volleyball event management information - osaa - … / u.s. bank / les schwab tires 2017 volleyball...

$: Volleyball Event Management Information - OSAA - … / U.S. Bank / Les Schwab Tires 2017 VOLLEYBALL STATE CHAMPIONSHIPS EVENT MANAGEMENT INFORMATION G:\Tickets\Tournaments\Event Management$
OSAA / U.S. Bank / Les Schwab Tires

2017 VOLLEYBALL STATE CHAMPIONSHIPS

EVENT MANAGEMENT INFORMATION

G:\Tickets\Tournaments\Event Management Info\Volleyball\vbemi.doc Page 1 of 3

OSAA State Championship brackets will be posted to http://www.osaa.org by 9am the morning after each classification’s cutoff date. Teams will be placed on the brackets according to the procedures outlined in Executive Board Policy – State Championships – Rankings.

Additional information available on the OSAA website, http://www.osaa.org/activities

PRE‐EVENT

1. EMERGENCY ACTION PLAN (OSAA Handbook, Executive Board Policies) (December 2015) http://www.anyonecansavealife.org

Each full member school shall have an Emergency Action Plan (EAP) in place for responding to life‐threatening emergencies in after‐school practices and events. Schools are strongly encouraged to utilize the “Anyone Can Save a Life” program, a free, turnkey solution that covers all medical emergencies.

2. EVENT MANAGEMENT CHECKLIST: This communication is vital to a successful contest and should take place as soon as the teams are finalized. Each host school should send a completed Event Management Checklist and a diagram of the seating plan to potential opponents.

3. NEW EVENT MANAGEMENT & TICKET REPORT: School administrators can access the online Event Management & Ticket

Report form from the My Account page on the OSAA website. This form will be created once your team has been placed on the OSAA bracket. Forms cannot be submitted until after the contest. See Post‐Event below for more information

4. MATCH LOCATIONS, DATES AND TIMES: Refer to brackets for locations and home team designation. Matches are to be played on the dates indicated on the brackets. Schools have the option, by mutual agreement, to change Saturday matches to Friday. If schools cannot mutually agree, the match will remain as scheduled on the OSAA calendar. Match times are by mutual agreement of both participating schools. If schools cannot mutually agree, the OSAA will make the final decision. Schools are to log on to the OSAA website to enter their match time for each playoff round prior to the final site. A location for the match should only be added when the match isn’t being played at the host school’s campus.

5. OFFICIALS:

A. First Round: The host school is to obtain two officials and two line judges from the association that services its home matches. OSAA will pay the officials and line judges through each commissioner. See OSAA Handbook, Executive Board Policy, Officials – Host School Responsibilities for additional information.

B. Second Round (6A and 1A only): Two officials and two line judges will be assigned and paid by OSAA through the commissioner. Officials have been instructed to contact the host school AD to reconfirm match times and locations prior to the day of the contest.

6. MATCH FORMAT: All matches will be best three out of five sets to 25 points, win by two points with no cap. Fifth set will be to 15 points, win by two points with no cap.

7. STATE CHAMPIONSHIPS – HOME TEAM DESIGNATION (OSAA Handbook, Executive Board Policies) (Revised Fall 2013)

During all rounds of each OSAA State Championship bracket, the better ranked team shall be the designated home team.

8. OSAA BANNER: The OSAA along with our title sponsors, U.S. Bank and Les Schwab Tires, purchased and distributed a 3' x 10' banner for all member schools in recent years. The banner recognizes your school as a member of the OSAA. We encourage you to display this banner prominently when you are hosting a state championship event. Thank you in advance for your cooperation.

9. PRACTICE: Practice time will not be available. A minimum of 30 minutes (shared time) will be allowed prior to a match.

10. PA SCRIPT: Please ensure that your announcer has a copy of the attached PA script and reads these announcements during each state championship match.

11. PROGRAMS: The host school has the right to produce a roster sheet / match program. These may be handed out or sold by the host school. Team rosters can be printed from the OSAA website by clicking on a school’s team page for that sport. Go to Volleyball, then Teams & Leagues and click on the school’s name to find their team page. The OSAA will produce and sell programs at the state championship final sites.

12. TICKET BOOTH SIGNS: There are three signs attached, Ticket Prices, Pass Gate and Spectator Conduct. Please ensure that these signs are posted at your gates prior to each state championship match.

http://www.osaa.org/activities

http://www.osaa.org

http://www.osaa.org/governance/handbooks/osaa#_Toc456100456



http://www.anyonecansavealife.org



13. ADMISSION:

A. Reserved Seating:

1) Only schools offering reserved seating for regular season matches may sell reserved seats for playoff matches. Schools cannot increase the price of reserved seats for the playoffs. Regardless of what the school charges, the OSAA must receive their regular ticket price of $6.

2) If schools have not had reserved seating during regular season play, they may not institute such a policy for playoffs.

B. General Admission Tickets: Student is any child age 5 & up through a senior in high school.

First & Second Rounds Adults – $6 Students – $4

C. Complimentary Tickets: Each school that participates in a state championship match will receive the following complimentary tickets: 6A, 5A, 4A, 3A, 2A – Superintendent, 2; Principal, 2; Athletic Director, 2; 1A – Superintendent / Principal, 2; Athletic Director, 2. The host school is to provide these tickets for all matches prior to the finals.

D. Gate Lists: Every person in attendance must have a ticket or a pass in order to enter. Gate lists in excess of the complimentary ticket allotments mentioned above shall not be used.

E. Passes: ONLY the OSAA Gold Card, OSAA VIP pass, OSAA Media pass, Volleyball Discount Ticket, and Volleyball Media pass which will admit the bearer only with photo ID, are to be honored at any OSAA State Championship event. No school, athletic district, officials association, etc., passes are to be accepted.

14. STATE CHAMPIONSHIPS – ADOPTED BALL (OSAA Handbook, Executive Board Policies) (Fall 2010)

The OSAA shall require that the officially adopted ball for that sport be used in all state championship contests, first round through final sites.

A. State Championship Contests at Home Sites.

1) Team sports (other than football).

a) Procedure. Officials shall confirm that the game balls provided by the home team are the officially adopted balls (Wilson iCOR H7700 – white or multi‐colored). If the home team does not have the officially adopted ball, officials shall inquire if the visiting team has the officially adopted ball, and use them if they are available. If neither team has the officially adopted ball, the contest shall be played and officials shall report the violation by the host school to the OSAA.

b) Penalty. If no officially adopted balls are available for use at an OSAA state championship contest, the host school shall be subject to fines, forfeiture and/or other penalties as determined by the OSAA Executive Board.

B. State Championship Contests Administered by OSAA Staff. Officially adopted balls (Wilson iCORH7700 – white/blue/silver) shall be provided by OSAA staff administering the contests if needed.

15. STATE CHAMPIONSHIP ‐ PRE‐CONTEST PUBLIC PRAYER (OSAA Handbook, Executive Board Policies) (Fall 2012)

All playoff contests beyond the regular season cutoff date are OSAA sponsored events. It has been legally established that the OSAA is a state actor, and is subject to the same requirements as a governmental agency with respect to compliance with the Establishment Clause of the First Amendment of the United States Constitution. Under rulings of both Federal and State Courts, a pre‐contest public prayer at any OSAA sponsored event is a violation of both federal and state constitutions regardless of where the game is played and which schools are participating. Therefore, offering a pre‐contest public prayer over a public‐address system at any OSAA sponsored interscholastic event is prohibited.

16. PEP BANDS: Prohibited due to the number of teams playing at the same time.

17. CHEERLEADING SQUADS: Complimentary admission will be given to 12 varsity cheerleading members in uniform (plus one advisor) during the session in which their school is playing. Please be reminded that cheerleaders are expected to remain in the designated student seating area during matches.

18. SPECTATOR CONDUCT AT OSAA SANCTIONED EVENTS (OSAA Handbook, Executive Board Policies) (Revised Winter 2015)

In addition to the general expectations included in the OSAA Constitution, Rule 3, that school officials“…shall take all reasonable measures to ensure that the school’s students and supporters maintain a sportsmanlike attitude toward all events…” the following specific expectations regarding spectator conduct at all OSAA sanctioned events, including regular and post season competition, are provided:

A. All cheers, comments and actions shall be in direct support of one’s team. No cheers, comments or actions shall be directed at one’s opponent or at contest officials. Some examples of inappropriate conduct or actions that are not permitted are: turning backs, holding up newspapers or jeering at cheerleaders during opposing team introductions; disrespecting players by name, number or position; negative cheers or chants; throwing objects on the floor.





B. Spectators are not permitted to have signs or banners (larger than 8 ½ by 11 inches), confetti, balloons or glass containers. “Fathead” type items are considered signs and shall not be larger than 8 ½ by 11 inches. Spectators are required to wear shirts.

C. Spectators are not permitted to have artificial noisemakers. Some examples of artificial noisemakers are Thunder Stix, cowbells, clappers and air horns.

D. Spectators shall not be permitted to use vulgar/offensive or racially/culturally insensitive language. Spectators shall not be permitted to engage in any racially / culturally insensitive action.

E. Spectators who fail to comply with Association or site management spectator conduct expectations may be expelled from the contest.

19. STATE CHAMPIONSHIPS – RADIO, TELEVISION AND INTERNET BROADCASTS (OSAA Handbook, Executive Board Policies) (Revised Fall 2007)

The OSAA owns the rights to and coordinates any radio, television and/or Internet broadcasts for state championship events, first round through championship final. Media outlets that wish to broadcast any state championship event must contact the OSAA for permission and/or to negotiate a rights fee well in advance of the event. The OSAA shall contact the host school athletic director if a media outlet has been granted permission to broadcast an early round event. If the OSAA has not contacted the host school athletic director to confirm that permission has been granted, the broadcast shall not be allowed. It shall be the responsibility of the media outlet to make all necessary arrangements with the host school athletic director and to pay for any phone line charges or installation fees for any early round event.

NOTE: The OSAA will coordinate arrangements with media outlets at all final sites. Contact Steve Walker, OSAA Sports Information Director, at [email protected] with any questions. The NFHS Network is the exclusive broadcast rights holder of this postseason event. Any individual streaming a game is strictly prohibited and is in direct violation of the OSAA’s contract with the NFHS Network.

POST EVENT 1. REPORT FINAL SCORE: The home team is responsible for submitting the result using the OSAA website immediately following

the contest for each playoff round prior to the final site. Per Executive Board Policy, Reporting Schedules and Results, results must be submitted by 10pm on the day of the contest.

2. EVENT MANAGEMENT EXPENSES: Within one week after completion of each game the host school shall forward the following to the OSAA office:

A. NEW Online Event Management & Ticket Report:

1) School administrators can access the online Event Management & Ticket Report form from the My Account page on the OSAA website.

2) Event Management Expenses:

a) Includes PA announcer, scoreboard operator, ticket‐takers, sellers and supervision.

b) Approval must be granted by the OSAA for any expense that is beyond your normal expenses to host a league game. These might include, but would not be limited to, field rental, additional security or police, portable bleacher rental, portable restrooms. Receipts must be attached.

c) Programs and game films are not reimbursable expenses.

3) This online report will gather contest information automatically and allow you to record ticket sales and expenses.

4) Once all required information has been entered, a printable version of the ticket report will be generated which you will mail to the OSAA office along with a check for the total.

5) Print the completed form.

6) Mail form, receipts and check to: OSAA, 25200 SW Parkway Avenue, Suite 1, Wilsonville, OR 97070.

B. Important Reminders:

1) Expenses are not to be withheld from ticket sales.

2) Only one report per game ‐ each contest will generate its own online Event Management & Ticket Report.

3) Receipts must be attached.

4) The OSAA will pay officials through the commissioner.

General questions about post event management, contact Candy at our office, 503.682.6722 x225, or [email protected] .

Questions about the new form, contact Gibby at our office 503.682.6722 x228, or [email protected] .



OSAA / U.S. BANK / LES SCHWAB TIRES

STATE CHAMPIONSHIPS

Event Management Checklist

G:\Forms\Event Management Checklist.doc

Each school hosting a state championship contest must complete this form and send a copy to the guest school. It is necessary to contact the guest school in order to confirm some of the information needed. Communication is vital to a successful contest and should take place as soon as the teams are finalized. In addition, some of the information may not apply to your school's facilities. If you have any questions, please call the OSAA office, 503.682.6722. Click here to use the new Editable Form

1. vs. Sport: Class:

2. Location of game Date Time

3. Names of Principals: Host Visitor

4. Names of Athletic Directors: Host Visitor

5. Names of Head Coaches: Host Visitor

6. Others:

Host Visitor

Host Visitor

7. Contact persons in charge of event:

Host Phone

Visitor Phone

8. Seating plan sent to visiting school? Yes No Seating capacity

9. Number of tickets available to visiting school

10. General Admission Ticket Prices: Adults: $6 Students: $4

OSAA Reserved Seating Policy: Only schools offering reserved seating for regular season games may sell reserved seats for playoff games. Schools cannot increase the price of reserved seats for the playoffs. Regardless of what the school charges, the OSAA must receive their regular ticket price of $6. If schools have not had reserved seating during regular season play, they may not institute such a policy for playoffs.

11. Time ticket gates will open

12. Dressing room location

13. Location of visiting team bench

14. Color of uniforms: Host Visitor

15. School colors: Host Visitor

16. Was program information sent to host school? Yes No

17. Introduction of Players? Yes No If yes, time

18. National anthem to be played by Time

19. Host school band present? Yes No

20. Visiting school band present? Yes No

21. Halftime entertainment provided by host school? Yes No Length of performance

22. Halftime entertainment provided by visiting school? Yes No Length of performance

23. Concession(s) available? Yes No

24. Athletic Trainer, EMT or Doctor present or on call? Yes No

25. Parking location(s) for team and spectator buses

26. Cultural and socio‐economic issues discussed?

27. Other items of concern: Emergency Action Plan (EAP) Security Announcer Publicity of the game

Field / Facility markings & equipment Notify OSAA and media of scores

www.osaa.org/docs/forms/EventManagementChecklistEditable.pdf

Oregon School Activities Association 25200 SW Parkway Avenue, Suite 1

Wilsonville, OR 97070 503.682.6722 fax: 503.682.0960 www.osaa.org

G:\Tickets\Event Management Info\HostVenueSportsmanshipGuidelines.doc

HOST VENUE SPORTSMANSHIP GUIDELINES When hosting an athletic event the home team should: • Provide an environment that is free of safety hazards. Provide appropriate number of supervisory personnel for the

activity. • Develop a plan of action to address inappropriate behavior at interscholastic contests. This procedure should be

discussed and explained to all involved. • Make contact with the visiting school’s administrator and / or coaching staff. • Meet and accompany visiting schools and officials to their locker rooms. • Assure that visiting team and officials’ locker rooms are secure. • Escort officials and visiting team from playing area to their locker rooms at the completion of the contest. • Provide the same services that are available to the home team to the visiting team, such as an athletic trainer,

filming area, access to the press box, whiteboards, etc. • Provide beverages and food to officials prior to, during and after contests whenever possible. • Allow only positive cheers that boost their own team / spirit without antagonizing the opponents or the officials. • Establish a designated area for cheerleaders to stand that causes the least distraction to players. • Provide students and fans from the visiting school adequate seating and cheering areas. During playoff or rivalry

contests, the student sections shall be specifically marked and separated (such as by ropes, pennants, or other barrier) from the general spectator seating areas. In the interest of sportsmanship and positive behavior, the student sections for competing teams shall not be adjacent to each other or directly behind the bench of the opposing team.

• Monitor the music played by bands, performance groups or over the PA system to assure that it is appropriate and is played at the proper time during the athletic contest.

• Have the public address announcer read a prepared citizenship / sportsmanship message prior to each contest. • Assure that the announcer acts in a professional manner absent of emotional favoritism and editorial comment. • Remain at the site upon completion of contest to assure that all needs and concerns are met. • An administrator from each participating school, the host site administrator and representative of the game officials

shall make contact prior to game time to reiterate the site’s guidelines for student cheer and spirit groups, discuss the sportsmanship goals of the contest, and confirm the physical location of the school administrators during the contest.

INDOOR CONTESTS

• At least one empty row must serve as a buffer between the floor and the student sections. • The student sections for competing teams shall not be directly behind either goal or directly behind the bench of the

opposing team. • At no time should cheerleaders be stationed directly underneath the goal.

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Oregon School Activities Association 25200 SW Parkway Avenue, Suite 1

Wilsonville, OR 97070 503.682.6722 fax: 503.682.0960 www.osaa.org

G:\Volleyball\Forms\Generic Forms\Libero Tracking Instructions.doc

LIBERO TRACKING INSTRUCTIONS NOTE: Tracking instructions can also be found at the bottom of the tracking sheet.

1. Enter Home and Visiting team on Tracking Sheet.

2. Next to L: put the # of the Libero being used for that set. If no Libero is being used, no tracking will take place.

3. Enter in the “SP” column the starting players for each team. This should be an exact match of the line‐up entry in the scorebook.

4. When a Libero enters the set as a replacement, cross off the number of the player the Libero is replacing and put “L” on the line next to the number.

5. Caution: Only the same player’s number crossed out before the “L” can be the number after. The player the Libero came into the set for can only be the Libero replacement.

6. When the Libero is replaced (again, by the same player) the “L” is crossed out and the number of the player is next entered on the line.

7. The Libero Tracker also records all substitutions. When a player (not a Libero) is substituted out of the set, their number is crossed off and the player’s number entering the set is written on the line.

8. There are unlimited Libero replacements but only 18 substitutions per set.

9. Note: A different Libero can be designated for each set, but the designation must be made on the lineup sheet when it is submitted before the set.

10. The libero can serve in one rotation by replacing the player who is in the service position and who would serve the next ball.

11. When the libero serves, a triangle is used on the serving order position. This is the only position during the set the libero may serve in.

12. If a libero goes to the service position from another back row position and a “phantom” replacement takes place, the tracking sheet still needs to be noted as if the entire libero procedure exchange took place.

Oregon School Activities Association

LIBERO TRACKING SHEET

G:\Volleyball\Forms\Generic Forms\Libero Tracking Sheet.doc

TEAM: L:

SET Serving Order SP

1 I II III IV V VI

TEAM: L:


2 I II III IV V VI

TEAM: L:


3 I II III IV V VI

TEAM: L:


4 I II III IV V VI

TEAM: L:


5 I II III IV V VI

TEAM: L: Serving Order SP

I II III IV V VI


I II III IV V VI


I II III IV V VI


I II III IV V VI


I II III IV V VI

Enter the Libero’s number next to the L. Enter the jersey number of the starting player for each position under SP. When the Libero enters, slash the player number and enter L. When the Libero leaves, slash the L and enter the returning player number. If a regular sub occurs, slash the player number and enter the new number. A placed on the serving order position number indicates the only Libero serving position for that set.

I 14 L 14 L 14 7 L 7

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G:\Public Relations\Public Address\2017-18\Volleyball Early Rounds.doc

OSAA / U.S. Bank / Les Schwab Tires Volleyball State Championships Public Address Script

Good afternoon/evening ladies and gentlemen and welcome to today’s/tonight’s OSAA Volleyball State

Championships Playoff match sponsored by U.S. Bank and Les Schwab Tires. The Oregon School Activities

Association is proud to partner with the participating schools in presenting this match between the visiting

______________________________________ and your ______________________________________!

Good sportsmanship is a vital component of high school athletics. The OSAA and our student‐athletes

recognize that judgment calls – either by coaches, officials or the players themselves – are made in good faith

and should be respected. Be Loud, Be Proud, Be Positive!

We would like to remind fans that objects may leave the playing field and enter the spectator areas, we ask

that you please be aware of this while you enjoy the game.

INTRODUCTIONS Now let’s meet the starting lineups for this state championship playoff match.

Visiting team and coaches, then Home team and coaches

OFFICIALS The officials for this match are ________________________ and ____________________________________.

NATIONAL ANTHEM Ladies and Gentlemen we now ask that you please stand and remove your hats as we honor America with the playing our National Anthem. OSAA SPONSOR ANNOUNCEMENTS Sponsor announcements are for use during breaks in the action and can be read more than once. 1. www.osaa.org is the online home of the OSAA Volleyball State Championships. The official website of

the OSAA has updated results and brackets, plus links to purchase tickets and souvenir merchandise. You can also find year‐by‐year results from past volleyball state championships and links to media coverage throughout the state. Be sure to visit www.osaa.org.

2. U.S. Bank is helping businesses grow, families thrive and communities succeed here in Oregon and all across the country. U.S. Bank, Equal Housing Lender, Member FDIC.

G:\Public Relations\Public Address\2017-18\Volleyball Early Rounds.doc

3. Les Schwab is a proud supporter of Oregon High School Activities. At Les Schwab Tire Centers, they are proud to be in business for over 50 years. With more than 400 stores throughout the west, there’s a Les Schwab Tire Center close by. Les Schwab – doing the right thing matters.

4. Celebrate your success in making it to the OSAA playoffs by getting your State Championships T‐Shirt or Sweatshirt at www.osaastore.com. The revamped website is mobile friendly and has all the gear you’d need to celebrate your achievement.

5. High school athletics emphasize positive values. These participants have worked hard to create a sense of teamwork, respect, responsibility and perspective. The OSAA and the participating schools remind you to set a good example and treat everyone with respect.

6. Watch the OSAA Volleyball State Championships LIVE online at osaa.tv! It’s your one stop for all of the high school state championships throughout the year. Tune in championship night to watch all of the Volleyball State Championship action. That’s online at osaa.tv!

7. Follow the OSAA on Facebook, Instagram and Twitter for instant updates on OSAA brackets and results

along with stories from around the state. Be connected, stay connected on the OSAA social media sites.

8. U.S. Bank is a proud partner of the Oregon Schools Activities Association. Stop by your local U.S. Bank location today! U.S. Bank, Equal Housing Lender, Member FDIC.

9. At Les Schwab Tires, they know buying tires today means more than just price. It includes service,

selection, quality, and value. This is why, dollar for dollar, tire for tire, Les Schwab is the tire store you can trust. Les Schwab Tires – Proud sponsor of the OSAA Championships and doing the right thing matters.

10. Wilson is proud to be the Official volleyball of the Oregon School Activities Association. Wilson works tirelessly to develop championship performance in every game ball that brings you the innovative technology you want in every game. Visit them online at wilson.com.

END OF MATCH ANNOUNCEMENT Special thanks to OSAA title sponsors U.S. Bank and Les Schwab Tires for their support of Oregon High School Activities. Please visit www.osaa.org for all the updated information throughout the championship site play. Purchase your state championship merchandise and pick it up on Friday by visiting www.osaastore.com. We look forward to seeing the final 8 teams in Hillsboro, Forest Grove or Redmond this upcoming weekend!

volleyball event management information - osaa - … / u.s. bank / les schwab tires 2017 volleyball...

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