Transcript AYSO Tournament Handbook

THE NUTS AND BOLTS
OF
AYSO Tournament
Management Training
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What is an AYSO Tournament?
• Special Event
• Environment beneficial for players and
for the game of soccer
• Competition in a game setting with or
without awards and recognition
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What is an AYSO Tournament?
• Brings soccer players together for:
– Friendship
– Sportsmanship
– Competitive recognition
– The Championship experience
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Why host an AYSO Tournament?
• Provides an opportunity for players to
participate in games beyond the
primary/regular/core season
• Can give teams a playoff activity that may
advances teams to Area or Section
tournaments
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Why host an AYSO Tournament?
• Promotes player development
• Promotes volunteer camaraderie across
regions, areas and sections
• Provides opportunities for fundraising
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AYSO TOURNAMENT SCOPE
AYSO tournaments are defined by their Scope. The scope also
defines the level of authorization required.
• Region: Open to AYSO teams within a specific AYSO Region.
RC approval required.
• Area: Open to AYSO teams within a specific AYSO Area. AD
approval required.
• Section: Open to AYSO teams from within a specific AYSO
Section. SD approval required
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AYSO TOURNAMENTS SCOPE
• AYSO Invitational Tournament: Open to AYSO teams only
Teams may come from any Section. National Director of
Tournaments final approval required
• AYSO Open Invitational Tournament: Includes both AYSO
and non-AYSO teams. National Director of Tournaments final
approval required.
• International Tournament: AYSO teams, non-AYSO, and
international teams. National Director of Tournaments final
approval required.
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Course objectives
 Review Tournament Director role
 Review other key positions and roles
 Learn how these positions work together
 Apply key roles to other secondary events
 Certification
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KEY positions
Tournament Director
Registrar
Treasurer
Safety Director
Coach Administrator
Referee Administrator…
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Who’s here today?
Tournament Director
Coach
Administrator
Registrar
Referee
Administrator
Treasurer
Safety
Director
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Tournament Director
Administration
Application
Marketing
Finances
Fields
Volunteers…
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Tournament Director – Administration
Planning
 Determine Committee members
 Begin meetings early
 Easier to get teams, sponsors, donations
Tracking
 Tasks & assignments
 Who & when…
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Tournament Director – Administration
Organization
 Agreements, plans, expenses
 Information is clear
 Accessible to more than one person
Communication
 Two Ways
 Frequent
 Clear…
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Tournament Director – Application
Templates
 www.ayso.org/resources/tournament_forms
 Saves you time and frustration
Approval Process
 Review docs with RC & AD at same time
 Ask STA how it works in your Section
Timelines
 Understand estimated times & your Sections
process
Signatures
 ALL necessary signatures must be on form…
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Tournament Director – Application
Forms
 Authorization form
 Scope
 # of anticipated teams
 ALL signatures needed
 Budget Form
 Use the Calculation page
 Ref Refund = Ref Income
 Last year’s actual numbers
 Miscellaneous Forms
 Guest Player & Time Monitor for U16/U19…
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Tournament Director – Marketing
Logo Requirements – Include AYSO
Scope
 Who are you inviting?
Web Presence
 What?
When? Where?
Other ways to advertise?
Sponsorships
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Check with National Headquarters
How to ask local companies?
What do they get?
THANK YOU…
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Tournament Director – Financial Requirements
NAP Account
 Can use separate account
 Use appropriate codes
 Account signers
Oversight
 RC & Regional Treasurer
 with TD &Tournament Treasurer
Budget
 Use calculation sheets
 Plan with committee members & Treasurer
 Track thoroughly…
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Tournament Director – Fields
Fields
 Secure as soon as possible
 How many?
 # of Teams accepted VS # of fields
 Work with Safety Director…
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Tournament Program/Packet
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Date to be sent out
Schedule
Maps
Advertisements
How to pay for
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Tournament Director –
At the Tournament
Paper Work
 Rules & Ref Plan
 Forms
 SAI, Incident Report
 Schedule
 Contracts
 Checks
Have available on site
Make sure several people know where to find the info…
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Tournament Director – Volunteers
Recruit
 How many is enough?
 What positions?
Train
 AYSO Job Specific training if available
 Tournament information…
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Tournament Treasurer
 NAP Procedures
 NAP Codes
 Tournament Budget
 Payments & Deposits
 Referee Commitment Refunds
 Final Income & Expense statement..
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Registrar
Application
 Team info sheet & Roster
 Referee info sheet
Checks
 Handle together with Treasurer
Team check-in at tournament
 Enough volunteers…
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Safety Director
Application
 Complete Safety Checklist
SAI
 Secure forms, understand procedures
Field Safety
 Check fields prior to event
 Field Monitors
 Emergency Personnel & Equipment
Rules
 Severe Weather Policy…
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Coach Administrator
Coach Certification
 Requirements including Safe Haven
Rules
 Assist in review/preparation
 Understand thoroughly
 Usually member of Rules Committee
Games
 Scheduling considerations
Tournament Memento…
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Referee Administrator
Referee Certification
 Requirements including Safe Haven
Rules
 Understand thoroughly
 Usually member of Rules Committee
Games
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Scheduling considerations
Track assignment completion
With Treasurer, prepare Refunds – 14 days
Safety considerations
Tournament Memento…
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Special Events
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Opening and/or Closing Ceremony
Concession
Information Booth
First Aid Stations
VIP Game
Skills Demo
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WRAP UP
• Clean-up
• REF FEES within 14 days
• Final accounting due within 90 days
Thank-you sent out to all referees, volunteers,
vendors, and teams
• Start Planning for next MSFMK event
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Resources
Where to go for help
www.ayso.org
Tournament Handbook, Templates and Documents
RC, AD, SD, STA
NTAC Liaison
National Office Director of Player Development
National Office Tournament Coordinator…
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Resources
Section Tournament Administrators
Section 1 – Laura Love
Section 8 – Beth Baker
Section 2 – Drew Van Horne
Section 9 – Stephen Service
Section 3 – Steve Barth
Section 10– Graham Rice
Section 4 – Terry Kelley
Section 11 – Carlos Alcaino
Section 5 – Jess Sullivan
Section 12 – Annette Klein
Dave Ehrhart
Section 6 – Teri Frice
Section 13 – Donald Mock
Section 7 – Maynard Pang
Section 14 – Paul Scala
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NATIONAL TOURNAMENT
ADVISORY COMMISSION
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Irwin Kavy National Director of Tournaments
Steve Alpert
Section 3 & 13
Bruce Bricks
Section 10 & 11
David Ehrhart
Section 2, 9, & 12
Bill Hoffmann
Section 4, 6, & 8
Laura Love
Section 1 & 7
Randy Smith
Section 5, 13, 14 & 99
Dianne Stratton NTAC Special Consultant
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Open Discussion
 What questions do you have?
 How can we help?
 What can we do to assist you?...
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