Be organized with charts/letters and documents already made for you. All you have to do is fill in the names and dates! There is an event/coach list, contestant list for you to enter in contestants names and grade levels, parent letter, "Day of the Event' info sheet, parent sign out sheets, and a list for you to fill out your school's results. I have done this for many years and these documents are invaluable and done for you. All you do is edit to suit your purposes. This will save you a ton of time and ensure you look as professional as possible as your school's coordinator.