The following are only guidelines, established to help you a successful meet. If you have any questions regarding your meet, call a C.A.R.A. Gymnastics Committee Member!
Three to Six Months Prior To Your Meet
- Reserve Gymnasium. Make sure there are no conflicts with regularly scheduled classes or events.
- Provide for equipment to be moved to and from the meet location.
Large equipment should include:
· Floor: 40’x 40’ floor
o For floor exercise with marked or taped accurate boundaries.
· Balance Beams: Suede covered with adequate mats.
o At least two high beams, with spring boards.
o Warm up beams with adequate mats are optional, but preferred.
· Table: Suede covered with adequate mats.
o Spring Board.
o Runway 60’ minimum, no more than 1” thick.
o 75’ tape measurer
· Uneven Cable Bars with adequate mats.
· Judging Areas:
o Four small tables and one chair for each judge; for a split use six tables and one chair for each judge.
o One chair for each flasher
o One chair for each timer.
· Rope and cones to rope areas off limits to spectators. No spectator should be in the competition area.
· Plenty of seating for spectators (estimate 2.5 people per gymnast)
Three To Six Weeks Prior To Your Meet
- Arrange for emergency first aid. Have plenty of ice, ice bags and first aid supplies.
- Print score sheets
Compulsory-Floor, Beam, Bars 150- 8 1/2 x 11 sheets
Compulsory- Vault 80-8 1/2 x 11 sheets
Optional- Floor, Beam, Bars 150- 8 1/2 x 11 sheets
Optional- Vault 80- 8 1/2 x 11 sheets
- Print superior judge deduction sheets- 40 (10 per judge).
- Buy or borrow all items on the equipment checklist.
- Print Objection Sheets- 20. Found at the end of this booklet.
Two To Four Weeks Prior To Your Meet
- Mail meet information to teams and judges assigned to your meet.
- Mail lodging information to the out of town meets.
***Out of town information should include information on food, lodging, maps and recreational entertainment.
The lodging information should include costs and contact person.
The meet information you sent to the competing teams must include:
Coaches meet information letter. (Sample provided at the end of this booklet)
· When? Where? Etc…
· A reminder to call the number of gymnasts competing in to the hosting agency. Do not mail individual roster sheets!
· Compulsory and Optional meet schedule.
· Gymnast numbers will be permanent and assigned by the C.A.R.A. Gymnastics League. Each agency will enter these numbers on the event sheets.
· If you are planning on having a concession stand, list what types of items will be provided. (Optional)
- Judges will be assigned according to the size of the meet. Send the judges assigned to your meet a confirmation letter informing them of the schedule, etc. It is courteous to send a map along with the letter. (Sample provided at the end of this booklet; the judges mailing list will also be found at the end of this booklet)
- Plan to set-up a hospitality room for judges and coaches. This room should be secluded and away from the competition area. It is optional to provide a “meal”; however, light snacks and water should be offered.
- If you are providing a concession stand- send a letter to your gymnasts and parents, advising them on what to bring. (A sample of this letter can be found at the end of this booklet)
- Make sure you have a clear copy of compulsory floor music. It is a good idea to have an extra copy of the music in case the tape breaks or CD skips.
- Arrange for staff to work at the meet. Parents and volunteers are your best bet. The following are positions you will need filled in order to have your meet run smooth.
*Meet director (1 person)—this person may be a coach, but must keep meet running and be available for all inquiries and questions on rules. It is recommended to have a current C.A.R.A. Gymnastics RuleBook available.
*March-in director (2 people)—to set march-in music, and to direct gymnasts.
*Score table (2-4 people)—an announcer, a scorer.
*Awards (6 people)—one for each place.
*Data entry (1 person)—enters scores in the computer.
*Score checker (1 person)—assists the data entry person and checks scores.
*Meet/ Awards announcer (1 person).
*Score Flashers (1 person per each judge).
*Timers (1 person per each floor judge, and 1 person per each beam judge)
*Score Runners—use timers or flashers for this position.
*Gate Admissions(1 person)-to collect gate admissions.
8. Make sure you have all equipment—See equipment checklist at the end of booklet.
9. Arrange for help to set up and take down large equipment for the meet. (Staff, parents or volunteers)
One Week Prior To Your Meet
1. Make sure all teams participating have called in their competing gymnast numbers for rotation schedule.
2. Coaches Information Packet should be given to each agency and should include:
· Rotation Schedule—one sheet for compulsory and optionals. (See rotation sample at the end of this booklet). You must figure the total number of gymnasts in compulsory and divide them evenly among the four rotations. The warm-up rotations should be in the same order as the competitive rotations. To figure the amount of time for each gymnast on each apparatus for timed warm-ups, take the time allotted for each rotation in seconds and divide it by the number of gymnast in each rotation. For example, 10 minutes per rotation x 60 seconds in a minute / 22 gymnasts in a group = 27 seconds per gymnast.
· Team march-in order.
3. Coaches/judges meeting agenda. (A sample of this can be found at the end of this booklet)
4. Make all signs. For example, hospitality room, concession stand and concession stand prices, locker rooms, and warm-up area if different than competition area, etc…
5. Complete the welcome announcement. (See example at the end of this booklet)
6. Make arrangements to get the C.A.R.A. Meet Kit, which will have the computer and ribbons in it. Observe the meet transfer kit sheet in order to know how you will be receiving the meet kit. If you have any questions regarding this process you may address all inquiries with a C.A.R.A. Gymnastics Committee Member.
7. Call to make sure floppy disc has been mailed to you from the previous weekend’s opposite computer host so you can update your computer before your meet.
One Day Prior To Your Meet
***ARRIVE EARLY!!!***
1. Prepare bags of ice for injuries.
2. Set up chairs and tables in hospitality room.
3. Leave score sheets, superior judge deductions sheets and pencils at the score table.
4. Post the meet schedule, rotations and qualifying scores for coaches at score table.
5. Purchase or have parents bring in food for the concession stand.
· Have concession work shifts set up for the meet.
· Obtain cash and change for the concession stand.
6. Buy your gymnasts flowers for march-in. (Optional)
7. Set your floor music tapes to the beginning of music and put in order of competing gymnasts.
8. Set the march-in music to the beginning.
9. Display the American Flag in your gym.
10. Set up all equipment and tables in the gym. See equipment check list and also large equipment checklist.
11. Have change for gate admissions.
The Day of Your Meet
1. Make sure the gym is completely set up.
2. Update your computer with the floppy disk mailed to you from the previous meet before you start your meet!!
3. Check for Ribbons in the meet kit; if there isn’t enough ribbons, announce this at the awards ceremony. Make sure you let a committee member know so they can send the appropriate ribbons to the placing gymnasts.
4. Set out stop watches, flash cards at each judging station or check them out to the people that will be using them during the meet, which will help insure that you get them back when the meet is finished.
5. Have the announcer announce the rotations for warm-ups.
6. Make any additions or corrections in the computer. Coaches are responsible for their own changes. For example: modified competition levels, new gymnasts must have a waiver shown, which should then be mailed to assigned committee member!
7. Have coaches/judges meetings. See the time table and meeting agenda.
8. If you have flowers for your gymnast give to them.
9. Line up teams in march-in order and get ready for march-in.
10. Have march-in with the music followed by the welcome announcement.
11. Play the National Anthem music and/or have someone to lead the Pledge of Allegiance.
12. FOLLOW THE MEET SCHEDULE—BE ON TIME!!
13. Keep moving to the next event to keep rotations moving smoothly. DO NOT SKIP EVENTS OR COMPETE OUT OF ORDER.
14. Announce awards. Have gymnasts cross tumble, or have a handstand contest while scores are being tabulated. Make separate room arrangements to conduct Awards ceremonies (other than the competition area) so as not to delay additional competition sessions. ***While tabulating scores, march-in each team and present them with participation ribbons.
Coaches and Judges Meeting Agenda
1. Inquiries must be written within five minutes of the routine and given to the meet director. Gymnast and parents cannot approach the judges.
2. Balance beam, vault and uneven bars may be set according to the C.A.R.A. Rulebook.
3. Timing of events—Compulsories will not be timed. Optional floor and beam will be timed and must be at least one minute, but no more than one minute and thirty seconds. (There will be a verbal warning at one minute and twenty seconds. ***The clock will stop on all falls on beam and will resume at the first movement on the beam.)
4. Have coaches scratch any gymnast who has not shown up to the meet off of their individual event sheets. Individual event sheets are to be handed to each judge as you rotate to that apparatus. If any new gymnasts need to be added to a team’s roster to participate they must be entered into the computer before the days competition begins. A completed Participant Release Agreement (or C.A.R.A. waiver) must accompany entry requests before the gymnasts’ number will be assigned. Without this signed and dated agreement, a gymnast will not be allowed to compete and will not show up on the results printout.
5. At every C.A.R.A. meet there will be a judge who acts as the meet referee. This judge is there to field any arguments or complaints from the coaches and must make decisions about the scoring of routines.
6. A superior judge will be designated for each event in the Regional and State Meets.
7. The judge on vault will flash the score for each vault. The final score will be the highest of the two scores.
8. Explain scoring process in case of a tie. Regular meets and the Regional/State meets differ in tie breaking.
9. Explain the rule of the Meet Director who is responsible for the conduct of the meet.
10. Give the judges appropriate score and deduction sheets.
11. Explain warm-up/ competition schedule. When the warm-up rotation is called, the teams must rotate immediately. There will be no additional warm-ups unless approved by the meet director.
12. Coaches are responsible for the conduct of their gymnasts. Keep noise level low during competition. ***No whistling.
13. In the event of any discrepancies, the assigned C.A.R.A. gymnastics member will be called upon to settle them. If committee is not present, the meet director will settle the issue.
14. With post-season meets (2 judges per events) the Superior deductions will be taken off the scores flashed. The flasher must hold up original score and deduction sheet so it is known there will be an additional deduction taken from the score that was flashed.
15. Any additional information or questions.
(Sample Letter to Teams from Host)
(2 weeks prior)
Date:
Dear Coaches,
______________________________________________ will be hosting a meet on _________________ at
(Gymnastics Agency) (Date)
_______________________________________________________________________________________
(Facility) (Address) (Phone Number)
Compulsory 4 and 5 competition will be held in the afternoon. Optional competition will be held in the morning. Be sure to call in age group and competition level to the Meet Host. Bring COMPLETED individual Event Sheets to the meet using correct gymnast numbers.
Optionals Meet Schedule Compulsories
7:30-8:00am Open Warm-Ups 1:00-1:30pm
7:45-8:00am Coaches Meeting 1:15-1:30pm
8:00-9:00am Timed Warm-Ups 1:30-2:30pm
8:50-9:00am Judges Meeting 2:20-2:30pm
9:00-9:15am March-In 2:30-2:45pm
9:15-12:15pm Competition 2:45-5:15pm
12:30-1:30pm Awards 5:30-6:30pm
The following equipment will be available:
Equipment Quantity
Floor Exercise
Balance Beam
Practice Beam
Uneven Bars
Spring Board
Tape Deck or CD player
Vault Runner
Vault
Table
We will have one judge per event. (Two judges per event for Regionals and State Meet.) Ribbons will be awarded for 1st through the 6th place on each event and All-Around, within each age group. Medals will be given for 1st, 2nd, 3rd and ribbons for 4th, 5th and 6th for the State Meet only.
We will provide a concession stand with lunch items.
Return all entry forms by ______________________. If you know of any changes ahead of time, call me or e-mail me at____________________________________________________.
Sincerely,
______________________________
Equipment and Supplies Checklist
q Extension Cords
q First Aid Supplies (ice, tape, gauze, etc…)
q Chalk
q Stop Watches
q Six Score Flash Cards (Twelve for State Meet)
q Ribbons (Should be in Meet Kit)
q Medals (For State Meet)
q March-In Music
q Team Signs
q Pencils (for judges and score table)
q Trash Cans: near concession stand, bleachers and score table
q Objection Sheets
q Superior Judge Objection Sheets for Compulsories and Optionals
q Award Stand (If Available)
q American Flag
q P.A. System (If Available)
q Tape Deck and CD Player for Music
q Rope to Section Off Competition Area If Too Close to Spectators
q Bleachers or Chairs for Spectators
q Vault Runway
q 75’ Tape Measurer for Vault
Competition Equipment Recommendations
The following are suggested equipment specifications for C.A.R.A. gymnastics meets. If as a host agency you do not have the recommended equipment necessary to set up your gym, we suggest that equipment be borrowed from other agencies to ensure the safety of the gymnasts and the smooth operation of your meet.
Floor Exercise
Foam Floor: 1.5” to 2” minimum thickness base mat with carpet covering
Or
Spring Floor: Spring base floor with 1.5” to 2” minimum thickness base mat, with a carpet covering
Specific: All base mats are to be taped together at all seams. Carpet, is to be heat taped (if permanent) or surface taped completely at all seams to result in a continuous one-piece surface.
Boundaries: Are to be 1.5” minimum width with an inside dimension of 40’ x 40’. Boundary lines are to be taped so that the line itself is out of bounds (inside edge of the tape is at the limit of the measured area. Touching the taped border of the area is considered out of bounds).
Vault
A quality vaulting surface with an adjustable top, suede or leather covered with padding
Table: equal to original factory specifications.
Adjustment: Lever Locks or Spin Knobs allowing adjustment from lowest manufactured height to
47.5” (120 cm). For lower level competition, the horse height can be set at any height
the coach chooses. It is, therefore, necessary that the horse height be able to go as low as the unit is manufactured to go.
Base: 1.” minimum thickness.
Matting: 6’ x 12’ panel mats.
Landing Mat: 4” minimum, 6’ x 12’ bi-fold or straight mat
Optional: A second 4” landing mat may be used to double the landing area or extend the length of landing area. NOTE: 8” safety cushions with a panel mat on top is not allowed as a landing mat for vault.
Specific: 4” landing mats are to be tied to the base of the horse to avoid movement upon landing.
Skill Cushion The C4 vault will be performed onto a skill cushion either 100cm or 120cm. A line will be mark 36 inches from the front edge of the mat. No Vault or Table will be used.
Spring Boards
Any board manufactured by a recognized gymnastics equipment company will be allowable for C.A.R.A. competition. Due to the variety of designs, no specific height or load requirements are specified at this time. At the discretion of the Meet Director and C.A.R.A committee approval, boards brought by visiting teams will be designated to a specific event and must be left at that event for the duration of the competition.
For example, if you bring a specific board to be used at vault, the board must remain there for the entire meet and may not be used at bars or beam. Likewise, beam and bar mount boards may not be moved to vault during the competition. Agencies bringing boards are to check them in with the meet host and designate upon arrival where the will be used at the meet.
Vault Runway
Should be one continuous surface, secured under the horse and base mats and should extend at least 60’ but no more than 80’ from the horse or table. The area of the runway where the board is set should be secured to the floor and intermittently down the length of the runway.
Uneven Bars
Adjustments: To ensure the safety of the gymnasts, the uneven bars must be able to adjust both in height and width within specifications, in order to best suit the gymnast size and ability.
Chalk: It is recommended of this committee that chalk be used at all times on uneven bars. Any sanding of the apparatus may only be done with the prior approval of the meet host and C.A.R.A. committee representatives present. Removing chalk from the apparatus may be considered hazardous to the gymnast.
Cable Tension: All devices used to assist in adjusting cable tension should be made of metal. Use of sock ropes, etc., are not acceptable as they are not designed to safely withstand the pressures exerted by apparatus.
Base Mats: 2 - 1”, 6’ x 12’ mats are to be used to allow for a continuous surface that extends 12’ in front of and 12’ behind the bars, measured from the center of the base.
Landing Mats: 2 - 4”, 6’ x 12’ bi-fold or solid landing mats are to be placed end to end to make one continuous landing surface 12’ in front and 12’ behind the bars. An additional 4” landing mat may be used to supplement landings. NOTE: 8” safety cushions are not designed for competition use and are not acceptable as a landing mat on bars.
Boards: Are to be placed on top of 4” mats for mounts and removed immediately.
Balance Beam
Adjustments: Heights of 110 cm to 120 cm should be clearly marked on the support columns of both ends.
Placement: Designated competition beams must be placed on a solid surface. (Plywood under each end is suggested if your floor is padded or carpeted.) Competition beams are to remain in their designated location throughout warm-ups and competition. Practice beams may be moved as needed.
Base Mats: A minimum of 2 - 1”, 6’ x 12’ base mats and 2 - 4”, 6’ x 12’ landing mast side by side are recommended for under the beam. 1 - 1”, 6’ x 12’ base mat at each end of the beam is required. 2 - 4”, 6’ x 12’ landing mats are suggested to avoid unnecessary mat moving during competition. If available, 8’ x 12’ mats may be used under or at each end of the beam. NOTE: 8” safety cushions are not acceptable under the beam or as landing mats for competition.
(Sample Rotation Schedule)
Optional Rotation Schedule
|
|
Floor |
Beam |
Bars |
Vault |
|
1 |
Hyland Hills
Jo Mar |
Foothills
South Suburban |
Commerce City |
Aurora |
|
2 |
Aurora |
Hyland Hills
Jo Mar |
Foothills
South Suburban |
Commerce City |
|
3 |
Commerce City |
Aurora |
Hyland Hills
Jo Mar |
Foothills
South Suburban |
|
4 |
Foothills
South Suburban |
Commerce City |
Aurora |
Hyland Hills
Jo Mar |
Compulsory Rotation Schedule
|
|
Floor |
Beam |
Bars |
Vault |
|
1 |
Hyland Hills
Jo Mar |
Foothills
South Suburban |
Commerce City |
Aurora |
|
2 |
Aurora |
Hyland Hills
Jo Mar |
Foothills
South Suburban |
Commerce City |
|
3 |
Commerce City |
Aurora |
Hyland Hills
Jo Mar |
Foothills
South Suburban |
|
4 |
Foothills
South Suburban |
Commerce City |
Aurora |
Hyland Hills
Jo Mar |
Optional March-In Order Compulsory March-In Order
1. Aurora 1. Aurora
2. Commerce City 2. Commerce City
3. Foothills 3. Foothills
4. Hyland Hills 4. Hyland Hills
5. Jo Mar 5. Jo Mar
6. South Suburban 6. South Suburban
Optionals Meet Schedule Compulsories
7:30-8:00am Open Warm-Ups 1:00-1:30pm
7:45-8:00am Coaches Meeting 1:15-1:30pm
8:00-9:00am Timed Warm-Ups 1:30-2:30pm
8:50-9:00am Judges Meeting 2:20-2:30pm
9:00-9:15am March-In 2:30-2:45pm
9:15-12:15pm Competition 2:45-5:15pm
12:30-1:30pm Awards 5:30-6:30pm
(Sample Judges Time Sheet)
Date:
Dear C.A.R.A. Judge,
You are scheduled to judge our C.A.R.A. Gymnastics Meet on ___________ at_________________________.
A map is enclosed.
There will be one judge per event, except for compulsory beam, where two judges will be assigned. Judges will decide among themselves which event to judge. We will also have a meet referee here to be the head official and see that scores stay consistent.
According to my information, you are to judge the:
¨ Optionals in the morning
¨ Compulsories in the afternoon
The morning session is scheduled to begin with March-In at 9:00am. You will want to meet with the other judges beforehand to receive any final information and choose your event, so plan to be at the facility around 8:30am.
See you soon!!
Sincerely,
I can be reached at _____________________ or e-mailed at _________________________________________ for any further questions or concerns.
(Sample Meet Kit Transfer)
Computer Transfer Kit # 1
May 8th at Cats: Quest takes to Aurora.
May 15th at Aurora: Greeley takes to Windsor.
May 22nd at Windsor: Fraser takes and gives to Grand County; Grand County takes to Louisville.
June 5th at Louisville: Arvada Shimmers takes to Hyland Hills.
June 11th at Hyland Hills: Grand County takes to Broomfield.
June 19th at Broomfield: Tri Star takes to Sterling.
June 26th at Country: Arvada Shimmers takes to Foothills.
July 10th at Foothills: Foothills keeps and takes to Aurora Regionals.
Computer Transfer Kit # 2
May 15th at Hyland Hills: South Suburban takes to Country.
June 5th at Country: South Suburban takes and gives to Aurora; Aurora takes to Silverthorne.
June 11th and 12th at Silverthorne: Commerce City takes to Commerce City.
June 19th at Commerce City: Commerce City keeps and takes to South Suburban.
June 26th at South Suburban: Gymnastics Etc. takes to Aurora.
July 10th at Aurora: Louisville takes to Legacy Regionals.
***If your Agency is on this sheet, you are responsible for the safe and complete transfer of the Meet Kit!!
(Sample Welcome Announcement)
Welcome to the _______________________________________ C.A.R.A. Gymnastics Meet.
(Department Meet Host)
This (morning or afternoon) we will have the (compulsory or optional) competition. Awards will be given out for each age division, for all four events and the All-Around competition division. Awards will be distributed after the (compulsory or optional) competition.
I would like to announce today’s teams: (In order that they are standing.)
***Announce all teams and who they are coached by.
Our judges for today’s competition are:
***Announce each judge and which event they will be scoring
I would like to remind the audience of our concession stand located __________________________. Please remember to be very quiet and not to use flash photography during the competition.
Please turn to the flag for the (Pledge of Allegiance or National Anthem).
Announce rotation order.
Announce any other announcements.
Good Luck to all gymnasts. Please walk forward and proceed to your first event.
Frequently Asked Questions:
Q. Do I charge an admission fee?
A. Yes, there will be an admission fee of $1.00 for each person over 18.
Q. Do I charge my gymnasts’ spectators?
A. Yes, all spectators over the age of 18 will be required to pay the admission fee.
Q. Do my coaches or gymnasts have to pay the admission fee?
A. No, only the spectators will pay the admission fee.
Q. How do I pay the judges?
A. You will have to get all of their information, including their full name and social security
number. You will submit this information including a break down of how many sessions they
worked and how much your agency owes to each judge to your accounting department.
C.A.R.A. will reimburse you for the expense of the judges after you submit documentation
stating that they were paid.
Q. How high do I set the beams?
A. If you have two beams available, set one for ages 7-10 and the other beam at regulation for older girls. Therefore, you do not have to set and reset the balance beam height.
Q. How will my gymnasts know when their time is done for timed warm-ups?
A. Gymnasts must realize that when time is called for timed warm-up, the rotation must rotate immediately. Coaches must enforce this.
Q. How do I get volunteers to time routines, flash and run scores?
A. At the beginning of your meet, ask the audience if there are any volunteers to help out. Decide
which four spectators will be available to flash, run or time.
