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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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