Running a Competitive Event

1. Running a Competitive Event HOSA Advisors: Everything you need to know

2. CE Rundown • GA HOSA has the largest number of competitors at the State Leadership Conference in the nation • We will offer all 55 events this year • Last year we had another record number of competitors and we anticipate continued growth • This is why we require everyone to work an event

4. CE Process Prior to SLC 1. Students choose event 2. Students take region on-line test during week of Jan 7-11, 2013 (if region event) 3. Top ten scores from each region are automatically registered for SLC 4. Students register for non-region events

5. Thursday at SLC • All students can take Healthcare Issues Exam (if registered) • All competitors will then attend either: a. Event orientation b. Orientation and round 1 test c. Orientation and preliminary competition • Competitors in events without written tests will receive appt time during orientation • Results of written tests or preliminary competition will be posted Thursday evening, top scores advance to round 2 on Friday

6. Friday at SLC • Students report to event location at designated time and present to judges • Judges rate competitors on scantron forms • Scantrons are taken to tabulations where they are run through computer system and competitors are ranked

7. Grand Awards • Saturday morning at SLC • Students and advisors must be in official uniform or professional dress • Top 5 from each event are recognized on stage • Top 3 from each event receive medals Remember: Students must score 70% on skills to be recognized as finalist- this is why there are sometimes only 1 or 2 competitors called to stage.

8. Preparing for your event • Respond to contacts from your category chair or lieutenant confirming your assignment • Read and study the General Rules and Regulations (found in section B of HOSA Handbook) • Read and study your event guidelines • Read the Georgia HOSA Competitive Events Management Guide

9. Closer to Conference Time • Participate in pre-conference phone call with your category chair or lieutenant • Make sure you know the time and location for your orientation with your category chair and lieutenant • Check the agenda and identify your event times (orientation and round 2), this way you can plan your chapters’ activities around these times

10. At the Conference • Locate your room/s • Event managers must attend the orientation session with the category chairs for final instructions • Event managers pick up event boxes, supplies/equipment/tests in CE headquarters to deliver to the event location 40-45 minutes prior to the scheduled event time • Event personnel should arrive at their event orientation/testing location 30 minutes before the scheduled event time to receive instructions from the event manager

11. Judge Orientation • Event managers will meet and eat with judges for either breakfast or lunch • Judges will be given copy of event guidelines and a short explanation of the event • Judges will be given instructions about the scantron rating sheet, they will also be informed which skill students are performing and should discuss how they will rate the students Remember- even if judges disagree with the rating sheet, they can’t change them.

12. Checking in Competitors • Students will check- in at a table outside the event room • During check-in, do a quick check of dress code, students will then be given their scantron forms or rating sheets • Students must have their conference name tag to check in and all team members must check in together Remember- if you have a concern about a dress code issue, send for your Cat. Chair to check.

13. Orientation • All events have an orientation that is mandatory for competitors, in some events, it includes a written round 1 test • You will be given a script to guide you through the orientation and instructions for administering a written test • If giving a written test, students must bring their own pencil, we will provide sharpeners • Written tests must be timed according to the guidelines, students will be alerted when there are 15 minutes remaining

14. Orientation (continued) • Some events require that competitors turn in documents during orientation, failure to do this results in a loss of points- so it is very important to note this on your check-in sheet • Students also lose points for failing to attend orientation, so it is important to document attendance (some events allow a proxy to attend- must turn in form) • Competitors without a round 1 exam will be given their appointment times during the orientation

15. The Event • Room will be set according to the diagram • Greet and check in competitors, check dress code, if in question- get category chair to check (be discreet) • Timing is very important- students are timed according to the guidelines and must be stopped when time is up (they receive zeros for parts of the skill they don’t complete) • For skills events, student receive a card with a written scenario, time starts when they receive the card, do not read it to the competitor/s

16. Judges • Judges will receive an orientation explaining the event, reading the guidelines and discussing how students will be rated • It needs to be a very positive experience for them- please be very attentive and make them feel welcome and appreciated • It is also very important, however, to keep the judges on task- they are also allowed a certain amount of time to complete the rating sheet • When they complete the rating sheet, please make sure they filled in the scantron completely. If they accidentally leave one blank, the computer reads that as a zero and can drastically impact a competitor’s score.

17. Event Wrap-Up • Each competitor should complete an evaluation form before leaving • Event personnel and judges should also complete an evaluation upon completion of the event • Event managers should complete the event summary and return event box, supplies, ratings sheets to CE Headquarters

18. The Event Box • Every event has a “box” that is prepared prior to the SLC • Everything you need (paperwork) can be found in this box • The event boxes, along with any needed equipment will be located in CE Headquarters. The contents are considered confidential – will be picked up by the event managers prior to orientation and round 2

19. Communication is the KEY • Our goal this year is to improve the communication between CE Management Team members and event personnel • If you have any questions, contact your category chair or one of the CE Directors.