THE NUTS AND BOLTS OF AYSO Tournament Management Training

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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 Director
• Registrar
• Treasurer
• Safety Director
• Coach Administrator
• Referee Administrator

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Whos here today?
Tournament Director

• Coach Administrator

Registrar

• Referee Administrator

Treasurer

• Safety Director

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Tournament Director

• Administration
• Application
• Marketing
• Finances
• Fields
• Volunteers

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Tournament Director Administration

• Planning
• Determine Committee members
• Begin meetings early
• Easier to get teams, sponsors, donations
• Tracking
• Tasks assignments
• Who 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 years 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

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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
• Checks
• Have available on site
• Make sure several people know where to find the
  info

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Tournament Director Volunteers

• Recruit
• How many is enough?
• What positions?
• Train
• AYSO Job Specific training if available
• Tournament information

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Tournament Treasurer

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

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Registrar

• Application
• Team info sheet Roster
• Referee info sheet
• Checks
• Handle together with Treasurer
• Team 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

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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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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

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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
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  Dave Ehrhart
• Section 6 Teri Frice Section 13 Donald
  Mock
• Section 7 Maynard Pang Section 14 Paul
  Scala
• 
  

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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?...