Organising and Running Tournaments

Organisational Checklist

This checklist contains the steps you need to follow to organise a competent tournament event. If you follow all of these steps, then the event will be more likely to go smoothly.

Initial decisions
A1 - decide on a date for the event.
A2 - decide what to call the event.

Preliminary activities
B1 - book the venue.
B2 - consider an attendance fee.
B3 - consider the food costs, prizes, transport expenses, equipment purchases, or any other expenses.
B4 - draw up a budget for the event.
B5 - ensure the attendance fee will balance the budget.

Provisional announcements
C1 - announce the provisional date and location for the event.
C2 - announce the provisional schedule for the event.

Competition decisions
D1 - decide what weapons will be tested.
D2 - decide on an appropriate ruleset for the event.
D3 - decide on the minimum safety requirements for the event.
D4 - announce these details.

Registration decisions
E1 - decide whether to let people register and pay on the day or to have people register and pay in advance.
E2 - if people need to register and pay in advance, then you need to create such a system on your club's website, use a third-party service, or ask the Academy to put the event into the Corsair's Wares online shop.

Update the provisional announcements
F1 - publicise the date and location as soon as the booking is confirmed, and let people know what registration/payment method is required.

Finalise structure and schedule
G1 - decide on the structure: how many pools, rounds, etc.
G2 - publicise the final confirmed schedule as soon as possible.

Arrange for equipment and staff
H1 - decide what equipment to borrow from the Academy.
H2 - approach the Academy about borrowing the equipment.
H3 - approach staff members to act as judges/referees.
H4 - approach staff members to act as administrators.
H5 - make the necessary arrangements for first aid provision.
H6 - approach any other staff members that may be required.

Advertise heavily
I1 - advertise the event. Do this regularly, and try to reach as many people as possible.
I2 - consider making a Facebook event page for the competition if you have not already done so.

Final confirmations
J1 - a week before the event, email everyone to provide up-to-date information about date, schedule, location, rules, etc.
J2 - ensure that everyone who will be attending knows the rules about media (can photographs/videos be taken, are there any restrictions?) and agrees to give you a copy of the media in a timely fashion (consider making people sign an agreement when they arrive).
J3 - confirm with all your members of staff that they will be able to attend as planned.
J4 - advertise the event again, ensure that people know about it.

On-the-day preparations
K1 - on the day, make sure the venue is clean and tidy, and that there is enough space for everybody.
K2 - put up any signs necessary to direct people to where they are supposed to be.
K3 - ensure that the staff members have everything they need: pens and paper for the secretarial staff, flags for the judges, first aid kit for the first aider, etc.

Punctuality
L1 - start the event on time and have fun!