the nuts and bolts of ayso tournament management training 1
TRANSCRIPT
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 DirectorRegistrarTreasurerSafety DirectorCoach AdministratorReferee Administrator…
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Who’s here today?
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Registrar
Safety Director
Coach Administrator
Referee Administrator Treasurer
Tournament Director
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Tournament DirectorAdministration
Application
Marketing
Finances
Fields
Volunteers…
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Tournament Director – Administration
PlanningDetermine Committee membersBegin meetings earlyEasier to get teams, sponsors,
donations
TrackingTasks & assignmentsWho & 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
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…
Tournament Program/Packet
• 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 ChecksHave available on site
Make sure several people know where to find the info…
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Tournament Director – Volunteers
RecruitHow many is enough?What positions?
TrainAYSO Job Specific training if
availableTournament information…
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Tournament Treasurer
NAP ProceduresNAP CodesTournament BudgetPayments & DepositsReferee Commitment RefundsFinal Income & Expense statement..
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Registrar
ApplicationTeam info sheet & RosterReferee info sheetChecksHandle together with TreasurerTeam 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 Scheduling considerations Track assignment completion With Treasurer, prepare Refunds – 14
days Safety considerations
Tournament Memento…
Special Events• 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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ResourcesWhere 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…29
Section Tournament AdministratorsSection 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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Resources
NATIONAL TOURNAMENT ADVISORY COMMISSION
• 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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