September 24, 2025 • Athletic Administration

Finding and retaining personnel support for athletic contests

Whether it be someone on your staff or volunteers, many high school contests will need support personnel in order to host a contest. While revenue-producing events will undoubtedly require more supportive positions and perhaps individuals with special skills, even contests that do not involve ticket sales may need someone to help with the operations.

In addition to locating and having individuals available to help, they may also need a little training and supervision in order to ensure a safe, well-run event. An athletic administrator cannot do everything by him or herself — it would be impossible. The following are, therefore, some support personnel whom you may need and the type of directions that they should have before filling their role:

Security: Quite commonly, off-duty police officers might fill this position. To help determine how many you will need would be based upon the number of spectators that you normally would anticipate, whether the opponent is a neighboring rival, if the fans of an opponent typically “travel well,” and if the contest is played in the evening or afternoon.

In addition, private vendors can also supply security personnel instead of police officers. In some settings, teachers and administrators may also serve in a supervisory capacity, and of course, there could be a combination of officers, private security, and school personnel. But to be proactive, all individuals serving in a security capacity should be briefed as to your sportsmanship and deportment expectations for your fans, and where they should strategically be stationed during a contest.

Ticket Sellers: While tickets can now be sold online and through private vendors, some settings may still rely on selling tickets on site at a contest. In this case, you will need individuals to collect the money, make change, and issue the ticket. Obviously, a seller needs to know the price, which tickets go to adults, and which are designated for students. In addition, signs indicating the cost of tickets should be posted, and “students” should be defined as those young people attending middle or high schools. College students would be considered adults, and children under the age of eleven are admitted free when accompanied by an adult.
Grounds Crew: Obviously, fields have to be mowed and lined for outdoor contests. If you are fortunate and have a grounds crew, they will know how to operate the tractor or mower, and the paint machine. But they will need a schedule, daily reminders, and any special details that have to be accomplished, such as repairing a hole or rut.

If you don’t have a grounds crew, you will need to find some students, booster club members, or parents to give you a hand. Even after providing them with the specific dimensions and lines needed for the various sports, they will need training and your supervision.

Public Address Announcer: Assuming that you have a sound system in your venue, or possibly a portable one, your announcer will need some training. A good resource is the Leadership Training Course 625 – Management of Game and Event Announcing, which was produced by the National Interscholastic Athletic Administrators Association, and it includes examples of specific, appropriate scripts or announcements that can, and should, be developed for use in your venues. It is imperative that your announcer is not a “cheerleader” for your team, but rather makes announcements that promote and ensure a safe, positive, education-based environment.
Score Clock Operator: Since this person has to work in concert with the officials, this individual not only needs instruction and training, but it would be wise to also have several practice sessions before assuming this responsibility in an actual contest. Team practice sessions and scrimmages could serve as learning or practice opportunities, and if an experienced operator is available to guide and tutor your designated person in these sessions, it would be helpful.
Scorebook Keeper: In addition to a person who operates the score clock, you will also need some to keep the scorebook for many contests. Even though many scorebooks have keys and instructions on the inside cover, it would be wise for you or an experienced individual to provide some training. Just as score clock operators would benefit from practice sessions with an experienced person serving as a tutor, an inexperienced score keeper would as well. It is also vital that a scorebook keeper pays close attention during games, listens to, and works effectively with the officials.

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Regardless of whether you have salaried support personnel, such as a grounds crew, individuals who receive a small stipend for their services, or are dependent upon volunteers, it is critically important to show your appreciation to them. While providing these individuals with teamwear or swag is a typical approach, also profusely thank them, mention them at awards evenings, and post their names and contributions on your website and on social media platforms. Why? Remember, you need these individuals to successfully host a safe, well-organized, and problem-free contest. Since you also want to be able to retain your support personnel, showing appreciation is essential!