Before the Contest
- Contact the visiting team—athletic director and/or head coach—to confirm contest specifics: contest time, contest site with directions to the facility, admission price, etc.; establish arrival time and parking area.
- Per NCHSAA policy, contact the Regional Supervisor of Officials to confirm game officials and provide contest specifics, such as contest time, site, directions to the facility, etc.; establish the arrival time of officials and designate a parking area.
- Check the playing facility for playability, safety, and compliance with NFHS & NCHSAA rules.
- Assign staff to meet officials and visiting team; arrange escorts for them to the locker room upon their arrival, at halftime to the locker room, and to their cars after the event.
- Determine and arrange for all personnel necessary to safely and properly conduct the contest, including a school administrator, competent clock operator, experienced scorekeeper, and public address announcer.
- Hire police and security personnel
- When possible, arrange for the National Anthem to be played —either by a singer, band or pre-recorded version.
- Provide a copy of the public address announcement regarding sportsmanship and behavior expectations.
- Review announcer expectations with the game-day announcer.
- Post appropriate “Do’s & Don’ts” signage relative to face/body paint, noisemakers, etc.
The use of confetti, signs, and placards is not permitted. Note: Cheerleaders are permitted to have signs, banners, and placards as part of their routines.
Face and/or body paint is not permitted by any person attending the contest. Small decals for the face/cheeks are permitted. Noisemakers are not permitted at indoor events but are allowed at all outdoor contests. Note: local policies may prohibit noisemakers.
- Arrange for the sale of tickets, including ticket sellers/takers. Arrange for a “pass gate” entrance, with appropriate posting/pictures of acceptable passes as approved by the NCHSAA.
- Check the NCHSAA handbook for admission prices.
- Arrange for medical personnel as appropriate for the event, i.e. licensed athletic trainer or 1st responder; arrange for an AED unit at the contest. Note: Unless so mandated, NCHSAA does not require the presence of an EMS vehicle; however, EMS should be contacted and given notice of the event being hosted on your campus. It should also be noted that local policies may require the presence of EMS personnel.
- Review the required Emergency Action Plan for site-specific details, including weather-related protocol.
- Meet with all working personnel at the appointed time prior to game time. Issue any needed printed instructions to police/security, if necessary. Go over the duties of all working personnel. Issue identifying badges, tags, etc. Review any site-specific guidelines for security, safety, and crowd control for the school or rental site.
- Arrange hospitality for visiting teams, coaches, and game officials. Include media, VIPs, etc., as feasible and appropriate.
- Make necessary arrangements for parking, entrance, and seating of the media.
- Arrange for seating of visiting spectators, school bands, and/or cheerleaders as appropriate.
- Confer with any NCHSAA persons if necessary, e.g., postponement, delays, etc.; make any additional arrangements.
During the Contest
- The athletic director should move about the facility, keeping in close contact with security staff, game workers, etc.
- Help keep the playing area clear of spectators.
- Help keep exits, passageways, aisles, lobbies, and parking areas safe—clear of loiterers and unauthorized persons.
- Work with other assigned personnel to ensure sportsmanlike conduct.
- Handle disruptive incidents quickly, calling police/security when necessary.
After the Contest
- Do everything possible to ensure the safety of players, game officials, and spectators. Assign persons to guard exits, corridors, lobbies, parking lots, locker rooms, staging areas, buses, etc.
- Encourage fans to leave the facility upon the conclusion of the game
- Arrange police escort for officials from the playing area; arrange for an escort for officials, and visiting team buses, if necessary, from the parking areas.
- Communicate with the school’s principal whose coach, players, or fans exhibited undesirable behavior.
- Within 10 days, reconcile finances with the NCHSAA by using the appropriate financial form(s), which can be found on the NCHSAA reporting platform