Checklist for hosting a tournament

Checklist for running a tournament:

Here is a rough checklist of what needs to be done to run a full scale tournament.

Summary

___ Find a field

___ Decide on a date

___ Find a hotel

___ Organize staff

___ Create a sponsorship proposal


Detail

___ Decide on a site and a date

___ Solicit Sponsors

___ Create a sponsorship proposal

___ Decide what to say to sponsors

___ Talk to prospective sponsors

2 types of sponsorship:

Main sponsor

Possibly name the tournament for them
(i.e. The Jeep Eagle Frisbee Freestyle World
Championships)
Their name more prominently displayed on the field,
the disc, the web site, the t-shirts, in the radio ads,
in press releases, during the TV interview,
in the tournament program (if you do one),
announced over the PA continuously

Regular (non-main) sponsors

get exposure from the sources listed above,
but not as prominently

___ Secure fields

___ Speak with the grounds keepers to make sure the
sprinklers don’t come on during the event – or that
they don’t over water the field before the event

___ Hotel that will offer group discounts for the players

___ Get a web page up

___ Needs partner list

___ Announce and communicate to Players, Staff, Sponsors, and Media (each
week,
then every time you know something before the tourney)

___ Schedule of events

Consider options (all 4 event finals on Sunday or
1 or 2 of the finals on Saturday)

When to post the registration form? ________

Will there be any deadlines or late fees for late entrants? ___

When to post the event schedule? __________

___ Directions/Maps to the field to the hotel, to the parties, etc.

___ Put press releases together

___ Organize staff

___ Get the local media to cover the event

___ Call them

___ Fax press releases

___ Contact radio stations

___ PSA (public service announcement)

___ To become a sponsor of the event

___ Provide a sound system

___ Create a disc design and t-shirt designs (sponsors’ logos on the
designs)

___ Decide on what kind of trophies to have made up

___ Decide on budget

___ Form a Business

___ Start Bank Account

___ Find out how much money the FPA will contribute

___ Make sure you have all the logistics organized

___ Power

___ Sound system

___ Tents

___ Chairs

___ Tables

___ Judging sheets

___ Calculators

___ Pencils

___ 4 and 5 minute difficulty tapes

___ Boom box for diff tape (batteries or plug)

___ Check and Cue boom box and tapes

___ Talley sheets

___ Stop watches

___ Someone to announce

___ Someone to do the sound

___ Someone to do stats

___ Time keeper

___ Where is all the equipment going to be stored?

___ How will it be transported?

___ People to help with setup and break down

___ Graphic artist

___ Tournament logo

___ Poster

___ Flyers

___ Tournament program (Ads from sponsors and other businesses)

___ Web page

___ T-shirt design

___ Sponsor logos

___ Trophy designs

___ Airports info

___ Shuttle service to and from the airport

___ Rental Car info

___ Registration party (where, when, and food)

___ Tournament parties for Friday and Saturday night

___ The awards ceremony (where and when, and directions)

___ Make reservations

___ Organize demos/entertainment between rounds (K-9, hacky sack, martial
arts)

___ Get players package together

___ Organize staff for the registration party

___ Where’s the jam happening on Thursday afternoon

___ Is there a post tournament jam?

Tom Leitner (converted to checklist by Lee Harper)
#other

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