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Welcome Athletes, Heads of Delegations, Coaches, and spectators.
It is our pleasure to welcome your delegation to the Special Olympics Texas Summer 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. Without their support, our Special Olympics Texas athletes would not have the opportunity to demonstrate their skills and abilities.
Most importantly we would like to take this opportunity to thank each of you. Without the passion, commitment and dedication you provide to supporting the mission of Special Olympics Texas, our athletes would not be given this opportunity. Thank you for helping our athletes to share their joy and abilities with their friends, family, and the community.
We look forward to seeing you at the Equestrian Competition!
This handbook provides useful information about the 2019 Equestrian Competition. Take time to review this entire guide thoroughly before you leave for in Bryan. If you have any questions or problems, immediately contact the Chapter Headquarters at 512.491.2934, rather than waiting until registration.
Printed copies of this guide will NOT be available at registration. It is highly recommended that you print your own copy prior to leaving for Bryan.
For continued updates about Equestrian and Special Olympics Texas, follow us on your computer or mobile device.
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Reserve your hotel rooms by going to www.sotx.org/equestrian and click on the “Find a Hotel” button located at the bottom of the Equestrian homepage. This will take you to Hotels for Hope website with discounted hotel options.
We urge each delegation, before leaving for the Games, to double-check for the following:
Make sure that 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 Summer 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.
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 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 coming to Equestrian must accept and carry out these responsibilities:
A certified head coach must be on-site at each sports venue.
Each sport will have a rules committee identified prior to the start of competition on Friday. This group will address on-site protests and rules interpretations as needed.
Volunteers are once again providing technology support for the Summer Games. The cornerstone of the support is the GMS6 software. The system stores information about individual athletes and delegations, events that the athletes are participating in and their results. As events take place, scoring information is entered into the system.
Information provided by GMS6 system will be available for coaches, spectators, participants and family members at the information tent located on the south end of UTA Maverick Stadium. The information is updated at regular intervals. Results information will, in most cases, not be available at the individual venues.
Lost athletes should be escorted to the security volunteer or the medical area at each sports venue. Athletes lost on campus during the evening hours should be escorted to the Command Center.
All lost items should be turned in to the Office (or to the registration/tournament desk if not near the stadium). If identification is available, an attempt will be made to notify the owner. People who wish to claim a lost item should report to the Office. All items found will be centralized at the Office (regardless of where they were found).
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 might be disqualified from the 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 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 MEDICATION 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 staff informed of any problems, since they are the most fully prepared to handle them.
Several medical professionals will provide medical support for the Equestrian. On-site personnel will be available to provide ambulance transportation at the stadium.
Coaches and parents should use the following checklist for athletes competing in the Special Olympics Texas Equestrian Competition:
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 the Summer Games (specifically heat-related illnesses):
The Medical Committee feels coaches should be aware that the following predisposing factors will make heat related illness more likely to occur.
We cannot over-emphasize 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 are 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 tanks available to refill your containers. Please take advantage of this service.
Due to variable high humidity and temperatures in the 90's and above, consumption of water before and during the 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.
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 at any time that an athlete is in a pool for training and competition, as well as for recreational aquatic 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.
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.
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, faxed to the SOTX insurance carrier and faxed to the chapter risk insurance manager, Kathy McClain, at 512.835.7756. She can be reached by phone 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.
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, $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.
To submit a claim to Special Olympics insurance:
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 the Summer Games. Summer Games is not only an athletic competition; there are many more facets to the event that interest people. Please share story ideas with:
Special Olympics Texas Communications Department
1804 Rutherford Lane
Austin, TX 78754
We also welcome CDs of high-resolution (300 dpi) images of your "best of" shots from Summer Games. By signing the Athlete Enrollment/Medical Release Form, every athlete granted permission to have his/her likeness videoed or photographed. Additionally, athletes can be quoted and are encouraged to talk to members of the media (with coach, staff or parental supervision).