Efficient Organization Tips for Hosting a Middle School UIL Meet
Successfully hosting a Middle School UIL Meet requires meticulous planning and coordination. Starting with post-meet evaluations in January, budget planning, staff assignments, and event logistics, this detailed guide outlines key steps to ensure a smooth and successful event. From chairpersons' responsibilities to technology setup and grading processes, every aspect is covered to help you emulate a standout meet that other schools will admire.
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Attention All Attendees: Thank you for registering your attendance for EACH SESSION: http://www.uiltexas.org/academics/ capital-conference/online
Successfully Host a Middle School UIL Meet This will be a meet that everyone wants to emulate when they host their Middle School Meet. Follow along with our campus to find out how we organize so that we are ready to go in January. It is a big school event and we pride ourselves in getting all hands on deck to make it work.
When do we start out work on the contest? We start making lists of what worked well when we last hosted, along with how the other schools changed things up that we want to try. Our district holds our contests in January, so we start in January after the meet of that year. The principal is also working on budget for the following year, and she makes sure that UIL is added in to the budget. Including office supplies needed, medals, trophies, and photos for the art history contest. Date is given and then sent to be placed on District Calendar. Our notes go into a file that are ready when the staff comes back in August when we go into full school and UIL mode. Coordinator is selected the one who will oversee all things UIL on the campus.
August Chairpersons are asked to help. Speech Contests They start getting judges and learning what they need to do. Will announce when events will take place, and when, as well as verification taking place. Will order the food, get staff to help, and have it ready for students to purchase day of event. Staff will decide on food needed and try to get it donated. If not donated work with principal and secretary to get food and paper goods needed. Announcers for cafeteria Concession Stand Hospitality Room
Chairs and what the will need to do. Gym Get the coaches assigned to have places where the students can play games, and hang out when they have finished their events. Band Hall will have a movie running and student can hang out in band hall. Band Directors will supervise here. Art teachers will over see getting judges, setting up this separate contest , as well as sharing information with other art teachers in district. These are the signs, maps, , arrows that go out the evening before. Band Hall Production Art Set Up
More Chairs for our UIL event Technology, including slide show Anything thing from microphones to slide show/ with power point at the end of the event. Getting the graders and answer sheets. Colored pencils, pens, and other great things like snacks for graders. Set up for verification. The points(scores) are added to an excel chart. Then passed on to technology to go on Power Point. Grading / Scoring
September-October UIL Activities at DVMS Returning coaches get first choice. Different coaches for team events, individual, and our own district Challenger events. Recruit Coaches for different UIL Events. Folders with information about the events, how they are scored and how the test runs. Sample material from A+ book is also shared. Conflict Schedule is share with coaches.. Materials go out to the Coaches of the different event on our campus. Conflict Schedule is set up.
Major announcement by our Principal Every teacher is required to work the UIL District Contest that we are hosting this year. Everyone will have a job that day. Some of our teachers are coaches, but many will be doing other jobs as we have the best contest ever, and bring home another 1stplace trophy. WE will feed you, of course. Time for the day is 8:15 until 4 pm. Dress is jeans and staff T-shirt.
District UIL Shared Information-September Meeting of other coordinators is held. It has been online the last few years as it is hard to get away from campus. Any updates are shared as well as the projected time for the events to start. Conflict Schedule. Entry fee and how to send it to our campus is explained. Each secretary sends it electronically. Our campus will provide the judges but other campuses are welcome to send in staff to help. The faster we grade the faster the day ends. District permission slip is share as it is an online, fill in the blank form. Suggest coordinators go ahead and get their coaches, and start working with students. Bus request is suggested to be taken care of early.
Coordinators notes of things to do Notebook of these things are part of my setup to include: Make sure I have ordered A+ information, as well as sign up to be Host School for District Contest. Recruitment of students with posters for each grade level in their hall, and pep talk at several grade level assemblies/meetings. September/ October Security will be handled by Principal and Assistant Principal Cleanup with be handled by custodian. Publicity with go out from the office, on twitter account, sign out front. Photos will be taken by year book staff, as well as principal. Order Materials- November get purchase order to secretary, for different colored paper, folders, envelopes, colored pens. Count Number of medals needed through 6thplace find best price (Jones out of South Carolina are the best we can find). Trophies are also ordered.
DVMS Coordinator things to do continues: Get a trainer of staff on their jobs for the event they will also train graders after staff meeting all in January week of UIL Get staff member to write of letter of welcome for other campuses. They will also stuff envelope with maps, conflict schedules, tickets for hospitality room etc. I will do a reminder to Coaches to remind students to bring money for concessions as well as dress for success at UIL Contest. January Train Speaking Chairs, so they can then train judges on how to score speaking events. November or early December. Check with Art Production Teachers, they will create their own score card, and contact judges. Not part of scores for UIL but fun activity to have. Get Special Education Teachers to come up with test for Challenger students to do in science, social studies, spelling, math, and calculator. They get a medal, but scores are not part of UIL scoring. November
JANUARY: CONTEST is almost here Spend a Saturday with chairs who are doing production of maps, signs, room numbers with tests and times, signs about where food can be consumed (not in the gym). We also copy all of the tests and answer sheets at this time with each grade level getting a different color. Tests are divided up and put in giant envelopes with directions, answer sheets on them. Directions are also copied in the same color and put on front of envelope. Labels with test information-time, room number, grade level and proctor are placed on each envelope. Answer sheets with a sample test, and how to score the specific tests are placed in different envelopes. Clean sign in sheets are put in envelopes in correct grade colors for final sharing. Labels with test information-time, room number, grade level and proctor are placed on each envelope.
More to accomplish before the meet Remind staff to put away personal items as their rooms will be used for contests. Assistant Chair: This is a hard job, but someone has to do it. This teacher assigned two teachers to each room, so that one could take down the completed packet after the contest. The two could let each other take a break and work together, especially in contests that needed helpers such as spelling, and listening. All teachers said it worked better to have two teachers in a room. Make sure music memory site is ready. The coach for this set it up. Make sure Art history pictures are covered and numbered.
Just a few more things to remember Speaking events need time keepers, and timers. Speaking Chair also makes all copies. Writing information including how to identify each campus, students, grade, etc., shared with other campuses and then writing events are run at our campus the day before the Saturday District event. Signs in Gym for each school, remind the Cheer Sponsor that cheerleaders are going to help with this by making and posting signs. We are almost there.
Friday after school before the event Hospitality room is set up by that committee. It looks fantastic. They decided all judges needed a goodie bag so they had those ready to hand out.(Water, candy, pen, pencil, tissue) Set up committee posts signs by rooms, maps in halls, schedule/giant conflict schedule or two in areas by gym, cafeteria and two halls we are using. First event tests are locked in rooms along with pencils, pens, notebook paper, and scratch paper if needed. Grading chair is all set. Computers are up and running, she has a collector of tests, tabulators, and power point creator all ready. Table cloth and table for trophies are in gym. Trophies are locked up in Coaches office. Equipment for power point /projector and screen are to the side ready to slide in place. Medals are on carts divided by 1st, 2nd, 3rdas indicated on ribbons and medals, then red white blue ribbon for 4th, 5th, 6thplace. Individual and team are accounted for as well as Challenger, and Art Production. Microphone and table set up in cafeteria for the announcer. Staff has been trained and timetable by each chair is created. All staff are coming. Home for some sleep, and back to school by 6:30 am.
Saturday arrives and I walk around to check with each chair to see if they need anything or if I can help, and I find that they have it under control. WE are the best, and we show the schools in our district that we are organized to the best of our ability. The contest runs great No glitches The students have fun The staff, ours and theirs are all doing great. Principals are happy for a positive experience for their school.
When it is over WE have won, and you can too, by starting early with your planning. Get staff excited about winning, and about hosting, and about helping. Get Chairs that will help you make it happen!
