk up to the gym.
- If volunteering on the floor and you need to be relieved while the meet is in session (bathroom break, feeling ill, need water), call Allison (804) 201-5650 or Oscarina (804) 218-8626.
Equipment Set p will happen on Thursday night after practice, Friday all day (9am-4pm), and Saturday morning leading up to the start of the first event at 8am.
FRIDAY NIGHT SET UP and SANITIZE (10 VOLUNTEERS)
GYM FLOOR
LOBBY
HALLWAYS
KITCHEN
BATHROOM
COVID SCREENER
SIGNS TO PRINT (1 VOLUNTEER)
Create signage to remind of safe distance protocols. (Stay 6ft Apart, Wear a Mask, No Water Fountain, No Concessions, Entrance/Exit)
ATHLETE CHECK IN / COACH CHECK IN (1 VOLUNTEER)
VOLUNTEER CHECK IN (1 VOLUNTEER)
CUSTODIAL (1 VOLUNTEER)
JUDGE/COACH HOSPITALITY (1 VOLUNTEER)
FLOOR FLOATER (1 VOLUNTEER)
FLOOR - MUSIC (1 VOLUNTEER)
FLOOR - JUDGE TABLE (1 VOLUNTEER)
FLOOR - TIMER (Floor Judge Table (above))
FLOOR - SCORE FLASHER (Floor Judge Table (above))
FLOOR - RIBBONS (Floor Judge Table (above))
AWARDS (2 VOLUNTEERS)
GENERAL MEET ANNOUNCER (1 VOLUNTEER)
PARKING LOT ATTENDANT
THANK YOU
GYM FLOOR
- Set up judges tables, set up hospitality table.
- Judges should have comfortable seating at one or two tables with nothing obstructing the view from the judging table to the apparatus.
- Judges' tables may include safety partitions.
- Each judge table should have a care package (zip lock with pens, pencils, hand sanitizer)
- At the conclusion of last session of awards, the gym should be put back to its original condition
- Afterwards, collect all signs and return to the front desk, if any.
- Afterwards, collect all decorations from inside and outside and return to the front desk, if any.
LOBBY
- Move all furniture and vacuum entire waiting room, lobby, and hallways
- Put sofa back, social distance chairs in waiting room (judges room)
- Place décor on glass table
- Set up food/beverage table near the window (keurig, k-cups, sweeteners, stirrers, platters for muffins, napkins, spoons, cups, etc)
- Set up marble folding table for judge/coach sign in sheet (ask Allison for sign up sheet and pens)
- Stick air freshener in the wall
HALLWAYS
- Socially distance chairs
KITCHEN
- Wipe down/sanitize all tables and chairs
- Cover tables with table cloths
- Sweep/mop kitchen floor
- Clear sink and counter top of dishes
BATHROOM
- Clean stalls. Empty trash in stalls. Place bags in trash cans in each stall.
- Make sure two comfortable chairs are in the bathroom.
- Sanitize bathroom sink. Clean mirrors. Empty trash and replace bag at bathroom sink.
- Decorate sink and place air freshener on sink.
- Make sure paper towel holder is fulll.
- Stock cleaning supplies, extra trash bags, paper towels under the sink.
- Sweep/mop floor.
COVID SCREENER
- Ask every person entering the building to use the thermal temperature monitor.
- ANY PERSON with a temperature of 100.4F or above may not enter the building. If a gymnast, get their name and let them know they will receive a refund less cost of the host gift.
- Ask the following health and safety questions:
- Do you have symptoms of COVID-19 (including fever, chills, cough, shortness of breath, body aches, loss of taste or smell) or has those symptoms within 72 hours of the competition?
- Have you traveled or participated in any gatherings or public places with 10 or more people without proper social distancing in the past two weeks?
- Have you traveled in an airplane the past two weeks?
- Have you had close contact to an individual diagnosed with the COVID-19 infection?
- Have you been recently diagnosed with COVID-19 (and remains infectious according to CDC guidance)
- In the past 14 days, has been in close contact with an individual who has been diagnosed with COVID-19 or who has symptoms of COVID-19.
SIGNS TO PRINT (1 VOLUNTEER)
Create signage to remind of safe distance protocols. (Stay 6ft Apart, Wear a Mask, No Water Fountain, No Concessions, Entrance/Exit)
- From the CDC: <<https://www.cdc.gov/coronavirus>>
- Other COVID Signs from USAG: <<XHG Google Drive/COVID Meet Signs>>
- Print the Ribbon Color Score Sheet. <<USAG Ribbon Score Color List>>
- Decide which signs are needed.
- Each sign should be printed and laminated.
- Determine the location for each sign and make sure it will be visible and can't be moved.
ATHLETE CHECK IN / COACH CHECK IN (1 VOLUNTEER)
- It is recommended that this volunteer wear a face shield as well as a face mask/covering.
- If weather permits, this will take place outside on the sidewalk.
- Determine the location for athlete and coach check in.
- When the athletes will arrive, write their athlete number on the back of their left fist with a black sharpie.
- Check each athlete/coach off on the session roster.
- Use the temporal thermometer to take each athlete/coach's temperature. No one with a temp above 100.4F will be allowed entry.
- If an athlete/coach has a temperature above 100.4F, that person will not be permitted inside the gym. Affected athletes will receive a full refund less the cost of the host gift.
- Responsible for putting up signs to direct athletes/coaches to their registration.
- Have a meet schedule for reference on warm up times.
- Obtain athlete/coach roster from Meet Director for each session prior to the start of each session.
- Verify first name, last name, and gym affiliation matches what's listed on the athlete/coach roster.
- Direct athletes/coaches to the gym for modified open stretch.
- Give coaches details on coaches hospitality.
- Distribute athlete/coach host gifts after registration is complete for each person.
- This volunteer should report to this station 15-30 minutes prior the start of the next session for early check ins.
- This volunteer must remain in place until all athletes/coaches for the session have been checked in.
VOLUNTEER CHECK IN (1 VOLUNTEER)
- Determine location for volunteer check in (ie front desk, virtual?)
- Have a comprehensive list of volunteers, time slots, duties
- Check volunteer names off as they report in
- Distribute and collect volunteer lanyards.
CUSTODIAL (1 VOLUNTEER)
- Make sure bathroom is stocked with chairs, hand soap, toilet paper, cleaning supplies, and air freshener.
- Make sure supplies are available for restocking and know where they are.
- Make sure bathroom is clean at all times
- Make sure floor and counters are clear and free from debris.
- Empty trash cans as needed and place in outside bins
- Make sure there are 2-3 comfortable sitting chairs available inside the bathroom.
- Make sure there are no spectators standing or hanging out in the hallway.
- Monitor both boys' and girls' bathrooms.
- Make sure signs should be posted to encourage social distancing and proper hand washing.
- Make sure a small sample of first aid supplies are visible and available in the bathroom.
JUDGE/COACH HOSPITALITY (1 VOLUNTEER)
- Determine location for hospitality meals.
- Judge and Coach meals will be delivered/purchased.
- Judge and Coach meals will be "grab and go" style. (individually boxed meals with utensils)
- No home made meals.
- Have a list of the number of coaches/judges for each session
- There will be no hospitality room for judges or coaches.
- Volunteer should return after each session for clean up and pick up any left over meals..
FLOOR FLOATER (1 VOLUNTEER)
- It is recommended that this volunteer wear a face shield as well as a face mask/covering.
- Make sure all volunteers are on the floor and in place prior to the start of the session
- Make sure judges tables are set up correctly and all equipment is in good working order (iPads charged, iPads connected to same wifi, pens/pencils/pads, batteries, stop watchers, etc.).
- Make sure judges tables have candy bowls full of candy, water, cleaning supplies (and replenish periodically).
- Make sure each table has the <<USAG Ribbon Score Color List>> attached to each table.
- Make sure each table has bag of Achievement Ribbons. Restock between sessions.
- Make sure pipe and drape are in place, if needed.
- Make sure list of volunteer names and times are attached to each table (timers, score flasher, ribbons).
- Make sure iPad chargers are close by in the event battery charge runs low. IPad charges should be placed in a separate ziplock bag at each judge station. Charge iPads between sessions if necessary.
- Be the point of contact for the onside streaming team if they have questions or concerns.
FLOOR - MUSIC (1 VOLUNTEER)
- Turn the music on and off during competition
- Volunteer should remind coaches that all devices should be fully charged and on airplane mode
- Volunteer should make sure volume is turned all the way up before floor routines begin
- You may be on the floor for the entire session.
FLOOR - JUDGE TABLE (1 VOLUNTEER)
- It is recommended that this volunteer wear a face shield as well as a face mask/covering.
- Provide separate tables or a long table to maintain social distancing protocols.
- Each table may have a plexiglass partition between/in front of officials for two judge panels if space within a facility/gym layout makes social distancing challenging.
- Each table will include a gallon size zip lock bag with cleaning supplies (ie disinfecting wipes) for frequent cleaning of electronic scoring devices, such as iPads.
- Each table will include a gallon size zip lock bag with the ipad charger inside, to be used between sessions by the Floor Floater to charge iPads.
- Each table will include a one-page list of competition order to each judge to reduce the need to pass multiple papers from person to person.
- The judges are responsible for keeping the athlete score cards in order. This volunteer should have little to no contact with scorecards.
- Only one volunteer will sit at the judge table, separated by plexiglass. This volunteer will:
- Act as vault, bars, beam, and floor timer (training will be provided in advance - see below)
- Act as score flasher (see below)
- Hand out ribbons (see below)
FLOOR - TIMER (Floor Judge Table (above))
- Timer Sheets will be at each table with instructions as to how much time each level has to warm up on their specific event
- Volunteer is in charge of telling the coach when to start warm up and when to stop warm up (vault, bars, floor)
- The beam judge will give the volunteer instructions and let you know when to push the bell after 1 minute
- The volunteer has to allow the timer to be seen by the judge while the athlete is on the beam
- The timer/stop watch starts when the first athlete touches the apparatus during warm up
- This part of your job is done after warm up is finished
FLOOR - SCORE FLASHER (Floor Judge Table (above))
- Wait for judges to enter scores
- Change the score board to reflect final score
- Flash score for 5-10 seconds
- Leave score board at the table at the end of your session. If last session, bring score board to the front desk.
FLOOR - RIBBONS (Floor Judge Table (above))
- Volunteer should make sure they have enough ribbons for the session
- Volunteer should hand out ribbons to each gymnast after each performance
- Color of ribbon is determined by score. Refer to <<USAG Ribbon Score Color List>> that will be attached to each table
- At the end of each session, remaining ribbons should be placed in ziplock bag and sent to the front desk for restocking for next session
AWARDS (2 VOLUNTEERS)
- Make sure there is an event name block, as well as double sided placement number blocks.
- Make sure medals have all been unwrapped and grouped by metal/placement type
- Make sure there are enough event medals ready to be awarded
- Make sure there are enough team awards/banners/trophies ready to be awarded, if team awards apply
- Make sure awards area is ready
- Determine decor for awards area, if any
- Make sure backdrop, podium stands/mats, and double sided placement numbers are in place
- Make sure athletes know where awards will take place.
- Make sure placement of awards ceremony will face cameras for live streaming.
- Test audio to make sure it's working properly prior to the start of awards
- Determine which of two volunteers will be the speaker/announcer for each session
- Make sure printer is working and ink cartridges are full, to provide awards sheets
- Volunteers will wear gloves and drape gold ribbon medals on her left arm. A second and third volunteer will drape red ribbon medals for second, third, and etc.
- For All Around, first, second, and third place will receive a tiara. This volunteer will also wear gloves and hand the tiara to the gymnast.
- Before each event is announced, place 'event name' sign in front of 1st place block, for photos.
- Make sure placement numbers are on the opposite side of the floor cards, so the athletes know which number to stand behind when approaching for medals.
- Awards Announcer - Should understand how ties are broken and announce this
- Awards Announcer - should call the athlete's first name, last name, gym affiliation, and their ranking/place according to their age group, starting with vault, beam, bars, floor.
- Each athlete will receive an All Around medal. 100% awards for All Around. 50% awards for events.
- Volunteers should hand out medals according to the athlete's placement when called by the announcer
- Volunteers will hand medals to athletes. DO NOT place medals around the athlete's neck.
- Get familiar with the procedures regarding awards in the USAG Rules and Policies Book
- After final sessions, arrange for clean up, take down, and storage of equipment used for awards
- At the conclusion, thank athletes and coaches for attending and supporting the event, and we hope to see them back next year.
GENERAL MEET ANNOUNCER (1 VOLUNTEER)
- Should be upbeat and entertaining
- Arrive early to make sure sound system and microphone is in working order
- Provide upbeat music for downtime
- Provide upbeat music for march in
- Determine if National Anthem will be live or CD
- Pre-written script for march in
- Announce online scoring available thru MeetScores
- At the start of the meet, announce when and where awards will take place.
- Provide instructions for online live streaming access.
PARKING LOT ATTENDANT
- Make sure judges/coaches know where to park
- Make sure no one parks in coned areas
- The parking lot attendant should wear a face covering.
THANK YOU
- Send Thank You notes to organizations, vendors, and/or suppliers who donated items or allowed us to borrow items to make our meet a success (schools, churches, businesses, etc.)
- Also prepare handwritten thank you notes to each judge before they leave the last session. To be handed to them with their checks.
- Handwritten and mailed