THE NUTS AND BOLTS OF AYSO Tournament Management Training

1. THE NUTS AND BOLTS OFAYSO Tournament Management Training 1

2. 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 2

3. What is an AYSO Tournament? Brings soccer players together for: Friendship Sportsmanship Competitive recognition The Championship experience 3

4. Everyone Plays! “Customer service is not a department, it’s an attitude” - Unknown 4

5. Who are our “Customers?” 5

6. Our Role in the AYSO Experience 6

7. Great Soccer Starts with Great Communication • You’re the Source! • Setting the Tone • Communicate, Communicate, Communicate! 7

8. Great Soccer Starts with Great Communication • Use Your Tools • Tournament Staff and Volunteers • Clear and consistent e-mail communication • Pick up the phone and make a personal call • Tournament Website • National Tournament Handbook 8

9. AYSO Tournaments + Great Customer Service = the AYSO Mission 9

10. 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 advance teams to Area or Section tournaments 10

11. Why host an AYSO Tournament? Promotes player development Promotes volunteer camaraderie across regions, areas and sections Provides opportunities for fundraising 11

12. 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 12

13. 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 13

14. 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 14

15. Key Positions Tournament Director Registrar Treasurer Safety Director Coach Administrator Referee Administrator 15

16. Who’s here today? Tournament Director • Coach Administrator Registrar • RefereeAdministrator Treasurer • SafetyDirector 16 16

17. Tournament Director • Administration • Application • Marketing • Finances • Fields • Volunteers 17

18. Tournament Director – Administration • Planning • Determine Committee members • Begin meetings early • Easier to get teams, sponsors, donations • Tracking • Tasks & assignments • Who & when 18

19. Tournament Director – Administration • Organization • Agreements, plans, expenses • Information is clear • Accessible to more than one person • Communication • Two Ways • Frequent • Clear 19

20. 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 Section’s process • Signatures • ALL necessary signatures must be on form 20

21. 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, and Youth Referee Form 21

22. 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 22

23. 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 23

24. Tournament Director – Fields • Fields • Secure as soon as possible • How many? • # of Teams accepted VS # of fields • Work with Safety Director 24

25. Tournament Program/Packet • Date to be sent out • Schedule • Maps • Advertisements • How to pay for 25

26. Tournament Director – At the Tournament • Paper Work • Rules & Ref Plan • Forms • SAI, Incident Report • Schedule • Contracts • Checks • Important Phone numbers • Have available on site • Make sure several people know where to find the info 26

27. Tournament Director – Volunteers • Recruit • How many is enough? • What positions? • Train • AYSO Job Specific training if available • Tournament information 27

28. Tournament Treasurer • NAP Procedures • NAP Codes • Tournament Budget • Payments & Deposits • Referee Commitment Refunds • Final Income & Expense statement.. 28

29. Registrar • Application • Team info sheet & Roster • Referee info sheet • Checks • Handle together with Treasurer • Team check-in at tournament • Enough volunteers 29

30. 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 30

31. 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 31

32. 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 32

33. Special Events • Opening and/or Closing Ceremony • Concession • Information Booth • First Aid Stations • VIP Game • Skills Demo 33

34. WRAP UP • Clean-up • Referee Commitment Fee refunds 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 34

35. Resources Where 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 35

36. Resources Section Tournament Administrators Section 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 36

37. NATIONAL TOURNAMENT ADVISORY COMMISSION • Irwin Kavy National Director of Tournaments • Steve Alpert Section 3 & 13 • Bruce Bricks Section 11 • David Ehrhart Section 2, 9, & 12 • John Hadidian Section 10 • Bill Hoffmann Section 4, 6, & 8 • Laura Love Section 1 & 7 • Randy Smith Section 5, 13, 14 & 99 • Dianne Stratton NTAC Special Consultant 37

38. Open Discussion • What questions do you have? • How can we help? • What can we do to assist you? 38

39. Customer Service Advice From an Expert “Whatever you do, do it well. Do it so well that when people see you do it they will want to bring others and show them how well you do what you do.” Walt Disney

40. Great AYSO Soccer Starts with Great Communication • Each player and parent should know • how to reach their Region leadership from • a tool provided for them to reference at home Business Card Magnet Brochure Bookmark Flyer

41. Each year, the AYSO National Office receives thousands of calls/emails from concerned families who can not reach their local Region or do not get replies to questions about… …player registration …coach, team, practice time, location …volunteer points, referee points …playoff criteria and participation …refunds, uniform returns, next registration

42. They would rather be communicating with you! Reachable phone and email publicized 800-555-AYSO - region2014@net.net Make sure there is room for messages Website up to date REPLY ASAP