Choosing the right gymnastics meet can be a game-changer for your gymnast’s season, your coaching experience, and your family’s enjoyment. As experienced gymnastics event hosts with over 100 years of combined experience, we know what it takes to create an exceptional event, and we want to share our insider perspective to help you identify those truly great meets. Aside from just the location and date – let’s dive into the essential ingredients that make a gymnastics competition a fun, memorable and successful experience for everyone involved.

We understand the demands on gymnastics coaches. A well-run meet can make your job smoother and allow you to focus on what’s most important: your athletes. Here’s what we believe truly matters for coaches at meets:

• Effortless Registration and Detailed Information:
  Time is precious. Look for event websites with clear, easily navigable registration processes. All crucial information – from entry deadlines and fees to the organizations’ event entry and refund policies – should be readily accessible and up to date. A quality meet host will provide comprehensive online resources and prompt responses to all inquiries, ensuring a seamless start to your meet experience from the first click of registration until you set foot in the door of the venue.

• Organization and Efficiency: A Well-Oiled Machine:
  A disorganized meet causes unnecessary stress. Seek out hosts known for their meticulous planning and efficient execution. This includes clear communication leading up to the event, adherence to the schedule, and proactive problem-solving. Experienced meet hosts pride themselves on running a tight ship, allowing you to focus on your team, not logistical headaches.

• All the Details at Your Fingertips:
  Finding necessary information shouldn’t be a scavenger hunt. A great meet host provides easy access to schedules, rosters, rotation sheets, venue maps, hotel recommendations, coach-specific information, and real-time results. A great meet host will ensure all these resources are readily available online and clearly communicated.

• Dedicated Customer Service and Flexible Support:
  Unexpected situations arise. A responsive host who offers helpful customer service leading up to the event as well as on-site can make all the difference. Whether it’s addressing scheduling conflicts or answering specific questions, the best event hosts aim to be accommodating and supportive to your needs as a coach.

• Seamless Check-In and Coach Hospitality:
  Your arrival should be smooth and welcoming. Look for well-organized coach check-in procedures and thoughtful hospitality provisions, such as a designated lounge area with refreshments. Sometimes venues can place restrictions on what hosts can provide to coaches on-site, so clear communication about what coaches can expect with regard to hospitality on meet days is crucial. Caring meet hosts value your hard work and strive to make coaches feel appreciated.

• Competent and Helpful Staff: Keeping Things Moving:
  A well-trained and approachable event staff is invaluable. Not only for core staff, but also the auxiliary or support staff and volunteers. They should be well-informed and readily available to answer questions, provide directions, and ensure the smooth flow of the competition. Exemplary meet host teams are dedicated to providing proactive support and keeping the event running efficiently.

Giving the gymnasts the best experience possible should be the number one goal for all gymnastics meet hosts. For the gymnasts, the meet experience can be incredibly impactful, especially for young gymnasts experiencing the beginning of their competitive career. Here’s what contributes to a positive and memorable event for the gymnasts:

• Easy Access to Essential Information: Just like coaches, athletes benefit from readily available schedules, rotation sheets, venue layouts, and hotel information (especially for traveling teams). Clear communication reduces stress and anxiety and helps them feel prepared. Quality meet hosts ensure this information is easily accessible and presented in an understandable format.

• A Smooth and Stress-Free Check-In: The initial check-in sets the tone. A quick and organized process helps athletes feel welcome and ready to compete. A great meet host will aim for a streamlined check-in experience that minimizes wait times, and will do it with an enthusiastic smile and a “good luck!” wish for all competing athletes.

• Quality Athlete Recognition: A thoughtful athlete gift can be a lasting memento of their participation. Look for events that provide quality items that athletes will appreciate and use. We take pride in selecting gifts that are both fun and memorable.

• Fair and Respectful Judging: Athletes deserve to be judged fairly and consistently according to the rules. While the host doesn’t directly control judging, they set the stage for a professional environment. Meet hosts must ensure a qualified and impartial judging panel is in place.
  

• Positive and Encouraging Awards Ceremony: The awards ceremony is a significant moment. A well-organized and enthusiastic presentation with quality awards and medals celebrates their achievements and effort. We strive to make this a positive and memorable experience for every athlete by having a prepared staff and partnering with a high quality awards provider.

Parents are a crucial part of the gymnastics community, and a great meet considers their needs as well:

• Comprehensive Travel and Local Information: Planning a trip should be easy. Look for hosts who provide readily available information on travel options, recommended hotels with potential discounts, venue directions, and local attractions. Dedicated meet hosts aim to equip parents with everything they need for a smooth and enjoyable trip for the whole family – not just the athletes!

• Clear Admission Policies and Convenient Payment Options: Transparency about admission costs is essential. Hosts should clearly post admission fees, offer various payment methods, and potentially provide options like one-day or weekend passes. Meet hosts should strive to make this process straightforward and convenient.

• Easy Registration and a Seamless Experience: From initial registration to the final awards, we want parents to have a hassle-free experience. Clear communication, efficient processes, and a welcoming atmosphere are paramount. Our goal is for parents to leave feeling happy and supported.

• Comfort, Convenience and Accessibility: We know gymnastics families are dedicated supporters, so great meet hosts will prioritize their experience too. Adequate seating with clear views of the competition floor, along with easily accessible and sufficient restroom facilities and clear signage throughout the venue can help ensure a stress-free day, allowing families to focus on what’s most important: cheering for their gymnasts.

Certain elements contribute to a positive experience for all attendees:

• Clear Communication: Consistency is key. Easy access to essential information – schedules, maps, rules, results – benefits everyone, regardless of their role. We prioritize clear and consistent communication across all platforms and strive to accommodate everyone, including foreign clubs visiting from around the world.

• Unwavering Commitment to SAFETY: Safety is our top priority as event hosts. Look for events that demonstrate a clear commitment to safe equipment, follow USA Gymnastics sanction rules have qualified medical staff on-site, adhere to SafeSport requirements, and have well-defined emergency procedures in place. Reliable meet hosts should leave no stone unturned when it comes to the well-being of the participants.

• Quality Concessions and Merchandise: Well-run concession stands and merchandise vendors enhance the overall experience. Providing information about available options ahead of time allows for better planning. Meet hosts should strive to partner with quality providers and ensure clear communication about what will be available.
  

• Making it Memorable – The power of a Fun Theme: Attending a meet with a creative theme can elevate the experience from just another meet to a truly memorable event. When teams and families look back on the season, the themed meet is often the one they remember most fondly. A fun theme provides unique photo opportunities, creating shareable moments for gymnasts, coaches, and parents and adds an extra layer of fun and anticipation for gymnasts.

Choosing the wrong event can have significant drawbacks for everyone involved:

• Frustration and Disappointment: When expectations aren’t met due to poor organization or communication, it leads to frustration and disappointment for gymnasts, coaches, and parents alike. Running over-time can affect travel plans, a disorganized event can leave a bad taste in everyone’s mouth and make them not want to return.

• Wasted Time and Resources: Traveling and paying registration fees for a poorly run event can result in a significant waste of valuable time and financial resources, something no one wants.

• Compromised Safety: Neglecting safety protocols can put athletes at unnecessary risk of injury. Safety is one element that a great meet host should never compromise on.

Missed Opportunities for Growth: A poorly organized or unfairly judged meet can hinder a gymnast’s development and learning experience.

We believe that a great gymnastics meet is a collaborative effort, built on careful planning, clear communication, and a genuine commitment to providing a positive experience for everyone. When selecting your next event, look beyond the surface and consider these crucial factors. Ask other coaches and teams what their best meet experience has been and why – and their worst as well. By choosing wisely, you’ll ensure a rewarding and memorable experience for your gymnasts, your coaching staff, and your families.

Hosting gymnastics events is an art and a science. As an independent, premier gymnastics event hosting company, we are laser-focused on honing our craft, making each of our events as smooth, organized, efficiently run, unique, safe and successful as possible. The experience and service of our guests is paramount from the moment they click “Register” to the moment they walk out the doors at the end of the competition. It’s our aim to impress every step of the way.

We invite you to see what we’re all about and experience for yourself the USA Competitions difference.

Premier Events. Incredible Gymnastics. Unforgettable Experiences.