Summer Games: Volunteer Information

Special Olympics Texas will mark its' 40th anniversary at the 2009 Summer Games, May 21-24, 2009 at the University of Texas at Arlington and surrounding community venues.  VOLUNTEERS ARE NEEDED to make these Games a success! 

Online volunteer registration is now closed.  If you are interested in volunteering at this weekend's 2009 Summer Games, please go to the volunteer registration area at UTA's Maverick Stadium to get a volunteer assignment.  If you are interested in being a spectator, we welcome you, your family and friends to be fans in the stands at all of our event venues.

To learn more about Special Olympics Texas and the Summer Games, please refer to the below questions and answers.

Section A: All About Special Olympics Texas and Summer Games

1. What is the Special Olympics movement? And Special Olympics Texas?

Special Olympics is the world-wide sports movement for people with intellectual disabilities. Founded by Eunice Kennedy Shriver 40 years ago, Special Olympics is now active in over 160 countries throughout the world.

The mission of Special Olympics Texas is to provide year-round sports training and athletic competition in a variety of Olympic-type sports for children and adults with intellectual disabilities, giving them continuing opportunities to develop physical fitness, demonstrate courage, experience joy and participate in the sharing of gifts, skills and friendship with their families, other Special Olympics athletes and the community.

The vision of Special Olympics Texas is to become the premier provider of Special Olympics training and competition in the world. We approach each endeavor with a single intent - to improve the quality of life for our athletes. The challenges of the future are embraced with enthusiasm and commitment, ensuring that the changing face and needs of our athletes are met.

2. What is Summer Games?
The three Special Olympics Texas Chapter Games are the flagship events of the Special Olympics Texas movement. Summer Games, Fall Classic and Winter Games are held annually around Texas, typically staying in each community for roughly three years for a given event.

Winter Games in Austin - late January/early February
Summer Games in Arlington - Memorial Day Weekend
Fall Classic in Bryan/College Station - mid-October

3. When will Summer Games take place?
May 21-24 in the Greater Arlington area, mostly at the University of Texas at Arlington. The athlete delegations will arrive in Arlington on May 21, compete on the May 22-24, and head home after finishing competition on May 24.

4. How many athletes and teams will take part?
Over 150 delegations from around Texas
Over 2,700 athletes
900 coaches and delegation volunteers
2,000 families, friends, community members and volunteers

5. What sports are offered at Summer Games?
The Special Olympics Texas Summer Games will include athletics (track & field), basketball, cycling, equestrian, gymnastics, soccer and tennis.

6. Are the rules the same for Special Olympics sports?
Generally speaking, the rules of all Special Olympics sports are based on national governing body rules, such as NHFS or FIFA. There are modifications in some cases to ensure that all athletes can compete to the best of their ability. In many cases, it is a question of interpretation. For example, in gymnastics, discretion can be used when deducting points for a bent arm or an unsteady landing.

7. Who are our partners or sponsors?
We currently have four year-round Official Statewide Partners - Coca-Cola Bottling Companies of Texas, ConocoPhillips, Food Town and H-E-B Tournament of Champions Charitable Trust. 

Section B: Volunteering at Special Olympics Texas Summer Games 

1. Why volunteer for Summer Games?
Staging the Summer Games will require the skills, knowledge, support and commitment of many people. Volunteers will provide essential services at every level of our Games; selecting and training the required 3,300 people will be an enormous task. Our volunteers will be at the heart of every venue and every sport. You have a wonderful opportunity to be involved in a state level competition and demonstrate to Texas the extraordinary gifts of people with intellectual disabilities.

2. What does it take to be a volunteer?
All volunteers will need to meet minimum requirements and possess the following special qualities.

Minimum Requirements are:
-Commitment to the success of the Games
-Friendly and enthusiastic team player with a positive attitude and a desire to have fun
-Available to volunteer for at least four hours with set shift times
-Minimum of 15 years of age at the time of the Games to volunteer alone
-Willing to adhere to the no smoking/no alcohol/no drug policy in all venues

Some specialized opportunities will require a specific skill, qualification or time commitment, however most of the volunteer opportunities that are assignments can be learned on the day of the event after a short overview.

3. Can I bring my child(ren) with me to volunteer?
We do encourage children to volunteer with their families or community groups. After all, they are the volunteers of the future.

To ensure the safety of the athletes and volunteers, we do have age guidelines to follow when thinking about bringing minors to volunteer with Special Olympics Texas:

15 and older - Can volunteer by himself/herself.
8-14 years old - Must have a parent or guardian with him/her. In cases of groups (school, scout, church, etc.) we ask for one adult for every four 8-14 year olds in the group. For example, 9 girls in a troop = 3 adults.
7 and younger - will not be assigned a volunteer task, but are invited to be cheerleaders in the stands with his/her parent or guardian.

4. Do I have to know all about sports to volunteer at Summer Games?
Volunteers will provide essential services at every level of the Games. Some assignments require specialized skills (medical, technology, languages); others require excellent customer service skills and a friendly smile. Some assignments are sports-specific; others are more coordinating in nature. Rest assured, given the number of volunteer slots, we have one (or more) that fits you. The online registration form asks for a shift code, which tells us you are registering to volunteer at this event on this day for this shift. Every effort will be made to place you in your preferred shift, but this cannot be guaranteed. All positions are vital to the Games, and will be a unique experience. You will be notified as soon as possible if scheduling issues arise before you are placed on the final schedule.

5. What sort of volunteer opportunities or positions are there at Summer Games?
Staging Summer Games requires the skills, knowledge, support and commitment of Texans from all walks of life. Volunteers will provide many essential services at every level of the Games. Two types of volunteers are needed: specialized and general.  Specialized volunteers include medical services or competition officials, AND general volunteers, which will be given on-the-job training to succeed in their volunteer assignments. The categories below are marked for general volunteers(*) and for specialized volunteers(+).

Awards* - Assist at the awards venues by making the awards ceremonies dignified for the athletes and helping the ceremonies run smoothly. Volunteers will help stage the athletes, escort the athletes, and prepare awards for each ceremony. Volunteers in uniforms (police, military, scouts, etc.) are always a special treat for athletes as they go through awards.

Competition* - There are many opportunities to assist at competitions: scorekeeping, timekeeping, escorting, staging, or officiating. Experience or knowledge of any of the Special Olympics Texas Summer Games sports would be an advantage (athletics, basketball, cycling, gymnastics, soccer, or tennis).

Equipment+ - Provide necessary equipment and supplies to all venues and respond to their demands.  This is an important and major task. Ability to perform physical activity and light lifting is required. Experience in warehousing is welcomed.

Medical Services+ - Provide a wide range of medical and first aid services for delegations and staff at various venues, as well as first-aid for spectators. A qualification in first-aid or a medical profession is essential.

Souvenirs* - Games souvenirs will be on sale at competition venues. Volunteers with experience in the retail trade would be ideal for souvenir roles.

Security+ - Volunteers with experience in event safety are required for the planning and preparation of all venues to ensure they are safe for visitors and staff. Experience in event security, stewarding, crowd management, corporate security or law enforcement would be ideal for these roles.

Special Events* - Volunteers will be recruited to assist with a couple of roles, mainly setting up and decorating before an event or assisting with event staging.

6. Where would I be assigned to volunteer at the Summer Games?

At Games time, volunteers will generally work at one of a number of different venues located in the Arlington area. A venue is the location where a sporting or Games-related activity takes place. There are two different types of venues:

Competition venues - Where sports are played - such as Maverick Stadium or Martin High School.
Non-competition venues - Where there is Games-related activity, but no sport is being played (e.g., Lawn of Maverick Activities Center).

7. How long will I be expected to volunteer each day?
The length of a volunteer shift varies by venue and by sport.  Most volunteer shifts at Summer Games will run between four and five hours. The shift times are set to ensure the quality and consistency of the competitions and other events.

8. How will I be trained?
Most volunteers will be oriented to their assignment on the day of the event.  Since most of the volunteer opportunities are assignments that can be learned on the day of the event, generally a short overview is all that is needed.

9. What will I be given as a volunteer?
An official volunteer NAMETAG and BUTTON
Beverages and snacks

10. Will I be provided a meal?
Due the large numbers of volunteers needed to run the Summer Games, it is not feasible for our budget to feed each person who volunteers throughout the weekend. If you sign up for the morning shift, you will be free to leave to get lunch afterwards. Or if you sign up for the afternoon shift, make sure you eat before you arrive at volunteer check-in.

However, if you sign up to work two consecutive shifts (typically 8-9 hours), you will be given a blue wristband. This wristband is the identification to our volunteer meals staff that you can receive a volunteer lunch. If you are not given a wristband at volunteer check-in, ask for the wristband. You will not be able to receive a volunteer meal without it.

11. I don't live in the Metroplex. Is there some way I can become involved locally?
Yes, if you live outside the D/FW area or will not be available to volunteer May 21-24, 2009, send your name and mailing address to volunteer@sotx.org.

You will be sent a general volunteer packet with the Special Olympics Texas volunteer handbook as well as a calendar of upcoming events for your local area.

Special Olympics Texas has nearly 250 competitions each year: locally, regionally, and statewide. In addition, we have many other volunteer opportunities: you could get trained to be a coach, you could help fundraise for our programs, you could become a certified official, and more. The choices are endless.

Section C: Signing Up to Volunteer at Summer Games

1. How do I sign up to volunteer during the Summer Games?
From the main Summer Games Volunteer Page, click on the Full Summer Games Volunteer Schedule or any of the Volunteer Information by Event links to find out more information about volunteering at Summer Games.  You can search based on your interests or your availability.  Once you have reviewed the volunteer schedule (whether by event or by day), click on your preferred shift and follow the online registration process.

2. How do I sign up a group or family to volunteer during the Summer Games?
From the main Summer Games Volunteer Page, click on the Full Summer Games Volunteer Schedule or any of the Volunteer Information by Event links to find out more information about volunteering at Summer Games.  You can search based on your interests or your availability.  Once you have reviewed the volunteer schedule (whether by event or by day), click on your preferred shift and follow the online registration process.

At the beginning of the online registration process, you will be asked "Total Number of Guests" including yourself.  If you are bring two people with you, enter "3" as the total.

3. Who can make up a volunteer group?
We welcome groups of two or more to volunteer together. We typically have an assortment of group types, like family groups, corporate groups, church groups, school groups, scout troops, etc. Group volunteering offers a great team-building experience, as well as earns community service hours. If you are organizing a volunteer group with members younger than 15, please keep our volunteer age guidelines in mind.

4. How long will it take?
It will take you less than five minutes to complete the online registration process.  However, since many people will be attempting to sign up as well, the system is set up to give you 10 minutes to complete the online registration process.

5. Can I sign up for more than one shift?
Once you have signed up for one shift through the online registration process, simply return to the Full Volunteer Schedule or the appropriate Volunteer Information by Event page and click on your next preferred shift link and repeat the online registration process again.

6. Why do I see an opportunity of the main volunteer schedule, but I cannot find it on the online volunteer registration form?
The most likely reason for this problem is that all the volunteer slots for that particular shift have been filled. Certain shifts tend to fill up very fast.  We will make every effort to update the online schedule to reflect the schedule changes.

7. Is there a deadline to register to volunteer at the Summer Games?
Yes, all volunteer registration (online or otherwise) will end on Monday, May 18, 2009 at 10:00 a.m.

We expect that a small percentage of people who register beforehand will have circumstances that prevent them from attending their assigned shift. We also know that others will hear about the Games just before the events and will walk up to volunteer on that day. Hopefully, the number of walk-ups will cover the number of registered volunteers who couldn't make it for their shift.

If you decide to volunteer after May 18, look at the schedule to see which shifts still need folks and simply arrive at that volunteer check-in area for your preferred shift.

Section D: After You Have Signed Up

1. What is the shift confirmation I just received by e-mail?
After registering, you will receive a confirmation e-mail at the e-mail address you provide. Keep it as a reminder of your volunteer shifts at Summer Games.

2. What do I need to bring with me?
All individuals and group members must bring a valid photo ID with them to show at the volunteer check-in table.

3. Where do I check in for my assigned shift?
Look for the volunteer check-in table at your assigned venue. To secure your volunteer assignment, you should arrive at the volunteer check-in, located at each event. Also, please arrive on time for your scheduled shift, as this will allow for the registration process and will give us time to answer any last minute questions you may have. All walk-up volunteers will be placed as needed to ensure the events run on schedule.

At each venue, please register at the volunteer check-in table. Here you will show your photo ID and have your name checked off the preregistration list or fill out the form to register at the event. Keep in mind, preregistration makes the check-in process go smoother and faster.

Once you are checked in, you will receive a button and a nametag. The button is yours to keep. Your specific duties and area assignments will also be given to you at this time. Any training will be provided at each event. If you have any questions or problems during the events, the staff or the key volunteers at each venue will be more than willing to help.

4. I need proof that I volunteered for school, court, etc. What do I do?
At each of the volunteer tents, volunteer verification forms will be available. In some cases, the volunteer has their own special form to have filled out and signed. The person at the check-in table can fill out either type of form as you leave, just don't forget to ask.

Section E: Frequently Asked Questions (FAQs)

1. Can I bring my child(ren) with me to volunteer?
We do encourage children to volunteer with their families or community groups. After all, they are the volunteers of the future.

To ensure the safety of the athletes and volunteers, we do have age guidelines to follow when thinking about bringing minors to volunteer with Special Olympics Texas:

15 and older - Can volunteer by himself/herself.
8-14 years old - Must have a parent or guardian with him/her. In cases of groups (school, scout, church, etc.) we ask for one adult for every four 8-14 year olds in the group. For example, 9 girls in a troop = 3 adults.
7 and younger - will not be assigned a volunteer task, but are invited to be cheerleaders in the stands with his/her parent or guardian.

2. Are there any events that I can attend for fun?
Everyone is welcome to join us for any of our special events. First, Opening Ceremonies will be on Friday, May 22 beginning at 7:00 p.m. at UTA Maverick Stadium.

Second, Victory Dance will be on Saturday, May 23 at 7:00 p.m. also at UTA Maverick Stadium.

Last, Athlete Village will be Friday, May 22 and Saturday, May 23 from 10:00 a.m. to 4:00 p.m. on the lawn of the UTA Maverick Activities Center.

Sometimes people are unsure or hesitant about volunteering with our population, so we encourage anyone to just come out and watch for a little while. Not only will you witness the human spirit triumph, but you will also be on the front row for some quality sports competition.

3. Where should I park?
General parking is available at all the venue locations. Refer to the downloadable map to find the closest parking lots to each venue.

4. How should I act around the athletes?
All Special Olympics athletes have some form of intellectual disabilities or developmental disability characterized by slowness in learning and adaptation. If you are unsure how to respond to athletes, treat them as you would wish someone to treat you - with patience and understanding. Deal with the athletes as individuals; each person is unique. Athletes will be wearing wristbands with their name, team and gender printed on them. Make every effort to use the athletes' names when speaking with them.

Smiles, applause and enthusiasm are always appreciated. Use your normal voice when giving support to the athletes. As far as physical recognition is concerned, let the athletes take lead as to what they would like. Some athletes are instructed by their coaches and parents not to hug strangers, although other athletes appreciate hugs as a form of support. Often a high-five or pat on the back may be more age appropriate for an individual.

Enjoy your interactions with the athletes, but don't be afraid to ask coaches, more experienced volunteers, or staff members for help when you are uncomfortable handling a situation. If you see any sort of problem, just remember that the athlete-to-coach ratio is 4 to 1 - in other words, coaches are plentiful and willing to help.

Appropriate athlete behavior is emphasized in Special Olympics training. Expect the athletes to behave properly throughout the event. Sportsmanship is also emphasized. Medals are not given to everyone, and athletes are encouraged to accept and learn from defeat as part of competition.

If an athlete struggles or falls during competition, DO NOT assist them. The athlete may be disqualified if you interfere. All volunteers are welcome. If all athlete/assistance positions have been filled by the time you arrive, you will be assigned as cheerleaders or water brigade personnel. The important thing is to be enthusiastic, have fun, and cheer on the athletes.

5. What should I say to the athletes?
While speaking with or about Special Olympics athletes (e.g., if asked about your experiences by members of the press), please keep in mind the following terminology considerations:

-Both children and adults compete in Special Olympics events.
-A person is physically challenged or disabled rather than crippled.
-Remember that an adult Special Olympics athlete is an adult. It is appropriate to refer to the competitors as "athletes" rather than "kids."
-A person "uses" a wheelchair. One is not confined to or restricted to a wheelchair.
-"Down syndrome" has replaced "Down's Syndrome" and "Mongoloid."
-A person "has" intellectual disabilities, rather than "is suffering from, afflicted with, or a victim of" intellectual disabilities.

6. What if at the last minute I cannot make the shift I signed up for?
We expect that a small percentage of people who register beforehand will have circumstances that prevent them from attending their assigned shift. We also know that others will hear about the Games just before the events and will walk up to volunteer on that day. Hopefully, the number of walk-ups will cover the number of registered volunteers who couldn't make it for their shift.

7. What if it rains?
In the case of inclement weather (rain, etc.), the games WILL continue. Please arrive on time unless you hear otherwise through radio or television stations.

8. What should I wear?
Please dress for comfort and mobility. Use common sense.  Please do not wear attire with vulgar or profane print. Wear comfortable athletic shoes, as you will be on your feet most of the time. A fanny pack is highly recommended for carrying money, keys, cameras, sunglasses, or other personal items. There will be no storage area for purses, backpacks, or the like. Protect yourself from the sun and elements. Sunscreen is a must. It is also advisable to bring a hat for the sun and a raincoat just in case.

9. What if there is an accident? Or someone gets hurt?
Medical staff will be on hand for the Games. When you arrive at your venue, make note of where the medical volunteers are located or how they can be reached. Do not attempt to treat or move a sick or injured athlete. Contact the nearest medical personnel immediately.

Please take frequent water breaks and encourage athletes to do the same. This will help keep all accidents to a minimum and assure that both volunteers and athletes stay healthy.