Georgia Odyssey of the Mind

Coaches Notes

1. Individual teams should not use the abbreviation “OM” on shirts, banners, or other items.

2. We suggest that teams leave all equipment in their vehicles until they are ready to set up in the staging area. There will be NO rooms available for prop storage during the day. Props and other items should not be left in the halls, cafeteria, or other areas of the school. Unattended props, sets, costumes, etc. may not be protected.

3. Check-in for all teams will take place 45 minutes before the start of the Opening ceremonies in the Lobby of the school. Please see the Event Schedule for your tournament for the exact time and location of Check-in. Only 1 coach need come to the check-in site to pick up the check-in information; in addition whoever picks up this packet must sign for it. Remember to bring a completed Media Release form for your team! Your team will not be allowed to check in without a completed Media Release form. After Check-in please advance to the Checkerboard table to double check the required paperwork. Additional forms will be available at the Checkerboard table if you discover you are missing forms.

4. Weighing, measuring and storing of Unhinged Structure will be held at the following times and places.

Feb. 25 Southwest MS TBD

March 3 C W Davis MS, Flowery Branch TBD

March 17 Parkview HS, Lilburn TBD

Only 1 coach and 1 student should come to weigh-in. After weighing and measuring, all structures will be stored until competition time. We will not be using 2 ½ pound weights at our GA Odyssey of the Mind tournaments.

5. At 7:45 teams should line up for the Opening Parade. Teams will be asked to walk around the gym behind their school banner. Membership names will be posted alphabetically in the hallway outside the main gym. Coaches, please stay with the teams through the line-up, but allow them to march around the gym alone. All coaches and parents should be seated in the gymnasium before the Banner Parade begins. At the start of the Opening Ceremonies, we will have the Banner Parade. Students may want to come to the parade in costume if they perform early in the morning. Opening Ceremonies usually conclude within 35 minutes. All teams will parade behind their membership banner. Size and shape are unlimited, but banners must be carried by two team members. The words Georgia Odyssey of the Mind must appear on the banner. The abbreviation “OM” must not appear on any banner. Banners may be simple or elaborate, but must be made by team members only. One banner per membership please! There will be awards for first, second, and third place banners.

6. All events of the day (check schedule) will begin on time, if humanly possible. Teams must report on time to the designated areas for their events. Failure to report on time (without unforeseen circumstances) will result in exclusion from that part of the tournament and no points will be given to the team for that event.

7. Students are free to attend other events and should be encouraged to watch other teams throughout the day. Your students are your responsibility all day. They may view all events with or without you. For safety reasons, we recommend the “buddy system”. The same manners, decorum, and sportsmanship required during their competition are expected all day.

8. If you are coaching more than one team and find a conflict in the schedule, (e.g., long term for one team conflicts with spontaneous for another), give the long term problem your priority. You may not attend the spontaneous problem anyway. Ask a parent or assistant to take the team to the designated spontaneous area.

9. In the spontaneous portion of the competition, teams will report to the check-in table in the hallway of the spontaneous area at least 10 minutes before their scheduled spontaneous time. At their turn, team members will be escorted to the room by a runner/judge. Once in the spontaneous room, team members may elect to allow the two non-participating members to stay or leave the room. Teams members are not allowed anywhere in the vicinity of the spontaneous rooms outside windows. Remind your students not to discuss the spontaneous problem with anyone during the tournament and only with their coach at the end of the day. It is to their disadvantage to do so and may result in their disqualification.

10. Food concessions will be open all day. Food may be eaten only in the designated areas. A variety of snack, entree, and beverage items will be available for purchase. Please support the concession stand. Clean- up from lunch is each group’s responsibility. Please remember that our host is donating the use of the facility. We do not expect them to also clean up our lunch areas, nor any long term or spontaneous room. Our tournaments take place in tobacco-free environments.

11. In order to keep the flow of traffic to a minimum, and not distract performers, please instruct your students to enter and leave problem sites between presentations. Doors will be closed and doorkeepers will keep people from entering or leaving while students perform. Plan your day carefully; so that your team does not end up in a problem site when they are due to be in another area.

12. When your team has finished performing for the day, have them relax, view other performances, take a walk with them, eat, or shop at the Odyssey of the Mind Souvenir Stand. Odyssey of the Mind T-shirts, pins, hats, and other assorted goodies will be available all day. We cannot begin the awards ceremony any earlier than scheduled.

13. Certificates of Participation (one for each student and one for the school) coaches’ certificates and programs will be given at Check-in.

14. Again this year we will have an Odyssey of the Mind Creative Cake BINGO game at each regional tournament. Teams must bring some type of dessert for this event including cake, cupcakes, cookies, donuts, brownies, etc. Here’s that chance for parents to get involved with their Odyssey of the Mind teams! All desserts should be boxed or bagged. Please place a tag or card on all desserts designating the name of your team. Desserts will be judged with awards for first, second, and third place. The goodies will be given away as prizes in our BINGO game. All funds will be set aside for our World Finals teams’ travel expenses. If your team’s creativity is running on low, please purchase or make a simple dessert for BINGO. A sign up sheet will be located in the Check-in area to verify that a “cake” is present for each team. Directions to the BINGO area will be located in the program. Cards for BINGO will be $0.50 each.

15. Your team must have the following information available for the judges: Style Form (4 copies), Cost Form, Outside Assistance form, special forms required by specific problems, any copyright letters and/or proof of public domain for non-original material, and any clarifications that you have received from National Headquarters. Keep copies of all forms in a separate place in case your team advances to the next level of competition, as these forms will not be returned. Also note that the Outside Assistance forms from the regional tournament will be saved and compared to the Outside Assistance forms at State.

16. A friendly reminder to all teams, only team members may participate in all phases of competition. This includes: pinning costumes, combing hair, applying make-up, and fixing anything that breaks. This is noted in the Program Rulebook. Parents and coaches may assist in carrying props and sets to the Staging Area. One coach may remain with the team in the staging area until directed to the seats provided for coaches and non-performing members. At performance time, our Announcer/Timers will introduce the teams and coach(es).

17. Appeals Procedure:

1. Following the team’s Long Term performance, the judges will tally the scores. The Head Judge will meet with the Head Coach to present the score sheet and discuss the score, as soon as possible after the performance. Only Head Coaches are allowed to pick up long term scores and must present the card found in the packet that the Coach received at Check-in. Head Coach: please stay in the room and the Head Judge will call you when your scores are ready. All judgment calls are final. Any protest on scores should first be discussed with the Head Judge before you leave the performance area. The Head Judge will also note the time of day you received your scores on your score sheet and ask you to initial the time before you leave the performance area.
2. After you leave the performance area, you have thirty minutes to come back to the Head Judge if you still have questions about your scores. If the Head Judge cannot resolve the conflict, he or she will give the Head Coach a Problem Intervention Form and direct him/her to complete the form. The Head Judge will submit the question to the Tribunal. Tribunal results must be obtained from the Score Room before the end of the day. Coaches and/or team members may be asked to meet with tournament officials. All tribunal decisions are final. Video replays will not be considered in tribunals.
3. Only official Head Coaches, those listed on the Registration Form may lodge a protest. This must be done tactfully, politely, and out of the participants’ earshot.

18. Flash photography is allowed at all program sites unless a specific request is made to the staging area judge before competition. Video taping requires permission from the team. Please turn off all electronic devices.

19. Teams will have 3 minutes during their performance to clear the staging area of all props and supplies.

20. Since 1990, at our State Finals tournaments, we have honored one adult who has made a significant contribution to GA Odyssey of the Mind with the Eddleman Memorial Award. This award memorializes Mr. Sherrill Eddleman, a deceased GA Odyssey of the Mind coach, who will always be remembered for his unselfish efforts in helping Gwinnett County youth. Nominations of individuals may be made by sending a one page (8 ½ by 11 inches) letter of nomination to Lisa Hackney, 1216 W. Lakeshore Drive, Dalton, GA 30720, or Lisa@georgiaodyssey.org no later than March 23, 2012.

21. At State Finals we will recognize coaches that have gone above and beyond the call of duty. Team members may submit the name of a coach to be honored. Nominations are limited to one typewritten page and will be accepted until March 23, 2012. Nominations should be sent to Lisa Hackney, 1216 W. Lakeshore Drive, Dalton, GA 30720 or Lisa@georgiaodyssey.org.

22. Make sure that your membership sign contains the name you registered under and the membership number that you received from Odyssey of the Mind headquarters. Limitations on the sign may be found in the Program Handbook. Names may be abbreviated, but remember to include initials such as I.M. Lincoln Elem. or Lincoln Elem G/T program.

23. Teams will receive a copy of their style scores when they receive their long term score.

24. Sportsmanship: We can destroy the value of Odyssey of the Mind if we view “winning” as the only criterion of success. Coaches as well as spectators must set an example. Teams and/or supporters who display unacceptable behavior will be penalized. Please review the penalties for unsportsmanlike conduct in the Program Handbook.

25. Advancement formula: In order to allow for fair advancement of teams for regional to state competition, the formula refers to competing teams ONLY and includes: Divisions with 1 – 4 teams, two teams advance; 5 – 8 teams, three teams advance; 9 – 12 teams, four teams advance; 13 teams or greater, five teams advance. If a team in your division, although listed in the tournament program fails to compete, they are not considered a competing team, nor are they considered in determining the formula.

26. The advancement formula determines the number of teams to advance, not the places of teams to advance. However, tied teams will not be “split”. For example, assume 8 teams compete; by formula, three teams advance.

If there are not ties, the top three teams (in first, second, and third) advance.
If there is a two-way tie for third place, the first and second place teams advance. Since tied teams are not split, both third place teams advance as well. Therefore, four teams advance.
If there is a two-way tie for second place, the first place and both second place teams advance. This brings the number of advancing teams to three; therefore, the third place team does not advance.

27. Teams competing from other states because of special circumstance will not displace Georgia teams in considering advancement to the next level.

28. A copy machine will be available in the Score Room. Copies are 25 cents each.

29. Directions to all competition sites are available on the Georgia Odyssey of the Mind web at www.georgiaodyssey.org

30. VOLUNTEERS! Each team is to provide one volunteer. When the coach completes the Check-in process, they need to remove the volunteer card from their Check-in packet and give it to the team volunteer. There will be a volunteer registration table set up in the Check-in area beginning 45 minutes before Opening Ceremonies on the day of the competition. Each volunteer should select a work assignment and time slot at the Volunteer table between 7:15 and 8:30. The volunteer should report to their designated assignment and sign in with the person in charge of that site and give their volunteer assignment card to verify attendance. If your volunteer would like to work the “early shift” (7:00 – 9:00 am) please contact Lisa Hackney at lisa@georgiaodyssey.org as soon as possible. Remember that your team will have to pay a $100 penalty if your judge or volunteer does not report to serve.

31. There will be no preview of the competition site on Friday night prior to the competition. Each site will be available for the teams to preview immediately after the Opening Ceremonies until 10 minutes prior to the first scheduled competition time at each site.

32. We will make every effort to begin the Awards Ceremony on time, but delays do happen. We will begin the Awards Ceremony at the scheduled time or as soon as all scores have been reported and processed. Scores will be posted on the web site as soon as possible after the tournament.

33. Division III students are encouraged to sign up for Alumni and/or Division IV information at the Check-In area.

34. If any team members have been added to team rosters, the Association Director, Lisa Hackney must be contacted ASAP.

35. Coaches, please read the Odyssey of the Mind Program Guide very carefully with your team prior to competition. The problems can not be solved without reference to the guide.

36. In all of our prior years, these events have run beautifully. This year, approximately 270 teams are participating from throughout the state of Georgia for our 29^th anniversary year. We have a national reputation for running smooth, child-centered tournaments. We look forward to another year of enthusiasm and responsible participation. Good Luck to all!