Your team is checking in. Congratulations! It’s time to let them do their thing.

It’s natural to be nervous when your team is checking in. And we understand the instinct to help them through the process. After all, you’ve been working up to this moment together for months!

Because of this, the check-in and staging areas can be big Outside Assistance traps. To make sure you avoid this trap, here is a brief list of what to expect when your team checks in.

1. You should arrive at the check-in area at least 15 minutes before your scheduled performance time. Depending on when your team is performing and the space available, there may be other teams in and around the area. Be courteous and careful around any sets/props, and don’t interrupt a team that is talking to the staging area judge. However, be sure to tell the staging official you are there. If they are ready for you to check-in, they will call the team forward.
2. Once the Staging Area Judge has called the team to check-in, the team members should do the talking! It’s best for parents to proceed to the audience entrance at this time and for coaches to stand at a distance from the team to allow them to interact without looking to their coach for answers.
3. The Staging Area Judge will ask the team members some questions about their performance in check all team forms. Team members should present the forms, and if the judge has any questions, team members should answer them. Team members are also encouraged to ask any questions they have during this time.
4. Once the team has checked in, you may be asked to wait outside until a performance has ended and the performance area has been cleared. In some cases, the team entrance and exit may be through the same door, so be sure to leave room for the team that has just performed to move their items out of the room.
5. Once the team is told they can enter the room, coaches may help carry props and set pieces into the room. However, that is all! No directing teams where to put things or how to set up. You are at this point only acting under the direction of the team. Once items are in the room, the coach should take a seat.

To avoid accidentally succumbing to the urge to direct your team, coaches of older kids in D2 or D3 should let them carry in all performance materials themselves if the kids are old enough and able to do so. Younger kids may need more physical help, but remember, you’re just there to help get them into the room.

Always err on the side of letting the kids take charge. And if you’re not sure whether you’re allowed to help with something, ask an official. We all want the tournament experience to be as positive and fun as possible for everyone, so take a deep breath and know your team’s got this!