Academic Bowl - Hosting

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Kenneth Anderson
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Academic Bowl - Hosting Once you have determined the date and time of thetournament you are hosting, there are a few follow-up steps that should be followed.

1 Academic Bowl - Hosting Once you have determined the date and time of thetournament you are hosting, there are a few follow-up steps that should be followed. These steps assure that all teams are Establish Communication: Utilizing the coachescontact spread sheet send a confirmation to the teams assigned to your tournament. Please cc: me as well gnbliss@carnegienet.net In your subject line include the level (4th, 5th, UEL, ML, or Froshmore) and tournament (Alpha, Beta, District, Regional, Firebird, Area, Phoenix, Mathematics, Science, Social Studies or Humanities & Fine Arts) you are hosting. In your include: Tournament Date Team Arrival Time (usually 30 minutes before tournament start time) Tournament Start Time Physical location of the building in which you are having the tournament. Request for help, if needed. If you have offered to host but will need help with staffing, ask the attending schools if they have anyone to help staff. If you will need attending teams to serve as timer and/or score keeper in their competition rooms, let them know as early as possible so they will be prepared. Request a confirmation from the attending schools. This will let you know that they are receiving your information. If you do not receive a confirmation within 48hours of sending yours, follow-up with a fax (request confirmation), text or phone call hours before your tournament is scheduled follow-up with an to remind them of the date, arrival time and start time. Also include the physical location of the building, again, along with instructions for which door the teams should use to enter the building and where the buses should park. If you are offering a concession stand or you have vending machine available, include that information as well. If those are not available, point out the best places to eat or snack in your area. You might also let teams know that they are welcome to bring their own ice chest or snacks. Remind everyone to bring their buzzer systems!

2 Recruit Staff: At your school site-each competition room runs the smoothest when it has a full staff. Identify individuals to serve as officials for the tournament. Invite them to practice with your team. A full staff includes: Moderator-reads the questions and accepts the answer as being correct or incorrect. This may be an adult or an older high school student. If you use a high school student, at least one other staff person should be an adult. ChiefJudge-monitors the questions as they are being read and usually runs the buzzer system. This may be an adult or an older high school student. If you use a high school student, at least one other staff person should be an adult. Timer -can be a non-playing member of the visiting team, a student or an adult. Score Keeper-can be a non-playing member of the visiting team, a student or an adult. A short staff includes: Moderator/Judge-reads the questions and accepts the answer as being correct or incorrect. Also runs the buzzer system. This may be an adult or an older high school student. If you use a high school student, at least one other staff person should be an adult. Timer/Score Keeper -can be a non-playing member of the visiting team, a student or an adult.

3 Receiving The Box: You will receive a box of competition materials from the OAAC office. In The Box will be- Questions, Brackets, Scoresheets, Awards & a Stipend Check Question copies -2 copies per room. They will be enclosed in a separate envelope. These questions should be given to your head moderator for a final proofreading. The questions should be divided into room packets with two copies of each round for each of your competition rooms. When the tournament is over, each team may take a copy of the questions with them. Brackets-a copy of the competition bracket for each team. If you would like a pdf copy to enlarge, just the office gnbliss@carnegienet.net I also have an Excel bracket available online for download. Teams read down the column where their name is the header (at the top) The team W/L and points go in the column where the team name is at the very top. Information goes on the line across from the round number. For round 2. The round 2 information goes on one line, the cumulative totals go on the 2nd, continue through the final round. The winning team has the best win/loss record. If two teams have the same w/l record, the team with the highest point total will be the winner. If the win/loss record and points are identical, the tie is broken by the results of the game in which the two teams played one another. More specific instructions are available in The Book on pages 34 and 35 At the end of your tournament, send a filled in copy of the bracket to gnbliss@carnegienet.net or as a text attachment or fax to The fax does not need a cover sheet. Please do NOT fax the individual round scoresheets. Scoresheets-The box will include enough scoresheets for an official scoresheet for each room and each round. I do not need copies of the scoresheets. Please keep them until the next level of tournament has been held. After that has occurred, you may throw Awards-A Champion plaque and individual stickers and a Runner-up plaque and individual stickers will be in the box. In the box sent to the first tournaments (District, Alpha, Mathematics) a large envelope, one per team, that includes 8 certificates and the appropriate certificate stickers for the level. These envelopes should be given to the coaches of the teams attending the tournament at your site. Additional certificates are available for order. Stipend Check -A stipend check for the host school will be in the box for the host coach. The stipend check may be used for any expense you incur while hosting or making preparations to host. The use of the stipend is at the discretion of the host site.

The Day of the Tournament Prepare the rooms -Desks or table and chairs should be arranged in competition triangle. Each room should have 8 pencils and scratch paper for each student in each round.

4 The Day of the Tournament Prepare the rooms -Desks or table and chairs should be arranged in competition triangle. Each room should have 8 pencils and scratch paper for each student in each round. Bracket update and scoresheet delivery -Specify an area for the score sheets to be delivered at the end of each round. Keep a posted bracket up to date. Coaches should be able to check scores and update their own bracket with results from the rooms in which they are not competing. Coaches Meeting -Just prior to the first game. A brief coaches meeting to let everyone know about any changes or updates. Outline the end of tournament procedure. Finalizing the bracket-at the end of the tournament, before the results are announced, each coach should check their information on the official bracket and initial or sign at the bottom to indicate they have seen the results and agree with what is being submitted. Present the awards-hand out the plaques and call it a night.

Oregon 4-H Bowl Procedures Revised 10/13

Oregon 4-H Bowl Procedures Revised 10/13 The following procedures will be used to conduct State 4-H Bowl Contests. County Horse Bowl contests may vary from these procedures if changes are approved in advance