2025 STATE WINTER GAMES
Event Guide presented
by:
Table of Contents
Event Basics
Event Schedule
Mountain Sports Information
Speedskating Information
3v3 Basketball Information
Special Olympics Tennessee Policies
Meals, Travel, & Housing
Weather Policies
Maps
Event Basics
Dates
Sunday, January 26: Delegation Check-In, Mountain Sport Equipment Fitting, Healthy Athletes Screenings, Opening Ceremonies
Monday, January 27: Alpine Skiing, Snowboarding, Speedskating, 3v3 Basketball, Healthy Athletes Screenings, Victory Celebration
Tuesday, January 28: Alpine Skiing, Snowboarding, Speedskating, 3v3 Basketball
Locations
Gatlinburg Convention Center – 234 Historic Nature Trail, Gatlinburg TN 37738
• Delegation Check-In
• Opening Ceremonies
• Victory Celebration
Ober Mountain – 1001 Parkway Suite 2, Gatlinburg TN 37738
• Alpine Skiing
• Snowboarding
• Speedskating
Rocky Top Sports World – 1870 Sports World Blvd, Gatlinburg TN 37798
• 3v3 Basketball
Assessment Information
Head of Delegation - $50
• Includes Sunday Dinner, Monday Lunch, Monday Dinner, Tuesday Lunch Mountain Sport Participants & Coaches - $50
• Includes Sunday Dinner, Monday Lunch, Monday Dinner, Tuesday Lunch Basketball Participants & Coaches - $15
• Includes Sunday Dinner, Monday Lunch, Monday Dinner, Tuesday Lunch Extra Delegates - $75
• Includes Sunday Dinner, Monday Lunch, Monday Dinner, Tuesday Lunch
Medical/Emergency Information
There will be medical personnel located at the Event Operations table at both Ober Mountain and Rocky Top Sports World. All coaches and HODs will receive a paper copy of the written Emergency Action Plan upon delegation check-in.
In case of emergency, please immediately notify Event Operations at (615) 829-6730 and, if necessary, call 911.
Event Basics
Healthy Athletes
Healthy Athletes will offer three different health screenings for all athletes and Unified partners. Participants are encouraged to go through the screenings in order to stay healthy and compete and an optimal level. The following disciplines will be offered:
• Opening Eyes
• Fit Feet
• Special Smiles
There will be a Health Performance Station where all participants can get a small workout in on Sunday.
Event Communication
All HODs and coaches with valid cell phone numbers will be added to the event text chain. All event updates and necessary emergency information will be sent via this text chain. Each delegation is responsible for getting the information sent to their participants, families, and spectators.
Equipment Requirements
Equipment necessary for competition will be provided at each venue. All athletes and Unified partners should be in competition appropriate attire. Jeans, cowboy boots, sandals, crocs, or any open-toed shoes are not appropriate for competition and cannot be worn. All non-medical jewelry, including watches, must be removed during competition.
• Mountain Sports: participants must be dressed in weather-appropriate attire, are able to rent necessary equipment from the venue if needed.
• Speedskating: participants must provide their own helmet, are able to rent skates from the venue if needed, will be provided with a neck guard while on the ice.
• Basketball: teams must be in matching uniform sets following the SOTN Basketball Rules Equipment and Uniform guidelines.
Credentials
All delegation members will be provided with credentials. They are required to be always worn by HODS and coaches, whereas athletes and Unified partners can take them off during competition.
Physicals
Each Head Coach must have copies of their athletes’ physicals on hand, either in paper form or a digital copy, throughout the entirety of the Games.
Event Schedule
Sunday, January 26
1:00pm-5:00pm: Delegation Check-In and Mountain Sports Equipment Fitting; Gatlinburg Convention Center Ballrooms B-D
1:00pm-5:00pm: Healthy Athletes Screenings; Gatlinburg Convention Center Ballroom A
5:00pm: Law Enforcement Torch Run Arrival and Cauldron Lighting; Outside Gatlinburg Convention Center
5:30pm-6:30pm: Dinner; Gatlinburg Convention Center Ballrooms B-D
6:45pm-7:30pm: Opening Ceremonies; Gatlinburg Convention Center Mills Auditorium
7:30pm: Mandatory Coaches Meeting; Gatlinburg Convention Center Ballrooms B-D
Monday, January 27
8:00am-8:45am: Tram to Ober; Ober Tram Mall
8:00am-8:45am: Basketball Team Check-In; Rocky Top Sports World
9:00am: Basketball Pool Play Competition Begins; Rocky Top Sports World
9:00am-2:00pm: Law Enforcement Torch Run Conference; Rocky Top Sports World
9:15am-9:30am: Torch Relay and Cauldron Lighting; Ober Mountain
9:30am-10:00am: Mountain Sport Equipment Check-Out; Ober Mountain
10:00am: Mountain Sports Instructional Training Begins, Speedskating Training Begins; Ober Mountain
11:00am-1:00pm: Lunch Window, as schedule allows; Competition Venues
5:30pm-6:30pm: Dinner; Gatlinburg Convention Center Ballrooms B-D
6:30pm-8:30pm: Victory Celebration; Gatlinburg Convention Center Mills Auditorium
6:30pm: Mandatory Coaches Meeting; Gatlinburg Convention Center Ballrooms B-D
Tuesday, January 28
8:00am-8:45am: Tram to Ober; Ober Tram Mall
8:30am-9:00am: Mountain Sport Equipment Check-Out; Ober Mountain
9:00am: Mountain Sports Instruction & Time Trials Begin; Ober Mountain
9:00am: Staggered Warmups for Speedskating, see sport-specific schedule; Ober Mountain
9:00am: Basketball Bracket Play Competition Begins; Rocky Top Sports World
11:00am-1:00pm: Lunch Window, as schedule allows; Competition Venues
*Awards for each sport will follow the conclusion of each division’s competition. Participants should head straight to awards following the end of their competition.
Mountain Sports Information
Important Coaches Information
• The coaches meeting will be on a Zoom call scheduled for January 15, 2025, at 6:00pm Central Standard Time. All coaches are expected to attend.
• Only registered delegation members will be allowed past the gates on to the snow and mountain.
• All concerns involving competition should be brought to the Event Operations Table inside, by either the HOD or Head Coach.
• If an athlete loses their bib, a Head Coach should report immediately to the Event Operations Table for a replacement.
• Any athlete who is not present at the start time of competition, will automatically receive a Participation Medal.
• Divisions are created according to the Time Trials that take place on Tuesday morning; each athlete will race one final time in each event Tuesday after lunch for final competition.
• All delegation members are required to park below at the Ober Tram Mall and ride the tram to Ober Mountain. There will be NO parking at Ober Mountain.
• Lunch will be provided in the Restaurant for registered members of the delegation only. There will be concessions available if needed.
Mountain Sports Schedule
Sunday, January 26
1:00pm-5:00pm: Delegation Check-In and Mountain Sports Equipment Fitting; Gatlinburg Convention Center Ballrooms B-D
1:00pm-5:00pm: Healthy Athletes Screenings; Gatlinburg Convention Center Ballroom A
5:00pm: Law Enforcement Torch Run Arrival and Cauldron Lighting; Outside Gatlinburg Convention Center
5:30pm-6:30pm: Dinner; Gatlinburg Convention Center Ballrooms B-D
6:45pm-7:30pm: Opening Ceremonies; Gatlinburg Convention Center Mills Auditorium
7:30pm: Mandatory Coaches Meeting; Gatlinburg Convention Center Ballrooms B-D
Monday, January 27
8:00am-8:45am: Tram to Ober; Ober Tram Mall
9:15am-9:30am: Torch Relay and Cauldron Lighting; Ober Mountain
9:30am-10:00am: Mountain Sport Equipment Check-Out; Ober Mountain
10:00am: Mountain Sports Instructional Training Begins; Ober Mountain
11:00am-1:00pm: Lunch Window, as schedule allows; Competition Venues
5:30pm-6:30pm: Dinner; Gatlinburg Convention Center Ballrooms B-D
6:30pm-8:30pm: Victory Celebration; Gatlinburg Convention Center Mills Auditorium
6:30pm: Mandatory Coaches Meeting; Gatlinburg Convention Center Ballrooms B-D
Tuesday, January 28
8:00am-8:45am: Tram to Ober; Ober Tram Mall
8:30am-9:00am: Mountain Sport Equipment Check-Out; Ober Mountain
9:00am: Mountain Sports Instruction & Time Trials Begin; Ober Mountain
11:00am-1:00pm: Lunch Window, as schedule allows; Competition Venues
1:00pm: Final Competition Begins; Ober Mountain
*Awards for each sport will follow the conclusion of each division’s competition. Participants should head straight to awards following the end of their competition.
Speedskating Sports Information
Important Coaches Information
• The coaches meeting will be on a Zoom call scheduled for January 15, 2025, at 6:00pm Central Standard Time. All coaches are expected to attend.
• All concerns involving competition should be brought to the Event Operations Table inside, by either the HOD or Head Coach.
• If an athlete loses their bib, a Head Coach should report immediately to the Event Operations Table for a replacement.
• Any athlete who is not present at the start time of competition, will automatically receive a Participation Medal.
• Divisions are created according to the Time Trials that take place on Monday afternoon; each athlete will race one final time in each event Tuesday after lunch for final competition.
• All delegation members are required to park below at the Ober Tram Mall and ride the tram to Ober Mountain. There will be NO parking at Ober Mountain.
• Lunch will be provided in the Restaurant for registered members of the delegation only. There will be concessions available if needed.
Speedskating Schedule
Sunday, January 26
1:00pm-5:00pm: Delegation Check-In; Gatlinburg Convention Center Ballrooms B-D
1:00pm-5:00pm: Healthy Athletes Screenings; Gatlinburg Convention Center Ballroom A
5:00pm: Law Enforcement Torch Run Arrival and Cauldron Lighting; Outside Gatlinburg Convention Center
5:30pm-6:30pm: Dinner; Gatlinburg Convention Center Ballrooms B-D
6:45pm-7:30pm: Opening Ceremonies; Gatlinburg Convention Center Mills Auditorium
7:30pm: Mandatory Coaches Meeting; Gatlinburg Convention Center Ballrooms B-D
Monday, January 27
8:00am-8:45am: Tram to Ober; Ober Tram Mall
9:15am-9:30am: Torch Relay and Cauldron Lighting; Ober Mountain
10:00am-11:00am: Warmups for 25M Assisted and 50M Assisted Events; Ober Mountain Ice Rink
11:00am-12:00pm: Warmups for 25M, 50M, 100M, and 200M Events; Ober Mountain Ice Rink
11:00am-1:00pm: Lunch Window, as schedule allows; Competition Venues
5:30pm-6:30pm: Dinner; Gatlinburg Convention Center Ballrooms B-D
6:30pm-8:30pm: Victory Celebration; Gatlinburg Convention Center Mills Auditorium
6:30pm: Mandatory Coaches Meeting; Gatlinburg Convention Center Ballrooms B-D
Tuesday, January 28
8:00am-8:45am: Tram to Ober; Ober Tram Mall
9:00am-9:45am: Warmups for 100M and 200M Events; Ober Mountain Ice Rink
9:45am-10:30am: Warmups for 25M and 50M Events; Ober Mountain Ice Rink
10:30am-11:15am: Warmups for 25M Assisted and 50M Assisted Events; Ober Mountain Ice Rink
11:00am-1:00pm: Lunch Window, as schedule allows; Competition Venues
12:30pm-1:30pm: Competition for 25M, 100M, 50M, and 200M Events, in that order; Ober Mountain Ice Rink
1:30pm-3:30pm: Competition for 25M Assisted and 50M Assisted Events, in that order; Ober Mountain Ice Rink
*Awards for each sport will follow the conclusion of each division’s competition. Participants should head straight to awards following the end of their competition.
3v3 Basketball Sports Information
Important Coaches Information
• The coaches meeting will be on a Zoom call scheduled for January 15, 2025, at 6:00pm Central Standard Time. All coaches are expected to attend.
• All concerns involving competition should be brought to the Event Operations Table, by either the HOD or Head Coach.
• Any team who is not present at the start time of competition, will have a 5-minute grace period before the game is a forfeit.
• Divisions are created based on pool play results from Monday. Brackets will be emailed on Monday evening to coaches and posted on the website. Bracket play will be on Tuesday.
• Lunch will be provided in the cafeteria area for registered members of the delegation only. There will be concessions available if needed.
• While every effort will be made to keep traditional and Unified competition separate, the Games Committee reserves the right to cross divisions if necessary.
• All teams are required to stop by the Event Operations Table each morning to check in.
• There will be no warmup time between games, teams can use open courts to warm up.
• Each game will consist of two eight-minute halves, with a running clock except during the final minute of each half.
• The SOTN Official Basketball Rules will govern competition.
3v3 Basketball Schedule
Sunday, January 26
1:00pm-5:00pm: Delegation Check-In; Gatlinburg Convention Center Ballrooms B-D
1:00pm-5:00pm: Healthy Athletes Screenings; Gatlinburg Convention Center Ballroom A
5:00pm: Law Enforcement Torch Run Arrival and Cauldron Lighting; Outside Gatlinburg Convention Center
5:30pm-6:30pm: Dinner; Gatlinburg Convention Center Ballrooms B-D
6:45pm-7:30pm: Opening Ceremonies; Gatlinburg Convention Center Mills Auditorium
7:30pm: Mandatory Coaches Meeting; Gatlinburg Convention Center Ballrooms B-D
Monday, January 27
8:00am-8:45am: Basketball Team Check-In; Rocky Top Sports World
9:00am: Basketball Pool Play Competition Begins; Rocky Top Sports World
11:00am-1:00pm: Lunch Window, as schedule allows; Competition Venues
5:30pm-6:30pm: Dinner; Gatlinburg Convention Center Ballrooms B-D
6:30pm-8:30pm: Victory Celebration; Gatlinburg Convention Center Mills Auditorium
6:30pm: Mandatory Coaches Meeting; Gatlinburg Convention Center Ballrooms B-D
Tuesday, January 28
8:00am-8:45am: Basketball Team Check-In; Rocky Top Sports World
9:00am: Basketball Bracket Play Competition Begins; Rocky Top Sports World
11:00am-1:00pm: Lunch Window, as schedule allows; Competition Venues
*Awards for each sport will follow the conclusion of each division’s competition. Participants should head straight to awards following the end of their competition.
Special Olympics Tennessee Policies
Alcohol & Smoke Policy
There is absolutely no consumption of alcohol beverages or smoking, vaping, chewing or use of tobacco products allowed at any time during a Special Olympics event.
Pool & Hot Tub Policy
All recreational swimming in pools or hot tubs is strictly prohibited while participating in any Special Olympics event, including travel to and from that event.
15-Passenger Van Policy
Special Olympics prohibits the use of 15-passenger vans for transportation to and from any Special Olympics event.
Class A Forms
All coaches, Unified partners over the age of 18, and any other members that travel with the delegation must submit a Class A.
Coaching Requirements
Coaches need to be up to date on the following:
• Class A
• Protective Behaviors
• Concussion Training
• Unified Training (if applicable)
• Sport-Specific Training
Meals, Travel, & Housing
Meals
There is absolutely no consumption of alcohol beverages or smoking, vaping, chewing or use of tobacco products allowed at any time during a Special Olympics event.
Travel
Programs are responsible for all travel arrangements and expenses for their delegations to and from the Games. Please notify Nathaniel and Cate if any part of the delegation is running late at any time to the Games.
Housing
The Glenstone Lodge is the preferred hotel for the Games. Delegations are NOT required to stay there. Room rates have been negotiated at $67/night for doubles and queens. Unlike in years past, the State Office will not be paying for delegation rooms and sending the charges via assessment. Each area must have ONE person coordinate rooms for the entire delegation, call the sales office and book rooms under our room block, then provide payment. Payment may be made via check or credit card.
Weather Policies
Heat Policy
SOTN’s heat policy is determined by the Wet Bulb Globe Temperature (WBGT). WBGT considers ambient temperature, humidity, wind speed, sun angle, direct sunlight, and cloud cover.
Wet Bulb Glove Temperature Policy
• WBGT is monitored via Perry Weather.
• Located in Category 3, SOTN will utilize the chart below for decision-making.
• Once the Threat Level has reached Extreme, all competition will immediately be stopped, and an evacuation will be prompted.
Cold Policy
Cold exposure is an unavoidable part of sports, especially with those that participate in outdoor sports during the fall and winter months. The following guidelines will be used in planning activities depending on wind-chill temperature.
• 30̊ Fahrenheit and below: Be aware of the potential for cold injury.
• 25̊ Fahrenheit and below: Additional protective clothing, covering as much exposed skin as practical. Access to facilities for re-warming provided.
• 15̊ Fahrenheit and below: Activity time will be limited to one hour outside with a minimum 20-minute warm-up period indoors before activity can resume.
• 7̊ Fahrenheit and below: Activity time will be limited to 30-minutes outside with a minimum 20-minute warm-up period indoors before activity can resume.
• 0̊ Fahrenheit and below: All outdoor activities will be postponed until the temperature rises.
Weather Policies
Lightning Policy
• All lightning is monitored via Perry Weather.
• Lightning within 10 miles will immediately stop competition and prompt an evacuation of the facility.
• A 30-minute timer starts once play has been suspended; the timer resets every time a new strike occurs within 10 miles. Once the timer reaches zero, teams, coaches, spectators, officials & employees will be instructed to re-enter the facility to resume competition as soon as possible.
• Not all lightning that is visually located is close enough to prompt a stoppage of play and evacuation of the facility.
One air horn blast signifies a weather warning, two air horn blasts signify immediate evacuation to safe spaces, three air horn blasts signify resumption of competition.
Gatlinburg Convention Center
Cauldron Lighting
Sponsors
