Meets and Travel Guide
Meets and Travel Guide
Revised January 2015: subject to change.
General Competition Guidelines
The opportunity to attend meets is obtained by hard work in the gym, good attendance, behaviour, work ethic and attitude.
- Know your level and age category; check the final version of the schedule.
- Arrive at the meet 15 minutes ahead of your scheduled time and be prepared.
- Be well rested.
- Bring water and healthy snacks.
- Ensure your hair is neat and tidy.
- Have fun!
- Wear your complete and current team uniform (mandatory).
- Be respectful and positive (unsportsmanlike attitudes and emotional outbursts will not be accepted). Deviation from this rule will mean withdrawal from the meet.
- Bring a gym bag with items such as grips, wristbands, athletic tape, snacks, water, and a copy of your floor routine music, clips, hair ties and a spare leotard for girls, or socks and extra shorts for boys.
All gymnasts are required to read and understand the Code of Conduct. It is the basic assumption of this Code that the Coach and Parent/Guardian will instruct gymnasts regarding the conduct expected of them when they participate in any program, event or competition sponsored by DGS. A team meeting will be held to discuss the agenda.
Parents’ role at the meet:
- Your most important role is to offer encouragement and support.
- During an event, do not communicate with the gymnast, the gymnast's coach or the judges. The gymnasts are not allowed to leave the floor of the competition until the entire competition is over. We are teaching the gymnasts to focus on their goals, therefore, distractions need to be avoided. Leaving the gym floor is cause for team disqualification!
- Keeping track of the scores helps to pass the time, but please remember that the scores flashed are not the official scores. Encourage “best performance” as defined by the gymnasts and their coaches.
- Parents are not permitted on the competition floor or in the scoring room. All concerns must be brought to the Delta Gymnastics Society (DGS) coaches. Gymnasts can be removed from competition if the parents are seen to be interfering.
For each meet, a gymnast’s readiness to compete will be at the discretion of the coach based on:
- Performance in training
- Work ethic
The coaching staff will decide which meets and events are appropriate for our gymnasts to attend. A schedule will be published early in the year and distributed that lists of all the meets the coaches would like the gymnasts to attend. The cost of the selected meets will be added to the gymnast’s account.
Entry deadlines are often months before a scheduled meet. If it is indicated that the gymnast will enter and they do not, parents will be billed for the meet unless the host club grants a refund. In some cases a partial refund can only be obtained with a doctor's note.
In order to attend a meet, the gymnast must have good attendance at practices. Missing practices prior to the meet can seriously affect the performance and safety of that gymnast and therefore it is not wise for the gymnast to compete. If absence has occurred, the coach will decide if the gymnast can compete.
Team Travel Categories
Team BC: This includes Westerns, Nationals, BC Winter Games and some International Travel; the gymnasts must travel and stay with the Team Coaches.
Delta Team Travel or Co-operative Team Travel: In these categories, group bookings will be made for travel and team activities scheduled. Gymnasts may have the option of travelling with coaches (no parents) or with their families. In cases where families/parents are attending, everyone is encouraged to participate in group activities whenever possible.
Individual Gymnast Travel: Parents are responsible for all travel arrangements and supervision of their gymnasts before, during and after the competition.
Introduction to Team Travel
Individual and Team Travel are both a necessary and enjoyable aspect of gymnastics. Whenever possible, DGS and its coaches encourage their gymnasts to travel to develop and build both gymnastic and life skills.
Coaches and gymnasts get to know each other in social and competition venues away from their routine environments. Travel provides experiences in life and in gymnastics that the gymnasts will remember long after they leave the sport. It prepares gymnasts for the day they may have to travel further away in pursuit of their individual goals. It provides incentives to gymnasts, and a reward for hard work and dedication to their sport, with unique competition and training situations that the gymnasts may not experience in the Lower Mainland.
DGS gymnasts are expected to conduct themselves responsibly. While representing DGS, it is expected that all gymnasts will fulfill their roles and responsibilities as outlined here. Individuals who fail to do so will be subject to discipline and restricted from future Team Travel.
All gymnasts are expected to remain with the Team at all times; gymnasts must never go anywhere alone. A buddy system will be established for times when the group cannot remain together. A gymnast must never go into a private place, such as a person's room or home, alone.
For most trips, options for gymnasts to travel with coaches or with their family are provided, however, in some situations where billeting or some other restrictions are involved, parents may not be able to travel with the team.
All gymnasts travelling must have completed the Team Travel form. This form must be submitted to the Team Manager prior to leaving.
When travelling out of the country, all gymnasts must have a passport for identification and a notarized letter from their parents giving permission for the coaches and chaperones to take their child out of the country.
Transportation and Travel Arrangements
Transportation to a DGS-organized function: Parents will be notified with whom their child will be driving, and will be given an itinerary.
Please note that car pools or other forms of transportation (flights, ferries, etc.) to regular training sessions and meets are a private arrangement among families, and are solely the responsibility of those families and do not involve DGS.
Team Travel arrangements: Participating families are responsible for all of the costs associated with attending out-of-town events and competitions. All costs must be paid prior to the trip. If behaviour, sickness, injury or other issues prevent attendance, parents are still responsible for the cost of the trip. Once committed to the trip, there is no refund.
All gymnasts are expected to comply with Team Travel arrangements and schedules. Any gymnasts requiring special arrangements due to extenuating circumstances must make such arrangements through the Team Manager.
All members of DGS will travel with the Team; they will stay in the Team residence/hotel. Gymnasts will travel together and as a group on common transportation, unless individual travel, apart from the group, is approved on its individual merit by the Team Manager. Any request for individual exception must be submitted in writing to the Team Manager at first notification of the meet. All members of the team will follow the Code of Conduct when travelling with the Team.
When your son or daughter is travelling, you must provide:
- Health care card/number
- Signed Team Travel form
- Travel insurance when travelling outside of Canada, or in the province of Quebec
- Other pertinent information needed to care for your child
- Notarized letter of consent for travel
- Signed Parent Travel Consent form
Roles and Responsibilities
Whatever your role, respecting and following the philosophy of DGS is important. Sportsmanship, team spirit and cooperation all play vital roles for our gymnasts and we strive to reflect these qualities.
Team Manager: This position will be appointed before each event by the Coaching Coordinators.
The person fulfilling this role will:
- Consult with the coaches travelling and the Executive Director to prepare a preliminary cost estimate.
- Research accommodation and travel.
- Communicate with all gymnasts and families prior to any arrangements being made.
- Develop an itinerary, book hotels, arrange ground transportation, arrange special events, confirm host club arrangements, arrange type of payment for hotel, transportation, etc.
- Send out a preliminary schedule.
- Confirm those requiring accommodation and travel.
- Manage all documents and medications.
- Make the trip memorable for the gymnasts.
- Make reservations (when all confirmations are received).
- Conduct briefing meetings with coaches, parents/guardians, chaperones as considered necessary, to discuss arrangements, roles, responsibilities, etc.
- In consultation with the DGS Business Manager, prepare final cost statement, collect monies and coordinate fundraising activities.
- Arrange all exchange of money to go through the DGS office. This means the collection of money for the trip, fundraising for the trip, expenses paid, etc.
- Maintain control over records (medical and otherwise) and see that the records accompany the gymnasts when not with the Coaching Coordinator.
- Other duties, as considered appropriate to the meet under consideration.
- Evaluates club participation in out-of-town meets/training programs and recommends overall participation in keeping with DGS's stated philosophy.
- Considers individual gymnast participation in the events and make recommendations accordingly.
- Assumes duties of Chaperone and Team Manager if not previously assigned.
- Oversees and delegates the roles of the participating coaches, chaperones and Team Manager
- Informs all gymnasts of their responsibilities and the Code of Conduct.
- Determines the rooming arrangements for the gymnasts.
- Determines disciplinary action.
- Sets out an agenda for each day and reviews at a breakfast meeting or the night before.
Participating Coach: The participating coach follows the guidelines of the Coaching Coordinator.
The person fulfilling this role will:
- Be responsible for the safety of all gymnasts.
- Ensure that the Code of Conduct is followed by all gymnasts.
- Coach all training and competition sessions.
- Act as an ambassador for DGS.
Chaperone: This person may also be the Coaching Coordinator or Team Manager. The person fulfilling this role will:
- Be responsible for the safety, well-being and behaviour of gymnasts during the times they are not under the control of the coaches.
- Ensure all activities are monitored.
- Ensure gymnasts are in their rooms based on the official set curfew; bed-checks may be considered.
- Report to the Coaching Coordinator any gymnast illness or injury and any incident(s) likely to discredit the Team or DGS. In consultation with the Coaching Coordinator and Team Manager, decide upon disciplinary action to be taken as indicated under the guidelines and report such action to the Executive Director.
- Follow the Codes of Conduct and other rules set by the Team Officials.
- Act in a responsible and respectful way to fellow gymnasts, coaches and chaperones.
- Have fun and compete with enthusiasm.
Specific Code of Conduct
Gymnasts are expected to abide by the decisions and rules set down by the Team Manager.
Gymnasts are expected to behave in a mature manner, remembering that they are representing DGS, their community, and province. They will respect each other at all times, display good manners, and be considerate of others.
Dress Code: All gymnasts are expected to comply with dress codes as laid out by the Team Manager.
Curfew: All gymnasts are expected to comply with curfews as laid out by the Team Manager.
While Staying at the Hotel: Gymnasts are not permitted to loiter or play in the hall of the hotel. When assigned to your rooms in the evening, all gymnasts must stay in the assigned rooms. If the gymnasts want to socialize, they will do so in the lobby or quietly in the halls.
Visiting other rooms past the curfew time is not permitted.
Gymnasts are responsible for their personal belongings. They are also responsible for keeping their hotel room tidy at all times.
All gymnasts must have asked, and been given permission by, the Team Manager to leave their room, competition arena, etc.
Alcohol, Tobacco, and Illegal Drugs: All gymnasts who are minors are strictly prohibited from having in their possession, or consuming, alcoholic beverages.
All gymnasts who are minors are strictly prohibited from having in their possession, or consuming, any substance prohibited by law under Federal drug legislation.
Smoking by adult coaches, gymnasts and chaperones is not permitted in the presence of the gymnasts.
Application of the Code of Conduct
The Code of Conduct shall apply to any competition where DGS gymnasts travel with a coach and/or Team Manager appointed by DGS.
When DGS gymnasts travel as part of another team, such as a GBC team, they shall be subject to the Code of Conduct of that team.
Disciplinary measures will be the responsibility of the Team Officials.
Disciplinary action: Gymnasts violating the aforementioned Code of Conduct for DGS shall be subject to a range of disciplinary action(s), depending upon severity. The action to be taken will be voted upon by the Team Manager, Team Coach or Chaperone before action is taken.
Group or team infractions: If an infraction has occurred where one or more members of a group violate the code, but it is not clear who is responsible, the entire group will receive disciplinary action.
Types of infractions: Infractions are divided into minor and major categories.
Examples of minor infractions or “misconduct” that will not be tolerated:
- Failure to follow the dress code.
- Disturbances or disruption after quiet time at the residence.
- Unbecoming conduct such as arguing, rudeness, or disrespect.
- Leaving the group, or being by yourself without permission.
- Failure to stop a behaviour when asked to.
- Not following through on a behaviour that you were asked to do (i.e. meeting in the lobby in 10 minutes, putting your team jacket on).
- Other similar infractions of minor severity.
Examples of major infractions or "gross misconduct" that will not be tolerated:
- Curfew violations.
- Repeated disturbances or disruptions after quiet time at the residence.
- Leaving the hotel room after curfew.
- Damage to rooms or property.
- Use of alcohol or drugs by a minor at any time.
- Other similar infractions of major severity.
Range of disciplinary action: All infractions, whether minor or major, have a disciplinary procedure in place. This allows for consistency in the handling of all disciplinary matters.
All gymnasts have the right to a fair hearing. All disciplinary matters will be handled in a fair and consistent manner. With both minor and major infractions, the individual in question will have an opportunity to respond to the allegations.
- Verbal/written apology.
- Loss of privileges/early curfew.
- Written reprimand.
- Contact parents.
- Repeated infractions become Major infractions.
- Returned home at parent's expense (this can, and will be applied for the first major infraction).
- Verbal/written apology.
- Removal from residence.
- Removal from competition.
- Loss of privilege to travel or participate with DGS for a specified time frame.
- Removal of gymnast from official competition results.
If a major infraction occurs when representing GBC, DGS funding will need to be repaid and future funding will be in jeopardy.
Information for parents: It is a requirement of these Codes and Regulations that the parent and coach bear the responsibility for instructing gymnasts regarding the conduct expected of them when they participate in any program, event or competition sponsored or sanctioned by GBC.
Please know the Code of Conduct. Please review and explain it to your child.
Team Travel can be both challenging and rewarding. Our goal is to build as much team cohesion as possible in a short time.