Slide 1: How to run an effective tournament Josh Seamon UCPC 2008
Slide 2: Introduction  About Me  St. Johnsbury  Pomona  Amherst  Leagues  UPA  This presentation  Key elements  General hints  Specific hints  My opinion  Why this topic  NOT a complete guide
Slide 3: It’s never too early… …. to start planning.
Slide 4: Reasons to run a tournament  Brings lots of teams to you  Showcase Ultimate in your community  Level teams, even games  There’s a hole in your region’s schedule  You’re fed up with how other tournaments are run
Slide 5: What you need to know right now  Fields  Dream about them, get maps, use wisely  Insurance  School, sanctioning, or?  A weekend that works & a backup  KNOW your region, KNOW your teams  Budget  Entirely self supported? Or?
Slide 6: What you need to prep well in advance  Housing  Depends on tourney, parents!  Food  Cold and abundant  Vendors  Minimal gear goes a LONG way  Programs  Overly informative, well thought out  Volunteers  Recruit early, recruit often, recruit  Media  Press release, non-sports sections, photographer  Trainer  This should be an absolute  Timeline
Slide 7: Promo, Presence, and Communication         Clean and simple Constantly updated website UPA, RSD Mailing lists Buy a domain Buy a host and use a CMS? Kidnap a tech PROOF your product, include pictures, and use an HTML editor
Slide 8: Scheduling  Standard tournament formats  Convenient, 4/8/16  Nonstandard formats  Ensure even play, connect the dots  Appropriate amount of teams and games  Don’t over book, don’t cram  Don’t be afraid to improvise
Slide 9: Captain’s Meeting  Practice!  This is your time to SHINE  Well organized and overly informative  Teams will always want more info  Goal: NO paperwork  Online rostering, early deadlines  Stay ON time, NOT Ultimate time  Set clear expectations, keep moving  Use this time to CYA  There is always ONE issue  SPELL OUT the rules
Slide 10: Team Boxes  Food  Water  Programs  Game Discs  Laminated Schedule
Slide 11: During the tournament  Find a body double  You CANNOT do everything  Have a contingency plan for everything  Actually do dry runs, plan for the worst  ‘Watchers’ on each field  Scorekeepers and timers  Stay ON time, NOT Ultimate time  Set clear and concise cap rules, space out rounds  Play the tournament out beforehand  Seriously
Slide 12: The Awards Ceremony  Make it big  Giving praise is rewarding  Thoughtful awards go a long way  Trophies legitimize  ALWAYS have a spirit award  The largest trophy?  Free schwag = people love you  T-shirts, Discs, etc.
Slide 13: After the tournament  Cleanup Crews  One for setup too, don’t count on people ‘being there’  Tournament recap  People LOVE pictures and writeups  Thank you letters!  These are an ABSOLUTE must, write them by hand, sign them, include attending teams  Meeting to debrief and brainstorm  SOON after the tournament
Slide 14: Dealing with the unexpected  A team drops at the last minute  Minor injury  Serious injury  Terrible weather  Annoying admins, parents, spectators  Inappropriate conduct by teams
Slide 15: What it comes down to It’s never too early to start planning. You’re never done planning.