AYSO National Tournament Advisory
Commission
Tournament Management Training
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What is an AYSO Tournament?
• Special Event
• Environment beneficial for players and for the
game of soccer
• Competition in a multiple game setting with or
without awards and recognition
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Why host an AYSO Tournament?
• Provides an opportunity for players to participate
in games beyond the primary program season
• Provide teams a playoff opportunity outside of
the Region
• Playoff format for Area and Sections for Primary
and Secondary Program Teams
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Why host an AYSO Tournament?
• Promotes player development through additional
and specialized competitive opportunity
• Provide volunteer camaraderie across Regions,
Areas, and Sections
• Fundraising opportunity for Regions, Areas, and
Sections
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AYSO TOURNAMENT SCOPE
AYSO tournaments are defined by their scope. The
scope also defines the level of authorization
required.
• Region: Open to AYSO teams within a specific AYSO
Region. RC approval required
• Area: Open to AYSO teams within a specific AYSO Area.
AD approval required
• Section: Open to AYSO teams from within a specific AYSO
Section. SD approval require
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AYSO TOURNAMENT SCOPE
• AYSO Invitational Tournament: Open to AYSO teams only.
Teams may come from any Section. National Director of
Tournament final approval required
• AYSO Open Invitational Tournament: Includes both AYSO
and non-AYSO teams. National Director of Tournament
final approval required
• International Tournament: AYSO teams, non-AYSO, and
international teams. National Director of Tournaments
final approval required
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Course Objectives
• Review Tournament Director role
• Review other key positions and roles
• Learn how these positions work together
• Apply key roles to other secondary events
• Tournament Management Training Certification
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Key Positions
• Review Tournament Director role
• Review other key positions and roles
• Learn how these positions work together
• Apply key roles to other secondary events
• Tournament Management Training Certification
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Tournament Director
Administration
• Organization
 Agreements, plans, expenses
 Information is clear
 Accessible to more than one person
• Communication
 Two-way
 Frequent
 Clear
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Tournament Director
Administration
• Organization
 Agreements, plans, expenses
 Information is clear
 Accessible to more than one person
• Communication
 Two-way
 Frequent
 Clear
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Tournament Director
Application
• Templates
 www.ayso.org/resources/tournament_forms
 Saves you time and frustration
• Approval Process
 Review docs with RC & AD at same time
 Ask STA how it works in your Section
• Timelines
 Understand estimated times & your Section’s process
• Signatures
 ALL necessary signatures must be on form
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Tournament Director
Authorization
Forms - www.ayso.org>events>tournaments>resources
• Authorization form
 Scope
 Number of anticipated teams
 ALL signatures needed
• Budget Form
 Use the Calculation page
 Referee Refund = Referee Income
 Last year’s actual numbers
• Miscellaneous Forms
 Guest Player and Youth Referee Form
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Tournament Director
Marketing
Logo Requirements – Include AYSO
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Scope
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Web Presence
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What?
When? Where?
Other ways to advertise?
Sponsorships
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Who are you inviting?
Check with National Headquarters
How to ask local companies?
What do they get?
THANK YOU
Tournament Director
Financial Requirements
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NAP Account
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Oversight
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Can use separate account
Use appropriate codes
Account signers
RC & Regional Treasurer
with TD &Tournament Treasurer
Budget
Use calculation sheets
 Plan with committee members & Treasurer
 Track thoroughly
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Tournament Director
Fields
• Secure as soon as possible
• How many?
• One Field/8 Teams/Day = 2 Games/Team/Day
• Number of Teams accepted VS Number of fields
• Work with Safety Director
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Tournament Director
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Date to be sent out
Schedule
Maps
Advertisements
How to pay for
Tournament Director
Onsite Event Documents
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Rules & Ref Plan
SAI, Incident Report, Player Participation Release
Game and Referee Schedule
Contracts
Checks
Important Phone numbers
Make sure several people know where to find the
information
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Tournament Director
Volunteers
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Recruit
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Register, Certify, and Train
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How many is enough?
What positions?
Must be a AYSO Volunteer registered for the current
Membership Year (MY2015)
AYSO Safe Haven Certification required for all AYSO Volunteers
AYSO Job Specific training for Coaches, Referees, and
Administrators
Region training for all volunteer positions that do not have AYSO
job specific training for their position
Tournament Treasurer
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NAP Procedures
NAP Codes
Tournament Budget
Payments & Deposits
Referee Commitment Refunds due within 14 DAYS from
event
Final Income & Expense statement due within 90 DAYS
from event
Tournament Registrar
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Application
 Team info and Region authorization form
 eAYSO Tournament Roster allowed
 Referee information sheet
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Checks
 Handle together with Region Treasurer
• Team check-in at tournament
 Enough volunteers for timely process
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Tournament Safety Director
• Application
 Complete Safety Checklist
 First Aid or EMT Coverage
• SAI
 Secure forms, understand procedures
• Field Safety
 Check fields prior to event
 Field Monitors with AYSO/CDC Concussion Awareness Training
 Emergency Personnel & Equipment
• Rules
 Severe Weather Policy
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Tournament Coach Administrator
• Coach Certification
 Requirements including Safe Haven
 Age appropriate coach training required for Secondary Program
events
 eAYSO Tournament Rosters allowed
• Rules
 Assist in review/preparation
 Usually member of Rules Committee
• Games
 Scheduling considerations
• Tournament Memento
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Tournament Referee Administrator
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Referee Certification
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Rules
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Thoroughly knowledgeable
Usually member of Rules Committee
Games
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Requirements including Safe Haven
Scheduling considerations for guest team volunteers
Track assignment completion
Prepare Refunds with Treasure – 14 day deadline
Safety considerations
Tournament Memento
Tournament Special Events
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Opening and/or Closing Ceremony
Concession
Information Booth
First Aid Stations
VIP Game
Skills Demo/Contest
Pre-game Parade Presentation of Championship Teams
Tournament Wrap Up
Clean-up
Referee Commitment Fee refunds within 14 days
Final budget due within 90 days
Thank-you sent out to all referees, volunteers, vendors,
and teams
• Start Planning for next MSFMK event
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Tournament Resources
Where to go for help
• Tournament Handbook, Templates and Documents
• www.ayso.org>events>tournaments>resources
• RC, AD, SD, STA
• NTAC Liaison
• National Office Director of Player Development
• National Office Tournament Coordinator
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Tournament Resources
Section Tournament Administrators
Section 1 –
Section 2 –
Section 3 –
Section 5 –
Section 6 –
Section 7 –
Section 8 –
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Laura Love
Section 9 – Stephen Service
Samantha Richards Section 10 – Donna Nelson
Steve Alpert
Section 11 – Carlos Alcaino
Jess Sullivan
Section 12 – Annette Klein
Teri Frice
Section 12 – Dave Ehrhart
Maynard Pang
Section 13 – Donald Mock
Ken Smith
Section 14 – Alan Dagen
Tournament Resources
National Tournament Advisory Commission
Irwin Kavy
Steve Alpert
Bruce Bricks
David Ehrhart
Bill Hoffmann
John Hadidian
Laura Love
Randy Smith
Dianne Stratton
Donna Nelson
Samantha Schrum
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National Director of Tournaments
Section 3
Section 11
Section 2,9, & 12
Section 4, 6, & 8
Section 10
Section 1 & 7
Section 5, 13, 14 & 99
NTAC Special Consultant
NBOD Liaison
National Office Liaison
Open Discussion
• What other questions do you have?
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How can we help?
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What can we do to assist you?