ON EVERY SCORE KEEPERS TABLE: Tape a copy of the schedule to the table Pens for scoring Score sheets for each round Line-up cards for coaches

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1 HOSTING TIPS 3 Concorde Gate Suite 304 Toronto, ON M3C 3N7 Tel: Fax: LIST OF MATERIALS TO BRING AT THE BEGINNING OF THE DAY Markers/Pens Set up nets and antennae Tape Set up the officials stand Calculator Set up tables and chairs for scorekeepers White-out Set up benches for players/chairs for coaches Extra paper Set up chairs for spectators ON EVERY SCORE KEEPERS TABLE: Tape a copy of the schedule to the table Pens for scoring Score sheets for each round Line-up cards for coaches AROUND THE GYM: Tape the main score boards (pool/playoff charts from OVA) in a prominent place outside the gym with a copy of the schedule Tape a copy of OVA tie-breaking procedures near the score boards located in the Competitions Manual Tape court markers to the wall to make for clear identification (Court 1) DURING THE TOURNAMENT: Collect all white copies of the score sheets at the end of each match (these sheets must be sent to the OVA office after the tournament) Have only 1 person mark the results on the score boards to ensure consistency Post all game results on the score boards ASAP Do garbage duty periodically try to keep the gyms as clean as possible (talk to coaches and try to have players clean up after each game) Give head official tournament host evaluation FILL OUT THE FOLLOWING TOURNAMENT INFORMATION SHEETS: Tournament results Pool play results Playoff Bracket Hosting expense claim Sign up sheet for visiting coaches or recruiters Accident form if needed AT THE END OF THE DAY: Collect tournament host evaluation from head official All tables, chairs, nets, etc have to be put away (custodians are very helpful, but do all you can to lend a hand this helps with re-booking the same facility for a future event) Make sure all volleyball equipment goes back into the proper box (if used at your site) including antennas, sleeves, flip cards, chairs, benches, and nets. AFTER THE TOURNAMENT: all tournament information sheets. Including tournament host evaluation to the OVA office by the following Monday morning Once your club/team has finished all their hosting duties send all white copies ofscore sheets, game balls, extra medals back to the OVA office. DO NOT SEND Pool boards or Play off Charts. See address on this letter head. Nicole Larochelle (13U) nlarochelle@ontariovolleyball.org Carrie Campbell (14U-16U) ccampbell@ontariovolleyball.org Ryan Mercado (17U, 18U, 21U) rmercado@ontariovolleyball.org

2 HOSTING INFORMATION As the OVA does not own a gymnasium, the success of the indoor season depends on Clubs obtaining facilities and hosting the tournaments. Hosting applications are to be forwarded to the OVA office for approval by OVA Competitions. Please note that facilities must provide a safe environment for athletes, coaches, officials and spectators. Tournaments may be cancelled if hosts are not confirmed at least one month prior to the scheduled date. 3 Concorde Gate Suite 304 Toronto, ON M3C 3N7 Tel: Fax: The following is an overview of hosting an OVA tournament. For further information, contact your Regional or Provincial Competitions Chair or the OVA office. Benefits of Hosting: Hosting fee: Hosts that provide score keepers and line judges - $40 a team Hosts that only provides one of score keepers or line judges - $35 a team Hosts that do not provide score keepers or line judges - $25 a team Organizational and management experience for Club personnel Fund raising potential such as food concessions, lucky draws or other projects that do not conflict with the OVA. Please note that any sponsors or partners involved with OVA tournaments must be approved through the OVA Executive Director. Opportunity to promote the sport and encourage local support Minimal travel expenses Responsibilities of the OVA office and the Competitions Committee: Approve and confirm hosting bids and facilities Accept team entries and fees Rank/Seed the teams and produce tournament schedule Distribute information to participating teams Send tournament package to host (medals or awards, score sheets, line up cards, results boards, hosting paperwork) Have major officials assigned to the tournament (For Female Youth East/West tournaments, the host will be assuming some of the above listed responsibilities.) Responsibilities of the Host: Submit application paperwork (obtain a facility, arrange for hotels, provide a map) Obtain approval for and operate a food concession Supply scorekeepers for all matches Obtain approval for OVA/VSP merchandise sales and request the use of tables for the VSP staff in a hall leading to/from the gymnasium Liaise with the OVA regarding tournament matters Contact local media (newspapers, radio, and television) and the Regional Media Rep with pre and post tournament information Appoint a tournament director Establish a three person Protest Committee (head official or designate, the tournament director, a participating coach) Introduce yourself to the teams/coaches so that they are aware of who is in charge Introduce yourself to the Head Official and give him/her a copy of the schedule and tournament information, and provide any other pertinent information from the host

3 Oversee the competition in accordance with OVA Regulations (ensure that a copy of the Provincial Indoor Competitions Manual is at the event for reference) Consult with participating coaches if a schedule revision is necessary due to teams not showing or other circumstances Manage the score sheets and post results throughout the day Implement OVA tie break rules as published Present awards results (using online results template) to the OVA office the following Monday morning Return the tournament package to the OVA within one week: white copies of score sheets, completed results sheets (and do not send back the poster boards), remaining awards and trophies, game balls, evaluations, host expense claim Report any problems to the OVA office the following Monday and document any incidents that require follow up (For Female Youth East/West tournaments, the host will assume additional tasks related to tournament administration and communication with teams.) 2

4 OVA Tournament Head Officials INFO Sheet Please adhere to the published warm up protocol for the OVA Youth Division Competitions. The cooperation of all hosts, teams and officials is required to prevent tournaments from lasting longer than necessary everyone wants to return home at a reasonable hour. 3 Concorde Gate Suite 304 Toronto, ON M3C 3N7 Tel: Fax: Provincial Indoor Competitions Manual OVA Warm up Protocol: Teams must vacate the court (playing and bench areas) within one minute of the completion of their match to allow for the next teams to assume the court. Court warm up is 10 minutes only, a 5-5 format, and the team at the net must attack in one direction only. Please remember that all warm ups are to begin approximately one minute after the completion of the previous match. The Head Official It is expected that assignors will designate a Head Official for each tournament/event. The cooperation of the Head Officials is requested in the following areas: Contact the tournament host to confirm that officials have been assigned a day before the event Introduce yourself at the start of the event to the tournament director Assist the tournament director in identifying and reporting uniform violations (advise the team before that start of their first match, inform the OVA office). Sit as the officials representative on the Protest Committee along with the tournament director and the coaches representative, to handle any protest that may arise Brief the on site officials regarding any specific tournament information that is posted or appears in the tournament schedule notes Oversee all aspects of the officials while they participate in the event Report any incidences, infractions, sanctions on the scoresheet and let tournament host know. For example, coaches with no NCCP#, protests, or teams that do not fulfill officiating duties, etc. Thank you. Your assistance as the Head Official is greatly appreciated.

5 OVA Tournament Head Coach Check in Sheet Coach Name Team Name NCCP#/Exemption Cell Phone NOTES:

6 VISITING COACHES AND RECRUITERS SIGN IN SHEET Name Representing Phone #

7 Rules of Conduct for Contact of Athletes at OVA Tournaments Rationale The recruitment of young athletes by college and university coaches as well as scouting services has become increasingly aggressive and intense in Ontario. The following are some guidelines to assist the tournament organizers in dealing with this situation. 3 Concorde Gate Suite 304 Toronto, ON M3C 3N7 Tel: Fax: Guidelines: 1. The organizer shall make sure that the coach/recruiter or scouting agency representative report him/her identifying themselves (by name and address) and the institution they represent. The convenor/host will have a sign in sheet for coaches/recruiters to complete, and this sheet is to be forwarded to the OVA office as part of the tournament hosting report. 2. The organizer shall give the coach/recruiter or scouting agency representative a program of the tournament (if available) as well as a copy of this memorandum. 3. The organizer shall notify the coach/recruiter or scouting agency representative that players must not be approached during their involvement in the tournament. Athletes can only be approached with previous consent from their coach after the tournament 4. If these guidelines are not respected by the coach/recruiter or scouting service representative, the organizer has the right to ask that person to leave the gymnasium, and this situation should be reported to the OVA s Technical Director 5. Infringement of these guidelines will also be reported to the appropriate governing body (i.e. CIS, CCAA, NCAA)

8 After Hosting an OVA Tournament On behalf of Ontario Volleyball Association we would like to thank you and your club for hosting an OVA tournament. Please review & follow the next steps after hosting a tournament. Sending in the Results (only via ) 3 Concorde Gate Suite 304 Toronto, ON M3C 3N7 Tel: Fax: To retrieve the Results Template. > Indoor > Youth > Resources > Click on Results Template 2. Enter the tournament results onto the Results Template (electronically). Once this task has been completed, save the document to a location that you will be able to locate on your computer (may be easy find if it is saved on to your desktop). 3. Please send the results via to the OVA office. Create a new > Enter the appropriate Program Coordinator s address > Attach Locate Results Template file > Send 4. NOTE: Results must be sent to the OVA office no later than the Tuesday after your tournament by 12:00 noon. If the results are not submitted to the OVA office by this time, $20.00 per day will be deducted from the hosting fee (as per the Youth Competitions manual). Please results to: Nicole Larochelle (13U) nlarochelle@ontariovolleyball.org Carrie Campbell (14U-16B) ccampbell@ontariovolleyball.org Ryan Mercado (16UG, 17U-21U) rmercado@ontariovolleyball.org Sending in the Hosting Expense Claim 1. Please visit the OVA website and view the following: > Indoor > Youth > Resources > Click on Hosting Expense Claim Form (this form can also be found in the hosting package). 2. Please complete the Hosting Expense Claim form and send by /fax/mail to the OVA office as soon as possible. Please send in facility invoices with the Hosting Expense Claim. NOTE: hosting claims without facility invoices cannot be paid out. Sending in the Hosting Package 1. Please return all left over materials (score sheets, medals and volleyballs) to the OVA office within one week, via regular mail. PLEASE RETURN BALLS IMMEDIATELY AFTER THE TOURNAMENT, OTHERWISE HOSTS WILL INCUR A DEDUCTION IN HOSTING FEE. Sending in Post Tournament Report 1. Please list any incidences or issues that have arose from the tournament on the Port Tournament Report Form. For example: coaches that do not provide an NCCP number, teams that do not fulfill officiating duties, teams that do not obey facility rules, etc.

9 Division: Tournament Name: Date : FINAL STANDING Please fill in the appropriate placement for each team in the event. Depending on the size of the event there may be more that one team that finishes with the same placement.

10 POOL PLAY POOL A MATCHES STANDING POOL B MATCHES STANDING POOL C MATCHES STANDING

11 POOL D MATCHES STANDING PRE-QUARTER-FINALS PLAYOFF ROUNDS TEAM 1 TEAM 2 SCORES QUARTER-FINALS TEAM 1 TEAM 2 SCORES

12 SEMI-FINALS TEAM 1 TEAM 2 SCORES BRONZE TEAM 1 TEAM 2 SCORES GOLD TEAM 1 TEAM 2 SCORES

13 PLAY OFF BRACKET Tournament: Date:

14 Head Officials Tournament Host Evaluation & Tournament Post Report (For Head Official to Fill Out Only) Tournament Name & Date: Location: Hosting Team: 3 Concorde Gate Suite 304 Toronto, ON M3C 3N7 Tel: Fax: Was the volleyball equipment set up prior to the 9am start time? A. Poles B. Nets C. Referee Stands D. Equipment Padding E. Score charts & Tables F. Benches & Chairs G. Comments: 2. Using a scale of 1-5 (1=poor 5=excellent) please rate the quality of equipment supplied: Comments: 3. Was a Protest Committee established? Yes or No Comments: 4. Using a scale of 1-5 (1=poor 5=excellent) please rate the gym suitability for the age division: Comments: 5. Please estimate the following measurements A. Wall to baseline: B. Wall to sideline: C. Distance between courts: D. Ceiling height: E. Other: 6. Do athletes require a step on the serve? Yes or No If yes, please explain:

15 7. Please report any incidences, issues that have arose during the tournament (feel free to the OVA if you prefer ): 2

16 OVA Post Tournament Report (Filled out by Tournament Host) In order to run quality OVA events we would like to receive information from the host on things that did not go as planned or some issues that arose that need follow up from the OVA. 3 Concorde Gate Suite 304 Toronto, ON M3C 3N7 Tel: Fax: Below are some issues the OVA would like you as hosts to keep an eye on and to report back to us: 1. Please list any coaches that did not produce a valid volleyball NCCP# or Exemption Card. (Please include name of coach and the team they are from): 2. Please list teams that did not fulfill their score keeping and lining duties. (Please include team name and matches skipped): 3. Please list any teams or individuals that have been uncooperative, disobeying facility rules, or have been verbally abusive at the tournament. (This includes parents and spectators): 4. If there is ANYTHING else you would like to report or would like for us to be aware of, please list them below or feel free to us directly

17 HOSTING EXPENSE CLAIM Name of Tournament: Date of Tournament: Name of Hosting Club/Team: Tournament Director: 3 Concorde Gate Suite 304 Toronto, ON M3C 3N7 Facility Cost Tel: Fax: Cost of Permit (please attach all invoices and receipts) $ Payable to (circle one): Club School School Board $ Hosting Fee s Teams x $25.00 per day (NO scorekeepers or line judges provided) $ Teams x $35.00 per day (scorekeepers provided) $ Teams x $40.00 per day (scorekeepers and line judges provided) $ $100 bonus if manage second venue $ $200 bonus if there is no facility / permit charge $ Other PRE-Approved Expenses (Please attach receipts) $ Total $ Return this claim form to the OVA office along with the following: Pertinent receipts Original score sheets Completed final results sheet (Do NOT return Pool Charts!) All tournament balls (Even if they are damaged) Cheques will only be sent to the address of the club contact Date Claim Received: Cheque # and Date: