Virginia Division Tournament Procedure

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Procedure for Organizing and Running a USFA Tournament in the Virginia Division

The organizer is an individual responsible for overseeing all aspects of the tournament. He may delegate duties as necessary.

The TC is the Tournament Committee, comprising division officers and club reps for the season.

The BC is the Bout Committee, one or more people running the computer the day of the competition.

The FOC is the "Fencing Officials Commission", one person responsible for all referees for the day.

60 days in advance

Schedule Tournament

select organizer [TC]
select venue [organizer]
select type of tournament [TC]
select club run or division run [organizer]
select date [organizer, TC]

Critical Path

secure venue [organizer]
inspect venue [TC]

Preparatory Planning

set strip layout [organizer]
forecast event durations and strip requirements [organizer]
set event days and times [organizer, TC]
set referee rates and number required [organizer]
set entry fees and prereg fee [organizer]
set entry limits [organizer]
publish tournament [webmaster]
open preregistration [webmaster]
hire referees [referee liaison]
hire BC [organizer]
arrange hotel for officials [referee liaison]
calculate ref travel and fees [referee liaison]
purchase trophies/medals and plaques [organizer]
arrange equipment delivery [organizer, TC]
arrange equipment take-home [organizer, TC]

Two Weeks in Advance

arrange computer + printer [organizer, TC]
set set-up time and acquire assistants [organizer]
purchase tape for strips, paper, ink. [organizer]
email referees regarding travel and arrival times [referee liaison]

One or more Days in Advance

email preregistrants regarding tournament info (venue info, reg times, usfa card required) [organizer, webmaster]
request prereg funds check from askFred [webmaster, treasurer]
download prereg and prep computer [BC]
print usfa reg forms [BC]

The Night Before or Morning Of

set up strips (tape + tables + boxes) [organizer, assistants]

Tournament Day

buy referee breakfast/coffee [organizer]
start registration [BC]
secure cash/checks [BC, treasurer]
secure usfa registration forms [BC, secretary]
close registration [BC]
count referees and give them guidance for the day [FOC]
print initial seeding [BC]
create pools [BC]
print pools and assign strips [BC]
publish strips to fencers [BC]
assign referees [FOC]
address fencers (rule changes, venue rules, format, etc) [organizer]
send out pools (inc 2nd flight) [BC]
buy official's lunch [organizer, referee liaison]
enter pool results [BC]
officials eat lunch
print seed & cut list [BC]
designate strips for each quadrant [BC]
print tableau, write strip numbers, post for fencers [BC]
print bouts in quadrants [BC]
assign referees [FOC]
send out DEs [BC]
input results and print bouts [BC]
assign referees in 8 and higher [FOC]
release referees [FOC]
finish event, print results [BC]
award trophies [organizer]

End of Tournament

pay officials [referee liaison, treasurer]
tear down strips [assistants]
assemble lost + found [division officer]
send equipment home [TC]
clean venue [assistants]
go home

Day After

publish results (inc points) [BC, webmaster]
deposit cash + checks [treasurer]
send in USFA forms [secretary]
pay venue [organizer, treasurer]
publish financial report [treasurer]

Last Updated January 9, 2007.