COMMITTEE:
Running a tournament well takes a lot of time and effort and will require
the assistance of several others besides yourself. These are your Tournament
Committee. Don't be shy about asking people to help; many are happy to
do so if asked. You will need a draw committee, people to help with checking
players in and collecting money, and people to help get things set up on Saturday
morning. One of the THTC officers should be present for the draw which
usually occurs the night before the first day of the tournament.
If you are playing yourself, you need someone to take over the job of
recording scores, determining next-round start times, and answering questions
while you are on the court. Other things that you might want help with
is answering phone inquiries and ordering and picking up awards and supplies.
TOURNAMENT COMMITTEE ASSIGNMENT CHECKLIST
Draw Sheet Preparation _______________________________
Assembling Supplies _______________________________
Checking in handling
on-site payments _______________________________
Recording Scores and
answering questions _______________________________
USTA sanctioned tournaments have additional considerations: a designated
referee is supposed to be provided and official draw sheets (provided by
USTA) must be typed and returned within one week. A special manual is available
which explains in detail how to run a sanctioned tournament. THTC officers
and board members are always available for help and advice.
USTA SANCTIONED TOURNAMENT CHECKLIST
_____ USTA Form received
_____ USTA referee identified _____________________________
ENTRY
FORMS:
All THTC members receive entry forms by mail, but you will want to get extra
copies to post at Rea park and at other locations and to mail to other players,
especially for sanctioned tournaments. Get copies from the current club
president and keep track of postage.
ENTRY FORM CHECKLIST
______ Entry Forms mailed
to members
______ Entry Forms mailed
to past entrants
______ Entry Forms mailed
to other clubs, etc.
______ Entry Forms posted
at Rea Park
______ Entry Forms posted
at ................. _____________
_____________ PUBLICITY: One or two weeks before the tournament date, prepare a media release and
mail it along with an entry form to the newspaper, the three TV stations,
and possibly some of the radio stations. The media release should include
a summary of the following (even though it appears on the entry form):
-
Name of Tournament
-
Date of Tournament
-
Rain contingency plans
-
Entry fees
-
Deadline for entries
-
Events and age categories
-
Tournament Director names and telephone numbers
MEDIA NOTIFICATION CHECKLIST
_________________ Terre Haute Tribune
_________________ WTHI-TV
_________________ WTWO-TV
_________________ WBAK-TV
_________________ WTHI-Radio
AWARDS:
Ten days before the tournament arrange to have all trophies, plaques, or other
awards ordered. Awards are presented at the conclusion of the tournament for all
winners and runners-up. If consolation brackets are planned, you may want to
award a small plaque to winners. Various trophy supply businesses in Terre Haute
have supplied plaques and trophies over the years, including Char-La and White
Rabbit. Have the bill sent to the current club president.
AWARDS CHECKLIST
1st 2nd
Group Designation Place Place
_______________________ _____ _____
_______________________ _____ _____
_______________________ _____ _____
_______________________ _____ _____
_______________________ _____ _____
_______________________ _____ _____
_______________________ _____ _____
_______________________ _____ _____
SUPPLIES If you are furnishing lunch, be sure to order what you will need several
days ahead of time. At this time you should also contact the Park Department
to have the trash barrels emptied and the area cleaned up.
LUNCH SUPPLIES CHECKLIST
____ fruit (apples, bananas, etc.)
____ soft drinks
____ water "barrels" (we now use bottled water)
____ ice
____ cups
____ napkins
____ sack lunch (optional)
____ condiments (optional)
____ plasticware (optional)
____ Park Department contacted for trash cleanup
THE DRAW:
The draw committee should meet following the entry deadline to make the
draw. Be sure to check with anyone who may have been given entry forms
in addition to the designated director.
-
Make lists of participants by category (if more than one) as they come
in by phone or mail. You may use this list to record payments on tournament
day. Note that for local tournaments there are often two different fees,
one for members and one for nonmembers.
-
Determine the seedings using the committee's best judgement.
-
Determine the pairings and the number of rounds you intend to play each
day.
-
Prepare a drawsheet of the pairings, the start time and court assignment
of the first round and the approximate start time of subsequent matches.
Be prepared to be flexible to handle long matches that affect the schedule
and court assignments. There will always be some on-the-spot scheduling
and court assignment decisions.
DRAW SHEET CHECKLIST
____ All participants are represented ____ First round matches pairings
____ First round match court assignment
____ First round start time
____ All participants notified of first round
information (when/where)
____ Draw sheet suitable for posting on noticeboard
at Rea Park
____ Cash for change if payment method involves
onsite remittance
EARLY TOURNAMENT DAY:
Plan to be onsite early the morning of the tournament and give yourself
enough time to roll the courts if necessary.
TOURNAMENT DAY CHECKLIST
____ Attend to courts (rain, debris, etc.)
____ Announce rain plans (if necessary)
____ Set up check-in counter ____ Post draw sheets, information sheets,
sanction sheet ____ Set up water barrels
____ Set up snack table
____ Set up awards table
POST TOURNAMENT CHECKLIST
____ Notify news media of tournament results
____ Within a week of tournament, provide the following
to THTC Secretary/Treasurer:
Money (from fees)
Financial balance sheet
draw sheets (to be mailed to CITA if sanctioned)
participants list
comments on tournament |
