1 th the nuts and bolts of ayso tournament management training e nuts and training lts of ayso...
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TH THE NUTS AND BOLTS OFAYSO Tournament
Management TrainingE NUTS AND Training LTS OF
AYSO Tournament Management Training
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WHAT IS AN AYSO TOURNAMENT?
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• 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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WHAT IS AN AYSO TOURNAMENT?
• Brings soccer players together for:Friendship
SportsmanshipCompetitive 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 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 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 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 7
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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 8
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KEY POSITIONS
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• Tournament Director
• Registrar
• Treasurer
• Safety Director
• Coach Administrator
• Referee Administrator
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TOURNAMENT DIRECTOR
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• Organization Agreements, plans, expenses Information is clear Accessible to more than one person
• Communication Two-way Frequent Clear
Administration
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TOURNAMENT DIRECTOR
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ApplicationTemplates
http://www.ayso.org/events/tournament_info/tournament_forms.htm
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 DIRECTOR
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AuthorizationForms -
www.ayso.org>events>tournaments>forms&documents
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 DIRECTOR
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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
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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
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Fields
• 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
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• Date to be sent out• Schedule• Maps• Advertisements• How to pay for
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TOURNAMENT DIRECTOR
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Onsite 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 info
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TOURNAMENT DIRECTOR
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Volunteers
Recruit How many is enough? What positions?
Train AYSO Job Specific training Tournament information
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TOURNAMENT TREASURER
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• 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
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ApplicationTeam info and Region authorization
formeAYSO Tournament Roster allowedReferee information sheet
ChecksHandle together with Region
TreasurerTeam check-in at tournament
Enough volunteers for timely process
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TOURNAMENT SAFETY DIRECTOR
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Application Complete Safety Checklist
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
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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
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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
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• 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
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• 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>forms&documents
RC, AD, SD, STA
NTAC Liaison
National Office Director of Player Development
National Office Tournament Coordinator
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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
Dave Ehrhart Section 7 - Maynard Pang Section 13 – Donald Mock
Section 8 – Ken Smith Section 14 – Alan Degan
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TOURNAMENT RESOURCES
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NATIONAL TOURNAMENT ADVISORY COMMISSION
• Irwin Kavy National Director of Tournaments• Steve Alpert Section 3 • Bruce Bricks Section 11• David Ehrhart Section 2, 9, & 12• Bill Hoffmann Section 4, 6, & 8• John Hadidian Section 10• Laura Love Section 1 & 7• Randy Smith Section 5, 13, 14 • Dianne Stratton NTAC Special Consultant• Donna Nelson NBOD Liaison• Scott Gimple National Office Liaison
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TOURNAMENT RESOURCES
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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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