Your Team advanced to State Competition, now what?

Here is a summary of all the tasks you need to coordinate. Some tasks sooner than others. Share it with all the team parents. Check the homepage for announcements when registration opens for teams, judges and 2hr Volunteers. Check the calendar page for all State deadlines.

Coaches checklist

  • Read all the information provided on the website. There are several pages dedicated to the STATE tournament.

  • Register your team for State (STATE Registration under the State Tournament Menu).

  • Pay the State registration fee. If you have already received your Team confirmation email, you can use the last part as an invoice and include it with payment. Or write your team information on a piece of paper and add it with payment.

  • Place your pre-order for team T-shirts (under the Sales menu). They will open mid-March for two weeks only.

  • Remind your Judge and 2-hr volunteer to check their own information page and register (under STATE tournament menu and Volunteer menu respectively). If you have difficulty securing either judge or volunteer, you as a coach MUST contact the respective judge or volunteer coordinator. Do not be a no-show in that respective area as this is a team qualification requirement.

  • Arrange for team accommodation if traveling from out-of-town. Check our special group rates in Odyssey Team hotels (2019 Hotel Information under the State Tournament menu).

  • Prepare a new set of team forms (outside assistance, cost form, team required form, etc.). See the Team FORMS page under Teams menu . You can choose to keep the same forms as you had at Region or change them. There are no copy facilities on-site at the tournament. Do not turn in your originals, in case you advance to World Finals.

  • Check our website often for information and updates.

  • Review regional scores and discuss with the team. Remember that the team can choose to change/improve areas of weakness or even start from scratch for State.

  • Whether you rent a truck or bring the props in cars, figure out how your team will transport their props and costumes to the tournament, and how they will get there themselves. Remember, adults can help the team carry their items but only the TEAM may create, connect, or position the items. Check the State Tournament Information Packet (when published) to figure out the best location for unloading. Determine a time and place for all team members to meet up once they arrive.

  • Invite your Team Members’ family, friends, teachers, principal, etc., to the tournament: Help build a supportive audience for your team. Remember how hard it is to explain what Odyssey is all about to people? Well, this is their chance to come experience the creativity and fun for themselves! You may even inspire more team members, coaches, and volunteers for next year. Be sure to tell your guests the name of your team’s problem and your division, so they can find your performance. Ask them to arrive early to allow time for parking and finding your performance.

  • Plan to attend the State Mixer event, if possible. This is a social event for teams to mingle and meet teams from other regions (Hint: team members can attend the Mixer while a few parents volunteer for set-up)

  • On competition day, ask your team to stop by the Thank You table before 1 pm, to write a personal thank you to your judges.

  • All of that in addition to coaching, encouraging, praising, building spontaneous problems, shopping, emailing, texting, tweeting, and all the verbs in the OM coach vocabulary.

We know you are excited and overwhelmed so ……… delegate, delegate, delegate!

Judges checklist

  • Check scores when published to verify if the team you represent has advanced.

  • ALL Houston judges are asked to serve as a judge in the State competition, including judges of Primary teams and teams that did not advance.

  • All other region judges, whose team have advanced, are also required to serve as a judge in the State competition. If you are from a region other than Houston and your team has not advanced but you would still like to judge, please contact your RD or email You are very welcome to join the State tournament as well.

  • As soon as registration opens, login with your same Region Judge login and password and advance your registration for State. Note: You can ONLY judge in the problem that you worked at Region.

Read all the general tournament information listed under “State Tournament at Waller High School” (coming soon) and “State Judges Area”. There is a section about hotel arrangements (coming soon) and reimbursement for out-of-town judges. 

Volunteers and Parents checklist

  • Read all the general tournament information listed under “State Tournament at Paul Revere and Walnut Bend” and “State 2-hr Volunteer Area” (coming soon)

  • Ask your coach how you can help. There are so many tasks that you can help the team with.

  • Once the team schedule is published, offer to cover a “second shift” for your team at the Tournament, or in the Pre- and Post- tournament sessions. We will offer one-hour shifts for parents who can lend that extra hand, in addition to the regular 2-hr Volunteer session that a team volunteer covers.

  • We always ask for help with the tournament tear-down (4 to 6 pm) and awards set-up and pack-up (5 to 7 pm then 8 to 9 pm) or offloading the tournament supplies in Houston on Sunday from 1 to 3 pm). There is plenty of time before the Awards ceremony and the Committee deserves help right until the end. This difficult task is always left to a few very tired people. PLEASE pitch in and make the job go more quickly. Many hands…...