Volunteer center
______________________________________________________

Cincinnati Action Team: Ready – Set – Volunteer!

Get Moving Today with Tips for Planning a Sports Competition for Special Needs Kids and Adults Where You Live

To quote Cincinnati Reds pitcher and Action Team player David Weathers – “There is no time like the present to make a difference as a volunteer!” So with that charge, take the lead from the Cincinnati Action Team and get started on a project that can benefit a special population in your community – the developmentally disabled.

Last fall, Cincinnati Action Team Captains helped make the first-annual Harmony Games, organized by Volunteers of America Ohio River Valley, a great day for the participants (all developmentally disabled adults), their family members, and volunteers alike. Use the planning tips below to hold a Special Olympics-type competition for the developmentally disabled in your area. An indoor location works best – so no need to wait for spring weather to stage your games!

10 Steps to Getting Ready for Your Games to Begin

Click to enlarge

1: Contact a Local Agency That Serves the Developmentally Disabled

This is a key step, advises Karen Strickley, Development Coordinator for Volunteers of America Ohio River Valley. Check with local offices of state agencies that serve the developmentally disabled, as well as volunteer-based groups like Volunteers of America and The Arc (Association for Retarded Citizens). You need the expertise of professionals who work with the developmentally disabled, can spread the word to get participants for the games, and know what kinds of activities to plan and how best to set up the competition. Communicate clearly, listen to their advice, and work to get their buy-in and enthusiastic support.

2: Decide Where, When, and What to Play

With the help of the cooperating agency, start planning the logistics for the games. Decide a location (such as your school gym), and choose a date and time. (Allow at least six weeks for planning in selecting the date. The Cincinnati games were held on a Saturday from 11:30 A.M. to 4:30 P.M.) Also determine the structure of the games – such as a series of individual and group competitions – and the specific games to include. The Harmony Games featured 10 contests: both manual and electric wheelchair races, hitting a baseball, tossing a football, shooting baskets, plus Frisbee and beanbag tosses, a 50-yard walk, a tug-of-war, and a pie-eating challenge. The top three contestants in each game won medals, and everyone got a prize for taking part. The event wrapped up with an all-group dance.

3: Give Your Games a Name

Make it clever or fun or a name that communicates the spirit of the day – like “Harmony Games.” A unique name will make the event more distinctive for planners and participants alike.

4: Pre-register Participants

You need to know how many you’ll have for each activity. Create a registration form with places for each participant’s name, address, and age. List all of the games, for participants to check those they’ll compete in. Also include a place to indicate how many family members will attend (for setting up and planning refreshments). In addition, require each participant or a family member to sign and date a sentence that waives your group and school of responsibility in case of injury. (Consult with your community service advisor or other school official on the wording.) Distribute the forms through the cooperating agency and request they be returned as soon as possible – ideally, four weeks before the event.

5: Work Up a Budget and Contact Sponsors

While you’re waiting for the final count on participants, work up a preliminary budget for T-shirts, refreshments, programs, and prizes. (Borrow equipment from your school or community sports programs to keep expenses down.) Make a list of potential sponsors and designate a student to contact each one. Be ready with a clear explanation of the games and how they will benefit participants. And be sure all sponsors get the full credit and thanks they deserve.

Members of the Cincinnati Action Team (in red shirts) in action for the Harmony Games!  Here they guide contestants for the football throw.

Action Team Captains register participants and distribute Harmony Games T-shirts.

The day ended with a group dance for participants and volunteers alike.

6: Recruit Additional Volunteers

A good rule of thumb is four volunteers per activity. You will also need volunteers to work the registration table and pass out T-shirts, serve as “officials” to start the games and award prizes, set up and distribute refreshments, and clean up at the end of the day. Plan a run-through of the games in advance, so that all volunteers are familiar with the specific activities and how to set up and guide participants for each one. Involve experts from your cooperating agency who can offer tips on working with the developmentally disabled. Assign volunteers specific roles for the games day, so that all jobs are covered.

7: Create a Program

Prepare a printed agenda to pass out to participants and guests. Include the approximate start and end times for games and entertainment, and names of participants, game officials, volunteers, and any others who should be mentioned. Don’t forget to thank your sponsors and the cooperating agency!

8: Invite the Media

Call news and sports editors at local newspapers and television stations. Or send a press release, along with a copy of the agenda, to all media in your area. Also post an announcement of the games on your school and community Web sites – and follow up with photos and highlights from the day after the games take place.

9: Set Up for the Games

Create a floor plan for the event to share with all volunteers, to ensure everyone is clear on the setup. Designate a specific space where each sports event will take place, and organize all equipment to be sure required items are on hand. Identify seating for family members and other guests in a section of the bleachers where everyone can see well. Check the rules on serving food in the gym. You may need to set up tables and chairs for refreshments in a hallway or other room.

10: Let the Games Begin!

Add to the fun of the day by giving it flair. Start with a flourish, such as inviting all participants and volunteers to march into the gym accompanied by music and the cheers of the crowd. After the official welcome, invite a game participant – or better yet, someone who is not able to compete – to announce: “Let the games begin!” Then make it a day of pride and accomplishment for all!