VRC Event Partner Summit The Tournament Planning Cycle Demystified Presented by

Factors/Considerations The EPs and Regional Manager develop a plan to follow. Understand the plan for your state, where it is heading, and your role in its execution. Do the roles of each person vary from season to season? If there is an official State Championship event, is it moving around the state each year? What is the qualification structure that feeds teams into the State Championship?

Long Term Planning Issues Site availability can sometimes require reservations to be made more than a year in advance. Be proactive - Athletic Directors can often work around facility blackout dates for sporting schedules when provided with enough advanced notice. Communicate with as many as event partners as possible to develop schedules that work for as many teams and events as possible.

Actions That Can Help Participate in the process of developing a new plan. Communicate efficiently to all involved. Help develop options for consideration. Be flexible. Make decisions as early as possible. Do what is best for all of the teams you are providing a service for. Think big picture. Plan effectively.

Timeline 6 month timeline Event Day Event Day Encourage team development and help get them registered for your event Order equipment for your event Make initial volunteer assignments Assemble Planning Team Begin Recruiting Key Volunteers Create & Post Your Event Recruit remaining volunteers Order shirts for volunteers Event setup Schedule all purchased services

Timeline 6 week timeline Event Day Event Day Setup and test the field Put training materials in the hands of volunteers Complete any follow- up items & set next years date! Event setup Thank your volunteers Running a 2 hour scrimmage is a great way to train the team Order food Order shirts for volunteers Close registration Deadline to post results Touch base with your Regional Manager