Thank you for agreeing to coordinate the tournament.
The following information is to assist you in having a successful tournament. An overview of what is involved is given, followed by contact information, sample tournament formats, rules, and sign-up sheets.
The most important thing is to involve as many parents as possible. Divide and conquer! Delegating is a wonderful way to encourage and allow parents to take part. Remind them that it will take everyone to have a great tournament and it is a great way to earn points!
I. Overview of Tournament Planning
A. Budget
B. Fiscal Responsibilities
C. Team Recruiting and Registration
D. Tournament Format Schedule Development
E. Team Rosters and Programs
F. Tournament Duties, Tasks, & Parent Meetings
G. Team Gifts, T-shirts, and Fundraisers
II. Three Month Task Checklist
- Contact Information
- Sample Forms
- Budget:
What are the budget guidelines for the tournament?
The goal of having the tournament is to provide fun, competitive playing time for the kids, but also to make a profit for BISA. The profit that is made is used to pay for the out of town tournaments your team/teams attend.
The budget is determined by the amount of money you know you will be receiving. This is the team registration money only. Other money that is generated from: gate fees and concession stand sales are profit for BISA that go into the general fund.
Tournament Registration:
Junior Gold A/B-$500.00 PeeWee B & C-$400.00
Bantam B & C -$400.00 Mite B & C -$250.00
Girls U-19 -$325.00 Squirt B & C -$300.00
Girls U14 -$300.00 Termites -$125.00
The expenses that need to be covered are: program fees, referee costs, tournament trophies, decorations, optional medals/trophies/player gift. The charge for programs and referees are:
ProgramExpense-info to come.
RefereeExpense-info to come.
B.Fiscal Responsibilities:
Whatis the coordinator’s role in dealing with the money and where do I get the cash boxes?
A cash box for the front gate and the concession stand will be provided by the treasurer. Currently, the cashboxes are kept in the
concession stand, and you can get them when needed.
As you collect money from the gate, concession stand, or other fundraisers, put money into a plastic baggie and mark where the funds were collected. Place in the white metal drop box on the wall in the concession stand. This should be done for all monies made from the tournament.
As a theft precaution, encourage volunteers to make periodic deposits into the drop box.
The concession coordinator should refer to the guidelines given by the concession director.
C.Team Recruiting and Registration
How do teams find out about the tournament, and how does the coordinator find out what teams are coming and what is my responsibility in this?
Currently the tournaments are advertised in theLet’s Play Hockey Newspaper and an e-mailed is sent to various contacts by the tournament director. Internet exposure via our web site and word of mouth are also means by which the teams find out the information. The registration forms are on-line and then are sent to the Tournament Coordinator. These forms can also be sent to you or your team director. The registration checks would be given to the treasurer, or put into the deposit box in the concession stand. Even with this exposure, it may not always result in having enough teams to have a competitive tournament. If you are planning a multi-team tourney, i.e. Squirt B and C teams, first determine what teams have registered and what additional teams are needed. The coordinator or another volunteer is responsible to contact and invite other teams. This can be done by contacting team coordinators via telephone or e-mail. Check with your team coordinator, or the scheduler to see if they have contact names/addresses for you. If not,this information will be posted on the internet under the team web page. Use a search engine to locate names and addresses/ph#. It may take several contacts, but it will be worth the effort.
When doing this, keep in mind the amount of ice time you have and the number of teams. It is much easier to do a bracketed tourney with an even number of teams vs. odd number. (This information is given under tournament format/schedule development.)
D.Tournament Bracketing , Rules & Lodging Reservations
What is the process in determining the tournament schedule and rules? Do we need to make any hotel reservations?
Ice Time-First thing is to get the ice time that is available for the tournament games. The rink has other activities, i.e. ice skating lessons, open skate, SDSU games and/or other games scheduled, that must be worked around. Contact the Executive Assistant or the CityPark and Recreation Office for this schedule. Once you know the available ice time, determine how many games you want each team to have. The amount of time needed for each game will be affected by length of periods, run time or stop time, resurfacing schedule, time outs, tie breaking procedures, time off for players rest, and the level of game involved (Junior Gold and Bantam games take longer than Squirt and Mite games due to more stoppage in play) It is a good idea to set aside a short period of ice time at the end of the day in case it is needed. Also, keep in mind that some teams are unable to play closer than 4 hours apart, (MN hockey rules); though at the younger ages this hasn’t been a huge concern. The key is to have the appropriate number of teams to the ice time you have. It is very difficult to schedule of you have too many, or not enough teams. Once that is determined, you can decide on what type of tournament. The number of registered teams may help determine this. There are several different types of tournaments:
Set Schedule-used for the younger teams. At this level, the score is not kept, so a schedule is made to allow teams to play a variety of competitors.
Single Elimination with Consolation, Double Elimination, Round Robin, 6-team, 8-team, 16 team, etc.
When scheduling game times, remember to schedule 15 minutes between certain periods or games to resurface the ice. The number of times this is done is determined by age of team and is the hosting teams’ decision. See bracket/rules examples provided. These can be modified to meet your needs.
It may take several different versions before the final schedule is complete. Have several people proof the schedule to ensure there are no errors before sending it out.
There may be requests from teams regarding possible scheduling, which you may attempt to accommodate. It is nice to keep in mind the distance the teams are traveling from, for first and last games. This is due to parent work schedules and players school schedules, as well as possible inclement weather.
Once the final schedule is determined you must e-mail it tothe Executive Assistant for final approval and then to the Referee Scheduler and Concession Coordinator. It is also beneficial to visit with the City Worker that will be in charge of opening the rink and resurfacing during the weekend to prevent any miscommunications. The bracket and rules must be e-mailed to the each director of the
teams, as soon as they are done. The earlier the better so the teams can make hotel accommodations.
Be advised that there are teams that may call and want to switch to a different level, once they see the schedule. Do not change the schedule. They have clearly designated their level on the registration
form, and it is very confusing, time consuming, and unfair to the other teams to make a last minute change for one team. Do not be afraid to say no. It can be said politely, but firmly! Good Luck!
Items to remember: list home/away for jersey color, must post rules and bracket/pool play posters several places in the building. Assign someone to keep posters updated with score to keep players and fans updated.
Lodging Reservations:
This is not mandatory, but it is important to do with large tournaments. Contact hotels in advance and secure arrangements for teams. Most teams require 10-12 rooms, although well attended tourneys may require more. Check with the hotels, but most will block rooms up to 30 days before the check-in date. If you do not do this, offer information regarding lodging choices.
E.Team Rosters and Team Programs
How are the rosters compiled and how are the programs made?
Daktronics has a contract with BISA to do all of the sports promotion for the rink, so Daktronics will make the tournament programs. The process is simple, though may be time consuming. Decide what information is to be listed in the program, collect all the rosters/pictures, and e-mail to Daktronics. The current contact is Val Ellens, at .
The registration form is enclosed. You will need to request a team roster and any optional information, i.e. position, grade, and team picture via e-mail. You may include this information in the program, or just the roster. Once you receive all the information, contact the Daktronics representative and forward it on. It will then be put together, and sent back to you for a final proof reading. It is important to proof. Though it may be only a typo, to a player it is a big deal. Also, when the programs are picked up, proof again. In the past there were errors made at the printers, so make sure all teams are included, etc... Once they are done, Daktronics will advise you how or where to pick them up. They may need to be picked up-(currently at Insti-prints), or possibly delivered to the rink.
On the day of the tournament, the coordinator is responsible to inspect the team roster book, when teams arrive. The process is to first, see stamped and signed team membership application. Second, review stamped and signed team roster. Third, match birth certificate for each player to roster. Fourth, compare number of players on roster to number of players on noted insurance line. Last, match USA Consent to Treat forms to each player on roster. For Canadian teams, first view travel permit. Second, review stamped and signed team roster. Third compare number of players on insurance line to number of players on roster and last, match birth certificates for each player to the roster.
F.Tournament Duties, Tasks, & Parent Meetings
What are the different tasks that need to be completed, how should they be delegated and when do the parent meetings start?
Tournament Parent Meetings:
This is up to you, but typically 2-4 should be sufficient, the earlier the better, but the first meeting can be three months before and then two and one month and one week before the tournament should keep parents updated and involved. Invite them to contact you with any questions. Refer to the checklist in the reference section for the tasks to be done, starting at 3 months before the tournament.
Tournament Duties and Tasks:
Ask for volunteers for the duties listed. Explain the different assignments, offering training on the scoreboard equipment prior to the event. Refer to the point sheet for points given for each duty. There are several positions that are not listed on the points sheet so you can designate points for those duties. A good way to determine the points given is to compare the task to a similar duty already determined on the points list. Fairness is the key! Again, some duties can be on a volunteer basis or it will be too confusing to designate points to every single task completed. Encourage everyone to find something they are interested in.
-Scheduler-Develop the schedule and recruit teams if needed. The coordinator can do this or ask for a volunteer. Refer to Schedule section.
-Minor official coordinator-Develop sign-up sheets for minor official game workers and other duties. Schedule a time to teach parents how to run the scoreboard equipment.
Minor officials include:the timekeeper, scorekeeper, penalty box attendants, announcer and goal judge, if used. Their support to the on-ice officials is critical to the proper handling of the game. The conduct of the minor officials must be objective and professional. They must be mature, competent adults. They must never be biased or exhibit partiality towards either team. No persons other than the minor officials and on-ice officials may be allowed at the score keepers/time keepers table.
-Timekeeper-Arrive at the rink 30 minutes prior to start of the game. Should have been trained to run the clock prior to game. Ensure the clock is running properly. Become familiar with the rules and game format (length of warm-up, length of periods, running/stop times, resurfacing schedule, overtime, time-outs, etc.) Be attentive to the game, ensure the clock is stopped and started at the correct times. Must be knowledgeable of playing rules as they relate to penalties. Work with the Scorer in communicating with the officials on penalties reported. Ask officials to repeat the call if not heard or understood. Assist the scorer to ensure the penalties, scores, assists, and time remaining are accurately recorded. Inform Penalty Box Attendants when players can return to the ice. Alert Announcer when remaining tome approaches one minute so it can be announced. Distribute iced pucks to on-ice officials as requested.
-Score keeper-Arrive at the rink 30 minutes before the start of the game. Locate the official scoresheet ensuring you have the correct game sheet with the correct rosters. Ensure the coaches have signed-(both coaches have to proof their roster and sign to ensure accuracy).
Responsible for keeping an accurate written record of the events of the game. Once complete, a copy of the official scoremust be provided to each team and a copy must be placed in the designated area in the referee room. (The referees get paid using the score sheets) Be attentive to the game, communicating with the officials on goals scored, assists, and penalties. Ask official to repeat information if not heard or understood. Record all goals, assists, and time remaining in the period when they occur. Record all penalties, and time remaining in the period when they occur. Do not record the time they return to the ice until the actual time. (may be less than two minutes if a goal is scored, morethan two if coincidental and waiting a whistle). Record all penalties assessed to non-players. Indicate on score sheet the time outs taken by each team. Count shots on goal or goal tender saves, unless this has been designated as a separate task. A “save” occurs when a puck would have legally entered the goal had it not been stopped by the goalie. A “shot on goal” occurs when a puck legally enters the goal, or a puck would have legally entered the goal had it not been stopped by the goalie.
-Announcer-arrive at the rink 30 minutes before the start of the game. Assist the scorer to obtain the team rosters and starting lineups. Review pronunciation of players, coaches, assistants and managers. If uncertain, check with a member of each team. Test the public address system to ensure it works properly. Ensure the CD player is functioning locating the National Anthem, unless live music is provided, or not being played. Announce starting line-ups, head coaches, assistants, manages, and sponsors. Request all to rise, remove hats and join in the singing of the National Anthem (before the first game of the day in the building and the Championship
game). Announce all goals scored and assists, giving player name and numbers, with elapsed time (calculating from time remaining). Announce penalties assessed and when the team returns to full strength from a penalty. Announce when there is one minute left in a period, and after each period, announce shots on goal for each team for that period and the total for the game to that point.
-Penalty Box Attendants-Arrive at the rink 15 minutes before thestart of the game. Do not allow unauthorized personnel in the penalty box. Open and close door as penalized players enter and leave box. Communicate with the time keeper to ensure the player is allowed back into play at the correct time. Penalized players must wear helmets/face mask and remain seated. Do not discuss the penalty with the player while in the box. Assist to count shots on goal.
Older teams-twopenalty box attendants are needed, and one for younger teams, due to minimal penalties.
Other duties:
-Ticket takers-Set up the ticket stand, arranging the plastic gates to funnel people by the gate to encourage all to pay. Be there one and half hour before the first game. Monitor fans coming in, and politely ask if they need a ticket. The cash box will be provided-(has been kept in the concession stand). At the last game, stop charging at the