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PARTICIPATING/MEMBER CITIES ROLE

Each city that is a member of Youth Games has its own governing structure. Generally the organizations take the form of a program operated by the city either through Parks and Recreation or other city agency or as a private non-profit. Member cities application are accepted by vote of the member cities after recruitment by either the National President of Summer Youth Games Invitational Inc. or by another member city or the Host city. Each city is responsible for finding its own funding through a combination of government or corporate sources. Use of in/kind staff and services as well volunteers are also utilized by cities. The voting Representative on the Games governing board is determined by the city’s sponsoring agency. Following are the traditional general functions of member cities:

  1. Staffing by hired staff, volunteers or in-kind staff is arranged by the member city. Member cities will have at least a six to one adult to child ratio for their entourage.
  2. Recruitment of participants is done by the member city through programs offered or sponsored by the city and other youth service organizations. Teams shall represent equally males and females.
  3. Publicity for local try outs and for the team’s results in competition.
  4. Preparation of the teams and staff for the games.
  5. Purchase and acquisition of sports equipment for the teams.
  6. Roster preparation and compliance with Youth Games Rules. Submission of rosters and other required paperwork in a timely manner are also the responsibility of the member city.
  7. Planning, preparation and funding of travel is the responsibility of the member city.
  8. Payment of the $200.00 entry fee for each athlete and staffer/chaperone for the games is the responsibility of the member city.
  9. Insurance for participants from the time of local try-outs until the end of the games shall be maintained by the member city.
  10. To plan to bid on hosting the gaames at some point.

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YOUTH GAMES HOST CITY UIDELINES

I- INTRODUCTION

As a host city you will be presented with challenges and opportunities to create an exciting time for your city and a memorable experience for youth. Watching the incredulous stares of kids as they entered Manhattan for the first time is a memory of Youth Games that makes it worthwhile to adults. Sitting amongst young people most of whom are on their first plane ride helps even the most world weary adult remember for a brief moment the magic of being young when the world is full of new magic. Eavesdropping on children calling home from the games in your city as they tell with wonder how beautiful they think your city is will make you look at your home with new eyes and fresh perspective. Hard work and late nights results in tired staff but unforgettable memories for children throughout America and a show case for your city. The host city will host a fall planning meeting to review the previous summer’s games and review the Rules and Regulations. A spring meeting will also be held to review plans, facilities and meet with the organizing committee. The Games should be held in late July or early August.

II- NATIONAL OFFICE
A. SUMMER YOUTH GAMES INVITATIONAL INC.
This is the official name of the Youth Games program. It is an Alabama non-profit corporation with 501-c-3 charitable status with the IRS. The member cities act as an advisory board for all policy matters relating to Youth Games. Cities have traditionally used the name U.S. Youth Games which is permissible under the Summer Youth Games Corporate structure. The corporate name is to differentiate this organization from a former National organization based in Washington D.C..

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B. HISTORY
The Youth Games began as the brain child of New York Mayor John Lindsey in 1966 and was originally known as the East Coast Games involving New York, Newark, Boston and Washington D.C.. The Games expanded the next year to become the U.S. Youth Games with new cities such as Birmingham from different parts of the country. During these years the Games were a rather informally organized program with no national office. National sponsorship came from AMF and Eastern Airlines with direct contributions to the host city organizations. In 1985 the Games formed a National office and non-profit corporation based in Washington D.C.. Coca-Cola USA and Reebok became national sponsors. The board of directors had a minority of representative from member cities and was overwhelmingly represented by corporate appointees. The National office had several employees and assets. The National office oversaw the Host city preparations and exercised vetoes over host city planning and programs. Host cities received around one half of the corporate contributions with the remainder going to the National office expense. National office handled some of the publicity and recruitment of new cities. Host cities were seriously circumscribed in their efforts to secure local corporate sponsorship as to insure the primacy of the National sponsors. In 1993 the National sponsors withdrew their support after disagreements about expenditures by the National office and cost over runs generated in the Games. With only one month from the scheduled start of the Games there was no National sponsorship. The Games of 1993 were held successfully in Birmingham under the title Birmingham Invitational Games. Member cities joined with Birmingham and in an inspiring example of team work the Games were held on time, on budget and in a very enjoyable manner. Over the next four years Birmingham and Columbia S.C. held the Games twice each with a core group of 6 cities. In 1995 the Youth Games reincorporated as a non profit corporation with guarantees to insure that the Games will be controlled by the member cities and limiting the role of any National Office and sponsors particularly as it relates to host cities. In 1997 New York hosted the Youth Games and a record 17 cities participated which ushered in a new era for the Games.

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C.-PRESENT ORGANIZATION
The Games are run by the member cities represented by the coordinators under the Rules and Regulations adopted by the members. Fundraising by the National organization has been limited. At present a telsolicitation program is being tested in Alabama with limited success. National organization expenses are being carried by this funding and the Birmingham program with pro bono legal and accounting being provided by the Alabama incorporators.

D.-SPONSORSHIPS
Any national sponsorship must be approved by the members. Sponsorships by the host city are not regulated by the national organization except if there are indications of multi-year commitments or if the host city would like to use the national organizations non-profit status for fundraising and contributions.

III-HOST ORGANIZATION
A.-COMMITMENTS
A host city should have commitments of support from all relevant governmental and community organizations. Commitments should be in varied forms and levels. Financial commitments can be targeted to specific events or aspects of the Games. Personnel commitments can be similarly flexible. Major commitments should be secured at least year from the Games with involvement by major players in the host cities participation in the previous year’s Games. For example if a city is to host the Games then at the Games the year before they are scheduled to host it is advisable that the personnel responsible for the events, logistics and facilities/accommodations should be involved in the cities participation and if possible attend these Games since this provides invaluable experience and perspective. Organizations asked to make commitments should usually have the understanding reduced to writing to reflect a clear understanding between that organization and the host city organization. The need for modifications to these arrangements should be anticipated as the preparation of the Games progresses and unforeseeable developments and opportunities present themselves. It is important to have the political leadership of the community involved as both a guarantor of public support but as an aid in accessing corporate support and inter agency cooperation. Local celebrity and political leadership endorsement has been a benefit to every youth Game effort.

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B.-USE OF STAFF
Committed staff should have clear responsibilities. There should be regular meetings between all senior staff overview preparation and needed cooperation. No group working on the project should operate in a vacuum. For example ii is ill advised for sport planners and entertainment planners not to communicate regularly since this invites scheduling conflicts. Similarly the logistics of food, transportation and such affects each aspect of the Games. In developing the overall program regular communication and planning meetings are vital. While every one should know what the others are doing there should be a strong central executive committee and or National Coordinator with contacts between all aspects of the Games. The National Coordinator should be able to work as a liaison between all the planners. The natural tendency of planners is to assume the primacy of their duties to the overall program which can result in scheduling problems and balancing of interests. For example it is not a good idea to let Entertainment, Sports or Fundraisers to get isolated from the other aspects since in the past this has resulted in conflicts and problems that affect the Games quality and operation. The National Coordinator should in conjunction with this core of senior staff as Executive committee should make all final decisions. Votes of the group should be advisory, with there being a strong sense of leadership from the top.

C.-COMMITTEES
Committees should include all of those listed hereinafter but coordinating representation should only be from the chair or senior staff for overall planning meetings so as to avoid a cacophony of opinions which should be refined at the particular committee level. Committees should include:Each sport, transportation, lodging (teams and visitors), entertainment, food, health care, publicity, funding, insurance, souvenirs/awards, purchasing, your city’s team and hospitality. To some extent these committees can be combined in duties (i.e. Purchasing of equipment as a role of each committee). Host cities also can rearrange duties as they see fit based on particular situations. Committees will vary in size as chairperson(s) chosen by the National Coordinator/Executive Committee would be encouraged to use their particular expertise and local contacts so as to maximize their effectiveness in coalescing local resources.

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IV-SPORTS
A.- COORDINATORS
Each sport should have a coordinator who is in charge of the sport. The job may be split between mail and female where the competion is not co-ed; but this is not proved to be necessary. The sport coordinator should report to the National coordinator/Executive committee. The sport coordinator should be someone knowledgeable and respected in the community for the particular sport. Past involvement in the Youth Games is advantageous. Knowledge of the Youth Game rules and regulations as regards the sport and protest and eliigibilty requirements should be very good. The sport coordinator should have prime responsibility with oversight by National Coordinator/Executive Committee for all aspects of facilities, officiating, scheduling, equipment and staffing with review by the whole planning committee as to “fit” with other aspects of the Games.

B.-FACILITIES
Facilities should be chosen based on adherence to needs of the sports physical facility requirements, availability and cost. Seating for spectators should also be a consideration. Where possible air conditioning should be present for in door facilities. Accommodation either in scheduling or facilities should be considered in situations of extreme weather which might cause delays in competition. Facilities should be considered which are near to accommodations so as to reduce transportation problems. Maps/directions to all facilities should be available.

C.-OFFICIALS/REFEREES
Should be chosen from local organizations that are generally recognized local athletic organizations (i.e. the local Basketball referee union or school system). Experienced officials are preferred. Officials should also be briefed on particular Youth Game Rules and Regulations that will apply to individual sports that are different from typical tournaments.

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D.-EQUIPMENT
Equipment for the individual sports should be budgeted by the Sport coordinator and submitted to the supervisor. Use of equipment should be negotiated with the hosting facility and provisions spelled for liability in case of damages. Where possible use of balls and equipment should be in-kind with special purchases limited to non-reusable items so as to conserve on the budget. Equipment and balls should be standard based on sport requirements as specified in the Youth Game Rules and Regulations.

E.-COACHES’S MEETING
Prior to competition, usually the night of the Opening Ceremonies there should be a meeting with all competing coaches. At this meeting the Host staff should review the schedule, seedings, facility rules, relevant Youth Games Rules and protest procedures, transportation plans, dining plans and other logistical considerations. This meeting is not a democracy! Coaches can and should not be encouraged or allowed to change plans or rules. While their suggestions as to logistics and such may be useful the Host staff should be in charge. Rules can not be changed without the authorization and vote of the member cities so this is not a matter for consideration by the coaches. All relevant handouts should be available at this time.

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F.-SPORT SUGGESTIONS

  1. Basketball- Should have experienced referees who have officiated at the high school level involvolving quality teams. Practice time and facilities are not the host city’s responsibility unless they choose to do this. Electronic timers scoring must be available for all games. Where games are played concurrently on adjoining courts whistles with different tones should be used if possible. Pull over jerseys should be available where there is color conflicts. Bleachers should be available for spectators. Championship games for boys and girls should not run concurrently but should be scheduled so as to highlight the event. There should be as many courts available as there are 4 team pools.
  2. Bowling- Should have electronic scoring and a pro shop in the facility. Box lunches are usually more convenient for this event which usually is the one furthest off campus. A spectator area is highly recommended since parents tend to follow this sport. A storage space for the balls for over night is recommended.
  3. Tennis- The more lighted courts the better. Purchase of balls is usually required. Access to a pro shop either on site or near by for racket repair and such is recommended. Line judges are not usually necessary except in finals except where competitors become confrontational as regards line calls. An indoor option in case of inclement weather is a good idea if not too expensive.
  4. Swimming- Has been both indoor and outdoor. Eight lanes is recommended. Electronic timing is strongly recommended. Spectator area is quite useful since this sport traditionally has a large number of parents follow.
    5-Academic Bowl- Birmingham has the timers and buzzers needed. It is recommended that questions be junior high level and prepared by either a local college or school system involved with Academic Bowl. Birmingham schools have staff that prepares for the system wide competition and can assist. This event is very good for class rooms and for medal rounds large “survey classrooms” are appropriate so as to accommodate spectators. Between 2-4 class rooms are needed.
  5. Track- Needs 8 lanes and electronic timing is recommended and if budget allows accutrack photo device is recommended. Lane judges are highly recommended. The track should access to bathrooms/locker rooms and bleachers are recommended. A large officials tent is also useful. You also need jumping pit, long jump area and area for the shot put. Lighting is useful so as to avoid the heat of the day when it is very hot.
  6. Track- Needs 8 lanes and electronic timing is recommended and if budget allows accutrack photo device is recommended. Lane judges are highly recommended. The track should access to bathrooms/locker rooms and bleachers are recommended. A large officials tent is also useful. You also need jumping pit, long jump area and area for the shot put. Lighting is useful so as to avoid the heat of the day when it is very hot.
  7. Volleyball- Multiple courts will be needed to accommodate pool play. Electronic scoring is not necessary. Spectator areas needed.
  8. Soccer- Enough lighted fields to accommodate pool play. Visible electronic timing/scoring. Spectator areas needed.
  9. Baseball/softball- Enough lighted fields for pool for boys and girls so as to insure simultaneous games.

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V. ACCOMMODATIONS

  • For athletes and staff college dorms are the best option. If at all possible males and females should be in separate buildings. Teams and city contingents should be blocked together. Damage and lost key arrangements should be made clear. Pre move in and post move out inspections should be done by Housing Coordinator and the college housing director to note pre-existing conditions and to document any damages. Air conditioning is recommended. Arrangements regarding bedclothes and towels should be confirmed by the spring City Coordinator meeting. Keys should be issued to a designated male and female team dorm leader upon presentation of a rooming list. Room floor plans should be sent to cities by one month prior to the games to allow the city to designate beds and rooms. Curfews should be determined and enforced. Violators and trouble situations should be brought to the immediate attention of the affected city’s dorm leader. City Coordinators should receive at each day’s coordinator meeting a summary of violations and problems in the dorms.
  • For other guests hotel deals should be negotiated. Many parents, city officials accompany the teams. Conveniently located hotels should be identified and rates and rental information should be provided to member cities at least one month in advance.
  • A Command center should be located convenient to the accommodations and manned with communication to Host City staff maintained. This should also be a message center for calls to the competing city so that either phone messages or other communication can be facilitated from this site.

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VI.-FOOD

  • Regular meals should be simple but plentiful with choices of entrees with non-meat options, fresh fruit and vegetables and plenty of drinks. Meal times should have at least 2-3 hour seating time for meals to accommodate competiotn schedules. Arrangements with concessionaires on campus are advisable
  • Box lunches are recommended for venues that are inconvenient to the main campus and should include plentiful drinks and fruit with limited options but generally sandwiches being very acceptable.
  • Special events may involve barbecues, coupons for food at games or amusement parks. Creativity is the watch word here.
  • Snacks are always welcome and can be a source of income and need not be a part of your meal plan; but keep in mind that the youth will spend on snacks. Pizza delivery is very popular and an arrangement with either the campus or a local supplier can be a good source of income. Snack bars will be busy as well as campus souvenir shops.

VII-SECURITY
Campus security should be involved. Off duty or special assignment police are also useful to assist in security at events particularly off campus and special events. Campus security should help enforce curfews in conjunction with city dorm leaders/monitors. Security should be visible and sensitive to the fact that these or energetic kids away from home having a new experience. Security that can be strict but understanding is needed when working with this group. During off campus events security is important to limit the influence of outsiders to the Youth Game personnel and to insure that spectator exuberance is within acceptable bounds.

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VIII- ENTERTAINMENT
Should be unique to the host city and complimentary to the competition. This is the Host city’s chance to showcase itself. Amusement parks, Games, concerts and dances have been used. Creativity is the word here. Entertainment in conjunction with meals is a good way to insure attendance and scheduling should be sensitive to avoiding conflicts. Participants should not have to choose between rooting for a team and seeing a pro baseball game. Youth enjoy interacting with each other so dances, and concerts where they have a feeling of “controlled freedom” is usually very appreciated. Tours for teams that are idle or have been eliminated are very well received. Museums and such are usually good for these times. Teams should not have to go direct from a game to an entertainment event without a chance to freshen up in their room. Remember the first priority is the competition and that is often a source of great entertainment for the youth.

IX-PAPERWORK/COMMUNICATIONS

  • A committee dedicated to checking rosters and permission forms and birth certificates should be in place. Cities are notorious for not sending this information into the host in a timely manner which is frustrating. Insuring that proper health forms, permission/waiver forms and rosters is needed and member cities will need constant prodding with the fact being that complete packages for cities are usually on received when the team arrives at the host city. Picture identification si recommended.
  • Communications within the host city are important. Walkie talkies work well. City coordinators should also be given either radios, beepers or cell phones so as to make them accessible for emergencies. Each site should have radio and phone contact.

X-TRANSPORTATION
The host city is responsible for most transport once the city gets to the host city. This includes transport from the airport to the dorms and back. Transport between venues with shuttle buses is advisable where distances are not too great. Arrangements with local rental car companies should be made for member city staff and fans who wish to rent vans or cars. Transportation to special events should be coordinated well with the venues and sports. Special transportation request may be made by member cities and host city may charge for these individualized services. The host city does not have to provide transport for individuals who are not part of the member city’s official party.

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XI- HEALTH CARE
Trainers should be at all venues with a high incidence of injuries (i.e. basketball, soccer, volleyball, track) with trainers on call for the other sports. Host city trainers are there for injury treatment and prevention not preparation. As such host city trainers should not do taping and such for member teams. An arrangement with a local hospital should be made for admissions and treatments. Athlete permission forms and health check forms should always be with the team coach and sport coordinator and copies should be given to trainers assigned to the event.

XII-INSURANCE
It is recommended that a group policy be purchased by the host city for the event covering its personnel and the member city delegations while in the host city. Co payment amounts should be paid by member cities or their insurance plans.

XIII-SOUVENIRS/AWARDS
This is another option for local creativity. Souvenirs have been soccer balls, t-shirts and sponsor products. The level of souvenirs is at the discretion of the host city with commemorative t-shirts being minimal souvenirs. The Rules and Regulations specify the trophies and individual medals needed. Individual medals should be given at the site venue with appropriate ceremony. Team trophies should be given at a closing ceremony. Trophy and medal design are up to the host city. Trophies have been traditional trophies, sculptures and plaques.

XIV-THE HOST CITY TEAM
Recruiting athletes for the host city can be challenging, since no trip is offered. It is important to treat your kids as well as the guests. If possible some special pre or post Youth Game event should be sponsored for them. Some cities have done barbecues at the zoo or special concerts. There should wherever possible be a separation between you teams staff and the hosting staff to avoid apparent conflicts of interest.

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XV- FUNDING
Entry fee for member cities should at least cover costs of room, board, insurance and local transportation in most instances. Entry fee should be pro rated for cities not bringing full teams. The national organization can act as a conduit for gifts or entry fees if the local organization does not have a tax exempt non profit organization or the host city may accept all these responsibilities. The national organization will take no more than 1% as administration fee for funds run through it offset actual check writing and simple bookkeeping functions. More involved financial services would be negotiated with the National organization. The host city may sell souvenirs and snacks at the games. Sponsorships by businesses or individuals is encouraged. Since there is no national sponsor at this time then host cities are free to solicit any sponsor. Requirement of the host city sponsors for members to display logos should be presented to the members at the spring planning meeting with the understanding that this should not involve great inconvenience or expense and keeping in mind that local teams may have contractual sponsorship arrangements precluding some corporate displays (i.e. a city sponsored by Pepsi should not be expected to display coke symbols if this jeopardizes their local sponsorship). Governmental sources and in-kind contributions should be solicited.

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YOUTH GAME HOST CITY PLANNING COMMITTEES

Finance- This committee would work on fundraising and setting in place financial management arrangements with the non-profit agency used for coordination. This committee also works with the other committees to create a budget. This committee also will set the entry fee and work with the cities on the collection of this fee.

Competition/Sites-These committees will be for each sport and will secure venues, officials, submit schedules, secure needed staff/volunteers, be familiar with rules of the sport and Youth Games, work with the participating cities coaching staff for an orientation meeting, and create a budget.

Housing- This committee will work with the college dorms or hotels for housing arrangements for the teams, officials, and VIPs and to secure hotel rates for fans and visiting parents. This committee will also submit a budget.

Food- In conjunction with caterers, the college/school food staff and other feeding needs will create a meal plan, menu and, budget.

Awards- Using the guidelines in the Rules, this committee designs and arranges the budget and purchase and delivery of the awards. This committee can work with creation of souvenirs.
Team awards will be recognized at the Closing Ceremony and individual awards will be given at the event site at completion of competition or when the particular winners are decided.

Security- This committee, in conjunction with the local police, security at the housing, feeding and competition sites, will, in conjunction with the other committees and schedule needs create a security plan and budget.

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Insurance-This committee will work with providers for secondary insurance and event insurance for the participants and events and create a budget for this issue.

Health- This committee will work to create an arrangement with local hospital or health provider for provision of treatment and emergency service. This commtittee will also work with local emergency services and sport trainer organizations for provision of these services at the sites. This committee will also create a budget.

Scheduling- This committee must coordinate with all other committees to create an overall schedule of events and services so that the Youth Games runs on time.

Transportation- This committee will work with local ground transportation assets to arrange city transport form airport or train stations to the housing venue. This committee will also arrange for event transportation for sports, special events and feeding, and housing; shuttles are preferred. This committee will also create a budget.

Communications- This committee will work with the other committees to insure that there is direct communication resources available between the command center and/or the other venues and services. This committee will create a budget for this service. If possible communication resources for the cities should be addressed so as to allow Host staff to access leadership of the cities.

Participating Cities Communication- This committee will work with the particiapting cities to insure that they have been notified of all relevant information and that their questions and information is forwarded to all relevant personnel and committees.

Command Center-This committee will create and staff a center for communication that is convenient to the staff and cities and create a budget for this service.

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Rules/Protest- This committee should insure that all sports personnel are well versed in the sport rules and Youth Games Rules. The National Coordinator will also be assisted by a committee of city coordiantors to review the protests as called for in the Rules.

Publicity- This committee wil work to increase the public visibility of the Games and to disseminate the news of the Games within the host city and to other cities. This committee will also coordiante with competition and other committees to insure that results and other stories are compiled and disseminated and to create a budget.

College Liason- This committee will work with the host college if applicable.

Ceremonies- This committee shall plan the Openinig and Closing/Award Ceremonies where all cities come together. This committee shall also create a budget.

Entertainment/Tours- This committee, in conjunction with the Ceremonies Committee, will plan the enetertainment for these events and any additional entertainment or tours to be provided during the course of the Games and create a budget for these services.

National Coordinator- This person will coordiante the committees and work with the cities and their coordinators. Some of these committees can and have been done by individuals or by the National Coordinator. The National Coordinator will also chair all coordinator meetings. Under the Rules two other city coordinators will be chosen to be the assitant and eputy assistan coordinators at the Fall coordinator meeting. The national Coordinator will not be the city coordiantor for the host city and will not have a vote except that the host city has a vote designated by the the host city.

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HOST CITY FUNCTIONS

Host cities are selected by vote of the member cities after recruitment by the National Chairman. Funding for the games since 1992 has come from entry fees, local sponsorship and government and corporate grants as well as in-kind assistance from agencies, governments and companies. Primary planning for the Games is carried out by the host city. The Host city selects a National Coordinator who acts as chairman for the member city meetings and for all committees under the Youth Games Rules. Member cities and the National Chairman assist in planning and implementation of the Games. The following are some of the traditional general functions of the host city.

  1. Provision of housing for the member city teams (Either dorms or hotels) and provision of arrangements for housing opportunities for the parents and fans from the member cities.
  2. Food for the teams is provided by the host city through a combination of catering to off-site events and provision of A cafeteria for regular meals and special event meals.
  3. Local transportation starting with arrival in the host city (Airport, train station from dorm/hotel upon arrival by bus) for member cities. Transportation for teams to events are also provided by the host city as well as shuttle systems to sites.
  4. Opening and Closing ceremonies featuring sponsor(s) and local and national celebrities and entertainment is provided by the host city. Opening parades are also traditional as well as inspirational messages from celebrities.
  5. Awards for teams and individuals are designed and purchased for the teams and sports. Trophies/plaques are given to member cites for team awards and medals are given to individual members of qualifying teams.
  6. Souvenirs reflecting the sponsors and the host city are provided to all participants.
  7. Game officials to coordinate each sport, each site and for the events themselves are coordinated by the host city and provided by either in-kind staffing or fee for services.
  8. Event venues are arranged and prepared by the host city.
  9. Equipment for competition is acquired by the host city appropriate for each event.
  10. Acquisition of communication equipment to insure communication for all events and venues and for the member city coordinator.
  11. Insurance for participants for the event and liability insurance for the games.
  12. Check on compliance by member cities for rosters and other paperwork required by the Youth Games Rules.
  13. Local publicity of events and results are coordinated by the host city.
  14. Special events such as concerts, attendance at athletic events or visits to local amusement centers/museums is part of the host city’s responsibilities.
  15. The host city is responsible for collection of entry fees ($150.00) for all participants and staff who are part of the member city entourage. These fees are to be used to offset local hosting costs and are accountable to the Summer Youth Games Invitational Inc. National Chairman.
  16. The host city with approval by the member cities may sponsor a demonstration sport. This sport will have awards like regular sports and will also reflect equal numbers of males and females. This demonstration sport may be adopted by the member cities as a regular sport at subsequent games.
  17. . The host city also has a role in conjunction with the National Chairman to recruit new member cites.
  18. The host city will host one or two planning meetings by the member cites for the purpose of approving changes to the Youth Game Rules and reviewing plans and venues for the Games.
  19. During the Games the Host City will maintain a command center for the duration of the games. This command center acts as a meeting place for committees and for communication to member cities and media.

NATIONAL OFFICE FUNCTIONS

The National Office that existed from 1986-1991 had a large number of staffers and expensive office arrangements. The majority of sponsor funds went to maintenance of the office rather than to the host city and member cites. The proposed National Office will be limited in size and scope and act as a resource to the host city, member cities and sponsor(s). Sponsor funds will disbursed through the Summer Youth Games Invitational Inc. (501-c-3) organization to the member and host cities based on sponsor instructions and upon submission of authorization and documentation from host and member cities. The following areas can be the duties of the national Office.

  1. Assume the securing and payment of insurance for liability and accident policies for the host and member cities.
  2. Recruit in conjunction with sponsor(s) and Host city of new member cities. National Director will travel to cities being recruited for membership and assist in their preparation and orientation.
  3. Disbursement to host city organizers, sponsor funds to cover in order of priority the room, board, awards, local transportation, event equipment, venue rental, special event expenses, souvenirs and other expense as submitted by the host city; not to exceed the agreed upon level of sponsorship by the sponor(s).
  4. Coordinate in conjunction with sponsor(s) and the host and member cities national publicity for the games and Youth Game events.
  5. Coordinate with local sponsors from member cities and host city to insure that national sponsor(s) do not conflict with these local sponsors. Also will coordinate that logos and Youth Game symbols are uniformly used in conjunction with local logos/symbols.
  6. Liaison with the member cities and host city and national sponsor(s).
  7. Visit the host city and assist in planning and logistics for the Games.
  8. Maintain a database of participants.
  9. Maintain a data base for Game records and required paperwork under the Youth Game Rules.
  10. Coordinate Youth Game Rule compliance in both member cities and host city.
  11. Plan meetings of the board of member cities and maintain minutes of meetings and updated copies of Youth Game Rules, and other records of the organizations.
  12. In conjunction with national sponsor recruit other sponsors and support for the Games.
  13. Assist participating cities by consulting with them on planning and implementing the Youth Game program.
  14. Assist new member cities set up their program.

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