2014 GAME OPERATIONS MANUAL TOURNAMENT OPERATIONS For FBU Game-­‐Site Personnel, Player Development & Host Game Directors This Guide is the exclusive property of All-­‐American Games, LLC. It may not be reproduced or disseminated without the express written consent of All-­‐American Games, LLC. Please note that the Guide is accurate as of 11/8/13. Policies, procedures, etc. outlined within are subject to change and may be updated, amended, or revised as necessary. Version 2.0 Written and edited for AAG by Brian Pipines and Luke Malone. 9/11/14 1 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Game Operations Manual Table of Contents: A.
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PAGE (S) OPERATIONS MANUAL OVERVIEW 3 MERCHANDISE 4-­‐8 TEAM DIRECTOR/TEAM MANAGER/COACHING APPAREL 8 HOTEL & FIELD BRANDING 8-­‐9 SPONSORSHIP ACTIVATION 10 GAME TICKETS 10 CREDENTIALS 10-­‐11 VOLUNTEERS & SUPPORT STAFF 11 CALL IN PROCEDURES 12 OPERATIONS CHECKLIST 13-­‐21 TIMELINE SAMPLE 21 GAME RULES 21-­‐22 OT RULES 22-­‐23 VENUE REQUIREMENTS 23-­‐24 SOCIAL MEDIA 24-­‐25 KEY DOCUMENTS 26 TRAVEL 27-­‐28 HOTEL 28-­‐30 SHIPPING 30-­‐32 2 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Operations Manual Overview: All American Games and National Championship Staff, The purpose of the National Championship Operations Manual (NCOM) is to provide the All American Games staff a compass or GPS if you will on how to plan and execute functionally ĂƌĞĂƐƵƉƉŽƌƚĨŽƌ&h͛ƐEĂƚŝŽŶĂůŚĂŵƉŝŽŶƐŚŝƉdŽƵƌŶĂŵĞŶƚ͘dŚŝƐŵĂŶƵĂůis the National ŚĂŵƉŝŽŶƐŚŝƉ͞,ŽǁdŽ͟ĨŽƌƚŚĞŽƉĞƌĂƚŝŽŶĂůƉůĂŶŶŝŶŐĂŶĚĞdžĞĐƵƚŝŽŶŽĨĞǀĞƌLJĐŽŵƉŽŶĞŶƚŽĨƚŚĞ
tournament from registration to social media to sponsorship to venue selection to game day operations and management and everything in between. Warning: This manual is helpful only to those who choose to read it. Nothing in the NCOM manual is intuitive. You MUST read and understand the information to become knowledgeable and, more importantly, to instill confidence that you know and understand the who, what, when, where and how of tasks required to be performed in your functional area to make the National Championship Tournament a world class event. If you have any comments, questions and/or information you think should be included in the manual please feel free to call or email Luke Malone, National Championship Operations Director @ [email protected] and (914) 260-­‐6312. Thank You, dŚŽŵĂƐEŝĐŬĞƌƐŽŶ͞ŽůŽŶĞůEŝĐŬ͟ Vice President, Operations 3 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL B. MERCHANDISE -­‐ Goals: OBJECTIVES PER SITE: 1. Round 1-­‐2: $4,500 -­‐ 75% Sell Through of Merchandise 2. Rounds 3-­‐4: $2,500 -­‐ Merchandise Sales 3. NAPLES: $2,500 -­‐ Merchandise Sales 4. All Rounds: $40,000 ʹ Total Ticket Sales Thursday: Merchandise Sales lead will arrive at the site to receive merchandise shipments from the respective vendors: tracking & shipping information will be provided prior to arrival Merchandise Sales Lead has to make sure they have the laptop, cords, wireless card, cash, and Inventory Tracking Sheet. Merchandise Sales Set-­‐up͙Wƌe-­‐Event Inventory of Merchandise per Inventory Sheet: A. All merchandise available for sale should be piece counted, by size and noted in the Individual Item Inventory Sheet and then totals by size should be filled in on the Venue Master Inventory Tally Sheet B. Keep items separate and by size so that when filling orders, sizes will be easier to find. Staff arrives at venue for Walkthrough (Decide where to set up Merchandise Sales tables). Friday: Merchandise Sales Lead has to make sure they have the laptop, cords, wireless card & petty cash to set up Merchandise Sales at the Hotel. Merchandise Sales Lead must have the petty cash with them at all times. Find out how many volunteers you have to help and delegate tasks to them for set-­‐up. You will need volunteers to assist in taking gate sales and at the merchandise table. (Volunteers should only receive one vest for helping out throughout the weekend.) These vest will need to be collected after the completion of all games and returned to the home office with the rest of the operations supplies. Communicate with the Operations Director to find out the number amount of Volunteers they will have accessible to them. 4 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Processing Payments One person will be assigned the lead in charge of merchandise that will include selling merchandise and taking admissions. They will most likely be assisted by volunteers in these tasks. Each round͛Ɛ financial package will be provided start-­‐up cash of $250 in small bills to facilitate these sales. Only cash will be accepted for gate! Wireless air cards will be provided for each site so that you can process credit cards through a laptop web terminal. (It is important that there is a laptop available at each site.) Set-­‐up Merchandise Sales Table A. Use at least two volunteers to assist in setting up the tables for Merchandise Sales. As well as staying at the merchandise table for remaining sales (# of tables for Merchandise Sales set-­‐up.) B. The volunteers should work together to position the tables in a layout that is most functional for the venue. C. Dress merchandise tables with black tablecloths and signage. Please see Appendix III for Sample Merchandise Price List. D. Only "one piece" per sellable item to be put on the display tables. E. Additional apparel in the boxes should be positioned behind the tables where they are "picked" for individual sale. One volunteer to staff the table and one to be the "picker" should allow for allow ease of flow. F. The Laptop and Cash Bag should be set up at one end of the table to tally purchases. The Merchandise Sales Lead is the only one that should tender sales and hold the key to the cash box. The Lead will be responsible for keeping the cash box stocked with cash from the Home Office. G. Merchandise Sales (If the Merchandise Sales Lead must leave the area a FBU Staff Member must oversee the Merchandise Sales area and Laptop. Never leave the merchandise and the Cash Box unattended or solely attended by a volunteer) Breakdown of Merchandise Sales Physical Cash count should be performed by Merchandise Sales Lead and one other FBU Staff member at the Hotel, in a closed, secure location. Oversee the repacking of the merchandise into boxes in an organized fashion so that the merchandise is ready for set-­‐up on Saturday morning. Merchandise should be placed in a secured location/locked transportation to the venue until Saturday morning. Count Cash and checks along with a second member of FBU Staff. Cash and checks are the responsibility of the Merchandise Sales Lead and must be kept on your person at all times. 5 Saturday: 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Staff departs hotel to venue Staff arrives at venue Set-­‐up Merchandise Sales Table Same as Friday Breakdown can begin once ALL Athletes and Parents have left the area of Merchandise Sales Breakdown of Merchandise Sales Same as Friday. Make sure ALL merchandise is locked in a "secured" location. Count Cash and checks along with a second member of FBU Staff in a secured location. Cash and checks are the responsibility of the Merchandise Sales Lead and must be kept on you personally at all times. Saturday PM ʹ Email a Brief merchandise report (Merchandise total, number of tickets sold, number of tickets sold, and programs sold) to [email protected] and [email protected]. Sunday: Staff departs hotel to venue Staff arrives at venue Set-­‐up Merchandise Sales Table Same as Sunday Breakdown can begin once ALL Athletes and Parents have passed the area of Merchandise Sales. Breakdown of Merchandise Sales Same as Saturday. Make sure ALL merchandise is locked in a "secured" location. Sunday PM ʹ Email a Brief merchandise report (Merchandise total, number of tickets sold, number of tickets sold, and programs sold) to [email protected] and [email protected]. Post Event Inventory Place all items back into boxes with an Individual Inventory Sheet per box/item. Transfer total counts to the Venue Master Inventory Tally Sheet. Apply a UPS Shipping label to each box for return to the NJ Office (Address): 100 Forge Way, Rockaway, NJ 07866 ATTN: Cheryl Nelson. If driving, these items should go in the van with the people returning to NJ Office. 6 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Merchandise Recap Merchandise Sales Lead should perform a final cash count & check tally and fill in the Merchandise Recap once in a secure location. This should be done in the presence of at least one FBU staff member. The recap should tie to all monies being returned. Make sure that any handwritten credit card authorization forms should be returned to the NJ Office with the Merchandise Recap. The Merchandise Sales Lead should bring their financial packet back to the NJ Office. If staff member is not returning to NJ office, prepare the Financial Packet for return to the NJ Office (Address): 100 Forge Way, Rockaway, NJ 07866 Attn: Michelle Caulfield. These should be sent overnight to be received no later than Wednesday after the weekend. If there is a lot of currency to return, please either convert to a money order or check before mailing. Ensure all Merchandise Sales set-­‐up items are packed up in boxes to be shipped back to NJ Office Return to Hotel or Airport as schedule designates. Financial Recap Lead AAG employee will be responsible for preparing the final reconciliation of all financial matters at the conclusion of Rds. 1&2 and Rd 3&4. This will include: Assuring all checks written on-­‐site have supporting detail; check stubs are written clearly with vendor name, services provided (trainer, referee) and amount. Concession recap (see attached) is competed accurately and ties to all monies being returned. Recap and monies are sent back to All American Games no later than Tuesday after round to be received by Wednesday. NJ employees will bring back; all other employees will need to overnight prepaid packages to All American Games, 100 Forge Way, Rockaway, NJ 07866 Attn: Michelle Caulfield. Financial Summary Recap Sheet will be sent to all staff members working an event. Financial Package-­‐Materials Each FBU Senior Rep will receive: x Blank signed FBU checks x Hard copy tally sheet x Instructions x $250 cash broken down into 20's 10s, 5s, 1s x CC authorization forms x Two (2) cash pouches: for the merchandise area and the gate sales 7 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL MERCHANDISE / TICKET TALLY SHEET: x
Excel sheet to be supplied by All American Games x
Filled in on-­‐site x
Returned to All American Games ATTN: Michelle Caulfield x
Brief recap communicated to National Championship HQ Saturday and Sunday PM x
Please note the columns devoted to game tickets: We need the number of ticket sold and remaining tickets returned to Rockaway x
This document will be sent to all staff members working an event. TEAM DIRECTOR / TEAM MANAGER / COACHING APPAREL: Each Team Director is to receive the following: x 1 FBU National Championship Polo Shirt Each Team Manager is to receive the following: x 1 FBU National Championship Polo Shirt Each Coach is to receive the following: x
1 FBU National Championship Cap ** The above FBU clothing items must be worn during games and or promotional events HOTEL & FIELD BRANDING: 1. Host Hotel Set Up (LOBBY AREA) Each hotel may be different. Using your best judgment, place a 6 or 8-­‐foot table (whichever the hotel can provide) in the hotel lobby. Ask the hotel contact person where the best placement would be. Cover the table with black logo tablecloth. Place on table the following items: ͻ2015 camp schedule ͻ1 Page FBU camp description NOTES: All flyers and brochures will be in a folder in the op͛Ɛ box. Op͛Ɛ person should keep a hard copy of each flyer to make copies if they should run out over the course of the weekend. 8 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Please check table periodically to make sure table is neat, organized and has flyers and brochures throughout the weekend. There are also two 3X3 Mesh National Championship Banners. Use one banner in the lobby as you walk into the hotel to brand our National Championship! Ask the contact person of the hotel where in the lobby area would be the best place to hang our banner. You will have zip ties/double sided tape attached to the banner for easy application. 2. Host Hotel Set Up (BALLROOM AREA) As you enter the ballroom area, place two (2) 6 or 8 foot tables (whichever the hotel can provide) in the entrance, side by side which will be the check in/registration tables. Cover tables with Black logo tablecloths. Have 4-­‐6 folding chairs for the staff. Make sure you have on the table the following items: x
x
ͻPens ͻHighlighters ͻxtra waiver forms in registration tote ͻClip boards (optional) NOTES: All items will be in KW͛s box. Provide a few chairs along the sides of ballroom for those who may need to sit, but it will be mainly standing room only. (Ask hotel contact person to advise) 10-­‐12 chairs, 1 row along wall of ballroom. Once the MEET and GREET is completed for the evening, please breakdown the room and collect the tablecloths. They will be used at the field the following morning. Take down the 3X3 Banner as that will be used at the field the following morning. Move pop-­‐up banner to hotel lobby and place near table with brochures. Collect all pens, highlighters, clipboards and place in registration tote. This will be brought to field the following morning. 3. Field Branding: Stadium Fences: The two Sponsor Banners (the second one provided) should be hung in plain sight on stadium fencing. Placement should be where the banners are viewable from multiple vantage points. Operations person should use their best judgment to where to place this banner. Ticket Table: One 6 or 8 foot table (provided by site director of field) should be placed at gate entrance. Cover with black logo tablecloth. Volunteer and FBU staff person to run the table. Once ticket station is finished, the volunteer can move over to merchandise to help with that area. Merchandise Table: Set up three tables in a ͞h͟ shape. Cover each table with black Logo tablecloths and display one item of each thing we are selling on the table. Place price sheets in plastic frames (2 will be in ops box) and place on tables. Make sure that there is room for brochures and 2015 camp schedules. **NOTES: At end of games on Saturday night, please pack up all tablecloths, merchandise, and banners, place in secure locked area at the field (venue manager should direct where it can be stored). The next morning set up all over again for the day. 9 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL **ALL banners, tablecloths and merchandise should be back with OƉ͛Ɛ staff member to be sent back to the corporate office. SPONSORSHIP ACTIVATION: 1. Sponsor Signage: Two (2) Large Sponsor Banners x
x
x
x
x
Two banners will be sent to each site. Each banner has all sponsor logos on the banner Banner size: -­‐-­‐4͛dž ϭϬ͛ Banners to be displayed at field͙ on a fence in a well-­‐trafficked area͙ If there is not a fence, work on a case-­‐by-­‐case situation to try to figure out a location to hang the signage such as from the press box͙hƐĞ cable ties provided in Ops. Box. The two banners will be shipped directly to the host hotel in the Operations Box, care of Senior FBU staff person. Upon arrive at the host hotel, locate banners in the Operations Box͙ If not found, call Beth Daly at 973-­‐219-­‐0655 immediately. At the completion of the round, banners will be returned to Rockaway, NJ in Operations Box. GAME TICKETS: 1. Game Tickets: x Per Ticket Price: $5.00 per day x Ticket Distribution: Each ticket will be provided each ticket will be ͞Śole-­‐punched͟ to prevent reuse. o Once a day pass is punched once, it can be used no more. o This ticket can be used to enter in and out of the stadium only on that specific day o Saturday entrance will be one color o Sunday entrance will be another color CREDENTIALS: o
o
For both liability & security reasons, FBU will institute a ͞clean field͟ policy for all National Championship games only players, coaches (six per team), FBU Game Staff, Trainers, Game Officials, Chain Crew, accredited media & other necessary support staff will be allowed on the field at all times Parents are NOT allowed on the field ʹ except in the unfortunate occurrence of a player injury The following is the 2014 NC Credentialing Policy: Coaches (8 total) Football University issued hats Support Staff: Trainers ʹ Yellow T-­‐Shirts 10 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Volunteers-­‐ Vests (Provided by FBU in operations box) VOLUNTEERS AND SUPPORT STAFF: Key Host Game Team Director Responsibilities: o
o
Volunteer recruitment process is on initiated/finalized Key Staff (trainer, game officials, etc.) is initialed/finalized Volunteer Requirements: Total volunteers required are a minimum of 12 per day; number can be increased as necessary͙ Each volunteer will receive one (1) vest (returned upon completion of shift). Field Operations: One (1) Volunteer͙ General Setup and breakdown of Stadium/Field. Registration: One (1) VolunteĞƌ͙ Help with Hotel setup on Friday night. Merchandise: Two (2) Volunteers͙Locate Merchandise table near the game field. Chain Gang: Three (3) Volunteers͙ Chain Gang alternates side of field each half. (17 years of age or older) Ball Boys: Two (2) VolunteĞƌƐ͙ One located on each sideline. (Under 18 years of age) SUPPORT STAFF-­‐PAYMENTS: Game Officials: $250 per game (5 @ $50 per game); x
Extra referee for 8th grade games on field @ $50.00 Clock Operator: $30 per game (1 @ $30 per game) Athletic Trainers: $150 per game (2 @ $75 per game) Trainers: Must be a certified NATA trainer and have to have an ͞up-­‐to-­‐date͟, complete trainer͛Ɛ med kit͙dƌĂŝner must know how to contact a doctor, dentist, EMS squad, nearest hospital as necessary or in case of an emergency͙games cannot be played without a certified trainer in attendance. PA Announcer: $25 per game (1 @ $25 per game) Local Operations Staff: $300 per game (2 @ $150 per game) Ticket Gate: Two (2) Volunteers͙Ticket sales located at entrance to the stadium. Security: $780 per weekend (26 Hours @ $30 per hour) FBU Senior Staff Person on-­‐site will pay the above support staff by check after completion of 11 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL their responsibilities. Blank FBU checks supplied to FBU Senior Staff person by Michelle Caulfield Game Officials are paid at halftime of the last game they are working CALL IN PROCEDURES-­‐Thursday thru Sunday Gameweek: Point of Emphasis: email in the mundane, use the phone for emergencies: if the phone rings in Rockaway, we have an issue! 1. Thursday PM: FBU Senior Rep. (FSR) to email ͞all-­‐cleĂƌ͟ to [email protected] by 6 PM local time. o All shipments deliveredͶshipped to Senior FSR. o Tickets/Game Programs o Operations Box o Merchandise arrived o Hotel set o Weather OK o Teams set o If any major issues: Call 1-­‐973-­‐366-­‐8448 x 520 2. Saturday/Sunday AM: FSR to email ͞all-­‐clear͟ to [email protected] by 8 AM local time. o Field/Field Equipment/Venue set o Teams OK o Trainers arrive o Officials/chain crew in place o Other support staff, volunteer o Have footballs o Weather issues o Concessions/Program/Ticket Sales, Merchandise set o Set-­‐up/execute Halftime Jersey MikĞ͛Ɛ promotion all games o Social Media set/Team Manager Any major issues: Call 1-­‐973-­‐366-­‐8448 x 520 3. In-­‐Game Emergency: Call 1-­‐973-­‐366-­‐8448 x 520 4. Saturday/Sunday PM: FSR to email [email protected] no later than 30 minutes after last game concludes. All clear Brief concession report: merchandise total, tickets sold, programs sold (also send this report to Michelle Caulfield @[email protected]) 12 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL [email protected] and 1-­‐973-­‐366-­‐8448 x 520 = FBU NC Operations Controů͙ Direct access to Vice President, Operations of AAG or National Championship Commissioner Or National Championship Director of Events/Operations. OPERATIONS CHECKLIST: Points of Emphasis 1. Assume nothing, verify everything. 2. Decorum: Game officials will be instructed not to tolerate any un-­‐sportsmanlike conduct from coaches, players, or in-­‐ stadium fans. One warning will be issued. After warning, remedies include but are not limed to: Game Unsportsmanlike Conduct Penalty, Player/Parent game or season or tournament suspension, Team game forfeit. 3. FBU Senior Staff Person on is a representative of the Commissioner and is empowered to make decisions as necessary. Should it be required, he/she will communicate & confer with the Commissioner. 4. Player safety is of paramount importance 5. Medical and weather emergency plans are in place 6. All FBU related events and activities are executed in a professional, ͞Ĩirst-­‐clasƐ͟ manner 7. Every effort is made to promote FBU͛s short & long-­‐term marketing agendas 8. TOURNAMENT OPERATIONS GUIDE & GAME OPERATIONS MANUAL are read and understood 9. Host Game Team Directors help FBU staff maximize local revenue at game site 10. Promote FBU ͞Field Pass͟ subscription program 11. NO CASH REFUNDS͙ $175 to be applied to a future FBU camp 12. All deliveries arrive 13. Field is secure to protect ticket sales (one entry/exit point) 14. Game Tickets are punched according to procedure to prevent reuse 15. All teams will be responsible for trading game film amongst one another as FBU will not be filming the games. 16. Game Officials/Trainers/PA Announcers/Statisticians/Chain crew/Clock Operator secure with contact information 17. Game Officials are paid during halftime of the last game they are working 18. Game Officials are to safely escorted away from the field and to their cars postgame as necessary 19. Volunteer requirements are met; Volunteers know their roles/responsibilities, when & where to report, etc. 20. Team Notebooks are complete, legible and available for inspection 21. Registration/Certification Notebooks are the property of the team; team͛s responsibility to bring to next site if advancing 22. Registration/Certification Notebooks will be verified at next site via FBU produced roster 23. Teams return unused National Championship Game Jerseys 24. Teams have a clear understanding of day of game time schedule; arrival times, etc. 25. Teams are expected to provide & travel with their own equipment, footballs and hydration fundamentals 26. Spare footballs available͙ plan for the unexpected 27. For security/liability reasons, staff will ͞sweep͟ the field regularly: only necessary credentialed personal on field 13 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL 28. Call-­‐in procedures are followed...especially halftime and final scores 29. Minimize time between games, but allow for a safe warm-­‐up period; attempt to stay on schedule. 30. FBU Media Policy is adhered to without exception and Scores, Social Media information is submitted as necessary 31. ͞Move-­‐up͟ Procedures: o Move up after 6th grade team elimination: five 6th grade team players to same city͛s 7th grade team o Move up after 7th grade team elimination: five 7th grade team players to same city͛s 8th grade team o Move up ͞is space available͟ i.e., max roster of 35, if a team has registered 35 players-­‐-­‐no move up possible, if roster is set at 33 Ͷmax two (2) move up playerƐ͙ rostered players as of first game can͛t be deleted for move up players. A. ASAP: Mandatory site-­‐by-­‐site capture of information to be done ASAP. There is a spreadsheet built to document all game operations staff. (This sheet will be sent to all Operations Leads and Senior Reps) The Operations Director for each site is required to populate that site͛s spreadsheet ASAP The Operations Director will fill in the following fields: o
o
o
o
o
o
Venue Information Host Hotel Information Team Information FBU Staff Listing Team Manager Video Team Some of the above information may be available in the Game Operations Manual The Operations Director will contact the Host Game Director for the following information: o
o
o
o
o
o
o
o
Name/contact information of the Trainers Name/contact information for Officiating Crews Name/contact information for Chain Crews-­‐Ball Boys Name/contact information for Statisticians Name/contact information for PA Announcers Name/contact information for Volunteers: specifically Gate, Merchandise, Clock Operator Operations Director will enter the above information into the spreadsheet Information on the spreadsheet will be available for reference by all as necessary 14 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL B. Pre-­‐Arrival: 1. FBU Senior Staff to determine his or her team͛s roles/responsibilities 2. Each FBU site team should have a pre-­‐arrival ͞Ɛtaff meeting͟;phone or in-­‐person) 3. Review Tournament Operations Guide and Game Operations Manual 4. Inform Commissioner and or Director of Operations of any pre-­‐arrival problems 5. Contact the Venue Manger: o Set meeting time Friday for Walk-­‐Thru: verify chains, pylons, field markers, field lined correctly, play clock, scoreboard o Review schedule (field open/games open, etc.) o Establish inclement weather procedures: lightening, snow removal, tent/cover for merchandise sales o Goal is to set a secure perimeter around the field; to protect ticket sales (one entry/exit point) 6. Contact Team Directors: Any team issues? Team contact information (coacŚ͛Ɛ cell phones, etc.) secured o PAYMENT IN FULL IS REQUIRED BY THURSDAY PRIOR TO FIRST GAME PER PAYMENT INSTRUCTIONS o NOTEBOOK CERTIFICATION MAY TAKE PLACE PRIOR TO FRIDAY PM REGISTRATION o Confirm arrival time at lodging hotel & game site Sat. /Sun. o Confirm return of used jerseys, pants o Notebooks set? o Eligibility Threshold reviewed: all required paperwork should be available for o inspection, but In order to participate, o Every athlete must have: o 1) Birth Certificate, 2) Head Shot, 3) Injury Waiver and 4) Report Card. o Missing any of the 4 mandatory documents: teams have until 2 hours prior to game time to produce/pass inspection 7. Contact key local personal: Officials, Chain Crew, Trainers, PA Announcer, etc. 8. Set-­‐up Payment Grid for Gameday: Officials/Trainers/PA Announcers etc. (Checks signed by Sr. FBU Staffer) 9. Review emergency medical procedures with trainer or trainers: o EMT, nearest hospital, dental, ambulance, procedures set o Each Trainer to have a full, up-­‐to-­‐date Med Kit 10. Review weather and concussion policies 11. Contact Host Hotel: o Make aware of shipments arriving in the name for FBU Senior Rep./confirm pickup procedures o Meeting room requirements discussed; projection, sound system o Review Branding miscellaneous: dress lobby o Four tables: 2 Registration, 1 Merchandise, 1 Greeting 12. One FBU Staff person should have a ͞^martphone͟;backup to Social Media Volunteer) 13. Check site weather; inform Commissioner/Director of Operations of any potential problems 14. Make contact with each Team Manager/Team Mom; available to help? Assign 15 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL responsibilities especially Social Media 15. Review Shipments to your site: Operations Box, Tickets/Programs, and Sponsor Banners. 17. Review Social Media needs: Volunteer to assist 18. Have tracking numbers: o Operations Box o Merchandise o Gatorade 19. Review Call-­‐In Procedures C. Game Site Arrival-­‐Thursday/Friday: 1. FBU Senior Rep. (FSR) to email ͞all-­‐cleĂƌ͟ to [email protected] by 6 PM local time 2. If any major issues: Call 1-­‐973-­‐366-­‐8448 x 520 3. Hold event staff meeting with Host Game Director, State Directors o Review assignments & procedures o Review Game Day schedule/time line 4. Operations Box, Banners, Merchandise, Programs/tickets ARRIVE? 5. Hotel dressed-­‐hotel staff dressed: banner hung 6. Hotel Branding set 7. Registration tables and chairs set 8. Meeting Room set 9. Utilize Team Manager/Team Mom as necessary/Social Media 10. FBU atmosphere for webcast stand-­‐ups; webcast requirements met 11. Ready for Team Registration/Notebook Review o Eligibility review: see previous page for the minimum, mandatory Eligibility requirements o Collect unused NC jerseys 12. Ticket, programs and merchandise sales set o Credit card procedures set, money change for merchandise purchase o Printed rosters go INSIDE game programs/not on desk as a stand-­‐alone 13. Conduct Coin-­‐flip to determine Home Team for all games in presence of both head coaches, record results. 14. Team Director or Team Coaching Staffs/Friday o TEAM PAID IN FULL o Distribute Comp tickets; 4 per player you many more Comp ticket bundles than teams-­‐return unused in Ops Box) o Distribute Sideline credentials/green wristbands; 5 per team o Review Code of Conduct/strictly enforced o Review team arrival times at game site Sat/Sun ʹ 1 hour before game o Reasonable cooperation by all coaches and players with all FBU media platforms is mandatory 15. Contact the Venue Manger o Visit Venue for walk-­‐thru o Verify chains, pylons, field markers, field lined correctly, play clock, scoreboard o Establish a secure perimeter to protect the gate o Review your expectations regarding his/her help, etc. o Saturday PM storage of field equipment for Sunday o Discuss use of a ͞Őatoƌ͟ as necessary 16 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL When/how/where merchandise will set up o
o Review timing for Saturday & Sunday o When the staff will conduct the walk-­‐through o What time will the gates open to the public 16. Contact Key Game Staff: Officials, Chain Crew, Trainer, Clock Operator ʹ ascertain their arrival at game site 17. Contact Support Staff: PA, Statistician, etc. ʹ ascertain their arrival at game site 18. Set-­‐up Payment Grid for Game Day: Officials, Chain Crew, Trainers, Statistician, PA Announcer, etc. 19. Remember to pull Hotel banners for use on at the field 20. Get merchandise ready to be transported to field 21. Collect/clip any local media stories 22. Backup plan for footballs; spares available D. Saturday/Sunday (Pregame): 1. FBU Senior Rep. (FSR) to email ͞all-­‐clear͟ to [email protected] by 8 AM local time 2. If any major issues: Call 1-­‐973-­‐366-­‐8448 x 520 3. Field Walk-­‐Thru o POST GATE SIGNAGE o Venue requirements met o Secure perimeter to protect the gate o Field Markings o All field equipment: chains, yard markers, pylons, ͞gator available͟, power on Press box, scoreboard working o Check locker rooms/locker rooms open? o Press box set 4. Make contact with Venue Manger as necessary/open the gates 5. Sponsor field banners, use cable ties from Opps Box 6. Review Game Day schedule/time line 7. Game Officials, chain crew, clock operators, trainers arrive/1 hour before game time/Blue wristbands 8. Teams arrive (1 hour before start of game) 9. Verify that there are game footballs 10. Check for any possible weather issues and plan accordingly 11. Statistician, PA Announcer arrive/Blue wristbands 12. PA script & rosters are given to PA announcers͙ have them review all documents and pose any questions 13. Test the National Anthem. It will be played before the start of every game. Copy of CD to Press box. 14. Verify Volunteers arrive ʹ all receive red shirts/Blue wristbands 15. Verify Trainers arrive-­‐ all receive yellow shirts/Blue wristbands 16. Team Notebook/Eligibility check if not done at Host Hotel 17. Resolve any Eligibility issues from Friday PM two hours before start of team͛Ɛ game 18. Review with Game Officials/Coaches o Concussion Rules o Game Timing͙OT 17 o
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2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Special Rules Code of Conduct Stand at attention, face flag during Anthem Reasonable cooperation by all coaches and players with all FBU media platforms is mandatory 19. Merchandise, game ticket plan set; money change available 20. Pre-­‐printer rosters go inside the game program, not on the table as a stand-­‐alone 21. Change for merchandise purchase 22. Utilize team manager/team mom/Social Media 23. Have FBU checks for support staff payment-­‐use payment grid o Officials/Trainers/PA Announcers/Video Staff, etc. o Checks signed by Sr. FBU Staffer o Game Officials are paid at halftime of last game worked/safety issues o Game Officials are escorted off the field by FBU and led to their cars/safety issues In Game: 1. If any major issues: Call 1-­‐973-­‐366-­‐8448 x 520 2. Sweep the field: only credentialed, necessary personal on the field at all times five (5) coaches per team on field) 3. Routinely check merchandise sales 4. Send in halftime scores to: [email protected] 5. Maintain Payment Grid for Game Day: Officials, Chain Crew, Trainers, and PA Announcer etc. 6. Any injuries ʹ collect information and submit to Michelle Caulfield post event 7. Prepare for next game 8. For Game Officials working last game, pay at halftime 9. Social Media requirements met 10. Utilize Team Manager: Social Media & help with Code of Conduct in stands with fellow parents 11. Note any outstanding Officials ʹ collect contact information for San Antonio (diversity-­‐
female officials) In-­‐Game Note: Given your preparation, chances of a major issue are minimal. However, given that some key factors are out of your control such as the actions of volunteers, officiating decisions, etc., it is possible a ͞confrontinŐ͟ situation will develop. If it happens, try to handle it discretely and without any visible fanfare. Best to quell it out of crowd sight if possible, and use your professional discretion on how to solve it without being condescending. F. Postgame Saturday: 1. FSR to email [email protected] no later than 30 minutes after last game concludes. o Final score, any key stats, ͞Śappenings͟ o All clear o Brief concession report: merchandise total, tickets sold (also send this report to Michelle Caulfield at [email protected]) 18 2. 3. 4. 5. 6. 7. 8. 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL If any major issues: Call 1-­‐973-­‐366-­‐8448 x 520 Secure the venue Secure sponsor field banners (remove) Store all field equipment Prepare for next day. Organize merchandise for next day. Have FBU checks/pay support staff, venue manager, photographer, and videographer o Refer to your payment grid ʹ who gets paid how much, etc. o Only pay staff not returning on Sunday͙ if they are returning Sunday, pay Sunday o Game Officials get paid at halftime of last game worked 9. Postgame: FBU staff to escort game officials off the field to their cars 10. Record any ͞,ot Wash͟ ideas, suggestion, comments, and areas of improvement. 11. Social Media obligations met. 12. Reasonable cooperation by all coaches and players with all FBU media platform is mandatory G. Postgame Sunday 1. Secure the venue 2. FSR to email [email protected] no later than 30 minutes after last game concludes. o Final score, any key stats, ͞Śappenings͟ o All clear o Brief concession report: merchandise total, tickets sold (also send this report to Michelle Caulfield at [email protected]) 3. If any major issues: Call 1-­‐973-­‐366-­‐8448 x 520 4. Secure field equipment 5. Remove Sponsor banners 6. Have FBU checks/pay support staff and venue manager o Refer to your payment grid ʹ who gets paid how much, etc. o Game Officials get paid at halftime of last game worked 7. Postgame FBU staff to escort game officials off the field to their cars 8. Record any ͞,ot Wash͟ ideas, suggestion, comments and areas of improvement 9. Social Media obligations met 10. Reasonable cooperation by all coaches and players with all FBU media platforms is mandatory 11. Return unsold merchandise to Rockaway 12. Ship Operations Box (with unused supplies, unused yellow T-­‐shirts, used NC game jerseys) back to Rockaway 13. Return unused tickets, unsold tickets to Rockaway in Opps Box 14. Ship two sponsorship banners back to the home office in the Operations Box L. GAMEDAY SCHEDULE: x First Game of the Day: (Sample: alter as necessary, certain elements germane to all games played.) x Points of Emphasis: o Pregame report sent to FBU ͞War Room͟ 19 o
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2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Social Media requirements addressed pregame, in game and postgame. Flexibility -­‐-­‐ Adjust established game day schedule as necessary, i.e., lack of 6 th grade teams. Two hours before first game: FBU staff arrives and begins setup x Sort thru any remaining team eligibility/certification issues x All venue requirements in place x Facility Walk-­‐Thru x Field, field equipment set & Locker rooms set x Press box set & power on x Merchandise set x Spare Footballs available One Hour before KO: o Teams arrive o Support Staff & Volunteers arrive o PA Announcer/Stat Crew set o Trainer/Game Officials/Clock Operator/ Chain Crew & equipment set (Chain crews alternates field side at half) Forty-­‐Five (45) minutes prior to first game o Gates Open o Team photos in end zone Thirty (30) minutes prior to game o First game team photos taken o Player warm-­‐ups on field o Home team determined Friday PM at Host Hotel Registration (Home Team picks its side of the field) o Home team warms up to the left of its bench o Meet with coaches, officials pregame conference o Introductions of FBU Staff o Review game timing: ͞mercy rule͟, quarter length, OT procedures o Review Code of Conduct o Any issues to be adjudicated by Senior FBU Staff in consultation with Commissioner Ten (10) minutes prior to game: o Clear field... Teams to their bench area o National Anthem (played prior to every game) (helmets off, face flag, lined up in bench area) Five (5) minutes prior to KO coin toss Kickoff: x Play Clock will be utilized for all games except for ͞Mercy Rule͟ (+23 points), injuries or timeouts x All games are played until a winner is declared x Quarters: 10-­‐minutes͙ Halftime: 8-­‐minutes͙ Time between games (Rds. 1-­‐4): 15-­‐
30 minutes x Sweep field: only necessary credentialed individuals on the field Start of Fourth Quarter: o Senior FBU Rep to check Merchandise/program/ticket sales ʹ any issues? o Coin toss in end zone with coaches of next two teams playing middle of the fourth quarter o Take team photos prior to gamĞ͙Eext game͛Ɛ teams warming-­‐up (if warm-­‐up area available) o Hustle teams and their equipment that have completed their game off the field 20 o
o
2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Hustle the next two teams on the field along with their equipment onto the field Minimize the time between the games͙ but allow for a safe warm-­‐up period TIMELINE SAMPLE: x
8:00 AM KO (can be adjusted as necessary, utilized for all games) o
6:00 FBU Staff arrives/sort thru any eligibility issues o
6:30 Walk-­‐thru o
o
o
7:00 Teams arrive 7:00 Game Officials arrive 7:00 Support Staff arrives o
o
7:15 Doors open to public 7:15 Team pictures in end zone o
o
7:30 Meeting: game officials, coaches, FBU Staff (sync time, review rules, code of conduct) 7:30 Player warm ups o
o
7:50 Warm ups end teams leave field, go to their bench areas 7:50 Anthem o
7:55 Coin toss o
8:00 Teams take the field o
8:01 Kickoff o
(HALFTIME: 8 Minutes) Game Rules: (accurate as of 9/9/14, subject to change, revision, addition, amendment) All FBU National Tournament games will adhere to the rules outlined by the National Federation of State High School Associations (NFHS)͙ Regional Recruiting & Scouting Directors, Team Directors and Team Coaches should familiarize themselves with these rules and the 2014 NFHS Rule Book. FBU National Championship Tournament Exceptions/Variations/Clarifications: A) Start of Team Practice: x
Due to insurance issues, no team will be allowed to practice until November 1, 2014 21 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL x Practice prior to full payment being received is a Rules violation and subject to discipline B) Game Playing Time: x
Coaches manage all playing time for athletes B) On-­‐Field: x
x
x
x
x
x
x
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x
x
x
x
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x
Play Clock will be utilized for all games except for ͞Dercy RulĞ͟;+24 points), injuries or timeouts All games are played until a winner is declared ʹ see OT Rules Suggested Game Balls: ¾ Wilson TDJ or higher for 6th or 7th grade games ¾ Wilson TDY or higher for 8th grade games Quarters: 10-­‐minutes Halftime: 8-­‐minutes Time between games (Rds. 1-­‐4): 15-­‐30 minutes All players must have their mouthpiece in at all times while on-­‐field Positional jersey number rules do not apply Up to four captains per team are allowed at coin toss ceremony Teams have a choice of either kicking the extra point or attempting a two-­‐point conversion ¾ Extra points via kick are worth one point ¾ Two-­‐point conversions from the three yard-­‐line by either running or passing are allowed Onside kicks are allowed throughout the game No chop OR cut blocking of any kind allowed Players may not interlock arms Double teams are allowed OT Rules: (A) All game rules will apply except the line-­‐to-­‐gain shall always be the goal line. The try will not be made when it is not required to break the tie. (B) When the score is tied at the end of the fourth quarter, the referee will instruct both teams to return to their respective team boxes. There will be a three (3) minute intermission during which time both teams may confer with their coaches. All officials will assemble at the 50-­‐yard line, review the overtime procedures and determine the number of time outs remaining for each team. Each team shall be permitted one additional time out for each extra period plus any unused regulation game time outs. At the end of three (3) minutes the Head Linesman will go to the team on the side of the field where the line-­‐ to-­‐gain equipment is located, and the Field Judge to the other team, to inform the coaches of the number of time outs remaining and to escort the respective team captains to the center of the field for the coin toss. 22 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL (C) The visiting team captain shall be given the privilege of calling the coin while it is in the air. The winner of the toss shall be given choice of ball possession or designating the direction of the offense for the overtime period(s). (D) To start the overtime, the offensive team (A) shall put the ball in play, first and goal, on the defensive team's (B) 10 yard line. Team A shall have a series of four downs. The series shall be terminated by any score by Team A or if Team B has possession a t the end of any down. Team A shall be awarded a new series when any of the following events may occur: 1. The penalty for defensive pass interference is accepted. 2. There is a change of team possession during the down and the ball belongs to Team A at the end of the down. 3. Team A recovers a scrimmage-­‐kick (field-­‐goal attempt) between the goal lines after it has been touched first by Team B beyond the neutral zone. (E) If Team A scores a touchdown, it is entitled to the opportunity to try for point, except when it is unnecessary to break the tie. A field goal attempt is permitted during any down. If the defensive team gains possession by recovering a fumble or intercepting a pass, the ball remains alive until that down has ended. This provides the defensive team (B) the opportunity to score following a recovery or interception. (F) After Team A has completed its series, Team B will become the offensive team with the ball in its possession at the 10-­‐yard line. The same end of the field will be used for both possessions in order to insure equal game conditions and conserve time. (G) If the score remains tied after each team has been given one series, the procedure shall be repeated until a winner is determined. There will be an intermission of two (2) minutes during which the loser of the original post regulation coin toss will be given first choice of the options. If additional overtime periods are required, first choice of the options will be alternated. (H) The team scoring the greater number of points in the overtime shall be declared the winner. The final score shall be determined by totaling all points by each team during the regulation and overtime period. Venue Requirements: 1. Stadium/Secure Field: o On-­‐site Venue Manager and janitorial support available for the duration of the event o Main Field equipped with lights & NFHS standard field markings o Adjacent football field; warm-­‐up area for 2nd game o Working Scoreboard o Press box with power & sound system o Access to one utility vehicle ʹ Gator, Mule or Golf Cart 23 o
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2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Field Able to accommodate 400 to 600 People Secure Field: safety and protect the gate-­‐control entrance/collect ticket money Pylons and Yard Markers Down and Distance Sticks Two water stations (one per bench area) ƒ Two (2) water Coolers per station ƒ Two (2) six-­‐foot tables (one per H2O per bench area) ƒ Cups at each station ƒ Access to water supply, ice machine 2. Two (2) Separate Locker Rooms: (One for home team, one for visitors) o Located in the stadium complex (or nearby) o Optional locker room items (both locker rooms): ƒ Chalk board, chalk and erasers in each locker room ƒ Supply of towels ƒ Water station/cups 3. Six-­‐Foot Tables (or similar) & Folding Chairs: x Eight (8) tables x Six (6) chairs ͻ Gate ʹ Two (2) tables, four (4) chairs ͻ Concessions ʹ Two (4) tables, two (2) chairs ͻ Each On-­‐Field H2O Stations ʹ One (1) table/total two (2) ͻ Each Locker Rooms ʹ One (1) table/total two (2) SOCIAL MEDIA: 1. Main Contact: Mike Ulatoski [email protected] (203) 808-­‐6601 2. Objectives: o
o
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Provide an Americana, Patriotism (͞Region-­‐ism͟) feel Get fans in each region behind each of their teams, like the L.L.W.S. Communicate and engage via social media Full Access look through social Pregame speeches in locker rooms, coaches on the sideline, players interacting Most socially-­‐driven demographic is playing in each of these games Integration of social is a priority Show via our social channels that the National Championship is the premier youth football event National Championship & FBU channels Efficiently cover all 64 teams involved Provide online users [fans and not-­‐yet-­‐fans alike] insight into the National Championship Communicate on-­‐field tourney experience via online/social tourney experience 3. Platforms: x ENGAGING CONTENT x GET A COPY OF THE PROGRAM OR A TEAM ROSTER TO COMMUNICATE NAMES CORRECTLY 24 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL x
x
Notifications Pregame -­‐ One OF THE FOLLOWING TEAM STAGED PHOTOS o COIN FLIP/KICKOFF PHOTO o PRE-­‐GAME LOCKER ROOM/ON-­‐FIELD SPEECH PHOTO/VIDEO o POSSIBLY GRAB A QUOTE FROM A COACH o HALFTIME o COACH/PLAYER INTERVIEW o END OF GAME-­‐ONE OF THE FOLLOWING o SCORE UPDATE WITH PHOTO o IF NOT POSTED YET, TEAM STAGED PHOTOS o KEY PLAYERS? o OUTSTANDING EFFORT FROM INDIVIDUAL ATHLETE o WITH A PHOTO OF PLAYER o PHOTO ALBUM o BIGGEST PART OF FACEBOOK COMMUNICATION o CREATE A FACEBOOK PHOTO ALBUM FOR EACH GAME o BEST PHOTOS FROM EACH GAME o TITLE OF ALBUM TO INCLUDE: ͞FBU NATIONAL CHAMPIONSHIP, ROUND # | TEAM X VS. TEAM Y͟ TWITTER STRATEGY x
x
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Username: @fbunatchamp ONE REPRESENTATIVE (picked by Sales Director) PRESENT AT EACH VENUE WILL BE RESPONSIBLE FOR sending Mike updates throughout each game. REAL-­‐TIME NOTIFICATIONS EXTREMELY IMPORTANT ƒ GET A COPY OF THE PROGRAM OR A TEAM ROSTER TO COMMUNICATE NAMES CORRECTLY ƒ NOTIFICATIONS TEAM PHOTOS HALFTIME ƒ SCORE UPDATE ƒ HALFTIME SPEECHES ƒ POSSIBLY A QUOTE FROM A COACH MID-­‐GAME ƒ ALL SCORING UPDATES ƒ PLAYER STAT UPDATES ƒ TURNOVERS ƒ PERIODIC POSSESSION UPDATE CLOSE GAME IN 4TH (IF APPLICABLE) ƒ SCORE UPDATE END OF REGULATION ƒ SCORE UPDATE OVERTIME (IF APPLICABLE) ƒ SCORE UPDATES ƒ PERIODIC POSSESSION UPDATES -­‐WHO GETS THE BALL FIRST, WHO WAS STOPPED FROM SCORING & WHO WILL TAKE OVER, ETC. 25 KEY DOCUMENTS: 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL You will receive the following documents prior to the event. Ensure you have copies of each on-­‐site. 1. PA Script 2. Time line 3. Operations Checklist 4. Concessions Price Sign 5. Backup Game Ticket 6. Complimentary Ticket Report 7. Forms for Player Certification 8. Game Rules 9. OT Rules 10. Keynote Speaker Talking Points 11. Stat Sheet 12. Call-­‐In Procedures 13. Gate Sign Always have a hard copy of NC Tournament Operations Guide, Game Operations Manual and Rule Book available for review. 26 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL TRAVEL: All staff personnel traveling to/from an FBU Event are responsible for booking all flights through AAG Travel Dept. භ Any penalties incurred for missed flights will be the sole responsibility of the traveller භ If a traveller misses a flight or is in danger of missing a flight, please continue to the airport and notify the airline directly of your situation භ The most effective way to get accommodations for your situation will be by addressing it with an airline representative in person at the airport භ Once you have notified the airline and/or started the initial process at the airport, please contact the AAG Travel Manager (Ally Brown 973-­‐609-­‐2880) with an update of the situation භ In the event that a traveller cannot manage a situation on their own, please contact the AAG Travel Manager for possible assistance භ All personnel are expected to utilize a carry-­‐on for travel for one 3-­‐day FBU Event. No additional amount will be provided for baggage All personnel renting and driving vehicles MUST be at least 25 years of age. භ Every effort should be made to ensure that all passengers are above the age 18. NO MINORS
භ All drivers are expected to obey and follow all local and state laws while in possession of a rented vehicle භ All tickets/fines incurred during the period of utilizing a AAG rented vehicle while be the sole responsibility of the driver, unless otherwise determined by AAG Management භ All vehicles are to be refueled prior to returning them to the rental place. No excuses භ All vehicles are to be used, returned and kept in overall good clean, working condition All meals will be covered by AAG during the duration of your scheduled event by way of a per diem. භ All personnel will receive a food per diem in a predetermined amount to cover the expenses of food for their duration of their work assignment, including meal coverage during travel times 27 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL භ Typical per diem amounts will be defined as $8 for breakfast, $12 for lunch and $20 for dinner
All personnel will be staying at predetermined AAG hotels for the duration of each FBU Event භ All personnel room and tax expenses ONLY will be covered by AAG භ All personnel will be expected to leave a personal credit card on file for incidentals with the front desk upon check-­‐in භ AAG WILL NOT cover incidentals for any individual HOTELS: Hotel Contracting: Given the many repeat venues, it is essential we do not over or under contract any site. To improve ĂĐĐƵƌĂĐLJ͕ǁĞǁŝůůƵƐĞƚŚĞ͞dĞĂŵůŽĐŬ,ŽƵƐŝŶŐZĞƋƵĞƐƚ&Žƌŵ͟ĨŽƵŶĚŽŶƚŚĞůĂƐƚƉĂŐĞŽĨƚŚŝƐĚŽĐƵŵĞŶƚ͘
The following points are critical to making the first weekend successful: x Secure field site to start the contract process. x Identification of the individual who is responsible for arranging travel for EACH TEAM as soon as possible and delivered to Connections Housing to initiate the process. x Timely responsiveness of the state directors, coaches and travel coordinator to requests. x ĂĐŚƚĞĂŵŵƵƐƚĐŽŵƉůĞƚĞƚŚĞ͞dĞĂŵůŽĐŬ,ŽƵƐŝŶŐZĞƋƵĞƐƚ&Žƌŵ͟ĂŶĚƌĞƚƵƌŶĞĚƚŽŽŶŶĞĐƚŝŽŶƐ
even if they are driving to the venue with the exception of the host city. Communication to Parents and Coaches Notes: x We are working on a communication plan between both call centers to better educate each other and provide the capability to transfer individuals who have questions that we or FBU are unable to answer. All hotel related calls to the FBU customer service department will be transferred or directed to call Connections. x Once a point of contact is identified for each team, our rep will reach out and start the process to reserve rooms. x tĞĂƌĞǁŽƌŬŝŶŐŽŶĂŚŽƚĞůƐƉĞĐŝĨŝĐĐŽĚĞŽĨĐŽŶĚƵĐƚƐĞĐƚŝŽŶŽĨƚŚĞĐŽĂĐŚ͛ƐŵĂŶƵĂů͘dŚŝƐǁŝůůĂůƐŽ
include information on the process of checking into hotels. Each Head coach must identify themselves and provide the front desk with their mobile phone number in case any issues arise. x If coaches or teams are not responsive, we will have an escalation process back to the appropriate FBU staff member. Team Booking Process: 1. KŶĐĞƚŚĞƚĞĂŵ͛ƐƚƌĂǀĞůĐŽŽƌĚŝŶĂƚŽƌŝƐŝĚĞŶƚŝĨŝĞĚĂŶĚŐŝǀĞŶƚŽŽŶŶĞĐƚŝŽŶƐ͕ǁĞǁŝůůinitiate communication on how to reserve blocks and book rooms. 28 2.
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2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Hotels and room blocks are secured on a first-­‐come / first-­‐serve basis triggered by the return of the block request form. Connections will then provide a link to the travel coordinator with a copy to the coach for their team to book into their specific block. We have automated the Stay&Play approval process for FBU. This will allow individuals and teams who request a waiver, to complete it online from a link on your site and ours. FBU will have access to the system for approval and rejection of each waiver. We will provide pickup information to FBU and by request to the coach, travel coordinator, and state directors. We will send reminder emails to teams who have not booked or are behind their requested room blocks. Prior to cutoff, we will execute a phone campaign to make sure teams are aware of the process and deadline to book rooms. When we discover teams who willfully intend to book around the block, we will escalate to the appropriate FBU team member. Team Block Housing Request Form ŽŶŶĞĐƚŝŽŶƐ,ŽƵƐŝŶŐůŽŽŬƐĨŽƌǁĂƌĚƚŽƉƌŽǀŝĚŝŶŐƚŚĞďĞƐƚƉŽƐƐŝďůĞŚŽƵƐŝŶŐĞdžƉĞƌŝĞŶĐĞĨŽƌ&h͛ƐϮϬϭϰ
National Championship Tournament. To accomplish this, we require information to book your hotel accommodations as soon as possible. Please note the following: 1.
2.
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FBU has implemented a Stay-­‐&-­‐Play program which requires athletes to stay in FBU Host Hotels. If possible, FBU prefers to have all three grades stay together in the same hotel. State Director or each coach must have a single point of contact to manage housing. The individual responsible for housing, will provide hotel requirements and drive communication of the housing process to the coaches, parents, and others attending the tournament. Please provide the contact information for your travel coordinator below. Teams driving to their first round games are required to complete this form. 5. Hotel assignments are first-­‐come / first-­‐serve based on returning this request form. 6. FBU will be informed of state directors and/or coaches who have not responded by November 10th 2014. 1. CONTACT INFORMATION Name: Team: Grades(s) 1st Week Tournament Location: Will your team be traveling by bus? Phone: E-­‐Mail: 2. ROOM BLOCK INFORMATION Please complete the grid, providing a night by night breakdown of the number of rooms required: Fri -­‐ 12/5 Sat -­‐ 12/6 # Rooms with 2 Beds # Rooms with 1 Bed 29 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Special Requests: 3. ROOM BLOCK PROCESS a. TEAM BLOCK REQUEST FORM DEADLINE: 11/05/2014 ʹ This is essential to assign the hotel ƚŚĂƚďĞƐƚĨŝƚƐLJŽƵƌƚĞĂŵ͛ƐƌĞƋƵŝƌĞŵĞŶƚƐ͘ b. CANCELLATION DEADLINE: Reservations may be canceled without penalty on, or before December 3, 2014. Any reservations canceled after this date will be charged a penalty, or forfeit the check deposit, equaling the amount of the first night's room and tax. c. HOTEL POLICY: Your hotel reserves the right to charge a one night deposit for each room after the cancellation deadline. If the credit card provided is not valid and chargeable in the ĂŵŽƵŶƚŽĨŽŶĞŶŝŐŚƚ͛ƐƌŽŽŵĂŶĚƚĂdžƉĞƌĞĂĐŚƌŽŽŵƌĞƐĞƌǀĞĚ͕ƚŚĞŚŽƚĞůƌĞƐĞƌǀĞƐƚŚĞƌŝŐŚƚƚŽ
cancel your reservation. The hotel also reserves the right to charge an early departure fee if applicable. d. Once we receive your request, we will provide you with a link for coaches and parents to book your rooms. 4. RETURN FORM Completed forms may be returned [email protected] Or, if you have questions, contact Robin Cassell at 702-­‐675-­‐6534 SHIPPING: x Charged laptops and air cards will be brought to each site by an FBU Staffer x Twenty (20) generic shipments; Will be shipped to the Host Hotel care of Senior FBU Staff Official 1. Operations Supplies: x One (1) 2014 Tournament Operations Guide x One (1) 2014 Game Operation Manual x One (1) 2014 Rule Book x One (1) CD copy of National Anthem x One (1) Box Cutter x One (1) Screw Driver x One (1) Air Pump x One (1) Game Ticket Punch x One (1) Plastic Concessions Sign/with price list x One (1) Game Sign in plastic sleeve x Power strip and extension cord for laptop x General Office Supplies: Pens, paper, markers, packing tape, highlighter, clipboard x 2014: Injury/Incident Report forms x Credential Paper Wristbands/Coaches: GreĞŶ͙ Rds. 1-­‐2/60 per sitĞ͙ZĚƐ͘ 3-­‐4/40 per site x Credential Paper Wristbands/Support Staff: BluĞ͙Ăůů RoundƐ͙ 50 per site x Program roster sets (Rds. 1-­‐2)͙ 75 program roster sets (Rds. 3-­‐4) x Four (4) deflated footballs 30 x
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2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL Forty (40) Cable Ties per site (hang sponsor banners) Twenty (20) red Volunteer T-­‐Shirts (M/2, L/5, XL/6, 2XL/5, 3XL/2) Four (4) yellow FBU T-­‐shirts: Trainers T-­‐Shirts (M/1, L/1, XL/1), 2XL/1 Shipping supplies to mail banners to next site/salvage boxes sent to the site Shipping supplies to ship extra FBU NC jerseys back to Rockaway 2. UPS Labels x
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Three (3) Blank UPS two-­‐day Labels Three (3) Blank UPS next-­‐day Labels Three (3) Blank UPS ground Labels One (1) label for this box/tote to FBU Senior Staff Member; UPS 3-­‐day Two (2) pre-­‐printed UPS ͞Return to Rockaway͟ Label One (1) Shipping label for mouth guards to return to vendors (Battle Sports Science) 3. FBU Merchandise for Sale x Knit hats and caps x Wristbands will be brought to site by AAG employee 4. Hotel/Field Branding x Two (2) ϰ͛džϭϬ͛ FBU Banners will be sent back to Rockaway, NJ (Home Office) x Five (5) Table Cloths will be sent back to Rockaway, NJ (Home Office) 5. Return of all unused, extra Materials to Rockaway, NJ x All unsold Merchandise x All unsold Game Programs and Game Tickets x Unused supplies, volunteer/trainer T-­‐shirts, NC game Jerseys, etc. x Unused branding materials: tablecloths, brochures, etc. x Ship via UPS Ground x Ship to the attention of Luke Malone ™ After the conclusion of game events on Sunday, all merchandise will either be packed for shipping to either the nearest Round 3&4 site or it will be shipped back to the home office in Rockaway, NJ. ™ Once you have summited your inventory numbers to the Operations Center, you will be instructed on whether to send your merchandise onto the next round of games or back to the home office. ™ If you have been directed to send your remaining merchandise to next game site, the shipping direction for merchandise traveling to rounds 3 & 4 is listed below: ™ If you are asked to ship your merchandise back to the home office, please ship to the information listed below: Ship to: Home Office Shipping Address ATTN: Luke Malone All American Games 31 2014 FBU NATIONAL CHAMPIONSHIP GAME OPERATIONS MANUAL 100 Forge Way, Suite 1 Rockaway, NJ 07866 ™ Shipping labels for all shipments will be located in your Operations Box. ™ The following must be shipped back to the home office in Rockaway, NJ (address shown below) unless directed to do otherwise: ¾ Unsold Game Programs/Tickets ¾ Unused supplies ¾ Excess Game Jerseys, Pants ¾ Branding Materials: Brochures, Table Clothes, Signage, Stadium Banners ¾ Excess Volunteer Tees, Athletic Trainer Tees ¾ Footballs ¾ Operations Supplies: Tools, Tape, Cords, Power Strips ¾ Clerical Supplies: Pens, paper, markers, packing tape, highlighter, clipboard ¾ Extra Forms ¾ Extra Shipping Labels Ship to: Home Office Shipping Address ATTN: Luke Malone All American Games 100 Forge Way, Suite 1 Rockaway, NJ 07866 ™ All remaining Battle Sports Science/TapouT mouth guards will be shipped directly back to the manufacturer. ™ The return shipping label will be included in the mouth guard shipment. 32