FENCING ASSOCIATION OF NOVA SCOTIA

TOURNAMENT ORGANIZATION CHECKLIST


Principles

1. Organizational decisions should be made, first and foremost, in the interest of the competitors.

2. The FIE Rule Book is the primary reference for all technical decision making.

3. The safety of all participants – fencers, coaches, officials, and spectators should be of prime concern.

4. Any divergence from FIE rules should be clarified to all competitors.

5. Every effort should be made to involve non-competitors (where qualified) in the conduct of the event.


Recommended Organizational Structure


Tournament Coordinator

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Directoire Technique

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Equipment Coordinator Officials Coordinator Promotion Coordinator


Job Descriptions

Tournament Coordinator – responsible for setting date and booking a facility, overseeing the budget, and is the supervisor of primary volunteers.

Directoire Technique – usually three persons – responsible for the formatting of tournaments, application of FIE rules, and sets entry form and oversees the registration.

Equipment Coordinator – responsible for acquiring sufficient equipment for all the events, recruiting an armourer of the tournament, tournament set-up and tear down, and weapon and mask check equipment and verification.

Officials Coordinator – responsible for recruiting officials, setting up officials’ schedule for refereeing, and for overall management of tournament flow.

Promotion Coordinator – responsible for distribution of entry forms, procurement of awards (medals and engraving), and liases with FANS PR coordinator for media coverage.



Organizational Checklist


Before Event
Task Time Frame Responsibility
Set Date Beginning of FANS fencing season Tournament Coordinator
Book Facility/Liaise with Hotels 12 weeks in advance
Saturday Evening Social (optional) 6 weeks in advance Promotion Coordinator
Recruit Registrar Tournament Coordinator
Set Entry Form
-Select Events/Ages
-Set Schedule
-Set Entry Fees
-Determine Format
-Waiver
-Recruit Referees
-Hotels Available
-Saturday Social details
 Directoire Technique
Print Entry Forms 5 weeks in advance Directoire Technique
Distribute Entry Forms 4 weeks in advance Promotion Coordinator
Awards
-Liaise with FANS PR Chair for media coverage requests
Equipment
-recruit armourers
-acquire scoring equipment
-arrange test weights, gauges, extension cords, measuring tapes, and mask punches
 Equipment Coordinator
Officials
-determine development requirements (written/practical exams)
-recruit referees
 Officials Coordinator
Food Service
-Set up Canteen Committee (optional)
 Tournament Coordinator
First Aid
-Arrange First Aid Personnel
 3-4 weeks in advance Tournament Coordinator
Equipment
-arrange for tables and chairs
 3 weeks in advance Equipment Coordinator
Awards
-Confirm media requests with FANS PR Chair
 Promotion Coordinator
Awards
-Select and Purchase Awards
-Arrange Suitable Engraving
 2 weeks in advance Promotion Coordinator
Food Service
-Confirm Arrangements with Canteen Committee
Tournament Coordinator
First Aid
-Arrange First Aid Equipment/Ice
Officials
-Recruit Scorers and Timers
-Liaise with Florian for exams
 Officials Coordinator
Officials
-Establish Refereeing Schedule
 1 week in advance Officials Coordinator
Equipment
-Acquire required masking, duct tape, etc.
Equipment Coordinator
Miscellaneous
-Print Pool Sheets
-Print Result Forms
-Arrange Stopwatches and Rule Books
 Directoire Technique


During Event
Task Time Frame Responsibility
Equipment
-Set-up pistes/tables and chairs/scoring equipment/armoury/directoire/canteen
-Designate Equipment Area
-Post Info Signs
 Night before Equipment Coordinator
Registration
-Arrange Cash Float
-Open one hour before appointed time for close of registration for first event
-Check in/Collect Fees and Late Fees
-Collect FANS Memberships from unpaid members
-Prepare Seeding Cards
-Close registration for particular event at appointed time - event starts approx. one-half hour later
 On Event Days Registrar through Directoire Technique
Equipment
-Mask/Weapons Check
 After close of registration/Before beginning of event Equipment Coordinator
Technical
-Confirm format
-Seed fencers
-Set up pool sheets
-Assign officials to piste
 For each event and upon close of registration for that event Directoire Technique
Technical
-Check pool results
 End of each pool
Technical
-Seed fencers in tableau and post results
 End of each round
Technical
-Complete final results list
-Complete passports
 End of each event
Awards
-Awards presentation
 Promotion Coordinator


After Event
Task Time Frame Responsibility
Take Down
-Note any broken equipment
 End of tournament Armourers
Take Down
-Pack all tournament equipment
 Equipment Coordinator
Take Down
-Return chairs/tables
-Garbage put out
 Take down crew
Results
-Report results to PR Chair
 Promotion Coordinator
Accounting
-Justify fees collected with tournament entries
-Account for all income
-Pay outstanding bills
-Send FANS forms/fees to FANS registrar
 Within 1 week after event Tournament Coordinator
Accounting
-Prepare financial statement
 Within 2 weeks after event
Final Report
-Prepare lessons learned and recommendations for future events
-Send report to FANS with results to Florian Friedrich

December 2000 by Helga Budden. HTML version April 2001 by Mike Casey.