1. VRC Event Partner Summit The Tournament Planning Cycle Demystified Presented by Marc Couture 7/9/14

2. What Factors Cause Change? Now that we have a full compliment of programs, there is a solution for all students. A proper response to this requires adjustments. Team growth gives rise to larger events and in some cases new age divisions. Event growth is needed to support the new teams. New Event Partners help deliver additional capacity. Monitor growth and location of teams to determine the most appropriate adjustments to make.

3. Change Drivers Events reach or exceed capacity. Quantity and ratio of VRC Middle School teams eventually justifies MS only events. Teams showing up in new areas across the state. Concentrations of teams that can give rise to league play opportunities. Facility availability

4. Considerations The EP’s and Regional Support 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, or centrally located? What is the qualification structure that feeds teams into the State Championship?

5. 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 event partners as possible to develop schedules that work for as many teams and events. Come to each others aid to share the load. Consider rotating major events as a way to spread workload and avoid burn-out of volunteers.

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

7. 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

8. Running a 2 hour scrimmage is a great way to train the team Timeline 6 week timeline 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 Order food Order shirts for volunteers Close registration Deadline to post results Touch base with your Regional Manager

9. Questions?