Guidelines for Host City Bid
Wyoming Senior Olympics
Wyoming has been hosting the Senior Olympics since 1986 and joined the National Senior Games Association in 1987. Pinedale hosted the Winter Senior Games for the first time in Wyoming in 2009. Both the Summer and Winter Games continue to be popular and draw a large number of participants and their friends and family to the host city.
The Wyoming Senior Olympics Board of Directors invite Wyoming communities to host this inspirational group of athletes by bringing the Games to your town! Proposals are accepted for two year periods. The second year of the Summer Olympics is a “qualifying year” for the National Senior Games held every two years in a host city in the United States.
The Wyoming Board of Directors will only consider proposals which include written cooperation of the local Parks and Recreation Department and/or the local Senior Center. Cooperation of these entities is vital to the success of the Senior Olympics. At least one representative of the Host City will become a member of the Board of Directors.
MINIMUM PROPOSAL REQUIREMENTS:
Excellent sources for ideas and suggestions for preparing a proposal are the current State Games Coordinator and previous State Games Coordinators. It is helpful to know how successful Wyoming Senior Olympics have been conducted in the past to decide how best to adapt them to your community. You will find the Coordinators very helpful and cooperative!
At a minimum, the narrative for the proposal to host the Wyoming Senior Olympics should address the following:
Track and Field Triathlon
Additional events may be added at the discretion of the Board of Directors or the local Host Committee and may include:
Volleyball Weight Lifting
Canoe Racing Others with approval
Winter games may include any events listed for the Summer Olympics and additions, plus:
Nordic Skiing Hockey Ice Skating
Downhill Skiing Alpine Skiing Others with approval
Physical facilities for the events as set forth by the National Senior Games Association Committee. Facilities and staff should be provided at no cost to the Wyoming Senior Olympics. Under some circumstances, this rule may be circumvented or waived by the Board of Directors.
Identify the amount of additional fees for all the events such as golf, trap and skeet, archery, bowling, lift tickets and snowshoe and ski rental where a charge is common for the use of facilities or, supplies or equipment.
Please identify banquet facilities for a minimum of 75 people for the Winter Games and 200 people for the Summer Olympics as well as motel accommodations and administrative space that will be provided as follows:
President of the Board of Directors
Wyoming Senior Olympics
____Mailing Address of President_____
Thank you for your interest in hosting the Wyoming Senior Olympics!!!
Host City Organization Guidelines
In order for the Summer and Winter Wyoming Senior Olympic games to run smoothly, it is important for the host city to form an executive committee or “Host Committee.” The function of the Host Committee is to make planning decisions and to complete the necessary work assigned and/or to solicit others for specific duties. The following positions have served well in producing successful games and are highly recommended: Committee Officers; State Games Coordinator, Secretary and Treasurer / Assistant Treasurer. Committee Members include the Events Coordinator, Volunteer Coordinator, Fund Raiser Coordinator, Publicity Coordinator, Registration Coordinator, Check-in Coordinator, and Opening Ceremonies Coordinator. Detailed job descriptions are found below.
Spreading the work load over several positions is very important in the preparation AND conducting of the games and makes hosting a more enjoyable experience. Establishing Co-Coordinators in these positions can also make the duties more enjoyable and avoid issues if one Coordinator is called away or becomes ill.
HOST COMMITTEE OFFICERS:
I. State Games Coordinator:
The State Games Coordinator is the chairperson of the Host Committee and resides in the host city.
The State Games Coordinator is responsible for the planning, preparation and conducting of the many facets of the Wyoming Senior Olympics. It is not necessary that he/she personally conduct all of these duties listed below, but it is his/her responsibility to see that they are completed.
Some suggested activities may not fit well in all communities, an example is the route of the Parade of Athletes. As athlete safety is of paramount importance a pathway or park may be far safer than attempting a parade down a city street. Contacts with previous State Games Coordinators may be very helpful in adapting activities to your community and stimulating ideas.
Following are the responsibilities of the State Games Coordinator:
II. Host Committee Secretary:
1. The Host Committee Secretary resides in the Host City.
2. Prepares and distributes the minutes of the Host City Committee meetings.
3. Prepares mailing labels from athlete registration data, organizes preparation of mailings and does the mailing.
4. Is responsible for preparation and printing of the local record book for the years the host city hosts the games. Records will be posted on the Wyoming Senior Olympics website prior to transferring the games to the next host city. The most recent Records Book should be available at the Check-in Center for athletes to review as well as one copy for each Events Commissioner as a reference.
5. Prepare and mails thank you letters to donors, volunteers, in-kind service providers, etc.
III. Host Committee Treasurer/Assistant Treasurer:
1. An Assistant Treasurer is optional.
2. Host City Treasurer resides in the host city and is also the State Board Treasurer.
3. Checking and/or savings accounts must be set up in the Host City with two signatures required on the checks. The previous Host City will maintain the books until no later than December 31 of the last year the host city hosts the Games and transfer all funds to the new Host City as soon as possible after closing the accounts. Any depository utilized in the host city shall be insured by the F.D.I.C. or the F.S.L.I.C. of the United State of America.
4. Pay National Dues (currently $500.00) by January 1 of each year to the National Senior Games Association.
5. Pay Board of Director’s insurance (Director’s and Officer’s Liability Policy) and participant’s insurance (National Senior Olympics Association Insurance) by January 15th of each year. Insurance is currently through City Securities.
6. Pay Wyoming Senior Olympics trailer license to the county of the host city. This is due June 30 (a notice will be mailed from County Clerk).
7. Pay the annual fee of $25 and file the Annual Report with the Secretary of State by February 1 of each year (see corporate book).
8. The Treasurer, and if applicable, the Assistant Treasurer, shall be bonded as soon as they take over the duties of this position.
9. Responsible for receiving all monies and funds of the Wyoming Senior Olympics including donations, registration fees and grants.
10. Responsible for the proper procedures used in reimbursements to be made to committee members.
11. Pay all outstanding bills in a timely manner. All bills need to have a proper bill or invoice prior to being paid. No purchase/bills are to be paid in cash, but rather by check only.
12. Responsible for all record keeping or financial matters of the Wyoming Senior Olympics and for preparing all financial statements. Provide current financial statements at all State Board and Host Committee meetings.
13. The position also serves as Treasurer on the Board of Directors and must attend the annual Board of Directors meeting held during the Games.
14. This position also works with the State Games Coordinator and the Board President on developing each year’s budget.
HOST COMMITTEE MEMBERS:
I. Events Coordinator:
II. Volunteer Coordinator:
1. Is responsible for recruiting, assigning, managing and coordinating all volunteers for the Games.
2. Prepare schedules and specific assignment sheets or letters for all volunteers with times and places clearly set forth so all volunteers know where and when they are to
perform all assigned duties.
3. Local host committees should decide on the best way to thank and show appreciation to volunteers.
III. Fund Raising Coordinator:
4. Grants are often available through the Host City’s lodging tax board and this avenue should be pursued early in the year.
5. Direct to or transfer any donated funds to the Treasurer.
6. Maintain an accurate list of donors / sponsors for publicity and preparation of the brochure, program and t-shirts.
IV. Publicity Coordinator:
6. Collect photos and videotapes of various aspects of the Games and used on the website and put in with the historical data.
7. Provide event results to the media during the Games in any format available, i.e. telephone, fax, email, etc. Post results to the Wyoming Senior Olympics website, www.wyseniorolympics.com as soon as possible after events are completed. A local webmaster can accomplish this or through Fusesport results program to National. Fusesport will post on the Wyoming website and the National website. (see Registration Coordinator section)
V. Registration Coordinator:
1. Work with the State Games Coordinator to prepare the brochure.
2. Is responsible for preparing the Registration Form for the Fusesport program to allow for online registration. Early contact with Fusesport is essential. Initial preparation of the Fusesport program should begin 5 to 6 months prior to the Olympic games. Two to 3 weeks are needed to test the online registration program by Fusesport before registration can begin.
3. Is responsible for entering hard copy (paper) registration forms into the Fusesport program. The heaviest work load will be the 3 to 4 week period prior to the end of Registration.
4. Provide qualifying information for the National Senior Games on the qualifying year.
5. Prepare mailing lists from registration forms from the Fusesports program after the Games for use in year two mailings or for the next Host City.
6. Using the Fusesports registration computer program, enters the Wyoming results within 45 days of the end of the events.
VI. Check-in Center Coordinator:
1. Is responsible for the preparation of the athlete packets at the Check-in Center that will, at a minimum, include: an Events Program, a records book, a t-shirt, name tag and athlete participation numbers as appropriate. Other items may include, as deemed appropriate by the Host Committee. Such items could include a city map, free or reduced price coupons donated by host city businesses, host city pins, key chains, etc.
2. Works with the State Games Coordinator on information to be placed in the athlete packets, i.e. events location maps for specific events such as Mountain Bike, Cycling, Road Race, Canoe Races and shooting events that are typically held out of town.
3. Coordinate work schedule for volunteers at the Check-in Center during the games.
4. Maintain communications with cell phones, radios or other means, with the venues
where sport events are being held.
VII. Opening Ceremonies Coordinator:
1. Organize the Opening Ceremonies which may include the following:
A. Honor Guard
B. Parade of Athletes
C. Arrival of the Olympic Torch
D. Lighting of the Caldron
E. National Anthem
F. Proclamation of the Olympic oath
H. Introduction of Guests
I. Entertainment (if the Host City desires).
J. Guest speaker (if the Host City desires). This person may declare “Let the Games
K. Dinner or picnic (if the Host City desires). This meal may be of pasta. A fee may
be assessed for his meal.
2. Local, state and even national dignitaries could be invited to the opening ceremonies and to speak.
3. Organize the Torch Run route, any transportation needed, and perhaps designates a VIP to start the run and another VIP to light the flame.
4. Arrange for police escort for the torch run (one in front of the runner and one in back) and any other activities ( i.e. parade, bike races, road races, etc.) where athletes will be in the streets.
5. Organize transportation for runners so they do not have to run/walk the entire route.
6. Arrange for an open fire permit (if needed) for the torch run and for the caldron.
Hosting the Wyoming Senior Olympics is a major effort, but doing so also brings major satisfaction. You will understand this at the end of the Games the first year! Good Luck and enjoy!
Let the Games Begin!