Contest Coordinator Checklist

Review all participation, eligiblity, and registration information

Ensure your local chapter is in compliance with all TAME rules and guidelines

Complete Intent to Participate Form (linked at the bottom of this page) by February 1st. Please review this list and the Registration Information page before completing this form.

Receive Registration form via email from State Office (this will be sent once the Intent to Participate form has been received.)

Arrange for the correct number of chaperones to attend. The required ratio of adults to students is: ONE chaperone to every EIGHT high school students (total of 3 per 20 students) ONE chaperone to every SIX middle school students (total of 4 per 20 students). If you choose to bring more chaperones than your ration requires, a fee of $35/chaperone (if your chapter is staying Friday night only) or $40/per chaperone (if your chapter is staying Friday AND Saturday night) is applicable. In addition, lodging for extra chaperones must be reserved and paid for directly by the individual or the chapter. ALL chaperones must be included on your registration form.

Submit completed registration Form by March 19th. No one will be allowed inside on Saturday unless they have been registered as part of an chapter group. A fee may be assessed to any chapter whose registration numbers change by more than 10% less than 24 hours before the event.

Complete and submit Hotel Room Assignment form.   This will be emailed to you once a completed Registration Form has been received.  The number of rooms you are allotted is based on the number of students and chaperones attending. Note: One additional room for a bus driver will be provided for those groups who have chartered a bus company.  This can be noted on the Hotel Room Assignment form. 

Review and distribute Chaperone Guidelines to all chaperones.  Reserve a copy to be read aloud to all students and chaperones prior to arrival.

Plan to register onsite the evening of Friday April 9th (location and exact time will be emailed to you prior to the contest.)  If you are unable to attend registration on Friday evening, you must request permission in advance via email from the TAME state office to arrange for late registration if you wish to be able to register at University of Houston on Saturday morning. You will be sent a confirmation email with your pre-arranged registration time for Saturday morning.  If you have not pre-arranged a specific Saturday registration time your students will not be permitted to participate. 

Make all chaperones and students aware that the following meals will be provided by TAME:

Friday: Dinner

Saturday: Breakfast, Lunch, and a boxed "to-go" dinner

Sunday: Breakfast (ONLY IF YOUR CHAPTER IS STAYING SATURDAY NIGHT)

All other meals/snacks must be provided by the individual or local chapter.

The following forms should be completed and turned in Friday, April 9th at registration:

Demographic Form
Copies of all Permission Forms
T-Shirt Order Form

After the event, ensure that chapter Treasurer has submitted any necessary RFPs no later than Friday May 7th.

Once you have reviewed this checklist and the Registration Information you may complete the Intent to Participate Form