AYSO National Tournament Advisory Commission

Tournament Management Training701

What is an AYSO Tournament?• Special Event

• Environment beneficial for players and for the game of soccer

• Competition in a multiple game setting with or without awards and recognition

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Why host an AYSO Tournament?• Provides an opportunity for players to

participate in games beyond the primary program season

• Provide teams a playoff opportunity outside of the Region

• Playoff format for Area and Sections for Primary and Secondary Program Teams

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Why host an AYSO Tournament?• Promotes player development through

additional and specialized competitive opportunity

• Provide volunteer camaraderie across Regions, Areas, and Sections

• Fundraising opportunity for Regions, Areas, and Sections

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AYSO TOURNAMENT SCOPEAYSO 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 require

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AYSO TOURNAMENT SCOPE• AYSO Invitational Tournament: Open to AYSO

teams only. Teams may come from any Section. National Director of Tournament final approval required

• AYSO Open Invitational Tournament: Includes both AYSO and non-AYSO teams. National Director of Tournament 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

• Tournament Management Training Certification

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Key Positions• Review Tournament Director role

• Review other key positions and roles

• Learn how these positions work together

• Apply key roles to other secondary events

• Tournament Management Training Certification

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Tournament DirectorAdministration• Organization

Agreements, plans, expenses Information is clear Accessible to more than one person

• Communication Two-way Frequent Clear

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Tournament DirectorAdministration• Organization

Agreements, plans, expenses Information is clear Accessible to more than one person

• Communication Two-way Frequent Clear

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Tournament DirectorApplication• 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 Section’s

process

• Signatures ALL necessary signatures must be on form

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Tournament DirectorAuthorizationForms - www.ayso.org>events>tournaments>resources

• Authorization form Scope Number of anticipated teams ALL signatures needed

• Budget Form Use the Calculation page Referee Refund = Referee Income Last year’s actual numbers

• Miscellaneous Forms Guest Player and Youth Referee Form

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Tournament DirectorMarketingLogo Requirements – Include AYSO

• Scope Who are you inviting?

• Web Presence What? When? Where?

• Other ways to advertise?• Sponsorships

Check with National Headquarters How to ask local companies? What do they get? THANK YOU

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Tournament DirectorFinancial 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 DirectorFields

• Secure as soon as possible

• How many?

• One Field/8 Teams/Day = 2 Games/Team/Day

• Number of Teams accepted VS Number of fields

• Work with Safety Director

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Tournament Director• Date to be sent out• Schedule• Maps• Advertisements• How to pay for

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Tournament DirectorOnsite Event Documents

• Rules & Ref Plan• SAI, Incident Report, Player Participation

Release• Game and Referee Schedule• Contracts• Checks• Important Phone numbers

Make sure several people know where to find the information

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Tournament DirectorVolunteers• Recruit

How many is enough? What positions?

• Register, Certify, and Train Must be a AYSO Volunteer registered for the current

Membership Year (MY2015) AYSO Safe Haven Certification required for all AYSO

Volunteers AYSO Job Specific training for Coaches, Referees, and

Administrators Region training for all volunteer positions that do not

have AYSO job specific training for their position

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Tournament Treasurer• NAP Procedures• NAP Codes• Tournament Budget• Payments & Deposits• Referee Commitment Refunds due within 14

DAYS from event• Final Income & Expense statement due within

90 DAYS from event

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Tournament Registrar• Application

Team info and Region authorization form eAYSO Tournament Roster allowed Referee information sheet

• Checks Handle together with Region Treasurer

• Team check-in at tournament Enough volunteers for timely process

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Tournament Safety Director• Application

Complete Safety Checklist First Aid or EMT Coverage

• SAI Secure forms, understand procedures

• Field Safety Check fields prior to event Field Monitors with AYSO/CDC Concussion Awareness

Training Emergency Personnel & Equipment

• Rules Severe Weather Policy

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Tournament Coach Administrator• Coach Certification

Requirements including Safe Haven Age appropriate coach training required for

Secondary Program events eAYSO Tournament Rosters allowed

• Rules Assist in review/preparation Usually member of Rules Committee

• Games Scheduling considerations

• Tournament Memento

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Tournament Referee Administrator• Referee Certification

Requirements including Safe Haven

• Rules Thoroughly knowledgeable Usually member of Rules Committee

• Games Scheduling considerations for guest team volunteers Track assignment completion Prepare Refunds with Treasure – 14 day deadline Safety considerations

• Tournament Memento

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Tournament Special Events

• Opening and/or Closing Ceremony• Concession• Information Booth• First Aid Stations• VIP Game• Skills Demo/Contest• Pre-game Parade Presentation of

Championship Teams

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Tournament Wrap Up

• Clean-up• Referee Commitment Fee refunds within 14

days• Final budget 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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Tournament Resources

Where to go for help

• Tournament Handbook, Templates and Documents

• www.ayso.org>events>tournaments>resources

• RC, AD, SD, STA

• NTAC Liaison

• National Office Director of Player Development

• National Office Tournament Coordinator

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Tournament Resources

Section Tournament Administrators Section 1 – Laura Love Section 9 – Stephen Service Section 2 – Samantha Richards Section 10 – Donna Nelson Section 3 – Steve Alpert Section 11 – Carlos Alcaino Section 5 – Jess Sullivan Section 12 – Annette Klein Section 6 – Teri Frice Section 12 – Dave Ehrhart Section 7 – Maynard Pang Section 13 – Donald Mock Section 8 – Ken Smith Section 14 – Alan Dagen

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Tournament ResourcesNational Tournament Advisory CommissionIrwin Kavy National Director of TournamentsSteve Alpert Section 3 Bruce Bricks Section 11David Ehrhart Section 2,9, & 12Bill Hoffmann Section 4, 6, & 8John Hadidian Section 10Laura Love Section 1 & 7Randy Smith Section 5, 13, 14 & 99Dianne Stratton NTAC Special ConsultantDonna Nelson NBOD LiaisonSamantha Schrum National Office Liaison

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Open Discussion

• What other questions do you have?

• How can we help?

• What can we do to assist you?

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