WIN2009 Volunteer Meeting Committee Descriptions December 15th, 2008 Westport Town Hall Auditorium

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 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall 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. 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

Communications (Media & PR) Committee Description: 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 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall Finance Committee Description: 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. 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall Food Service Committee Description: 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. 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall Graphics Committee Description: 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 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall Logistics Committee Description: 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.) 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall Photography Committee Description: Recruit and manage parent digital photographers to take action, candid and posed photos for posting on the website. Objective is to drive traffic to WIN2007 website post-tournament. Facilitates promotional opportunities Indirectly builds community among participating teams and players 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall Prizes & Awards Committee Description: 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 and U17 trophies for participants of championship teams only) Coordinate Kicks for College contest setup and mechanics Door-prize program – includes soliciting door prize contributions, warehousing door prizes, selling door prize 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. 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall Referees Committee Description: 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 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall Registration Committee Description: 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 no checks received at game-day check-in. 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall Sponsorships Committee Description: Primary tournament sponsor interface, responsible for developing cultivating and securing premier and secondary sponsors. Premier sponsor opportunity already secured with HealthNet $15K. BCN also on board. Secondary sponsors – have ranged from $2k to $8k, mix of cash and goods. Total overall secondary sponsor cash target - $25k. Assist Prizes & Awards Committee in securing inventory of door prize items 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall Tournament Website 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 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall Vendors & Merchandise Committee Description: 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. 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall Volunteers Committee Description: 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. 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall

WIN2009 Volunteer Meeting - Westport Town Hall WIN2009 Committees Tournament Co-Directors Robby Casey/ George Kindel Committee Chair Member (Task) Ad Sales Open Finance Graphics OPEN Photography Referees Brian Brumit/Joe Strickland Sponsorships Vendors & Merchandise 12/04/08 WIN2009 Volunteer Meeting - Westport Town Hall