Babe Ruth Leagues of Virginia Tournament Host Workshop Saturday, June 16, 2018 Stafford, Virginia

Transcription

1 Babe Ruth Leagues of Virginia Tournament Host Workshop Saturday, June 16, 2018 Stafford, Virginia 1

2 INTRODUCTION Congratulations! You have been selected to host a Cal Ripken Baseball, Babe Ruth Baseball, or Babe Ruth Softball Virginia State Tournament. Today, we will discuss the important information that you need to know to be successful. We will take a look at the Virginia and Regional Tournament Sites, Organization, Administration, Age Group Designations, Manager s Tournament Information Package (MTIP), Public Relations, Fields & Maintenance, Protests, Team Check-in, Game Schedule, Reporting Scores, Important Policies and Forms that Matter, and Closing the Tournament. 2

3 2018 STATE TOURNAMENT SITES Age Group Start Location n Rookies Baseball July 5 Haymarket 9-Year-olds Baseball July 5 Rockville 10-Year-olds Baseball July 5 Waynesboro 11-Year-olds Major70 Baseball July 5 New Kent 12-Year-olds Major60 Baseball July 5 Amissville 12-Year-olds Major70 Baseball July 5 Winchester 13-Year-olds Baseball July 12 Williamsburg 14-Year-olds Baseball July 12 Manassas Year-olds Baseball July 12 Glen Allen Year-olds Baseball July 5 Arlington 8U Softball July 12 Manassas 10U Softball July 12 Crozet 12U Softball July 12 Fishersville 14U 16U Softball June 28 Fredericksburg 3

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5 HOSTING A STATE TOURNAMENT ORGANIZATION As in the planning for any event of the size and scope of a State Tournament, the first step is the formulation of a "key" group of volunteers who will perform the "lion s share" of the work. Within the group of "key" people there must be a "key" person. The one person who will be in charge of the total operation is the "go-to person". This special person is the Host President. Directly under the Host President are the Host Tournament Director and other individuals assigned to coordinate these tasks. But, before we get started, let s talk about the Americans with Disabilities Act. 5

6 AMERICANS WITH DISABILITIES ACT Public and private facilities that provide an accommodation to the public are required to meet certain Americans with Disabilities Act (ADA) regulations. In most cases, the facilities that are used for Babe Ruth tournaments, typically owned by a local government, meet these requirements. However, the little things can make a big difference in the success of a tournament. For example, provide transportation (a golf cart if possible) between the playing fields and the parking lots; provide walkway access to the fields and concessions; ensure that the bathrooms are cleared of clutter for ease of access for wheelchairs, walkers, and other devices; and reserve an area at the playing fields for fans in wheelchairs. These are all items that are under the direct control of the Host. And, a reasonable effort to provide such accommodations is required by the ADA. For more information on ADA requirements, see the ADA website at 6

7 Use the State Tournament Host Guidebook. ADMINISTRATION Provide a secure area for the team medals and plaques. [Note: The State provides the medals and banners and they will be delivered to the TDs at today s workshop.] Provide communication equipment such as a public address system, portable microphone for the field, tape player (or CD player, ipod, or other electronic device) to play the National Anthem. Make sure that Chamber of Commerce materials are available at team check-in and orientation. 7

8 Develop and print the Tournament Program. [Please note that tobacco, alcoholic beverage, and any other ads that can be deemed as inappropriate for the players are strictly prohibited.] Develop and make available any souvenirs that are to be sold. Acquire the services of a qualified action photographer. Make sure that the concessions are well staffed and inventoried. Obtain local medical personnel to be present at all games. Have an ambulance available at the field (if possible). Have first aid equipment available before and throughout each game. 8

9 THERE IS NO U IN BASEBALL The use of the U classification for Cal Ripken Baseball and Babe Ruth Baseball age groups is not correct. It is a designation for Babe Ruth Softball only. The age group designators must be used in all promotions, graphics, etc. These designators are consistent with the Host Contract and the Manager s Tournament Information Package (MTIP). 9

10 Baseball Rookies Baseball 9-Year-olds Baseball 10-Year-olds Baseball 11-Year-olds Major70 Baseball 12-Year-olds Major60 Baseball 12-Year-olds Major70 Baseball 13-Year-olds Baseball 14-Year-olds Baseball Year-olds Baseball Year-olds Baseball Softball 8U Softball 10U Softball 12U Softball 14U Softball 16U Softball 10

11 The reason for the difference in names for baseball and softball age groups is that U, as in 14U Softball, means that participation is open to all players 14 years old and younger. In contrast, 14-Year-olds Baseball is only open to players who are 14 years old and 13 years old (or 12-year-old swing players if approved by the Cal Ripken league president). 14-Year-olds Baseball is not open to players who are 11 years old or younger. 11

12 MANAGER S TOURNAMENT INFORMATION PACKAGE (MTIP) The Manager s Tournament Information Package (MTIP) is used to disseminate important reporting information to advancing team managers. It is not used as a vehicle to promote the Chamber of Commerce. Information contained in the online document includes Host contact information, the choice of gate fee options, a list of the hotels that are available for booking, the date and site of check-in. There is an area for general information such as No coolers allowed., etc. 12

13 A simple 10-question MTIP Questionnaire that is writeable formatted in Microsoft Excel is to be filled out and filed for each State baseball and softball tournament. The approved MTIPs are posted and accessible to all online on the Virginia State website. 13

14 PUBLIC RELATIONS The assigned Tournament Director is in control of the press box. Make sure that the official photographer receives all assignments from designated staff members. Make sure that proper newspaper, radio, television, and internet coverage is provided. All properly identified working members of the press are allowed to cover the tournament games from the press box (as space permits). Babe Ruth League, Inc. reserves the right to prevent or allow members of the press to cover the tournament. An Ice Breaker event is optional. 14

15 Decorations, signage, etc. (donated if possible) to be displayed. Opening Ceremonies (optional) may be held using the Southeast Regional Opening Ceremonies Script ( Notify all dignitaries of the event. Arrange for first-pitch dignitaries and National Anthem and (or) God Bless America singers (if desired). Obtain a Governor s picture and letter of welcome and (or) the Mayor s or County official s picture and letter of welcome for the program book. 15

16 STADIUM & FIELD Maintenance The stadium/field personnel are responsible for providing and maintaining the actual playing site of the State Tournament in all its many aspects. Basic areas of responsibility and provisions are bullpens, sufficient lighting, American flag, scoreboard, press box, interior fence, exterior fence, dugouts, dugout drinking water (and cups), distance signs on outfield fence, infield tarps, ticket booths (if needed), home and visitor dugout signs, first aid kit, sufficient umpire quarters, restroom facilities, and large up-to-date game-result signage. Make sure that the grounds crew is always available to maintain the playing and practice fields. Umpires are under the direction of the State UIC and the Tournament UIC. 16

17 Make sure that the "home" dugout is determined (the default is the third base in MTIP). Use only the approved Babe Ruth Tournament baseball or softball. Make sure that each game is witnessed by a designated Protest Committee (Rule ). The Protest Committee members names will be handwritten in the scorebook, next to the umpires names. In addition, the Protest Committee member s name must be on each team s official Babe Ruth line-up card. Make sure that the following personnel are available for each game: press box announcer, scoreboard operator, official scorer, official pitch count official, and press box runner. 17

18 PROTEST COMMITTEE REQUIREMENT No protest (or objection) shall ever be permitted on judgment decisions by the umpire. (Rule 9.02-a). Furthermore, umpires are not to be Protest Committee members [Tournament] PLAYING RULES Each Tournament game must be played in the presence of the Tournament Director and Protest Committee. No tournament team shall start play in the absence of said director and committee. All umpires are required to be members of Babe Ruth League, Inc. s National Umpire Association and the Virginia Babe Ruth Umpires Association (VBRUA) to work Virginia State tournaments. 18

19 Each manager must designate a Protest Committee member representing his or her team and must list the designated individual on the official Babe Ruth line-up card. The TD will assign the third member of the Protest Committee. A manager must immediately claim a violation of a rule, at which time play will be suspended until the Protest Committee has made its decision. The Protest Committee s decision will be final. No protest, except on player eligibility (in writing), will be honored after a game has been completed. NOTE: Be sure that extra rule books are available in the press box for Protest Committee members use if needed. Three assigned Protest Committee members must be present at each game. 19

20 TEAM CHECK-IN Team Check-in: The team check-in will be described in the MTIP or a minimum of 2 hours prior to the team s first game. This is the time for staff to address any Chamber of Commerce and other details that need to be shared. All teams will check in and the Tournament Team Credentials Books will be collected. A review of the books will be made by the assigned State Representative and Host Tournament Director. The books will be returned to the team managers when completed. Any critical issues found must be addressed initially with the manager as the books are checked. 20

21 Team Check-in: (Cont.) The State Representative and (or) Host Tournament Director will brief the manager to make sure that everyone knows what is expected from the manager, coaches, players, and parents while at the tournament. 21

22 ADDITIONAL KEY INFORMATION Make sure that the manager is aware that he or she must have the Tournament Team Credentials Book handy at all times. This book contains the Consent for Treatment Forms that must be available immediately if medical attention is needed. Emphasize that all games are played using the current edition of the Official Babe Ruth Rules or, for Rookies Baseball and 8U Softball, the currently published Southeast Region Rules. Explain the tournament pitching rules (specific to sport and age group). 22

23 Remind the teams that players, manager, and coaches must be in full uniform as specified in the current Official Babe Ruth rule books. In no case are jeans or shorts (for baseball) allowed. All softball coaches must be dressed alike. All players on a team must have different uniform numbers (Rule 1.11). Tobacco products of any kind are prohibited in Babe Ruth League. Electronic devices such as cell phones, ipads, etc. are not permitted in the dugout or on the playing field. The manager is responsible for the sportsmanship and behavior of his or her team s parents and fans, as covered earlier. 23

24 GAME SCHEDULES AND REPORTING SCORES Game Schedules: The game schedules (brackets) will be prepared by a State Commissioner for both baseball and softball. The dates and times for the games will be submitted by the Host Tournament Director to a Virginia State Commissioner or Area Director. 24

25 Reporting Scores: Baseball The Tournament Director will report all of the scores at the conclusion of the last game via to John DeYoung, Be sure to state the age group and date and use the following format when reporting scores: Game #1 Summit Point 15 Winchester 10 Game #3 Arlington 0 Stafford 1 Softball The Tournament Director will report all of the scores at the conclusion of the last game via to Dave Cogar, dcogar@vbrdistrict8.com. Note: All scores will be updated in a timely matter. The timely update of the brackets is directly proportional to the receipt of the data and the availability of the internet. 25

26 IMPORTANT POLICIES AND FORMS THAT MATTER!!! Virginia Severe Weather Policy for Lightning: Virginia follows the policy set up by the National Federation of State High School Associations (NFHS). This policy is a minimum requirement. If the locality where the tournament is being played has a policy that exceeds the minimum, use it. Just make sure everyone knows and understands the policy MEET WITH THE UMPIRES. The October 2014 NFHS guidelines are posted at the Lightning Policy link on the home page of the Babe Ruth Leagues of Virginia website. Heat & Humidity Danger: The NOAA heat index chart is at the Heat Index Policy link on the home page of the Babe Ruth Leagues of Virginia website. Concussion Safety and Regulations: The CDC s concussion training can be accessed via the Concussion Training link on the home page of the Babe Ruth Leagues of Virginia website. Babe Ruth Leagues of Virgina Tournament Workshop 26

27 National Anthem: The National Anthem will be played prior to the start of every game when possible. Player Announcement Form: The Player Announcement Form is used to list the manager, coaches, players, and bat persons by jersey number, name, position, etc. This document is then used in the press box for the announcer when the teams are introduced. One form is required for each playing field. 27

28 Assignment of Umpires: The Virginia Umpire-in-Chief (UIC) is responsible for assigning umpires based on information provided by the Host (age group, number of fields being used, and location). All UICs are approved by the State Commissioner. Assignment of Practice Fields, Batting Cages, for Teams to Practice, Warm Up: If a location has extra fields or batting cages, it is highly recommended that the TD develop a spreadsheet for assigning practice times to teams as requested. At no time will it be permissible for a team to take live batting practice without the proper equipment such as an L screen. The likelihood of injury is greatly reduced when using safety equipment. 28

29 Common Rules that may be misinterpreted Re-Entry and Extra Player Ejection Leaving Base Too Soon (Ripken & Rookie) Pitching Machine Ball Hitting Pitching Machine Ball Hitting Umpire (Rookie) Pitch Counts in Forfeits Bat Rules Special Base Running Rule (Ripken) Tournament Baseballs Contact Rule Pitchers Taking Signs Rule 8.01 Pitching Rules Intentional Walk Official Pitch Count Record Suspended Games Protective Headgear Score of Forfeited Games Substitute Runners (Rookie Only) Batting Out of Order Catcher s Mask and Throat Protectors (adult use) Babe Ruth Leagues of Virginia Tournament Workshop 29

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31 Case Studies 1. Umpire Contact 2. Non-Malicious Contact 3. Malicious Contact 4. Illegal Pitcher 5. Fan Behavior 6. MTIP Rules vs. Baseball Rules 7. Pitcher Signs (from the catcher) 8. Uniforms (Coaches & Players) 9. Defacing Equipment (Players or Coaches) 10.Injuries (Concussions) Babe Ruth Leagues of Virginia Tournament Workshop 31

32 CLOSING THE TOURNAMENT Presentation of Awards: You will need a folding table of approximately 60 x 30 to display the medals and plaques. Set up should be centered between home plate and just in front of the pitching mound. Assemble the championship and runner-up teams along the base paths of their game dugouts. Make sure that the photographer and tournament staff are available. [Note: Parents and fans are allowed on the field at this time.] Begin the presentation by thanking everyone for attending, etc. (The Host can script this part of the program.) 32

33 Make the team presentation beginning with the runner-up team. Then present to the championship team. In both cases, have the announcer introduce the players from the team s Player Announcement Form. Introduce the players first, then the bat person (if applicable), the coaches, and the team manager. Present the championship plaque to the team manager. Make sure that all teams that leave the tournament take their Tournament Team Credentials Book (handed back to them on opening day) with them. 33

34 Advancing Team Information: If the State Tournament champion is advancing to a Southeast Region tournament (all age groups), the Host Tournament Director must give the manager a copy of the Southeast Region MTIP which contains important reporting information for the championship team. In addition to handing out the MTIP, the TD must sign the LOE for any team (Champion, Runnerup, or Regional Host that is advancing to Regional play. The championship team is required to notify the Regional Commissioner within 24 hours of completion of the State tournament. Refer to the Southeast Regional Manager s Tournament Information Package (MTIP) for mandatory reporting requirements. The Southeast Region website is at DO NOT FORGET TO PROVIDE THIS INFORMATION TO THE MANAGER OF THE CHAMPIONSHIP TEAM! 34

35 The End! Thank you for participating in the 2018 Babe Ruth Leagues of Virginia Tournament Host Workshop. 35