Pre-Contest Administrative and Medical Timeout Unveiled

Event preparation will include another important, and recommended, step for Member Schools and their administrative teams this school year. 

The Minnesota State High School League has developed a Pre-Contest Administrative and Medical Timeout procedure, an initiative that formalizes communications for site administrators to review crucial preparatory information for all areas of the contest. It is recommended the pre-contest meeting be managed by the site administrator and be attended by head coaches, officials, medical personnel, and where applicable, the visiting school administrator. 

Understanding roles and working proactively are intentional preparations to prevent issues ranging from unsporting behavior to how to respond to unexpected events, like a medical emergency. 

“This initiative represents a collaboration amongst officials, Member School Activities Directors, the League’s Sports Medicine Advisory Committee and League Staff to prioritize and formalize effective communications for all of our events and activities,” said Lisa Quednow, a League associate director. “While Emergency Action Plans have been a part of event safety in Minnesota for more than a decade, this effort formalizes practices that many of our coaches, officials and site administrators have been informally implementing for years. It clearly identifies the individuals responsible for supporting the event and solidifies their roles in ensuring the safety of both participants and spectators.”

The Pre-Contest Administrative and Medical Timeout does not replace the pregame meeting with officials, coaches and captains of their respective teams. In that session, officials manage the meeting covering rules, uniform compliance and in-game behavior expectations. 

An agenda of talking points during the Pre-Contest Administrative and Medical Timeout can include, but are not limited, to: 

• Identifying the contest administrator and their location.
• Discuss unique aspects of the contest and venue.
• Review Facility Emergency Plans.
• Review contest-ending procedures.
• Identify the supervisor of spectators.
• Enforce League Behavior Expectations.
• Support officials in their enforcement of contest rules.
• Confirm with coaches that teams are properly equipped.
• Identify onsite medical personnel.
• Discuss weather considerations.
• Identify AED locations.

“The Pre-Contest Administrative and Medical Timeout is a great opportunity to make sure event leaders can confidently handle tough situations that can arise in the athletics and activities they host,” said Phil Archer, a League associate director. “This can cover anything from a potentially dangerous weather or facility issue to a medical emergency or spectator issue in the stands. We are putting our Member Schools in a position to be proactive and not 100 percent reactive to situations that may occur at contests around the League.”

During an all-school mailing earlier this month, Member Schools received Pre-Contest Administrative and Medical Timeout Cards, as well as a one-page guidance document.  

Resources, including forthcoming videos that share a demonstration of the Pre-Contest Administrative and Medical Timeout, can be found here.