Tips. how to organize a special football tournament.

Transcription

1 Tips how to organize a special football tournament

2 To organize a 1 day football tournament you need to compose an organization committee (OC) and subcommittees. Make a good planning so that each committee knows exactly what each committee has to do. This allows the OC to keep control over the progress of each subcommittee during the season. It is important to assign the tasks and deliverables of each committee. Plan deadlines and a list of people that will be part of each committee and make a list of responsibilities and their tasks: Create an Excel sheet with names/ /phone numbers so communication with and within each communication will be fluently. This list will help each member of the specific committee but also the OC that monitors each committee. The OC will be responsible for: Making clear what the targets are for each committee and keep an eye on their deadlines A good communication within the club about the tournament during preparation, during and after the organization and create a real spirit and enthusiasm among the volunteers. Recruiting enough volunteers Checking what the needs are in each committee (they can change during the season) from the beginning until the end (manpower, finances, material). Making a financial plan (in collaboration with each committee) and controlling these finances during the season. Making a good task division for each committee Monitoring each subcommittee

3 Sports committee/technical tournament committee (especially during a 1 day tournament this committee has an important function). This committee is responsible for: Recruiting referees and communication with the referees Registration and permission of the tournament at National football Association Making tournament rules Recruiting participating teams Local and/or regional teams can be done via Foooble and/or close clubs/teams: invite them in time; Registration of local and external teams: check possibilities that Foooble offers you for free; The tournament planning The planning can be made with the tournament planner Foooble provides you for free; Advice: make a back-up during the tournament (on paper) in case you have to deal with a crash Planning the various pitches (see Foooble tournament planner) Planning per team of the different locker rooms Plan electronic material PC s, good sound system, and possibly TV screens where results are shown during the tournament Organize award ceremony Check timing, number of volunteers, and time schedule this event so that everybody knows what and when? Cups/trophies: cups for all teams? Medals or other souvenirs? Check finances/expenses of all activities

4 Event committee According to your plans and wishes, you can keep it short and simple or you can plan many different and various activities. We will provide a maximal list and it is up to you to make your own choices. Official opening ceremony: make a short guideline how you wish to organize it: time schedule, task division, check number of volunteers and need of material (sound system, flags, etc ) Welcome drink for leaders and small reception, inform leaders in a clear way where and when this is going to take place; Penalty cup: make a small guideline for the person in charge that you will ask to be responsible, check location that must be practical: central spot, prices to win? Inflatables (slides or small football pitches): more and more companies provide these items and as there is a lot of demand, prices are getting more and more interesting. This will also create a nice atmosphere on the sports complex. Entertainment: you can do many things here; set up stands with games (just for the atmosphere) or ask (in case you organize a Girls tournament) a local beauty shop to organize a nailing make-up workshop, organize a juggle contest to see which player gets the best score. Disco-party. In case participants stay overnight it can be great fun to organize a disco-party to entertain players and leaders. It can also be interesting to create extra finances. Location: a large tent, a pub or the clubhouse. Plan and check both revenue and expenses for all activities

5 Committee in charge of the information for participating teams Depending on a certain number of elements (a.o. large number of visitors), some items are not advised. Distribution of the right information to the participating teams before and during the tournament Plan enough parking possibilities: plan 1 or 2 responsible persons to monitor and organize the parking spots. Presence of red cross unity during the tournament days: plan this in an early stage. Plan a reception room for checking in leaders at their arrival Security team and pitch crew (this team works in collaboration with the tournament committee: possible tasks: communicate results to tournament secretary after each match; check behaviour teams; check presence of teams early enough before their match; contact with referees during tournament) Check expenses for all activities

6 Committee of Promotion, social media, website information and publicity Recruit volunteers in collaboration with OC Make tournament booklet (if necessary). Content: President s welcome text, groups, provisional planning, overview sports complex with pitches, clubhouse, tournament secretary/info-center, red cross spot, tour nament rules, sponsors and other important items. Provides Press with information about the event before, during and after the tournament Update website tournament during the season, during and after the tournament Inform Police, local government (check specific permissions from local authorities) Inform local fire department about the event Check expenses for all activities

7 Finance committee Sponsoring Subsidies Purchase policy and predict income; this will possibly change during the season as sponsors will join you during the season Check expenses for all activities We hope that this information will be useful for you and that this will help you to to organize your tournament in a unique way. In case you have suggestions, please let us know so that we can share your experience and tips to other tournament organizers.