Hosting Your Own Event
The first step in hosting your own tournament, athlete camp or clinic is to sanction the event with the Saskatchewan Volleyball Association.
In order for a tournament, athlete camp, or clinic to be sanctioned by the Saskatchewan Volleyball Association you must go on-line at www.saskvolleyball.ca and register your event on-line and pay the sanction fee of $50.00 per event.
Hosting Your Own Tournament
It is often difficult for some teams in the province to find suitable competitions prior to the Provincial Championships. One of the major reasons for this is the number and availability of competitions.
This following information will help you to plan and host your tournament and thereby increase the number of tournaments that are offered to our clubs.
This will serve as a guideline to provide a quality event to all teams participating.
Benefits of Hosting Your Own Club Tournament:
Playing in your hometown and local facilities
No travelling required
Having control over the schedule and all teams attending
Fundraising through canteen sales and tournament entry fees
Helping SVA Clubs to develop through meaningful competition
Having parents, athletes, and other volunteers work together for the benefit of the entire club
Drawing people to your community – economic benefits
Showcasing your club’s dedication and excellence to the sport of volleyball within the Province
Help all teams meet the requirements of attending two Sanctioned SVA Events in order to qualify for the SVA Provincial Championships.
How to get started
Dates
Decide upon a realistic date for your tournament. This will involve availability of a facility and checking with the SVA office for potential conflicts with previously scheduled tournaments. Dates must be established early, ideally 6 weeks before your tournament.
Facility
The number of courts and number of hours available will determine how many teams you can accommodate. It is important not to jeopardize the integrity and quality of the tournament by using less than adequate facilities for the competition.
Number of Teams
Once the facility is secured, determine how many teams can participate in the tournament based on the number of courts available. Four or five teams per court are a reasonable number for any tournament. It is nice to have many teams to compete against but most facilities cannot accommodate a large tournament with a large number of teams.
Officials
The SVA requires that all officials used at Saskatchewan Volleyball Association Sanctioned Events must be SVA certified and currently registered with the Saskatchewan Volleyball Association. Hosts of Sanctioned Tournaments must contact the Referee Committee Zone Contact three weeks prior to the tournament date to arrange for referees. Official’s pay rates can be retrieved from the SVA office or from the assigner for your zone.
The tournament host determines minor officiating for all games. Options are teams minor officiating their own games, creating a minor officiating schedule, assigned volunteers or having spectators volunteer.
Entry Fee
The entry fee will be related to your budget. Many clubs host their own tournaments to use as a fundraiser for other events. Your entry fee should be reasonable enough not to deter teams from attending your tournament.
Budget
Your main EXPENSES include:
Facility rental / janitorial fees
Saskatchewan Volleyball Association Event Sanction
Officiating
(**TIP: You can have your club members become certified officials and therefore cut some expenses**)
Phone calls, postage and administration
Awards and hospitality items
Equipment and tournament supplies
Your main INCOME will incude:
Entry fees
Canteen or other sale items
Sponsorship - cash or products
Tournament Supplies
Ensure that you have adequate tournament supplies, including:
Game balls (one per court)
Nets, poles and antennae
Score sheets, draw sheets and line up cards (available from SVA office)
Score boards (flip cards for each court)
Pencils/pens for score keepers
Tables and chairs for score keepers
Benches for teams
Seats for spectators
Large sheet of paper for playoffs
Towels (at least one per court)
Cash box and float
Athletic tape
Ice (for injuries)
Awards – medals, prizes, etc.
Confirm Teams for Your Tournament
Most tournaments run on a first come basis. Contact the teams who are in the tournament and confirm their entry. Keep a list of those who did not get into the tournament in the event that another team has to drop out.
In most cases it is in your Clubs best interests to receive the entry fee in advance to secure all teams attending the tournament. A secure payment will ensure that the team does in fact attend your tournament.
Pubicity
It is a good idea to contact local media and give them the dates and times of your event. Through the Event Sanction Process clubs can publicize their tournament through the SVA Website. Results of the tournament and awards given out should be sent immediately after the tournament is over to local media, newspapers, and to the SVA Office.
Tournament Reguations
For all SVA Sanctioned tournaments, rules and regulations must be followed as stated in the most recent version of the Volleyball Canada Rule Book. All Saskatchewan Volleyball Association Sanctioned Events must follow SVA and Volleyball Canada Codes of Conduct.
Tournament regulations can include some of the following:
Seeding
Teams should be seeded into their pools with their most recent results considered. The SVA office may be able to assist you with seeding or you may check the SVA website (www.saskvolleyball.ca) for the teams’ current points. If there is only one pool, seeding is not critical. Seeding accurately is difficult and the host coach is allowed the flexibility to make up the pools as he/she wishes.
Tournament Format
Your tournament format should include: number of teams, number of pools, minimum number of round robin and playoff matches, best of three, consolation and/or championship playoffs, start and finish times.
Schedule
The teams furthest away would appreciate later start times unless they arrive the night before. Try not to have the best teams play each other at the beginning of the tournament and also try to avoid having teams from the same club playing each other. Teams will appreciate a lunch break as well as having a break after two matches in a row.
Schedule matches in 50-60 minute time intervals. Keeping the tournament on time will depend on the site coordinator and the cooperation of officials, coaches and minor officials. You should expect teams to warm up for 5-10 minutes prior to every match.
Accepting Teams
Coaches will want to know as soon as possible if they’ve been accepted. Keep a list of extra teams in case a team cancels prior to the tournament.
Courts
The facilities and courts should be identified prior the start of the tournament to the coaches of the teams attending.
Site Coordinator
Assign one person to keep the tournament on schedule and post results. This person should also ensure that the minor officials are available at each court.
Results
Post results on an SVA draw sheet near the gym and have the site coordinator update it after each match - round robin and playoffs.
Game Balls / Warm Up Balls
The host should provide adequate game balls (one per court). Make sure they are marked properly so they are not used as warm up balls. Warm up balls are usually the responsibility of each team.
Food
A canteen is especially useful for lunch and snack breaks. Try to provide as much nutritious food as possible. Teams appreciate having canteens on site of the tournament. Canteens are also a great fundraiser for the club.
Officials Schedule
Your assigner will make up the schedule and post it in or near the gym. You may want to have 2 officials for playoffs and/or medal matches on the centre court if time permits. You must also post a minor officiating schedule at each score table.
Spectators
Chairs, bleachers or benches should be provided for spectators. Admission may be charged but should be reasonable and might be only charged for medal matches.
After the Tournament
Awards
There should be a brief and informal presentation of awards after each medal match. Congratulate all participants and thank officials, organizers and sponsors.
Results
Call or fax results in to the local media immediately after the last match and contact local media of the winning teams. It is the host’s responsibility to send in the results of the tournament to SVA. The SVA uses the results to award the appropriate points to each team in order to seed upcoming tournaments. Failure to report the results will result in no points being awarded.
Payment of Officials
Officials wish to be paid as soon as possible. Fill out the officials payment form and send the money to the officials. There is a 10% deduction from the gross payment that must be paid to the SVA Board of Officials. The form must be sent to the SVA office along with the 10% payment. Clubs that do not submit the payment of 10% for officials may lose their club performance bond.
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Estimated Program Numbers and Court Requirements |
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Category |
Est. # of Teams |
# of Courts Required |
|
Arima Programs |
|
|
|
Pee Wee Girls |
16 + |
4 |
|
Pee Wee Boys |
8 – 12 |
2 / 3 |
|
Bantam Girls |
50 + |
10 / 15 |
|
Bantam Boys |
10 – 16 |
4 |
|
Intermediate Women |
25 – 40 |
6 – 10 |
|
Intermediate Men |
10 – 20 |
4 / 5 |
|
Youth Programs |
|
|
|
14U Girls |
24 – 32 |
6 – 8 |
|
14U Boys |
6 – 10 |
2 |
|
15U / 16 U Women |
36 – 50 |
10 – 15 |
|
15U / 16U Men |
12 – 20 |
4 / 5 |
|
18U Women |
30 – 45 |
10 – 15 |
|
18U Men |
10 – 16 |
4 |
|
21U Women |
3 – 6 |
2 |
|
21U Men |
3 – 6 |
2 |
|
Adult Programs |
|
|
|
Senior Men / Women |
12 – 20 |
4 |
|
35 & Over Men / Women (Masters) |
6 – 12 |
3 / 4 |
