STATE VOLLEYBALL TOURNAMENT MANAGER S KIT October 24 Oct 27, 2016

Transcription

1 STATE VOLLEYBALL TOURNAMENT MANAGER S KIT October 24 Oct 27, 2016 CLASS SITE STATE TOURNAMENT MANAGER 7A 6A 5A 4A 3A Har-Ber HS Lake Hamilton HS Valley View HS Lonoke HS Paris HS Wayne Stehlik John Utley Tommy Fowler Sandi King (Principal) Bryan Hutson Arkansas Activities Association * 3920 Richards Road * North Little Rock, AR * Fax or

2 2 STATE VOLLEYBALL TOURNAMENT MANAGERS INFORMATION This information is being sent to you in advance of the materials for setting up your tournament program. The program materials will follow as soon as possible. ADMISSION 1. All tickets are $6.00. For the FINALS on Saturday, all tickets are $ A current AAA pass or an AAA lifetime card will admit two, but must be accompanied by a picture ID matching the name on the card. 3. Tickets will be mailed or delivered for each site in advance. LOCAL LODGING INFORMATION FOR TEAMS 1. If you could make a few contacts (2-3, or as appropriate for your location) and provide the information to the AAA office, it will be posted on the volleyball web page to be available for the schools. LODGING FOR TOURNAMENT OFFICIALS 1. The following number of officials are expected to be used each day: TUESDAY WEDNESDAY THURSDAY SATURDAY 7A A A A A Until assignments are made for each tournament, the exact requirement for officials lodging will be indefinite. Please make tentative arrangements based on the maximum potential until specifics needs may be determined. Tournament managers will be notified as early as possible. BRACKETS AND TIME SCHEDULE 1. Bracket pairings, as well as match times, are determined in advance and are placed on the MaxPreps web site. 2. Conference chairpersons are requested to notify the the AAA volleyball laision as soon as the definite qualifiers (and their finishing place) are known and the brackets will be updated on the MaxPreps website. 3. A large, visible bracket should be posted at your site and updated with scores and advancers after each match. STATE TOURNAMENT PROGRAM 1. State tournament hosts will produce the program for each tournament. 2. Program sales receipts may be retained by the host. 3. In the past the in-house produced programs have sold for $1.00. If a more sophisticated program is produced, the price may increase accordingly but should remain reasonable enough that it will not discourage sales. 4. Programs will contain some pages furnished by the AAA. This will be in Microsoft Publisher. 5. It is always appropriate to include Good Sportsmanship statements or messages. 6. You may format the roster pages any way you wish, but, in addition to names and numbers, please include all information such as height, conference and conference finish, mascot, colors, etc. Rosters may be downloaded from the MaxPreps website.

3 3 STATE TOURNAMENT MERCHANDISE Event merchandise will be furnished by Image One. Rel Luttrell OR TOURNAMENT OFFICIALS 1. The AAA office will assign state tournament officials (referees and line judges) and provide names to the host as soon as this is determined. 2. The host will provide an announcer and bench officials, scorer and timer. If any teams are using a libero, an assistant scorer (libero tracker) will be needed. 3. The host may have to provide additional line judges. Line judges must be adults. They may wear the following: (A) a solid white shirt, (B) a black/white striped shirt, (C) a bright-colored t- shirt (both the same color) or (D) other appropriate attire as designated or provided by host management. They should NOT wear a school uniform or anything that indicates a school affiliation. 4. The host will provide appropriate dressing area(s) for game officials. SITE READINESS 1. Court set up and appropriate referee stand. 2. Score table for scorer, timer, announcer and assistant scorer, as needed. The announcer will be responsible for Opening Ceremonies Welcome, Pledge of Allegiance, National Anthem, Introductions announcements presentation of awards. 3. Plan for floor sweepers between matches. 4. Ticket sellers and takers assigned and change provided. Know AAA pass policy current year s pass or a lifetime card accompanied by a picture ID will admit two. 5. Ball retrieval system may be used, as needed. 6. Provide change as needed at admission gate. 7. Plan for program sales. 8. Area for t-shirt sales. Coordinate with Rel or Sondra Luttrell, Have athletic trainer(s) present for all sessions and an emergency plan in effect. 10. Dressing rooms assigned - signs on doors. 11. Hospitality area for coaches, officials, administrators, media. 12. Game balls will be provided by the AAA. Check for proper inflation 4.3 to 4.6 have pump ready. 13. Check nets, standards, referee stand, padding, lines and court clearance 14. Display USA flag. 15. Concession stands available. 16. Contact local media. 17. Post signs as needed in appropriate places. (Entrance, Exit, Pass Gate, Restrooms, Hospitality, No Smoking, Dressing Rooms, Ticket Prices, Court numbers, if more than one. 18. Workers should be available to greet each team upon arrival and take them to their dressing room. Team arrival should be reported at a central location or to a designated person. OFFICIAL SCOREBOOKS 1. The AAA will provide the official scorebook(s) for each tournament. 2. Please ask the scorer to fill in all requested information for each match so it will be easy to review the book and find any match and match information needed. 3. It is important that the official scorebook(s) be returned to the AAA following the tournament. SPECIAL RESPONSIBILITIES 1. Give each coach a program and an All State tournament selection form (FORM ST-2).

4 2. Collect the All State Tournament form from each coach as their team is eliminated from the tournament. Remind coaches that, if they do not turn in their form, their player s name will not be on the list released to the media. 3. All forms should be turned in no later than Thursday evening, except for the final two teams. These should be turned in before the finals, but tell each coach he/she will have the option to change before they are announced. Someone must go to the winning coach who must designate the MVP as soon as the final match is over. 4. As each form is turned in to the designated person, the name(s) should be added to the list of selections using FORM ST-3 and given to the announcer. These names may be released to the media at that time. 5. After the awards presentations, provide the AAA liaison a copy of the All Tournament list (completed FORM ST-3). There are often inquiries from the media right away. REPORTING RESULTS 1. Following each match (or pair of matches being played at the same time) the winner and scores should be called in to Teresa at the AAA office ( ). Teresa will be able to update the brackets on the MaxPreps/AAA websites until mid-afternoon Friday. 2. Following EACH match ensure the results are posted to the MaxPreps website for each event. To post scores to the MaxPreps website requires a log-in. 3. Following EACH match ensure the results are tweeted. The person designated to tweet the results is required to 4. All scores and winners should be reported following the match to Nick Lasker, or to Teresa, Leave a voice mail, if there is no answer. WRAP-UP TO AAA 1. Complete the financial report and send to the AAA with check for the indicated amount. 2. All unused tickets must be returned to the AAA. 3. Return scorebooks. FURNISHED BY THE AAA 1. Officials 2. Wilson game balls mark each ball for identification 3. Scorebooks 4. Awards Winner and Runner-up plaques and MVP medal 5. Tickets and accounting forms 6. Official AAA merchandise vendor QUESTIONS? SOMETHING OMITTED? Call Nick Lasker

5 5 LODGING INFORMATION NEEDED FORM ST-1 LODGING SURVEY FORM EVENT - Class State High School Volleyball Tournaments EVENT SITE - EVENT DATES - RATES - _$ _ Single (1 person) $ Double (2 people, 2 beds) $ Double (2 people, 1 bed) $ Up to 4 in a room THESE RATES ARE EXTENDED TO - Coaches/Team Tournament Officials School Personnel Family/Friends of Teams OTHER INFORMATION Property Name Address Phone Fax Ask For Signed-Manager FAX REPLY TO: Attn:

6 6 Arkansas Activities Association * 3920 Richards Road. * North Little Rock, AR Phone * Fax or STATE VOLLEYBALL CHAMPIONSHIPS FORM ST-2 Nomination Form Volleyball All State Tournament Team This form MUST be turned in to the tournament manager or designated person. If no form is submitted, no players from your team will be listed. This list will be available on the AAA website. LIST ONLY PLAYERS ON YOUR OWN TEAM! School ALL-STATE TOURNAMENT TEAM SELECTION(S) FROM YOUR SCHOOL 1. Teams playing in the finals shall each place three players on the All-State tournament team. 2. Other semifinalists shall have two players each. 3. All other state tournament teams shall have one player each. 4. Select players FROM YOUR SCHOOL'S TEAM only. If you list more than one, rank in order of preference with the highest preference being number IMPORTANT! Teams that do not advance to the semifinals should turn in this form as soon as possible after the team s last match, before leaving the tournament site. Name (Print player s name) 1. (All teams get at least one.) 2. (Semifinal teams get at least two.) 3. (Finalists get three.) (Print), Coach IMPORTANT: Immediately following the finals, the coach of the winning team will be asked to designate one of the three listed as the state tournament MVP.

7 7 Arkansas Activities Association * 3920 Richards Road * North Little Rock, AR * Fax or FORM ST-3 CLASS VOLLEYBALL ALL STATE TOURNAMENT TEAM YEAR NAME SCHOOL COACH Mark MVP with a star. 7A and 6A will have 18 names. 5A, 4A and 3A will have 22. List the MVP last. Upon completion, scan and to teresa@ahsaa.k12.ar.us