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TH THE NUTS AND BOLTS OFAYSO Tournament

Management TrainingE NUTS AND Training LTS OF

AYSO Tournament Management Training

WHAT IS AN AYSO TOURNAMENT?

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• Special Event

• Environment beneficial for players and for the game of soccer

• Competition in a multiple game setting with or without awards and recognition

WHAT IS AN AYSO TOURNAMENT?

• Brings soccer players together for:Friendship

SportsmanshipCompetitive 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 program season

• Provide teams a playoff opportunity outside of the Region

• Playoff format for Area and Sections for Primary and Secondary Program Teams

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WHY HOST AN AYSO TOURNAMENT?

• Promotes player development through additional and specialized competitive opportunity

• Provide volunteer camaraderie across Regions, Areas, and Sections

• Fundraising opportunity for Regions, Areas, and Sections

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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 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 7

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 8

KEY POSITIONS

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• Tournament Director

• Registrar

• Treasurer

• Safety Director

• Coach Administrator

• Referee Administrator

TOURNAMENT DIRECTOR

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• Organization Agreements, plans, expenses Information is clear Accessible to more than one person

• Communication Two-way Frequent Clear

Administration

TOURNAMENT DIRECTOR

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ApplicationTemplates

http://www.ayso.org/events/tournament_info/tournament_forms.htm

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

TOURNAMENT DIRECTOR

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AuthorizationForms -

www.ayso.org>events>tournaments>forms&documents

Authorization form Scope Number of anticipated teams ALL signatures needed

Budget Form Use the Calculation page Referee Refund = Referee Income Last year’s actual numbers

Miscellaneous Forms Guest Player and Youth Referee Form

TOURNAMENT DIRECTOR

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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

TOURNAMENT DIRECTOR

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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

TOURNAMENT DIRECTOR

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Fields

• Secure as soon as possible

• How many?

• One Field/8 Teams/Day = 2 Games/Team/Day

• Number of Teams accepted VS Number of fields

• Work with Safety Director

TOURNAMENT DIRECTOR

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• Date to be sent out• Schedule• Maps• Advertisements• How to pay for

TOURNAMENT DIRECTOR

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Onsite Event Documents

• Rules & Ref Plan• SAI, Incident Report, Player

Participation Release• Game and Referee Schedule• Contracts• Checks• Important Phone numbers

Make sure several people know where to find the info

TOURNAMENT DIRECTOR

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Volunteers

Recruit How many is enough? What positions?

Train AYSO Job Specific training Tournament information

TOURNAMENT TREASURER

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• NAP Procedures• NAP Codes• Tournament Budget• Payments & Deposits• Referee Commitment Refunds due

within 14 DAYS from event• Final Income & Expense statement

due within 90 DAYS from event

TOURNAMENT REGISTRAR

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ApplicationTeam info and Region authorization

formeAYSO Tournament Roster allowedReferee information sheet

ChecksHandle together with Region

TreasurerTeam check-in at tournament

Enough volunteers for timely process

TOURNAMENT SAFETY DIRECTOR

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Application Complete Safety Checklist

SAI Secure forms, understand procedures

Field Safety Check fields prior to event Field Monitors with AYSO/CDC Concussion

Awareness Training Emergency Personnel & Equipment

Rules Severe Weather Policy

TOURNAMENT COACH ADMINISTRATOR

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Coach Certification Requirements including Safe Haven Age appropriate coach training required

for Secondary Program events eAYSO Tournament Rosters allowed

Rules Assist in review/preparation Usually member of Rules Committee

Games Scheduling considerations

Tournament Memento

TOURNAMENT REFEREE ADMINISTRATOR

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Referee Certification Requirements including Safe Haven

Rules Thoroughly knowledgeable Usually member of Rules Committee

Games Scheduling considerations for guest team

volunteers Track assignment completion Prepare Refunds with Treasure – 14 day

deadline Safety considerations

Tournament Memento

TOURNAMENT SPECIAL EVENTS

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• Opening and/or Closing Ceremony• Concession• Information Booth• First Aid Stations• VIP Game• Skills Demo/Contest• Pre-game Parade Presentation of

Championship Teams

TOURNAMENT WRAP UP

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• Clean-up• Referee Commitment Fee refunds

within 14 days• Final budget 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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TOURNAMENT RESOURCES

Where to go for help

Tournament Handbook, Templates and Documents

www.ayso.org>events>tournaments>forms&documents

RC, AD, SD, STA

NTAC Liaison

National Office Director of Player Development

National Office Tournament Coordinator

Section Tournament Administrators Section 1 – Laura Love Section 9 – Stephen Service Section 2 – Samantha Richards Section 10 – Donna Nelson Section 3 – Steve Alpert Section 11 – Carlos Alcaino Section 5 – Jess Sullivan Section 12 – Annette

Klein Section 6 - Teri Frice

Dave Ehrhart Section 7 - Maynard Pang Section 13 – Donald Mock

Section 8 – Ken Smith Section 14 – Alan Degan

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TOURNAMENT RESOURCES

NATIONAL TOURNAMENT ADVISORY COMMISSION

• Irwin Kavy National Director of Tournaments• Steve Alpert Section 3 • Bruce Bricks Section 11• David Ehrhart Section 2, 9, & 12• Bill Hoffmann Section 4, 6, & 8• John Hadidian Section 10• Laura Love Section 1 & 7• Randy Smith Section 5, 13, 14 • Dianne Stratton NTAC Special Consultant• Donna Nelson NBOD Liaison• Scott Gimple National Office Liaison

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TOURNAMENT RESOURCES

Open Discussion

What other questions do you have?

How can we help?

What can we do to assist you?

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