THE NUTS AND BOLTS OF AYSO Tournament Management Training 1.

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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