Tournament Planning. Timetable (varies according to size of tournament)

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Bertina Waters
5 years ago
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1 Tournament Planning Timetable (varies according to size of tournament) 1 year in advance (for large tournaments) Set the dates Reserve and facilities Initial planning of the tournament o Events o Daily Schedule o Entertainment o Cost/Expenses Advertise dates to other communities 3 months prior Planning meeting o Committee Assignments Rules Rules being used o Specified on announcement and registration o Any changes specified Tournament Director assignments the person with final responsibility at each venue for any decisions (rule issues, rain decisions, match scheduling, etc ) Registration Registration Fees & Event Fees Announcement Registration Form Who is handling registrations and monies o Should be treasurer Courts Preparation o Court Cleaning Warm-up courts? o Tape for marking temporary courts? Rain o Squeegy/Cleaning crews o Back-up courts from neighbors Balls o Order balls sufficiently in advance to avoid out-of-stock Suppliers may be temporarily out waiting for shipments from manufacturer. New balls for tournament play (initially, daily, finals?) Spectator Seating

2 o Location o Chairs & Tables Event Director tables o Location Checkin Table Event Director s table o PA System Vendor Tables o Location? o Fees? Venue Coordination Venue o Notify Venue of tournament information (dates, announcement, and registration form) for insurance issues Maps for participants o Court locations and parking areas and restrictions o Food locations o Bathroom locations Coordinating with Venue Security o Letting them in on the planning o Any suggestions Check-in Desk Verify player fees have been collected Verify release signed Distribute any purchased tickets/items to players Sell Banquet/Lunch tickets Event Directors- Daily Event Director o Responsible for primary bracket sheets and scheduling matches to keep the courts flowing. Asst Director o On deck - finding players and referee/lines people o Final court assignment - announcing matches Recorder posting results on bulletin board Tables/Chairs/Sun Shade Bracket Sheets Score Sheets Bulletin Boards (each location) Posting Daily Schedule and Tournament information Posting of play brackets Medical Emergency CPR/AED Training Instructions Schedule

3 Incident Reporting Forms (for us and venue) Communications PA System o Special Wiring for speakers o Plastic covers for electrical equipment o Power location and extension cords Safety issues Inter-Venue o FRS Radios or Walkie-Talkies Referees Training o Applicable rules o Special rules Scheduling o Time blocks Refreshments Free or costs? o Should workers get free drinks/food o Does fees include lunch/drinks Morning Refreshments o Coffee Mid-day o Lunch Health code issues for foods prepared on site Temporary License? Hand washing? Gloves Foods prepared Trash/Recycling Player Items hopefully donated? o Water o Fruits Web Tournament Website and information o Posting announcement o Posting registration information Tournament Management o Player registration o Seeding o Bracket creation o Result recording Social Setup o Decorations o Tables

4 o Dance Area o Entertainment/Skit Menu Door Prizes? Silent Auction? Entertainment? Cleanup Pricing/Costs o Advertising Information sheets Registration Form Web postings o Confirm reservations (room & other) o Daily Schedule o USAPA Sanctioning? Advertising? o Sponsors Tournament Items Drinks (Water, Gatorade, etc..) Food (Oranges, Bananas, etc..) Social Items Door Prizes Silent Auction Items 1 Month Referee training and scheduling Order o Awards o Balls 2 Weeks Tables and Chairs from venue Registration Deadline Determine type of matches Seeding Initial play brackets 4 Days prior to Social Verify counts with caterer Day(s) before start Verify everything Tables and chairs delivered to the courts

5 Daily Whose responsible for setup o Are first match score sheets made up before hand. o Initial court assignments o Equipment setup o Table setup for vendors? o Court readiness (net heights, balls) Stock box for each tournament Desk o Play Sheets o Score Sheets o Referee list/schedule o Pencils o Clipboards (Director and Referee) o Pencil Sharpener o Paper Clips o Bulletin Board Pins o Markers o Tape (Scotch, Duck, Package Tape) o Incident Reporting Forms Whose responsible for tear-down Cleanup/Recycling Reporting results o Website o Others Changes due to player changes (adds/drops/injuries/etc..) Social Door greeters Setup Food coordination with caterer Decorations Entertainment 50/50 sellers Cleanup Post Tournament Result Reporting Rates Recommendations

EVENTS. Event Request Guidelines

EVENTS. Event Request Guidelines Event Request Guidelines Non-Registration Events: Event packet must be turned in to Admin and approved 6 weeks prior to your event. This allows 2 weeks for administrative needs prior to your event going