HOST TASKS
LIFTERS
Sign Contract with XYL
If you're in the Host Portal, that means this has already taken place! You should be good to go here. As a reminder, you can access a copy in the "Welcome & Overview" tab as well as a signed copy in your email from your DocuSign submission. If you have any questions about the contract, don't hesitate to reach out to Kelsey.
Review the Course Instructions & Host Packet Overview
We suggest glancing over this just to get a feel for everything that will happen over the next few months (on both our end and yours) so you can ask any questions ahead of time
Launch to Your Gym Community
We will decide on a date together to share the information and registration link with your gym at the same time we share it with our 1on1 clients and previous athletes, as these are all the athletes that should have first access to registration. Get them excited about being the host community
MEDIA
Contact Local Gyms & Coaches to Promote
As the host gym, you are responsible for filling up your registrations to a minimum of 20 lifters. We will be advertising on our end through social media, but you will need to promote it locally for competitors. We cap most meets at 40 lifters, but if your venue is able to support more than this, we would love to discuss and potentially open it up for more!
Ways to locally promote the event:
Print & drop of flyers (design is in content tab) to local gyms, massage places, PT offices, chiropractors, recovery/wellness shops, supplement stores, etc
Reach out to local coaches and encourage their athletes to participate
Reach out to local gym owners and encourage their community to get a group together to register or come to support
Note: The more lifters you have, the more people in your door, and the more of a financial benefit it is to you
VOLUNTEERS
Create a List of Potential Volunteers
You won't need to reach out to these volunteers quite yet, but having an idea of who may be able to help out will give you a head start
You will need the following:
Minimum 3 judges & 4 plate loaders/spotters: Our team will meet with them in advance to go over regulations, rules, and spotting guidelines
Minimum 3 additional volunteers to help run the meet: Sign-in table, scoring table, and announcing (additional social media volunteer can be helpful, but not necessary)
SPONSORSHIPS
Create a List of Sponsors to Reach Out to
Feel free to use our template in the free to use content tab below - Email, text, & social media posts templates available
SOCIAL MEDIA
Promote on Social Media
Continue to promote on social media via Instagram stories + posts to get the word out. Our goal is 1-3 posts/week leading up to the event
XYL TASKS
LIFTERS
Create Comp Corner Event
We will be creating and sending you the registration link for athlete sign-ups via email. This will be the direct link for your venue's XYL event to share with your community
Registration Email
In this registration email, it will include next steps for the lifter as well as some tips ahead of time to prepare them for the event
Create FaceBook Event
A facebook event will be created and collaborated with your gym's Facebook account (if applicable). This will increase exposure and reach for athletes
Launch to XYL Clients
We will launch your exclusive XYL event to our community + your community first
Launch to Public Platforms
We will then publicly launch on all platforms and collaborate with your Instagram
MEDIA
Create Flyer/Visual
Our team will create flyers and digital media including Instagram posts, stories, reels, and more for you to post on social media + make it easy for your gym to spread the word
Design Volunteer Event Shirt + Athlete Patch
We will design volunteer t-shirt + event patch that each athlete will receive as a reward for stepping out of their comfort zone
VOLUNTEERS
Here to answer any questions about your gym finding volunteers
We are also preparing walk-through tutorials for the volunteers as they are finalized to ensure a smooth process for them
SPONSORSHIPS
Create list of event-specific sponsors to reach out to
We are currently in process of solidifying financial + product sponsors for your event and venue. We will work collaboratively to get the best sponsors to be a part of the event
SOCIAL MEDIA
Launch on social media
Publicly launch on social media and collaborate with your gym's Instagram
Promote on social media according to social media strategy
We are also doing lead generation + outreach to local gyms and athletes for registrations
If you have any questions, comments, thoughts, or concerns, please do not hesitate to reach out to our XYL team. We will be in close communication throughout this process.