ABC
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2025 SHSAA HOOPLA
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CENTENNIAL
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VOLUNTEER CHECKLISTS
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VOLUNTEERSJOB DESCRIPTION
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SITE COMMISSIONERThe amount of seating in each venue must be optimized. Formulate plan for entering & exiting the gym. Some games will have a capacity crowd waiting to enter as a capacity crowd tries to leave.
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Make sure score clocks, shot clocks, rims, nets, etc. are in good repair.
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Polish glass backboards; No burnt-out light-bulbs in gymnasium.
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Advertise Hoopla on School Event Board outside of each school.
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Find minor officials (score keepers, shot clock timer, score clock operator) and provide experience/training for them.
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Find the best announcers the school has to offer.
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Find the best gate workers the school has to offer. Always at least one adult at the gate – preferably two to supervise. Students also needed. Contactless payment methods are recommended (i.e. Square, Go Fan, etc.)
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Locate AGGRESSIVE program sellers.
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Site chairman with keys to let officials in & out of their change room.
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Sound system set up and working properly.
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Ensure that caretaking staff is on duty and know how to contact at a moment’s notice. Get cell phone number.
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Bleachers in place.
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Find team hosts/hostesses.
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Refrigerate milk and make sure host/hostess for each team has access to it.
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Team benches/chairs in place.
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Warm up balls ready to go and inflated to correct psi; game balls (provided by SHSAA inflated to correct psi and broken in.
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Acknowledge Treaty Territory and script for Truth & Reconciliation prepared.
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Arrange for playing of O’Canada (either a singer or recorded version) at the start of each day and prior to any finals at your school. Canadian flag in gym.
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Tournament draws from SHSAA posted. Update draw, website, and media doc after each game.
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Area & necessary equipment for live streaming of games. Livestreaming will be run through the SHSAA YouTube Channel; codes will be provided by the SHSAA. Find volunteers.
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Change rooms for four teams ready to go.
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Three rooms for officials – large enough to change and discuss evaluations after game with SBOC evaluators. Snacks for officials in evaluation room.
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SHSAA posters hung in gymnasium.
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Provide area for Sport Logo Boutique to sell clothing in a high traffic area, yet allow for movement.
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No out-of-town teams will be allowed to practice at host venues.
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MINOR OFFICIALSEach contest will require a scorekeeper, shot clock operator, and score clock operator. Usually, students fill these roles. Training and extensive game experience is a must for ALL minor officials!
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Ensure all teams receive a minimum 15 min warm-up prior to the start of game.
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Prepared score sheets will be provided by the SHSAA office and the score sheets will be delivered to your school each day. Have extra pens available.
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Scoresheet tallied, taken to referee conference room after game to be signed.
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One copy of score sheet to each team and keep the original to enter results and given to SHSAA for permanent records.
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Boys and Girls game ball to be returned to results room at the end of the day. Additional basketballs will be provided for Saturday games as game ball is given away at gold medal games.
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ANNOUNCERAcknowledge Treaty Land and Play O’ Canada before first game of day & prior to all finals on Saturday in all 4 venues.
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Announce names of starting five before each game and name of all players and coaches before bronze and gold medal games. Announcer’s responsibility to know how to pronounce names of coaches and players from all teams.
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Announce games following SHSAA guidelines (may be an adult).
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Read list of SHSAA created announcements to be cycled through.
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Play music (school appropriate).
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Help with the presentation of awards by reading script provided by SHSAA.
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SECURITYMake sure exits are closed and monitored.
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Help with movement and placement of spectators.
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Keep spectators off of the gym floors.
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Plan in place to deal with large crowds exiting the gym at end of a game while large numbers of spectators are entering the gym for the next game.
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Escort for officials, if required.
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CONCESSIONEach venue should establish a concession for the event.
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Allow canteen items to be consumed in gymnasium.
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DECORATIONSDecorate gym.
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Display signs that say “Welcome to Treaty __ Territory”
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Welcome SHSAA HOOPLA banners or posters.
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If possible, decorate scorer’s table with greeting from host school, welcome to Hoopla, sportsmanship message, etc.
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Post SHSAA corporate sponsor banners supplied by SHSAA.
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Signs posted to help find location of washrooms and change rooms.
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SHSAA Spectator Conduct posters posted throughout the school and gym.
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ADMISSIONSSHSAA will provide admission poster. Post in visible location.
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Should be open at least one (1) hour before first scheduled game.
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Use student volunteers to handle admissions supervised by an adult or two.
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All members of each and every team including coaching staff and managers must show proper ID for free admittance. If proper ID is not shown admission MUST be charged.
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Need a float & cash box. SHSAA will provide stamps & pads.
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Adults - $8.00, Students in grades 7 – 12 - $6.00. This a per day fee.
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There is a weekend pass available for spectators attending Thursday night games. Weekend pass is $20 (for students $15).
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Current SHSAA coach’s card grants free admission.
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Passes for media and presenters will be provided by SHSAA
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GATE INTEGRITY IS A PRIME CONCERN!!!
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COURT MAINTENANCE Mop floor at half-time of each game and between games.
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Use dry and wet mops – whatever is needed to keep floor clean.
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Wet mop entrance to gym if people are entering gym with wet shoes.
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Towels needed at score table for cleaning spills, water, sweat, etc.
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Place pylons at corners of basketball court to prevent fans from walking on court at half-time and after each game.
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Clean gymnasium at every chance. Garbage left on bleachers, behind team-benches, on the floor, in school hallway, etc. should be picked up.
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Location of caretaker and how to contact him/her in case he/she is needed.
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Floor runners & garbage cans placed in key or high traffic locations.
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Bottle/can recycling bins out.
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FIRST AID ROOMEmergency plan made and posted.
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MAKE sure ice & zip-lock bags are on hand and always readily available.
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Have supply of tensor bandages to hold ice in place and compress injuries.
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Provide access to first-aid kit.
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Area for trained medical volunteer to sit. Escort him/her to his/her seat.
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Assist professional medical staff with information about facility.
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Make sure there is snacks/coffee/juice present for medical volunteers.
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MEDIA PERSON/PROGRAM SELLERSWould be responsible for updating the SHSAA website with the scorer’s results after the game.
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Sell programs both at admission table and in the stands. Selling price - $2.00.
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SHSAA will count the number of programs delivered to each venue & then bill for the same less returns.
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Remember, you keep $1.00 of every program sold so – sell, sell, sell!!!!
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PARKINGHow will your venue handle parking? Will you have issues?
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Direct traffic to parking areas and provide signs indicating parking area.
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Provide reserved area for teams to park or parking passes if necessary.
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AWARDSScript for announcer will be provided. Medals, keeper plaques, & annual trophy will be provided. SHSAA will seek major sponsor presenters & provide list to host.
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Annual trophies will be dropped off, hopefully at the registration centre. SHSAA personnel will pick them up and deliver to the appropriate venue.
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Have some type of rolling TV cart decorated with a nice table cloth so that medals can be set out on it and wheeled to the location of the ceremony.
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Commissioner in charge of awards will provide presenters.
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Provide assistance as necessary.
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HOST/HOSTESSGreet teams at each venue and guide to change room.
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Gain access to change rooms, if necessary.
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Fill water bottles when necessary.
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Milk given to players at end of each game or until milk is gone.
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Provide ice for injuries.