WIN2010 Volunteer Meeting Committee Descriptions

1. January 20th, 2010 7:30 PM Room 102 – Westport Town Hall WIN2010 Volunteer MeetingCommittee Descriptions WIN2010 Volunteer Meeting January 20, 2009

2. WIN2010 Volunteer Meeting January 20, 2009 Committee Descriptions General descriptions – guidelines only, flexibility encouraged Something for everyone – Introvert/extrovert Quantitative/qualitative Leader/follower Strategic/tactical Intellectual/physical In advance/on gameday

3. Ad Sales Committee Description: • Responsible for selling advertising in the tournament program. This is the single largest source of non-sponsorship revenue for the tournament. Ads traditionally are bought by: • Local retail merchants – “Friendly” corporations • Professional service providers – Team parents • Tasks include: • Soliciting ad sale • Working through paperwork with advertiser • Collecting advertiser’s paperwork and artwork • Collecting advertiser’s payment • Forwarding paperwork and artwork to program set-up coordinator • Managing solicitation effort to ensure single-solicitations only • In addition to committee-generated ad sales, each Westport team will be responsible for three (3) full pages of advertising. • An ad sales kit contains all materials required to do the job, along with last year’s program, article reprints, Coleman Brothers Foundation information, and 501(c)(3) documentation. WIN2010 Volunteer Meeting January 20, 2009

4. WIN2010 Volunteer Meeting January 20, 2009 Communications (Media & PR) Responsible for planning and executing all paid and non-paid communications with the public. Press releases BCN advertisement Celebrity appearances Media participation Tournament directory postings In the past, we have had the following activities: Guest appearance from Connecticut Suns Live reports from local and state-wide TV and Radio Multiple pre- and post-tourney press releases, regarding both the tournament and Scott Coleman Foundation Full-page ad across all BCN papers Several non-release articles in Westport News Committee Description:

5. WIN2010 Volunteer Meeting January 20, 2009 Finance Responsible for oversight of tournament financial matters. Tasks include Budget management and P&L reconciliation Cashbox management and staffing Collection, record and deposit of revenues Check writing and timely distribution Reimbursements Expense approval Post-tourney reporting Advertiser and Sponsor 501(c)(3) letters We have an accountant in place that will make this task much easier than in the past. Committee Description:

6. WIN2010 Volunteer Meeting January 20, 2009 Food Service Interface with Staples Food Service to ensure appropriate and adequate prepared food selections during tournament. Coordinate sponsor product placement as necessary. Assist food-service activities as needed. Committee Description:

7. WIN2010 Volunteer Meeting January 20, 2009 Graphics Responsible for all graphic- and print-related activities. Coordinate logo and staff-shirt development with design firm Layout and produce tournament program Develop and produce all tournament signage as necessary (see pre-existing inventory) Support all committees requiring special form production Committee Description:

8. WIN2010 Volunteer Meeting January 20, 2009 Logistics Responsible for basic tournament operations across the game-day weekend. Establish agreements and communicate with professional service providers (police, trainers, custodians, facility managers, etc.) Develop cafeteria plan (vendors and exhibitors only) Staff/manage/coordinate on-field support personnel (runners, timers, field marshals, field maintenance crew, etc.) Manage/maintain equipment requirement (radios, field tape, corner cones, signage placement, goal placement and condition, etc.) Committee Description:

9. WIN2010 Volunteer Meeting January 20, 2009 Photography Recruit and manage photographer to take action, candid and posed photos for posting on the website and for sale to teams. Objective is to drive traffic to WIN2010 website post-tournament. Facilitates promotional opportunities Company we used last year was good but we can manage it better Committee Description:

10. WIN2010 Volunteer Meeting January 20, 2009 Prizes & Awards Responsible for all activities related to awards and prizes. Awards ceremonies – choreography, presentations, timing, schedule adherence, set-up and breakdown Medals and trophies – select, order, receive and organize and distribute to participants (all U9s & U10s get participation medals; U11, U12 and U13, U14, U15/16 and U17/18 trophies for participants of championship teams only) Raffle – includes soliciting contributions, warehousing prizes, selling tickets at the tournament, conducting drawings and distributing prizes to winners. Heavy inter-committee communication is required for and by this committee as its activities either rely or are reliant upon the activities of almost every other committee. Committee Description:

11. WIN2010 Volunteer Meeting January 20, 2009 Referees Responsible for all aspects of referee detail. Identifying, hiring and paying referee staff Referee communication and scheduling Must have representation in Friday night set-up activity Joe Strickland is on board again this year. Did an excellent job for WIN2009. Committee Description:

12. WIN2010 Volunteer Meeting January 20, 2009 Registration Primary interface with participating teams. Solicit teams for tournament participation Address team participation issues not addressed on website Manage pre-registration effort Ensure registration materials are appropriately prepared for website posting Assist with game-day check-in process Confirm rosters and participant eligibility All registration will be conducted online. We are credit-card enabled, so there should be very few checks received at game-day check-in. Committee Description:

13. WIN2010 Volunteer Meeting January 20, 2009 Sponsorships Primary tournament sponsor interface, responsible for developing cultivating and securing premier and secondary sponsors. Premier sponsor solicitation has been made but not secure. Other sponsors already on board but more needed. Secondary sponsors – have ranged from $2k to $8k, mix of cash and goods. Total overall secondary sponsor cash target - $25k. Committee Description:

14. Tournament Website WIN2010 Volunteer Meeting January 20, 2009 Committee Description: • Webmaster capabilities to assist all committees via web-delivered functionality. • Work closely with knowledgeable WSA and League Athletics personnel • Develop functionality beyond what currently exists, using development tools already in place. • Creativity encouraged! • Specific development projects • Committee depositories and forums • Bulk file (photos) upload mechanism • Tournament results mechanism • Task volunteer mechanism

15. WIN2010 Volunteer Meeting January 20, 2009 Vendors & Merchandise Responsible for (identifying,) securing and coordinating vendors and merchandisers for game-day activities. Tournament logo-wear company already in place Help develop cafeteria floor plan with Logistics Committee. Objective: bring “attractions” into cafeteria that generate revenues in which WIN will receive a share. Depending on demand for space, we have the flexibility to charge vendors for their participation. For example, MKSE has a booth in which players’ penalty kicks were measured by speed gun. We would like to attract similar interactive and vendor staffed booths. There is room for approximately six vendors or merchandisers. Committee Description:

16. WIN2010 Volunteer Meeting January 20, 2009 Volunteers Recruit, communicate with and assign volunteers as needed by each committee. Track volunteer participation. Assuring sufficient number of game day volunteers is critical. Interface with all Committees. Committee Description:

17. WIN2010 Committees Tournament Co-Directors Robby Casey/ George Kindel Committee Chair Member (Task) Ad Sales Open Finance Open Graphics OPEN Photography OPEN Referees Joe Strickland Sponsorships OPEN Vendors & Merchandise OPEN Volunteers Bart Schuldman WIN2010 Volunteer Meeting January 20, 2009