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THE NUTS AND BOLTS OF AYSO Tournament Management Training

THE NUTS AND BOLTS OF AYSO Tournament Management Training. 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. What is an AYSO Tournament?.

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THE NUTS AND BOLTS OF AYSO Tournament Management Training

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  1. THE NUTS AND BOLTS OF AYSO Tournament Management Training

  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

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

  4. 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

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

  6. 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

  7. 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.

  8. 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

  9. KEY positions • Tournament Director • Registrar • Treasurer • Safety Director • Coach Administrator • Referee Administrator…

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

  11. Tournament Director • Administration • Application • Marketing • Finances • Fields • Volunteers…

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

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

  14. 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…

  15. 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…

  16. 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…

  17. 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…

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

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

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

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

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

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

  24. 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…

  25. 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…

  26. 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…

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

  28. 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

  29. 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…

  30. 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

  31. 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

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

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