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2018 Winter Games Information Guide
February 1-4, 2018 in Austin, Texas

Venues/Numbers

Athlete Village and Wellness Park

Norris Conference Center
2525 West Anderson Lane
Austin, TX 78757

Traveling north on IH-35, take the Highway 183/Research Boulevard North exit and fly-over. Take the Burnet Road exit. Turn left onto Burnet Road. It is located at the corner of Anderson Lane and Burnet Road at Northcross Center.

Bowling

Mel's Lone Star Lanes
1010 N. Austin Ave.
Georgetown TX 78626

512.930.2200

Traveling north on IH-35, take the ramp on the right toward Andice/Lake Georgetown. Turn right onto RR 2238/William Drive and then immediately turn left onto TX158 Spur/N. Austin Ave. Mel's will be on the left.

Highland Lanes
8909 Burnet Road
Austin TX 78757

512.458.1215

Traveling north on IH-35, take the Highway 183/Research Boulevard North exit and fly-over. Take the Burnet Road exit. Turn left onto Burnet Road. Highland Lanes will be on the left.

Dart Bowl
5700 Grover Avenue
Austin TX 78756

512.452.2518

Traveling north on IH-35, take the exit for RR 2222. Turn left on RR 2222/Koenig Lane. Cross Lamar Boulevard and Sunshine Drive, then turn left on Grover Avenue. Dart Bowl will be on the right.

Westgate Lanes
2701 W. William Cannon
Austin TX 78745

512.441.2695

Traveling south on IH-35, take exit 228 toward William Cannon. Turn right on William Cannon. Turn left on West Gate Boulevard. Westgate Lanes will be on the right.

Powerlifting

Round Rock High School
100-GYM/strong>
201 Deep Wood Dr
Round Rock, TX 78681

Registration

Special Olympics Texas Chapter Headquarters
1804 Rutherford Ln
Austin, TX 78754

Volleyball, Athlete Celebration (Saturday), and Victory Dance

Round Rock Sports Center
2400 Chisholm Trail
Round Rock TX 78681

Traveling north on IH-35, take the FM 3406/IH 35 Business Loop exit on the right. Turn left onto W. Old Settler's Boulevard. then turn right onth Chisholm Trail Road. The Round Rock Sports Center is on the left.

Numbers You Need to Know

Police

Emergency: 911

Non-emergency: 512.974.5000

Hospital

Brackenridge Hospital
601 E. 15th St.
Austin TX 78701

512.324.7000

Command Center (24 Hours)

512.461.0481

Pre-Games

Welcome

Welcome Heads of Delegations, Coaches and Athletes,

It is our pleasure to welcome your team to the 2018 Special Olympics Texas Winter Games. On behalf of Special Olympics Texas staff and the Games Organizing Committee, we extend our sincerest thanks to the many volunteers and sponsors who have made this event possible. Thanks to their support the Special Olympics athletes have the opportunity to demonstrate their skills and abilities. Most important we would like to take this opportunity to thank each of you. Without your passion, commitment and dedication to the mission of Special Olympics and our athletes, we would not be here celebrating the best that sport has to offer.

Introduction

This informational guide provides useful information for all attending these games. Take time to review this entire section thoroughly before you leave for the 2018 Winter Games in Austin. If you have any questions or problems, immediately contact the Chapter Headquarters at 512.491.2932, rather than waiting until registration. Copies of this section will NOT be available at registration. The guide is being shared exclusively online this year, so please make sure you bring a copy with you and share the information your delegation.

We look forward to seeing you at the 2018 Winter Games. For continued updates about Winter Games and Special Olympics Texas, follow us on your computer or phone.

Website: www.sotx.org/wintergames

Facebook: www.facebook.com/specialolympicstx

Texts: text "wintergames" to "888777" for news and alerts.

Before Leaving for Winter Games

We urge each delegation, before leaving for the Games, to double-check for the following:

  1. Payment for unpaid registration fees
  2. Required sports equipment and clothing
  3. Athlete medication as required and medical insurance information/forms
  4. Copies of entry forms and housing forms
  5. Every delegation volunteer must go through the volunteer registration process before arriving at the Games.  That means every head of delegation, coach, chaperone, coaching staff member, bus driver, and Unified Sports partner must have a current signed Class A Form on file in the chapter office, and must have a completed General Orientation and Protective Behaviors. Every competing Unified Sports partner must also have a current, signed Unified Sports Partner Form on file in the chapter office.
  6. Print a copy the Information Guide section of the SOTX Winter Games website and bring it to Austin. Hard copies will not be available on site.

What You Need to Bring

Although we would like each participant to bring only the essential clothing and supplies, there are a few items that each participant should bring with them:

  1. Sunscreen, caps, visors and lightweight long-sleeve shirts to provide protection from the sun
  2. Toothbrush and toothpaste
  3. Soap and shampoo
  4. Clean change of clothes for each day
  5. One nice outfit for the dance
  6. Athletic shorts, jerseys, shoes or other appropriate sports attire (blue jeans are not acceptable for competition)
  7. At least three pairs of sweat socks
  8. Alarm clock
  9. Combs, brushes, sleepwear and other needed personal items
  10. Clothes hangers
  11. Any needed medication
  12. Water bottles
  13. Rain gear for wet weather

Make sure the participants have their personal items clearly marked.  Please be aware that athletes must wear the appropriate footwear and uniform/clothing as allowed by the National Governing Body, Special Olympics Sports Rules and the Special Olympics Texas Information Guide.  This will enable your athletes to compete to the fullest extent possible.  Competitors who violate this rule will be disqualified.

15-Passenger Van Policy

We continue to share communication with you regarding the dangers of 15-passenger vans and Special Olympics, Inc.’s (SOI) policy regarding the use of 15-passenger vans to transport Special Olympics athletes, coaches and volunteers to and from Special Olympics events. Special Olympics Texas has developed the policy statement below in response to SOI’s directive.

Special Olympics Texas (SOTX) volunteers/delegations that use SOTX’s name to solicit funds or use SOTX’s federal tax identification number are prohibited from using 15-passenger vans to transport athletes or other individuals to and from SOTX events. SOTX strongly discourages volunteers/delegations that do not use SOTX’s name to solicit funds or do not use SOTX’s federal tax identification number (3rd Party organizations) from using 15-passenger vans as transportation to or from SOTX activities/events.

SOTX recognizes that it is up to each 3rd Party organization to decide whether or not they will use 15-passenger vans. If a 3rd Party organization still uses a 15-passenger van as transportation to a SOTX event, the organization must certify that they do NOT use SOTX’s name to solicit funds or use SOTX’s federal tax identification number, and they also understand and certify that:

  1. Anyone operating a 15-passenger van, owned by the 3rd Party organization for the purpose of transporting SOTX athletes or other persons to or from SOTX activities, is acting as the employee or volunteer of the organization and not on behalf of SOTX.
  2. The driver’s operation of the 15-passenger van will be considered to be in the course and scope of the driver’s employment or volunteer responsibilities for the 3rd Party organization, and not for or on behalf of SOTX.
  3. 3rd Party organizations that operate 15-passenger vans should comply with the applicable safety standards promulgated by the National Highway Traffic Safety Administration (NHTSA).
  4. SOTX must have on file an executed 15-Passenger Van Transportation Certification Form from the 3rd Party organization.
  5. All approved 3rd Party organizations must display a SOTX tag/identification on the vehicle’s rear-view window, when attending a SOTX training and/or event.

Any volunteer/delegation which does not have a 15-Passenger Van Transportation Certification Form on file with SOTX, and who uses a 15-passenger van as transportation to an official SOTX activity (training, competition, special event, etc.), will receive a warning/citation for the first infraction. A second infraction will result in the volunteer and/or delegation of athletes not being allowed to participate in the SOTX activity/competition. This restriction includes activities/events/trainings/competitions at all levels of the organization: local, area and state/chapter. Coaches who violate this policy will be subject to sanctions (Section E of the SOTX Information Guide).

Winter Games Registration

Registration and Check-In Procedure

Registration will be held on Thursday, February 2, 2018 from 4:30 p.m. to 9:30 p.m. Opening Ceremonies will be moved to Saturday night as part of the Victory Dance.

Late registrations will be held in the results room at Highland Lanes on Friday, February 2, from 9:00 a.m. to 12:00 p.m.

Teams should check into their hotels prior to Winter Games registration. Each head of delegation must complete a delegation contact form with cell phone numbers for the HOD and each head coach. This information is very important in the event of an emergency.

A Scratches Deadline has been established for each Chapter Games. Scratches of Athletes and/or Unified Partners will incur a $15.00 administration fee per participant that scratches if submitted after the Scratches Deadline. Scratches Deadlines can be found on each Chapter Gmes Entries Processing Schedule. The Entries Processing Schedule is listed at www.sotx.org/competitions on each Chapter games competition page. Scratches must be submitted by the scracth deadline to the Director of Games management in order to avoid the administration fee.

Registration Stations

Regional Registration Stations

Registration stations will be set up for each region (North/West, South/Central and East). The head of delegation will pick up their delegation packet at their regional table. The HOD will submit their delegation contact form and Aquatics Liability Form at this station.

Accounts Payable/Finance Station

All teams must first register at their regional (North/West, South/Central and East) registration station. Payments must be made at this station. Wristbands of scratched athletes will be handed in at this station. Refunds will not be processed without wristbands.  The chapter headquarters will issue all refunds.

Event Troubleshooting Station

Any delegation that needs to resolve problems relating to competition (such as assignment to proper events, athletes omitted from an event, etc.) should report to the event troubleshooting station. Missed wristbands will also be available at this station. Refunds will not be processed without the wristbands. The chapter headquarters will issue all refunds. No "walk-ups" during the event will be allowed to participate.

Credentials

Athletes and support personnel (officially registered with the delegation) will be issued ID wristbands (credentials). Athlete wristbands (credentials) will include the athlete’s name and team.  They will also include specific event information – event, heat number and lane (if applicable).  These must be worn continuously throughout the Games. In the event that replacement credentials are needed during the Games, these may be obtained from an SOTX staff member at any of the venues.

Replacement of Lost Credentials

Athletes, coaches and official delegates must report to the SOTX staff member at that venue when a credential is lost or misplaced. SOTX staff will only issue a replacement for these credentials after they have verified athlete information.

Reading Your Wristbands

Wristbands, which contain important and useful event information, will be provided for each athlete. Please review the following example and contact Sidny Harker at the chapter office at 512.491.2932 if you have any questions.


SMITH, JOE(1)

ALVIN ISD YELLOW JACKETS (7)

M(2) 31(3)


Event

AQ25MF(4)

AQ25BK(4)

Heat

M.30-99.01(5)

M.30-99.04(5) 1

Lane

2(6)

1(6)


  • (1) - Athlete Name
  • (2) - Gender
  • (3) - Age
  • (4) - Event Code
  • (5) - Heat Number
  • (6) - Lane Assignment
  • (7) - Delegation Name

Reading the ‘Heat #’:
The letter indicates gender (M = male or F= female). The first number gives the athlete’s age group. The last number provides the athlete’s heat within this age group.

For example, Heat # M.30-99.01 indicates a male athlete in the 30-99 year old age group competing in the first heat.

Coaches and H.O.D.s

Head of Delegation Responsibilities

The head of delegation is the individual directly responsible for the coordination and management of the athletes and coaches from their delegation. He/she is primarily responsible for ensuring that athletes and other coaches are at the competition sites and events, properly equipped and trained for that event. Any problems related to a given athlete during the sports activities will be addressed to the head of delegation or other coaches under his/her responsibility. A head of delegation can only compete as a Unified partner within his/her own delegation.

Coaches’ Responsibilities

Coaches coming to the 2018 Winter Games must accept and carry out these responsibilities:

  1. Provide for the general welfare, safety, health and well-being of each Special Olympics athlete in their charge. under his/her direct supervision.
  2. Abide by the clauses and spirit of the rules and conduct oneself in a sportsmanlike manner at all times.
  3. Be knowledgeable about all existing Special Olympics Texas, Special Olympics, Inc.., National and International Governing Body competition rules and regulations applicable to their sport and prepare their athletes for competition in accordance with those rules.
  4. Ensure that athletes compete in events within their sport that challenge their potential and are appropriate to their ability level.
  5. Be honest and instruct athletes to compete with maximum effort in all competition, in accordance with Special Olympics divisioning rules.
  6. Responsible for ensuring the entry scores and scores achieved during divisioning accurately reflect the ability of their athletes.
  7. Must treat athletes, volunteers and competition officials with respect and communicate in a courteous manner.
  8. Report all emergencies to the appropriate authorities after taking immediate action to ensure the health and safety of participants.
  9. Must have copies of athlete medical information at all times.
  10. Attend all coaches’ meetings as scheduled.
  11. Follow the standards outlined in the Coaches Code of Conduct.
  12. Provide the following specific services to each Special Olympics athlete in their charge:
    1. Provide supervision 24 hours a day, in cooperation with other coaches in their delegation.
    2. Ensure the athletes are properly hydrated and prepared for the weather.
    3. Account for luggage and personal items at all times.
    4. Ensure athletes are properly attired.
    5. Report to competition staging areas at the proper times.
    6. Take full advantage of clinics and other special events.
    7. Maximize the benefits achieved through participation.
    8. Be assembled at the proper time and place for special events.

Reminder: A certified head coach must be on-site at each sports venue. Furthermore, each team must have its own certified head coach on the bench. The head coach of a Unified team must be dually certified in the sport and in Unified Sports.

Coaches’ Access

Coaches will be asked to respect the rules regarding access to field of play that govern each sport at the 2018 Winter Games. Security personnel have been instructed to assist competition directors in strictly enforcing this policy, so please cooperate with their instructions. Athletes using wheelchairs and other athletes with special accessibility considerations and their coaches will be given special consideration only during scheduled competition. All delegation support personnel and athletes must wear their credentials at ALL TIMES during the Games. These credentials will be required for admittance to competitions, special events and other Games activities.

General Information

  1. Athletes may enter and compete in only one sport. Each sport has specific limits on the type and number of events that an athlete may enter.
  2. Specific time schedules for each competition will be posted on our website by January 11, 2018. This will enable us to structure the schedules to the entries actually received at the chapter headquarters. The sports schedules contained in this guide provide the projected start and finish time for each sport. All delegations should plan on being available for competition at these times – no exceptions.
  3. Protests shall not be accepted or considered if they are based solely on a decision involving the accuracy or judgment on the part of an official. Protest forms must be completed and submitted within 30 minutes of the event in question to the venue/sport director. Forms will be available on-site.
  4. National Governing Body (NGB) rules shall apply except for when they are in conflict with the Official Special Olympics Sports Rules and SOTX modifications found in the SIG.
  5. National Governing Bodies (NGB): Bowling – United States Bowling Congress; Powerlifting – International Powerlifting Federation; Volleyball – United States Volleyball Association. Furthermore, each volleyball team must have its own certified head coach on the bench. The 9 head coach of a Unified team must be dually certified in the sport and in Unified Sports®.
  6. Registered Service Dogs are the only animals allowed at the competition and special events venues.

Reminder: A certified head coach must be on-site at each sports venue.

Unified Sports® Unified Sports® bowling doubles and teams, and powerlifting pairs require a dual-certified coach be present at competition. If the dual-certified coach is a unified partner competing, a second certified coach must be available to handle any protests or competition-related issues while the

Unified Sports® partner is competing. Unified Sports® volleyball requires a dual certified, non-playing bench coach at all matches. This Unified Sports® head coach is not permitted to play at any time during a match.

Sport Rules and Games Rules Committees

The Sports Rules Committee will be in place and functioning at each competition venue as designated by the appropriate governing body. This group will address on-site protests and rules interpretations as needed. The rules committee will be identified prior to the start of competition on Friday. It is the goal of the Games Organizing Committee to address all protests at the venue level.

Competition

General Information

  1. Athletes may enter and compete in only one sport. Each sport has specific limits on the type and number of events an athlete may enter.
  2. Specific time schedules for each competition will be posted on our website by January 16, 2018, as well as given out at the coaches’ meetings. This will enable us to structure the time schedules to the entries actually received at the chapter headquarters. The sports schedules contained in this handbook provide the projected start and finish time for each sport. All delegations should plan on being available for competition at these times – no exceptions.
  3. Protests shall not be accepted or considered if they are based solely on a decision involving the accuracy or judgment on the part of an official. Protest forms must be completed and submitted to the venue sport director within 30 minutes of the event in question. Forms will be available on-site.
  4. National Governing Body (NGB) rules shall apply except for when they are in conflict with the Official Special Olympics Sports Rules and SOTX modifications found in the SIG.
  5. National Governing Bodies (NGB): Bowling - United States Bowling Congress; Powerlifting - International Powerlifting Federation; Volleyball - United States Volleyball Association. Furthermore, each volleyball team must have its own certified head coach on the bench. The head coach of a Unified team must be dually certified in the sport and in Unified Sports.
  6. Registered Service Dogs are the only animals allowed at the competition and special events venues.

Reminder: A certified head coach must be on-site at each venue.

Sports Rules / Games Rules Committees

The Sports Rules Committee will be in place and functioning at each competition venue as designated by the appropriate governing body. This group will address on-site protests and rules interpretations as needed. The rules committee will be identified prior to the start of competition on Friday. It is the goal of the Games Organizing Committee to address all protests at the venue level.

Bowling

Venues: Mel's Lone Star Lanes, Highland Lanes, Dart Bowl, and Westgate Lanes

Competition Director: Leslie Low

Bowling Schedule

The FINAL SCHEDULE will be posted on the SOTX website after lane assignments are made on January 16, 2018.

Bowling Competition Notes

When bowling competition is completed, athletes are to REMAIN IN THE PIT AREA. Athletes will be awarded on the lanes. Upon completion of presentation of awards, the athletes will be turned over to their coach or chaperone.

Bowling Rules Reminders

  1. The bowling shifts are scheduled in 3 hour blocks of time. Within that time frame we need to complete the bowling and awards presentations so the next shift can start on time. The athletes will have a time limit of 2.5 hours of play. If a game is running long and we have to stop it, we will make sure that the athletes have completed the same number of frames.
  2. Foul lines will be turned on for all competitions.
  3. Individual handicap scoring will be in effect for all levels (including doubles and teams) of competition. See SIG for more information.
  4. Except for assisted bowling, NO COACHES, CHAPERONES OR FAMILY MEMBERS are allowed in the pit area during competition. Assisted ramp bowling coaches are only allowed in the pit area while their athlete is competing. Coaches must have proper event credentials to enter the pit area.
  5. In the assisted ramp bowl, the athlete aims the ramp into position with assistance. A volunteer may assist with retrieving the ball from the return and placing the ball on the ramp. The athlete positions the ball on the ramp with assistance and pushes the ball down the ramp towards the target. The volunteer may guide, align, or direct the ramp and athlete, but may not support or assist with the ball's forward movement. The volunteer may place one hand on the ramp after it has been positioned solely to stabilize it.
  6. A 100% rabbit percentage will be used for this event. This means that any bowler, pair, or team that averages double that of their entry score for three games will be awarded in a heat more appropriate with their result. See SIG for more information.
  7. In the unassisted ramp bowl, the athlete aims the ramp into position unassisted. A volunteer may assist with retrieving the ball from the return and placing the ball on the ramp only. The athlete positions the ball on the ramp and pushes the ball down the ramp towards the target. The volunteer may place one hand on the ramp after it has been positioned solely to stabilize it. Absolutely no coaching or guiding of the ramp is allowed.

Bowling Coaches: Important!

A bowling head coaches meeting WILL NOT be held at the Games.

Powerlifting

Venue: Round Rock High School Varsity Gym (100 Building)

Competition Director: Kim Beckwith

Powerlifting Schedule

Saturday, February 3, 2018

6:30 a.m. to 7:45 a.m. Weigh-In
7:45 a.m. Head Coaches Meeting
8:00 a.m. to 6:00 p.m. Competition

Powerlifting Competition Information

  1. This competition is scheduled for a one day only event.
  2. The Wilkes Formula will be applied when weight classes are combined.
  3. There will be a mandatory rules meeting for all coaches just prior to the competition.
  4. Awards for this sport will be presented on-site and immediately after competition is completed.
  5. The squat event will be a sanctioned event. Proper equipment for this event, including a power suit and knee wraps, is the responsibility of the individual athlete.
  6. The undershirt worn under the lifting suit must meet the standards outlined in the Official Special Olympics Rules. Spandex is not an option.
  7. Athletes entered must be capable of lifting the standard bar and weights. See the Official Special Olympics Rules.
  8. In the deadlift the starting height of the bar will be based on the weight the athlete lifts. The use of boxes to raise the starting height of the bar is not an option. The weights used on the bar will be the standard discs outlined in the Official Special Olympics Rules. Weight modifications of the bar or discs are not an option.
  9. In the benchpress the athlete must be able to do the lift in its entirety as outlined in the Official Special Olympics Rules. The coach will not have the option to physically assist the athlete in any aspect of the lift.

Volleyball

Venue: Round Rock Sports Center

Competition Director: Kim McCorkle

Volleyball Schedule

Friday, February 2, 2018

8:00 a.m.

Head Coaches Meeting

9:00 a.m. – 6:30 p.m.

Classification and Competition

Saturday, February 3, 2018

8:00 a.m. – 4:00 p.m.

Competition and Awards

11:00 a.m. – 12:00 p.m.

Volleyball Individual Skills - Levels 1 and 2 (prelims and finals)

Sunday, February 4, 2018

8:00 a.m. to 1 p.m. Competition and Awards

Volleyball Competition Information

  1. Please note that Volleyball Individual Skills competition will be held on Saturday.
  2. All volleyball awards will be presented at a designated awards area for volleyball (skills may be an exception since awards will take place on Saturday)

Volleyball Rules Reminders

  1. The Points of Emphasis and classification schedule will be posted on our website January 17.
  2. All competition will be held in accordance with USA Volleyball 25 point rally scoring rules in place.
  3. A set is won when a team scores 25 points and has at least a two-point advantage over the opponent.
  4. During medal round matches, tie-breaker games will be played to 15 win by 2 (per USA Volleyball rules), no cap.
  5. The classification team can determine modifications for each division whether a side-out or rotation after a serve limit has been reached, and/or modified line and net height.
  6. In lower “level” teams, classifiers may assign the following rules modifications to equalize competition:
    • A shortened serve line.
    • A three or five serve limit.
    • (This rule is to prevent a good server from dominating the game.)
  7. All modifications and proper divisioning will be determined at classification.
  8. The SOTX Modified Service Line Rule will be in effect. This rule states that the service line will be moved to 4.5 meters (14 ft., 9 in.). An athlete can choose to serve from any distance behind that line.
  9. Unified Sports® volleyball must have a dual certified, non-playing bench coach.

Participation Rule

It is required that every athlete listed on the roster must play during regulation game time. Not following the participation rule will result in a forfeit. The first time it occurs during the tournament will result in a forfeit of that game for the offending team. If that team violates this rule a second time, they will be removed from the tournament. Additional offenses will result in possible revocation of the coach’s certification. Coaches may indicate on their roster, prior to the start of the game, any players who will not play due to injury or behavior problems. Note: The only exception is in volleyball where each player must compete in every match, not every set.

Special Events

Special Events Schedule

Friday, February 2, 2018  
Wellness Park 10:00 a.m. to 4:00 p.m.
Athlete Village 10:00 a.m. to 4:00 p.m.
Saturday, February 3, 2018  
Wellness Park 10:00 a.m. to 3:00 p.m.
Athlete Village 10:00 a.m. to 3:00 p.m.
Athlete Celebration and Victory Dance 7:00 p.m. to 9:30 p.m.

Wellness Park

Wellness Park is a Healthy Athletes event where athletes and Unified partners have an opportunity to receive free health screenings and services in a welcoming and fun environment. This year at Winter Games, health professionals and volunteers will join us and offer their services for the FUN Fitness, Fit Feet, Strong Minds, Healthy Hearing, Special Smiles, MedFest and Health Promotions disciplines. The screenings are tentatively scheduled to run from 10:00 a.m. to 4:00 p.m. on Friday, February 2 and from 10:00 a.m. to 3:00 p.m. on Saturday, February 3 at Norris Conference Center.

Athlete Village

To get the most out of Winter Games, you and your athletes should attend Athlete Village. There will be a variety of amusements, entertainment and exhibits located at Norris Conference Center. Athlete Village will be open on Friday, February 2 from 10:00 a.m. to 4:00 p.m. and on Saturday, February 3 from 10:00 a.m. to 3:00 p.m. We encourage all teams to visit Athlete Village and enjoy the festivities. A Silent Auction will be held at Athlete Village.

Opening Ceremonies

Opening Ceremonies will be held on Saturday, February 4 as part of the Victory Dance.

Parade of Athletes at the Athlete Celebration and Victory Dance

Delegations should arrive at the Round Rock Sports Center by no later than 6:15 p.m. The Parade of Athletes will begin promptly at 7:00 p.m. on Saturday, February 3. Delegations will be guided to parking upon arrival and will be directed to the parade area at that time athlete drop-off is behind the building (see map). Make sure that your team representatives are wearing their team colors and have their team banner with them. Any member of the delegation can be a part of the parade.

Athlete Celebration and Victory Dance

The Athlete Celebration and Victory Dance will be held from 7:00 p.m. to 9:30 p.m. on Saturday, February 3 at Round Rock Sports Center. There will be an opportunity to purchase merchandise, meet athletes, coaches and families from other parts of Texas, and, of course, DANCE.
Only gym shoes or runner soled shoes are allowed on the gym floor. This pertains to everyone. Those not following this rule will be asked to remove their shoes.

Family Activities

The chapter Family Support Network and Adult Outreach Services will have booths at Athlete Village on Friday from 10:00 a.m. to 4:00 p.m. and Saturday from 10:00 a.m. to 3:00 p.m. They will offer digital photos, photo buttons, snacks and family registration information. Additionally, the Adult Outreach Services booth shall offer service information, computer stations, and experts on family/guardian planning will be on site to assist. There will also be chapter Family Support Network and Adult Outreach Services booths at Victory Dance on Saturday night.

Merchandise Sales

Thursday, February 1, 2018
Registration 4:30 p.m. to 9:30 p.m.
Friday, February 2, 2018
Athlete Village 10:00 a.m. to 4:00 p.m.
Dart Bowl 8:00 a.m. to 3:00 p.m.
Mel's Lanes 8:00 a.m. to 3:00 p.m.
Volleyball 8:00 a.m. to 5:00 p.m.
Saturday, February 3, 2018
Volleyball 8:00 a.m. to 4:00 p.m.
Athlete Village 10:00 a.m. to 2:00 p.m.
Mel's Lanes 12:00 p.m. to 4:00 p.m.
Victory Dance 7:00 p.m. to 9:30 p.m.

Meals and Housing

Meals

Teams are responsible for their meals. Austin has a vast array of dining options. In addition, each of the bowling venues will have food available for purchase at their respective grill/cafe. Volleyball will have concessions available and will only allow food in the venue from the concessions stand. Teams can pre-order meals at volleyball using the meal form, due January 26.

Housing

Delegations will stay in hotels or residences. A preferred hotel list is posted on the SOTX website at www.specialolympicstexas.org. It is recommended that you book rooms immediately if you have not already done so.

Health, Safety & Security Information

Weather Contingency Plan

Weather in Texas is unpredictable. In the unfortunate event that we encounter inclement weather, the Games Organizing Committee and SOTX Director of Competition and Events will be the final authority regarding cancellation or postponement of any phase of the Winter Games. If weather does force any schedule adjustments for the Games or related special events, information concerning postponements or cancellations will be available on our website at www.specialolympicstexas.org, on Facebook at www.facebook.com/ SpecialOlympicsTX or by signing up for texts: text “wintergames” to “888777.”

Command Center

The Command Center phone will be staffed beginning Thursday, February 1. If any medical emergencies arise, please call the Command Center, so the proper officials can be notified. The Command Center number is 512.461.0481.

SOTX Drone Policy

Out of safety concerns for athletes, coaches, volunteers and spectators at Special Olympics Texas practices, events and competitions, Special Olympics Texas prohibits the operation or use of drones, unmanned aerial vehicles (UAVs) or unmanned aerial systems (UASs) for photography or other use during our practices, events and competitions.

Regulations While at the Games

  1. Possession of any alcoholic beverages.
  2. Possession or use of any narcotic stimulant, depressant, or hallucinogenic drugs without a doctor’s permission.
  3. Possession or use of candles, lanterns, firearms, gasoline or other volatile solutions, explosives, fireworks or other dangerous materials.
  4. Possession or use of any electrical heating, cooking, or food preparation appliances.
  5. Gambling.
  6. Possession of pets or animals (only certified service animals will be allowed)
  7. Activation of a fire alarm could result in a $250 fine per activation. Please do not tamper with any fire alarm device or fire protection system; significant fees may be assessed.

Security

SOTX and the host hotels will not be responsible for personal belongings lost or stolen while staying at the hotels.

Lost and Found Athletes

Lost athletes should be escorted to the security volunteer or medical area at each sports venue. The Command Center should be notified immediately. To reach the Command Center, call 512.461.0481.

Lost and Found Possessions

A lost and found center will be located in the competition headquarters at each venue. Please turn in any found items to this location.

Curfew

We ask that all athletes and coaches be in by 11:00 p.m. Coaches must not leave athletes without appropriate adult supervision. Coaches are responsible for the conduct and supervision of their athletes at all times. All coaches are expected to devote 100% of their time to supervising their athletes. Any athlete found unsupervised or involved in disruptive behavior may be disqualified from the Winter Games. Also, the coach of that team may be suspended from all SOTX events for a period of up to one year. Furthermore, the administrators of the sponsoring agency or school will be notified in writing of the inappropriate conduct of the coaches and athletes. Supervision of the athletes is the key to a safe and enjoyable experience.

First Aid

First aid stations will be in operation at all competition and special event sites. Treatment provided at these stations will consist of American Red Cross first aid procedures. NO MEDICATIONS WILL BE DISPENSED.  Any athlete or coach who requires medical attention should be taken immediately to one of the first aid stations.  From this point, the medical support staff will administer appropriate first aid and, if necessary, make arrangements for emergency examination, treatment and/or hospitalization.  An EMS unit will be on call during the Games.

Do not take an athlete or coach directly to a hospital or seek medical treatment before going to one of the above-mentioned first aid stations. Please keep our medical support team informed of any problems since they are most fully prepared to handle them.

Copies of athlete medical forms will be kept by the Director of Games Management.  Please keep your medical form copies with you at all times.

Hospital

Brackenridge Hospital

512.324.7000
601 East 15th Street
Austin, TX 78701
Brackenridge Hospital will serve as our primary medical facility. All emergencies must first go through the on-site medical team. If an athlete must be transported by ambulance, the coach, parent or guardian of the athlete must accompany the athlete. After treatment, the Director of Sports and Training must be notified of the accident/incident.

Health Checklist

Coaches and parents should use the following checklist for athletes competing in the Winter Games:

  • Medications – Each athlete or delegation member should have a complete supply of medications and a schedule indicating exact dosage. Should a delegation member require treatment, the medical team must have accurate information so that proper treatment may be provided.
  • Personal Health Items – All participants should use sunscreen. Individuals with blonde or red hair or sensitive skin should use a sunscreen with a high SPF factor.  Everyone burns regardless of skin pigmentation.
  • Diet – A balanced diet is essential to the athletes’ performance at the Games. The diet should contain extra carbohydrates (in the form of starches), and fresh fruit and vegetables whenever possible.  Athletes and members of the delegations should be discouraged from eating greasy, fried or fatty foods. Athletes should not drink soft drinks for breakfast or lunch, and should limit their intake at dinner.
  • Clothing – Athletes should have light colored, loose fitting clothing to wear at the Games.  It is also important for each athlete to bring a billed cap or visor.  These items will help the athletes to stay cool.
  • Liquids – Each athlete should drink extra fluids with meals and at regular intervals at the sports venues. Athletes and members of the delegations should always drink plenty of water.
  • Medic Alert Tags – Athletes who have diabetes, epilepsy (seizures) or allergic reactions to medication should wear their Medic Alert tags at all times.

Special Medical Problems

The Medical Committee expects coaches to be aware of their athletes’ medical needs.  The following list contains special medical problems that may occur in an athletic event such as Winter Games:

  • Muscle Cramps – These cramps usually involve the arm, leg or abdominal muscles. Generally, the cramps begin within two hours of vigorous exercise, and often occur during the “cool down” period. An athlete experiencing muscle cramps should be taken to the nearest first aid station for care. Treatment for muscle cramps consists of fluid replacement with water or a weak salt solution. An athlete who is treated for muscle cramps should have extra rest and plenty of fluids.
  • Epileptic Seizures or Convulsions – Most epileptic seizures last two to four minutes. First aid for seizures or convulsions consists of gently protecting the victim from injuring himself and gently turning the victim’s head to the side so that saliva or vomit drains from the victim’s mouth. It is important not to force anything into the victim’s mouth, not leave the victim alone, and to call the nearest first aid station or hotel security.
  • Sunburn – Serious sunburns can result from constant exposure to the sun. Protect the athletes and yourself. Even on cloudy days, burning rays can cause damage to a person’s skin. Use a sunscreen with SPF 15. The higher the SPF, the greater the block it provides.
  • Heat Exhaustion – This condition is a more serious heat-related illness than muscle cramps, and is characterized by physical weakness, light-headedness, confusion, nausea and cramping. Also, body temperature is usually normal or slightly elevated. Any athlete who has been exposed to heat and “just doesn’t feel well” may be suffering from heat exhaustion. Treatment of heat exhaustion consists of moving the athlete to a cool environment, allowing the athlete extra rest, and providing fluid replacement.
  • Heat Stroke – Heat stroke is caused by the body’s inability to dispense of heat properly under existing environmental conditions. This condition causes an athlete’s body temperature to rise quickly to intolerable levels (106˚ F). Symptoms of heat stroke are similar to those of heat exhaustion and may include delirium, coma and seizure activity. A victim of heat stroke ceases to sweat and develops “goose flesh.” Treatment for heat stroke consists of rapid cooling in an ice bath and immediate hospitalization.

The Medical Committee feels coaches should be aware that the following predisposing factors make heat-related illness more likely to occur:

  • Illnesses– The conditions which make a person more susceptible to heat illness include: diabetes, heart disease, high blood pressure and thyroid gland diseases.
  • Medications – Medications which make a person less tolerant of the heat include tranquilizers, antidepressants, diuretics, sedatives and thyroid drugs.
  • Age – Young children and the elderly are more prone to heat illnesses than teens and middle-aged people.

Fluid

We cannot over-emphasize enough the importance of consumption of water during the Games.  Water – not a soft drink – is an essential component of every practice session and meet.  In the past, there have been cases of heat exhaustion which were directly related to insufficient liquids.  Coaches are encouraged to bring thermos jugs or canteens so that everyone has water at all times.  There will be water coolers available to refill your containers.  Please take advantage of this service.

Due to variable high humidity and temperatures, consumption of water before and during Games is the only way to maintain good health.  Disciplinary measures will be taken against coaches who jeopardize the health and safety of their athletes by depriving them of water during Games.

Water Safety (Swimming at Hotels)

A number of teams participate in recreational swimming at motel pools during the Games.  All Special Olympics aquatics training, competition and recreational sessions shall be conducted in accordance with basic safety practices as specified in the SOTX Information Guide. This policy specifies that in all swimming activities, there must be a certified lifeguard on duty while athletes are in the water. This policy is in effect any time that an athlete is in a pool for training and competition, as well as for recreational aquatics activities (time spent after competition back at the hotel pool). Each delegation must review, sign and turn in the Recreational Aquatics Form prior to or at registration.

Insurance & Incident Reporting

Incident Reporting

SOTX and SOI are interested in identifying the causes of injuries and accidents so that preventative actions may be taken to reduce or eliminate potential dangers. Part of this process is the reporting of all injuries or potential injuries on the incident report forms. An incident report form (Special Olympics First Report of Accident/ Incident) must be completed in its entirety for each occurrence of a physical accident or incident that may result in injury to an athlete, coach, volunteer, spectator or physical property damage. The incident report form is available from the area director or responsible SOTX staff person at all Special Olympics Texas functions, competitions or training activities.

Procedure

The incident report form must be reviewed and signed by a SOTX staff person verifying that the incident occurred as reported. The form is submitted to the area office and faxed to the SOTX insurance carrier. If you need assistance please contact Kathy McClain, Sr. V.P. of Shared Services, at 512.491-2933.

The incident report form must be completed even if no medical treatment is required. If the incident results in an injury and medical costs are incurred, a Special Olympics claim form will be forwarded by the insurance company directly to the injured party. Claim forms will not be accepted by the insurance company without a completed incident report.

If the incident involves a vehicle that is being used on official SOTX business, then the Special Olympics Automobile Loss Report is also required to be completed in its entirety.

Accident Insurance Coverage

Special Olympics provides secondary insurance coverage in the event of accidental injury that necessitates medical attention during a Special Olympics event. Persons insured under the policy are all members of Special Olympics, Inc. and Special Olympics programs, collectively and independently, including participants, officials, coaches, chaperones, supervisors and other volunteers whose names are on file with the policy holder. Special Olympics coverage is secondary, meaning that claims are only considered after payment by any other insurance coverage.

The athlete, coach, volunteer, spectator or damaged property owner must first submit all medical bills to their own accident insurance company. If unpaid balances remain after processing by the primary insurance company, a claim may be submitted through Special Olympics insurance. If the injured party does not have any other insurance coverage, the claim initially may be submitted to Special Olympics insurance.

If, on account of injuries suffered while participating in a Special Olympics event and within 60 days from the date of the accident, the insured shall require medical or surgical treatment, including hospitalization and the services of registered nurses or licensed nurses, but excluding dental care, the insurance company will pay the actual costs thereof in excess of the deductible amount (if any), but not more than the stated maximum medical indemnity, $10,000, incurred within one year from the date of the first such treatment.

Coverage is provided for fainting, heat stroke and exhaustion, and any accident where epilepsy or a seizure may be a contributing factor. Coverage is also provided for ambulance service. No medical indemnity shall be payable on account of expenses incurred for eyeglasses, including prescriptions thereof. With respect to dental care, the insurance company will pay the actual cost in excess of the deductible amount (if any), but not more than $10,000, incurred within one year from the date of accident for dental care required on account of injury to or loss of natural teeth resulting from such injuries, including replacement of such teeth, but excluding dental x-rays, provided the aggregate payment of medical, surgical and dental treatment required on account of all injuries resulting from one accident shall not exceed the maximum medical indemnity of $10,000.

The insurance under this policy shall not apply: to the cost of medical or surgical treatment or nursing service rendered by any person employed or retained by the policy holder to any loss by (1) abdominal hernia, however caused; (2) bacterial infections (except pyrogenic infections that occur with and through an accidental cut or wound); (3) any form of disease; (4) war or any act of war, whether declared or not; (5) intentionally self-inflicted injury or suicide; (6) injuries covered under any worker’s compensation act or similar law.

Claims Filing Procedure

To submit a claim to Special Olympics insurance:

  • Complete the Special Olympics incident report form and deliver the form to the appropriate Area Director as soon as possible. (If the incident involves a vehicle, then the Automobile Loss Report must also be completed.)
  • A Special Olympics incident report must be on file with the insurance company in order for a claim to be processed.
  • If medical treatment is necessary, please notify the appropriate area director as soon as possible. File all claims with the primary insurance carrier, the injured party’s regular insurance.
  • During area, regional and Chapter events, the medical information for each athlete will be available at the site of competition. This information, attached to all entry forms, will facilitate the process of completing the incident report and will assist emergency personnel in providing the proper treatment. It is the coach’s responsibility to obtain this information from the event or meet director in case of an emergency.

Media Relations

As coaches, it is extremely important that you share the stories of your athletes, families and volunteers with the Communications Department in order for the media to be best directed to the stories of Winter Games. Winter Games is not only an athletic competition; there are many more facets to the event that interest people. Please share story ideas with:

Communications Department
1804 Rutherford Lane
Austin, TX 78754

512.835.9873

Fax: 512.835.7756

Email: communications@sotx.org

We also welcome CDs of high-resolution (300 dpi) images of your “best of” shots from Winter Games. By signing the Athlete Enrollment/Medical Release Form, every athlete granted permission to have his/her likeness videotaped or photographed. Additionally, athletes can be quoted and are encouraged to talk to members of the media (with coach, staff or parental supervision).

Read All About Winter Games

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