ABA HANDBOOK PART III

Transcription

1 ABA HANDBOOK PART III TOURNAMENT AND CONVENTION PLANNING aba Draft Part III Tournament and Convention Planning 3/19/2012 Page 0

2 ... Part III Tournament and Convention Planning Planning and Hosting Regional Tournaments III-1 Approximate Playing Time For Games III-2 Planning and Hosting National Tournaments III-3 Site Selection Team III-3 Designated Negotiator III-4 National Board/Administrative Responsibilities III-4 NTA Planning Activities III-4 Guidelines for National Tournaments III-4 General Planning Committees III-5 Some On-Site Tournament Responsibilities III-7 Sources of Revenue III-8 Vendors III-8 Special National Tournament Regulations III-8 Supplies/Logistics Responsibilities III-8 Caddy Coordinator/Caddies Responsibilities III-8 Code of Behavior for Caddies III-9 Detailed Caddy Instructions III-9 Part III Tournament and Convention Planning Page 0

3 ... This Guide is designed to assist ABA chartered Clubs, Units, Sections, and National officials in planning and conducting sanctioned tournaments. A. Planning and Hosting Regional Tournaments The Head of Club, Unit, or Section appoints a Tournament Committee with responsibilities that include selection of types of games, entry fees, playing sites and dates, and submits sanction form to respective Section Vice President or designee for approval. 1. Efforts should be made to avoid conflict in playing dates with other tournaments scheduled within the local area of the Club/Unit/Section. 2. The Section Vice President submits copy of proposed schedule to the National Chief Scorer for rating and approval of events prior to publishing schedule. 3. Select suitable playing site. Prime factors include location, parking, lighting, comfort, and restaurants. 4. Finalize arrangements for the playing site only after receipt of the approved sanction, officially numbered and signed by the SVP. 6. The sponsoring Club/Unit must have an approved sanction for each scheduled game available at the site of the tournament in compliance with tournament procedures. The DIC must have this authorization to conduct the tournament. 7. Advertise and announce the complete schedule of events as early as possible. Include the registration and starting time of each game. Timely advertisement in the ABA Bulletin and on the ABA website may attract out-of-towners to the tournament. 8. Refer to approximate playing time for all games to assure that planned activities, such as entertainment, hospitality, awards presentations, etc., do not interfere with, or otherwise jeopardize the time necessary to complete the scheduled games*. SEE CHART BELOW 9. Hire a qualified DIC. Heads of sponsoring groups should contract for fees, travel, hotel and per diem in advance. 10. Consult with the DIC to insure that a sufficient amount of supplies and equipment are on hand at the site of the tournament. Equipment: duplicate boards, table markers & guide cards, card tables & chairs, master point award charts, computer, printer, and Bridge Mates. Supplies: registration blanks, pick-up slips, recap & press sheets, pencils, computer paper, private score cards, bidding boxes. Part III Tournament and Convention Planning Page 1

4 Prepare and submit check or money order, payable to the American Bridge Association, for sanction fees for all events, at the conclusion of the tournament. 12. Prepare and submit check or money order, payable to the DIC, and other personnel when appropriate. 13. Regional Tournaments do not have to include a weekend. (See below for tournament types and maximum number of days.) Type of Tournament Maximum number days Grade B 3 Grade A 4 Sectional 5 APPROXIMATE PLAYING TIME FOR GAMES Game Type Minimum Boards Per Session Number Planned Sessions/Rounds Approx. Playing time Per Session/Round Hours Per Game Pair *24 1 or /2 6-7 Open Team 24 1 or /2 6-7 Swiss 24 1 or /2 6-7 Modified Round Robin 5 Teams /4-1-1/2 6-1/2 6 teams /4-1-1/2 7-3/4 7 Teams /2 7-1/2 8 Teams /2 7-3/4 Part III Tournament and Convention Planning Page 2

5 B. Planning and Hosting National Tournaments The ABA sponsors an annual Spring and Summer National Tournament, and where feasible, these tournaments are hosted by a local group. Where there is no local Host Group, the National Organization will appoint a Planning Committee to perform all the necessary functions required to make this event a success. All game times are: 9 AM, 1:30 PM and 7:30 PM, unless announced. ABA does not schedule games concurrent with the Interdenominational Worship Service, Membership Meeting, or midnight prior to the Membership Meeting. Step 1: Site Selection Team (SST): Members: National President, National Vice President, National Tournament Authority Chair, Convention Manager, and Hotel Negotiator. The Site Selection Team reviews the following specifics when considering a location. 1. Arrangements: Location, parking, housing, playing space, security, transportation, costs, food sources. 2. Member Density: High number of bridge player within a three-hour drive. 3. Membership Costs: Air travel, room, food, parking 4. Facilities: Single site for housing and playing space 5. Popularity of Area: Sites in the top 20 tourist attractions that attract high numbers of players from outside areas. 6. Transportation: Sites with major airport(s) in close proximity to the city and availability by air and other convenient means of transportation. 7. Moderately priced food and personal services 8. Tournament equipment and supplies availability Step 2: Designated Negotiator President appoints a Hotel Negotiator who negotiates with the hotel regarding room rates, complimentary space for playing area, offices and meetings, food courts, gratuities, parking rates, staff rated rooms, peak use of elevators, costs of receipt of equipment and supplies, union requirements, licenses, etc. National President and Vice President sign contract with the hotel for National Tournaments, with approval of the National Board of Directors. Step 3: National Board/Administrative Responsibilities 1. The National Tournament Authority (NTA) Chair proceeds with the implementation as general manager of National Tournaments. S(he) is responsible for filing tournament reports with the Board relative to table count, income, and expenditures, immediately following each National Tournament. 2. The National Tournament and Convention Manager (NTCM) implements the execution of contracts, Part III Tournament and Convention Planning Page 3

6 serves as liaison with hotel(s), and host group; and confirms accommodations for the Board, National Committee Chairs, appointees and staff. 3. National President sends communication to Chair of Host Committee, with copies to NTA and NTCM, confirming appointment of chair. 4. National Secretary completes the Credit application and forwards to hotel at least 90 days prior to the tournament or as specified in the contract. 5. National Secretary arranges transportation of equipment and supplies to and from tournament site. Step 4: NTA Planning Activities: 1. National Tournament Committee Chair submits Tournament Schedule to NTA and Board of Directors for approval at least one year in advance. 2. National Supervisory Director submits list of eligible directors to NTA for approval not less than 90 days prior to each Tournament. 3. National Office distributes contracts to individuals providing services during respective National Tournaments 45 days before each Tournament. 4. National Tournament and Convention Manager submits Master Account and arrangements to hotel 90 days before each Tournament. GUIDELINES FOR NATIONAL TOURNAMENTS National tournaments may be hosted by a local Unit/Independent Club, the Section or the National Body. 1. If the tournament is scheduled in a city with a Unit/Independent Club, that Unit/Independent Club has first option to host the National. 2. If the Unit/Independent Club is unable to host, the Section may host the tournament; 3. Units/Independent Clubs and Sections shall have sole responsibility for all aspects of the event except the actual running of the tournament. 4. If the Section is unable to host, then the National Body shall host the tournament. 5. If the National Body hosts the tournament, a General Chairperson is appointed by the National President, someone who lives in close proximity to the host city. 6. Seed money in the amount of $5, which is used to open a checking account in the name of Spring/Summer National, ABA, year (2014, 2015, etc.) is forwarded to the Unit/Independent Club, Section or the National General Chairperson. 7. All monies must be accounted for, with receipts, and the $ seed money must be repaid to the ABA. 8. The hosting body or the General Chairperson shall appoint needed committees and will work closely with the National Tournament and Convention Manager to ensure that space, menus and other needs can be arranged with the hotel. 9. A complete tournament report shall be submitted to the National President, National Secretary and National Tournament and Convention Manager within thirty (30) days following the tournament. Net proceeds from all activities, except the running of the tournament, will be divided 70% to the Host Group and 30% to the National Organization. Part III Tournament and Convention Planning Page 4

7 General Planning Committee 1. General Chair: Defines scope and selection of committees; regularly meets with committee chairs for updates; reports to National President and Tournament Convention manner as necessary. 2. Assistant Chair: Functions in place of, and with cooperation of the General Chair. 3. Secretary: Maintains accurate record of all proceedings; sends notices; writes letters, etc., under the direction of the General Chair. 4. Treasurer: Handles all money. Keeps accurate record of income and expenditures and makes timely deposits. 5. Budget and Finance: Oversees all fund-raising activities. Keeps books; secures or receives and approves vouchers; works closely with Chair of Fund-raising Projects and monitors spending of funds. 6. Awards Activity: Oversees all aspects of Awards function to include: type of Awards Activity (i.e., breakfast, brunch, luncheon, dinner or banquet); type of food service - buffet or plated meal; design of invitations and programs; floor plan and set up requirements for meal, bar and activities; estimate of attendance to the NTCM for hotel catering. (NOTE - If there is a souvenir kit, the awards ticket may be included in the kit.) 7. Hospitality: Coordinates all hospitality for the tournament. Committee shall: obtain an estimate of tournament attendance from the Convention Manager; obtain the playing schedule and prepare a calendar of hospitality activities, which may include breakfast, lunch, snacks, brown bags, meals, etc. ; establish schedule and advertise in the Flash and in playing area; may ask local clubs to take a day/night to provide hospitality; compile a list of supplies; submit equipment needs to Convention Manager; solicit sources to help defray hospitality expenses. 8. Souvenir Kits: Sales of souvenir kits is optional, but recommended. Committee shall: select type of kit; contact the Chamber of Commerce or Visitor's Bureau for promotional items; use internet, yellow pages, personal contacts, etc. to solicit additional items; items may be sent to the National Office for shipping to tournament site; assemble kits at tournament site; if funds permit, purchase item for kit; provide report of income from kits. 9. Partnerships: Provides a registration form to be printed in the ABA Bulletin and on the Website prior to the Spring and Summer Tournaments. Assigns members on a rotating basis so that the partnership desk is well-covered at least one hour before game time and one-half hour after completion of game. Hours of operation should be submitted to the Flash Editor for publication. 10. Public Relations: Promotes the tournament. Submits articles to the local and national media; arranges interviews of National President and other ABA official with local newspaper, radio and television. Ensures continuous communication with the local electronic and print media before and during National Tournaments. Works closely with the ABA National Public Relations Chair. Transmits copies of articles and tapes to National Secretary and Chair of History and Archives. Contacts the Convention and Visitor's Bureau to publicize activities. Part III Tournament and Convention Planning Page 5

8 11. Registration: Prepares name badges and/or other types of recognition for members attending tournament. Works with kit committee on selling kits during the tournament. 12. Transportation and Tours: Schedules tours through tour companies--may work with the Convention and Visitors Bureau. Negotiates discounts, and informs members of the most economical transportation to the various tourist and other attractions in the area 13. Corporate Sponsors: Solicits donations/contributions from corporations, businesses, and other similar organizations to help defray the cost of the tournament. 14. Emergencies: Makes available up-to-date list of medical/dental personnel and information of other types of emergency needs for participants. 15. Tee/Sweat Shirts/Caps, etc.: The committee shall: create an appropriate logo and investigate sources of purchasing tees, sweats, caps, etc.; determine the number of items to be ordered and price to be charged; acquire merchandise from supplier for the next tournament and transport a portion to be sold at the tournament site the last three (3) days of the current tournament.(discounted left-over merchandise may also be sold at this time); schedule persons to man sales table; distribute items to be sold in each section; select a designated Shirt day for shirts to be worn at tournament; advertise in Flash; make verbal contact with designated chairperson periodically to determine progress of sales; maintain accurate records. 16. Raffle: The committee shall: order and distribute raffle tickets; tickets should be numbered, collated and stapled in books of six(6); tickets should be distributed to every club with instructions to: mail stubs, unsold tickets and money, preferably by certified mail, to the designated person by the deadline date; stubs and money may also be brought to the tournament site where drawing will be held; a report shall be submitted detailing the number of stubs and amount of money received from each club and section; report should also detail the amount of money paid out; traditionally, first, second and third place cash prizes have been awarded.; other types of awards may be considered, however. (NOTE: Check local/state laws pertaining to raffles) 17. Sunday Inspirational Services: Inspiration services are held at summer tournaments and optional at spring tournaments. Committee shall: secure a minister/speaker; develop and print the program; secure needed program participants; arrange continental breakfast with NTCM; include memorial portion for ABA members who have passed since the last national (names of deceased members may be obtained from the ABA web page and Section Vice-Presidents); expenses will be paid from collection/offering and subsidized by the National body (i.e.,honorarium for speaker, continental breakfast, etc) 18. Souvenir Journal: This is one of the major sources of revenue for the tournament. It Should be attractive, informative and provide opportunities for the Sections, Units, and Clubs to advertise bridge events. Businesses and individuals are welcome to advertise. Individuals are encouraged to give appreciation, honor and recognition to their family members, friends and colleagues. Committee responsibilities: Initiate journal preparation approximately one year prior to National Tournament. Develop goals, procedures and timelines for activities related to the publication of the journal. Design theme for the journal that is consistent with tournament theme. Decide cost of advertisements based on size and color. Part III Tournament and Convention Planning Page 6

9 Distribute a cover letter and advertising contract to SVPs, Units and Clubs with a deadline date. Solicit support from local businesses/corporations Design front and back covers of the journal. Submit checks to designated person and maintain a record of all contracts. Ensure that all advertisements are attractive and camera ready. Determine the number of journals to order. Establish a contract with the printer/ publisher. A camera ready copy of the journal will greatly reduce the cost. Obtain shipping fees for journal from printer to tournament site. If cash awards are given for sections selling the highest total dollar amount of advertisements, the cash amounts should be included in the budget. Contact NTCM to arrange for storage of journals at tournament site for approximately two (2) days prior to the start of tournament. Ensure that Souvenir Kit Chairperson receives journals. Send a copy of the journal to the History/Archives Chairperson. Full page advertisers will be entitled to a free journal upon request. Contact the following chairs/members for information to be included in the Journal: National Tournament Committee Chairperson for game schedule General Chairperson for social activities schedule. New Players Chairperson for game schedule and activities.general Chairperson and Publicity Chairperson for greetings from local dignitaries (governor, mayor, etc.) Board of Directors for full page ad with photographs. ABA President for journal greetings. Pages to be designed by Committee ABA Board of Directors "Thank you" page for advertisers Interesting bridge related games, puzzles or articles of interest to bridge players Some On-Site Tournament Responsibilities 1. Plan for attendance above and below the estimate. 2. Anticipate that large crowds early in the tournament may not be representative of the total attendance. 3. Anticipate that players will take a day off or leave early. 4. Identify, in advance, a number of expenses that can be cut or eliminated during the run of the tournament in the event of a small turn out or drop in participants. 5. Bond persons assigned to handle large sums of money. 6. Use vouchers for payment of expenses. Part III Tournament and Convention Planning Page 7

10 Sources of Revenue 1. Entry fees from "C" Regional games permitted the Host Group as a fund raiser (one per month one year prior to National). 2. Donations 3. Sponsors (Should be done two to three years in advance of the tournament for the best results.) 4. Special events such as local or 50/50 raffles. 5. Advertising in the souvenir journal 6. Designating an official airline (if this is not used by the National Organization). 7. Selling the name of side games to local business or corporations (with the permission of the National Organization) 8. Anonymous donors to be published as "compliments of a friend" 9. Sale of registration kits. Vendors Vendors are individuals or companies that request to sell their products to Members of the ABA during National Tournaments. ABA is not responsible for merchandise sold or vendor merchandise lost or stolen. Vendors will submit application for approval to the National Office: Requirements for vendors: 1. Vendor applications may be obtained from the ABA National Office. 2. Pay a non-refundable fee of $40.00 per day for the Spring and Summer National Tournaments. ABA Member Vendors who close their vendor tables and play in major tournaments may receive a discount Special National Tournament Regulations Supply/Logistics A. Supplies/Logistics Responsibilities: 1. Ensure that all equipment and supplies received at the tournament site are properly stored and controlled at the site. 2. Ensure timely distribution of equipment and other materials to support tournament operations before the start of an event. 3. Perform an audit after each event to account for non-consumable supplies. 4. Ensure that bidding boxes are closed and properly stored at the end of an event. 5. Conduct an supply audit at the close of the tournament. 6. Enforce Store Room security practices to protect ABA property stored at the tournament site. B. Caddy Coordinator/Caddies Responsibilities: Trained Caddies are essential for a successful tournament. When Bridge Mates are used during pair games, a limited number of Caddies are necessary for pre-game distribution and post-game closeout. The Caddy Coordinator will give special instructions for all Team events. Part III Tournament and Convention Planning Page 8

11 1. Coordinate with the NTA to ensure sufficient caddies have been hired and are available. 2. Assemble and brief caddies one hour prior to the scheduled start of a game. 3. Distribute caddy aprons and make assignments. 4. Conduct training for all caddies and other supply room personnel. 5. Provide real time supervision of caddies as they perform their duties. 6. Ensure tables are cleared of equipment and supplies at the end of a game. 7. Pick up boards and table markers and return to the supply room at the end of an event. 8. Distribute Flashes. 9. Support all areas of tournament operations. CODE OF BEHAVIOR FOR CADDIES 1. Caddies should not be in the Caddy Room except those scheduled to work a particular session. After receiving instructions, assigned caddies should be in the playing area, thus leaving no caddies in the Caddy Room. 2. There will be no game playing in or near the Caddy Room. 3. Electronics are not allowed in the Caddy Room. 4. There will be no display of intimacy among Caddies at any time. 5. Behavior of Caddies must be respectful at all times. 6. Caddies dress/attire must be appropriate. 7. ABA and the Caddy Coordinator are not responsible for caddies who are not scheduled to work during a particular session. 8. Sponsors must be told this before they bring their caddy to the tournament. No child care will be provided. Caddies will not be allowed to loiter in the Caddy Room and other ABA assigned areas.. 9. Caddies will not be allowed in the Caddy Room after a session is over and they are dismissed. Tips For Caddies to Avoid Confusion 1. Work only in the sections assigned to you. 2. Place needed consumables on table for 4 players. 3. Pick up entry slips when instructed. 4. Pick up score slips on time. 5. Be polite and courteous at all times. 6. Do not hesitate to ask questions if you do not understand instructions. 7. Report all caddy/player misunderstandings to the Caddy Coordinator. Detailed Caddy Instructions (When Bridge Mates are used the following instructions will be revised.) Part III Tournament and Convention Planning Page 9

12 1. Pre-Game: a. Report to the Caddy Coordinator in the Caddy Room/Supply Room at least 1 hour prior to game time. b. The Caddy Coordinator will distribute badges and assign Sections for that Session. c. Immediately "dress" all Section tables as follows: Put 4 private score cards and pick-up slips of the proper color on each table in the Section. The color of the pick-up slips to be used will match the color of the plastic table marker on the table. Place these items in the right-hand corner of the North player. d. Put the board case for the Section on Table #1. 2. During the Game: a. After the DIC has finished announcements, pick up entry blanks from all tables in the Section. Be sure players have filled these out with their name, address and ID number (Some players will use stickers. Their name, address and ID number will appear on these.) b. Arrange entry blanks in order with all N-S entries in one group, with #1 on the top and the rest following in numerical order. Do the same with E-W entries. Special Note: In any Team-of-Four event, there will be only one entry on each table. c. Take all entry blanks to the Section Director for checking. 3. After Each Round: a. Collect pick-up slips from each table in the Section. Completed pick-up slips, which are to be collected, will usually be found face down near the plastic table marker with an "X" on the back. (One per round, per table.) b. Arrange pick-up slips in order by board number (the top center number) with the number 1 and 2 on top, 3 and 4 next, etc. Check each round to insure slips are in order. c. If a slip does not have a number, show it to the North player only (the one who keeps the score). Ask him/her to correct it. d. When one or two tables are still playing after others have completed play, move on, get score slips from other tables and then go back for slow ones. e. If there are other problems, the Section Director will help. Do not ask the players under any circumstances. f. Mark the Section letter and round number on the back of the last slip. (Ex. A-9 would be the 9th round from Section "A".) Place them near the Scorer's sheet (not on it). Place the ticket, face up if (s)he is there, but face down if (s)he is not. If the Scorer finds an error, (s)he may send the ticket back to the table for correction. Show the slip to the North player only. As a general practice, the Scorer will tell the caddy if he wants the Caddy to wait for possible corrections after turning in slips or (s)he will call the Caddy when needed. 4. During the Game: The Scorer or one of the other Directors may ask the Caddy to do special jobs. For this reason the Caddy should try to remain out of the way and quiet, but readily available, so as not to disturb players or Scorers. 5. During the Next-to-Last-Round: a. During this round, the Scorer will probably want slips as fast as they are completed. The Caddy Part III Tournament and Convention Planning Page 10

13 should return to the Section as soon as (s)he has picked up the previous round. As tables finish playing the boards, and one slip is turned facedown, pick up that ticket and take it to the Scorer. If the Caddy is able to pick up more than one pair of tickets (these are called "doubles") on a single trip through the Section, this is fine. Do not wait for tables to finish, but complete each trip as quickly as possible. b. Place the doubles on the table in front of the Scorer (not on his score sheet), with the odd number on top and with each pair separate. (If there is a continuous series of tickets, they may be placed in one pile. For example: If the Caddy picks up 1 and 2, 3 and 4 and 25 and 26, (s)he should place 1, 2, 3, 4 in one pile (with 1 on top) and 25 and 26 in a separate pile). Place tickets so the Scorer can read them. 6. During the Last Round: a. As soon as all slips from the next-to-last round are picked up, return to the Section to pick up "singles". On the last round the Scorer will want each score slip as soon as it is completed. Bring these in as quickly as possible, without waiting for any other table to finish. b. Use a private score card to check off slips that have been picked up. Put a check opposite the table number as slips are picked up. Two checks opposite each table number means all the slips are collected. Be sure to check with the Scorer to ensure all slips are collected. Do not start any other work until (s)he verifies all slips have been picked up. (Exception: If one or two tables are very slow, you may start your other work while waiting for these tables to finish, but only if the Scorer agrees those are the only tables missing). c. When bringing singles to the Scorer, place each group in one pile, in order and with the lowest number on top (Example: 1, 5, 19, 23, with 1 on top). This can be done while walking from the Section to the scoring table. 7. After the Game (when the last slip is in), the Caddy's final duties involve picking up supplies. The following should be picked up: a. Boards: Boards must be picked up and put away as follows so they will be in proper order for the next session. 1) Be sure to get all boards from all tables. 2) Turn the top card in the South hand (opposite the arrow) face up in each board. 3) Put boards in order with #1 on top and all arrows pointing in the same direction. 4) Put boards in the Section's carrying case in numerical order. (The Section letter will be on the case with board #1 at the front and with board numbers up so they can be easily seen by thumbing through.) b. Pick-up slips, pencils, private scorecards: Clear all tables of unused pickup slips and private score cards. Also pick up all pencils. c. Table markers: Unless otherwise instructed, pick up the plastic table markers after each session. Put them in order, with #1 on top with all arrows pointing in the same direction. Be careful with #6 and#9 to preclude misidentification. Part III Tournament and Convention Planning Page 11

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