The Do’s and Don’ts of Running an In-Season Tournament

Running an in-season tournament can be very exciting for the local fans. It is a huge feat to get organized and for it to run smoothly. Running a tournament is much like laying out a business plan – all the investors need to be included and it is not meant to be run by one person. This is where the checks and balances are essential.

The activities director’s role is to guide but not micromanage. While someone else should control the event, the activities director should continue to check on progress of plans. Allow another group to take on concessions. Depending on how the district runs concessions, it could be a great money-maker for the group. The profits could be split between the outside group and the activities department. Find someone to “run the bracket” on the day of the tournament. One person should be devoted to this task to ensure that the bracket is correct.

The activities director or “supervisor” needs to be around to greet people, show teams to locker rooms and take complaints from fans and officials. Not having a “job” assigned to this person is a sign of a well-run tournament. People notice who is in charge and whether that person is available or not.

Along with delegating concessions and the bracket, allow for others to help. Reach out to boosters, parents and school staff. Set hours for people to work and allow them to have a free sandwich at the concession stand. Have someone in charge of table workers. This person will cover for the clock person or scorekeeper. Assign someone else to awards. This person will be aware of timing and ready to go at the end.

Before the day of the tournament, the activities director can send contracts to officials and teams. All of the work ahead of time can be done by one person, but that person needs to share with others what is next. Always make sure someone else knows the ins and outs of the planning.

Many times, the home team’s head coach wants to be involved. Although the help is much appreciated, it is essential that the head coach is allowed to coach that day. The coach has his or her own team to supervise. No part of the tournament should be delegated to the coach. The coach does, however, need to know details, as many times they are the contact for other coaches in the tournament. Spreading the knowledge allows for others to take over in the event of an emergency.

Too many teams and people have set their schedules for the day of the tournament. It is essential that others can step in and run it. Unless you are running an outdoor tournament, such as softball, nothing should cancel the tournament other than weather. If the tournament is dependable and well-organized, teams will come back. Each time you run a tournament, it gets better and easier. Make your community proud and respected. Plan, plan and plan, and allow others to be included in the process.