www.etobicokebasenall.com
TOURNAMENTCONVENOR DUTIES/ CHECK LIST
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Prepare a tournament schedule (do a draw to determine seating)
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Arrange for umpires for the tournament.
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Send out tournament schedule and rules to be used for the tournament two weeks
in advance of the tournament.
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Set up volunteers for the tournament to be the tournament field maintenance crew.
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Make sure that you have all the equipment, scorecards, game sheets and reports
on site that you need for the tournament.
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Set up a protest committee meeting (in case proper protest is lodged)
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Ensure first aid kit is available at all parks with proper accident reports.
SITE CONVENOR DUTIES/ CHECK LIST
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Be on site 1½ hours before the start of the first game.
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Act as on site convener (Introduce yourself to the manager and answer all
questions about special tournament rules – if unsure call headquarters - Deal with
issues that may arise. Handle any problems (not handled by the umpires) which
may occur during the game.)
Note: site convenor should not be one of the coaches of any teams playing.
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Know who to contact if umpires don’t arrive on time
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Notify Main Tournament Convenor of any protest lodged. He/She may have to
call a protest committee meeting if a proper protest is lodged.
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Collect rosters from each team and check roster against OBA roster and players
sign-in sheet (first game only)
SITE CONVENOR DUTIES/ CHECK LIST CONT.
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Fifteen minutes before game time, call both coaches to home plate conduct the
coin flip for “home” team with the team traveling the furthest distance having the
call and go over playing rules with the umpires and coaches.

Issue one game sheet and pitch count record sheet to home team (Official score)
and a Line Up Card to each team before each game.

Hand out game balls to umpires and collect game balls after each game (only if
supplied by the tournament host).

Pay umpires before the start of the game and have umpires sign the Tournament
Umpire sheet.

After each game collect white copy of the official game Sheets (to be signed by
each of the umpires and coaches) and pitch count sheet. Call in scores to
headquarters (umpire’s & coaches must sign the score sheet). Pink copy is
given to home team and yellow copy to visiting team and call in scores to
headquarters after every game.
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Ensure that field maintenance is completed before and after each game.
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Fill out Convenor’s report (i.e. players/coaches ejected from the game section/
roster section)
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When a team is elimated from further tournament play award team with their
participation awards (if provided) and thank the players, coaches and parents for
coming out. (This presentation should be done on the field right after the game –
have both teams line up on the 1st & 3rd base line for the presentation)
GOOD LUCK AND HAVE FUN!