BOCCE VENUE GUIDE
How to Run a Successful Bocce Venue
8/15/07
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BOCCE VENUE DIRECTOR GUIDE
VENUE DIRECTOR CHECKLIST
Page 3
VENUE ITEMS NEEDED
Page 4
VOLUNTEER PRE- EVENT TRAINING
Page 5
EVENT VOLUNTEERS JOB DESCRIPTIONS
Page 6
EVENT DAY FLOW CHART
Page 7
BOCCE DIRECTORS ITEMS
Page 8
FRIDAY COACHES MEETING
Page 9
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Bocce Venue Director Guide Checklist
THINGS TO DO PRIOR TO GAMES
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Select your Volunteer Coordinator and confirm their availability
Go over Volunteer job descriptions with your coordinator, and answer any questions on
the duties of this job
Make sure Volunteer coordinator of the job descriptions to hand out
Select your awards captain and confirm their availability
Contact your Rules Captain
Assign a Awards Captain, and make sure they watch the video
Get a list of Volunteers
Schedule a volunteer session at least 1 week before games, and make sure all volunteers
have a clear understanding of the game.
Assign a Parking Captain who will in charge of parking at the venue
Have a list of contacts
Meet with SOGA officials to do a venue walk through and determine what your needs are
Determine what signs are needed and get with SOGA to make them aware of signs you
need
Get a list of items needed for the venue and provide SOGA with the list
Go over the Crisis Communication Plan with SOGA
Go over water/ice accommodations and procedures with SOGA
Confirm venue schedule of events with SOGA, Local games Director, and venue contact
person
Make sure the courts are set up and marked correctly prior to the day of the games
Make sure that every court has a clipboard, pen or pencils, stop watch, balls and chairs
for the athletes
Have a PA system at the venue, and make sure that it is working correctly before game
day.
Make sure there is a copy of the rules at the venue
Make sure that all tents at the venue are clearly mark, and have adequate seating
Designate a area for the awards to be giving out, and make sure you have a background
and music for the awards
Have copies of the brackets on hand to ensure everyone has a copy
After everything is in place do a walk through of the venue with your SOGA officials to
make any changes that are needed to make the venue run as well as it possibly can
During the first day of games make notes of things to discuss at coaches meeting.
Have good communications with everybody at the venue, this includes coaches
Make sure the event stays organized and runs like it should
Make sure the venue is cleaned up during the day
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VENUE ITEMS NEEDED
Bocce Balls
8 chairs for each court
Clipboards for each court
Pencils and pens
Stopwatches for each court
Board for brackets to be on
Pins to hold brackets on board
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VOLUNTEER PRE-EVENT TRAINING
1. Notify Volunteers of pre-event orientation meeting
SOGA will send out a list of the volunteers assigned to Bocce Venue
Coordinate the meeting with volunteer contact at SOGA
SOGA will send out notices to the volunteers about the meeting
2. Explain how things will run on Friday
 Person working at the venue should be at the venue one hour prior to
games
 Bibs and instructions for volunteers will be giving out
 Teams will have to check in 30 minutes before their game is to be played
 Upon checking in make them aware of the court and time they play
 Games begin at designated time which will ensure the venue stays on
schedule
 Games will play through out the day
 At the end of the games on Friday make sure the venue is cleared, and is
ready for Saturdays events
3. Explain how things will run on Saturday
 Person working at the venue should be at the venue one hour prior to
games
 Bibs and instructions for volunteers will be giving out
 Teams will have to check in 30 minutes before their game is to be played
 Upon checking in make them aware of the court and time they play
 Games begin at designated time which will ensure the venue stays on
schedule
 Games will play through out the day
 Take what ever means necessary to ensure the venue runs as smooth as
possible
 Make sure at the end of the day that the venue is cleaned and ready for
Sundays games before leaving
4. Explain how things will run on Sunday
 Person working at the venue should be at the venue one hour prior to
games
 Bibs and instructions for volunteers will be giving out
 Teams will have to check in 30 minutes before their game is to be played
 Upon checking in make them aware of the court and time they play
 Games begin at designated time which will ensure the venue stays on
schedule
 Awards are giving out
 Ensure the awards ceremony runs the way it should make sure the venue is
cleaned up at the end of the games
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VOLUNTEER JOB DESCRIPTIONS
Rules Captain - Black Vest, makes the final decision on rules and regulation questions
EMS – Red Vest, Provides medical assistance, supplies, and communication as needed
Volunteers – Blue Vest, Helps with the venues
Volunteer Coordinator- Set up registration area-tables, signs, etc.
1. All volunteers check in upon arrival
2. Volunteers will be given a job to do and a job description
3. Answer any questions
4. All volunteers will be given a vest to wear
Volunteer Registration Assistant
1. Register and verify identity of volunteers, check photo ID
2. Confirm the time that they are volunteering to the event
3. pass out vest
4. make sure the area is cleaned up after registration
Athlete Registration Assistant
1. Register and verify identity of athletes
2. Verify what time their match will begin and on what court they will be on
3. Direct them to where they need to enter the courts
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EVENT DAY FLOW CHART
Volunteer Arrival
1. All Volunteers for the morning need to be at Venue at least a hour prior to the
games, some may be asked to come even earlier
 Make sure signs are placed on roads leading to the venue, and around
venue
 Set up tents for registration
 Set awards area
 Have brackets placed on a board at venue
Meeting
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Before the start of the games everyone involved with the Bocce Venue
should meet for any final questions on what is to happen at the venue
Start of games
 8:00 first set of games begin
 There is a time limit of 30 minutes
 Make a announcement when there is 5 minutes left of game play
 At the end of time if there is a tie, there is to be one round left
Ending of game
 Teams are lead of the field
 All results of the games are handed to Registration Table so that brackets
can be updated
The Venue runs like this all day until all games are played. Make coaches aware that
there is no lunch break, and they need to schedule lunch around their games.
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BOCCE DIRECTORS ITEMS
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PRIOR TO EVENT
1. Venue Director should select people who are knowledgeable in the area they are
selected for (or given training) to fill the following positions.
 Volunteer Coordinator
 Awards Captain
 Rules Captain
 When possible, an assistant, when the Venue Director is not avavalible
2. Venue Director should have a copy of the rules at all time, SOGA will be able to
provide this
3. Venue Director should walk through the venue and determine how the event will be
set up, what materials, signs, etc. will be needed and prepare a list for SOGA staff.
4. Communicate with all members helping with the Venue, and let them know what is
expected of them, and how to handle certain things when problems occur
5. When the registration process is complete, SOGA will provide the Venue Director
with the list of athletes that are scheduled to compete, and their game times.
6. Work with the Volunteer Coordinator in preparing an itinerary for Volunteers on
what time they should be available for work. Try not to over book a time slots.
7. Work with Volunteer Coordinator to set up times for Volunteer training prior to the
event
8. Always be available prior to the start of the games, and through out the events to
answer questions. Walk the Venue to ensure things run as they should
Volunteer Training
1. Be present to assist the Volunteer Coordinator in training Volunteers
2. Let the Volunteer know the role they are playing in the games, and the importance of
the help
3. When possible assign the Volunteer to certain jobs on the day you have the training
Awards Captain
1. Awards Captain needs to be someone who has experience in this, when this is not
possible they need to watch the video, and you should answer any questions they
have
2. Make sure the person you choose is comfortable with this assignment
Rules Captain
1. You and the Rules Captain should go over any questions that either of you have.
2. Make sure that the Rules Captain has a copy of the rules, as well as yourself
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COACHES MEETING
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Make any announcements that you have
Ask coaches about any questions and concerns about game play
Answer questions that anyone has, and if you cant let them know you will get
with them with a answer as soon as possible
If there was any problems that occurred during Friday’s games address them, and
have a solution for fixing the problems
Make sure that coaches clear understanding of what is expected from them and
their athletes