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VRC Event Partner Summit The Tournament Planning Cycle Demystified Presented by

VRC Event Partner Summit The Tournament Planning Cycle Demystified Presented by. Factors/Considerations. The EP’s and Regional Manager develop a plan to follow. Understand the plan for your state, where it is heading, and your role in its execution.

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VRC Event Partner Summit The Tournament Planning Cycle Demystified Presented by

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  1. VRC Event Partner SummitThe Tournament Planning Cycle Demystified Presented by

  2. Factors/Considerations • The EP’s and Regional Manager develop a plan to follow. • Understand the plan for your state, where it is heading, and your role in its execution. • Do the roles of each person vary from season to season? • If there is an official State Championship event, is it moving around the state each year? • What is the qualification structure that feeds teams into the State Championship?

  3. Long Term Planning Issues • Site availability can sometimes require reservations to be made more than a year in advance. • Be proactive - Athletic Directors can often work around facility blackout dates for sporting schedules when provided with enough advanced notice. • Communicate with as many as event partners as possible to develop schedules that work for as many teams and events as possible.

  4. Actions That Can Help • Participate in the process of developing a new plan. • Communicate efficiently to all involved. • Help develop options for consideration. • Be flexible. • Make decisions as early as possible. • Do what is best for all of the teams you are providing a service for. Think big picture. • Plan effectively.

  5. Timeline Encourage team development and help get them registered for your event Order equipment for your event Make initial volunteer assignments Create & Post Your Event Event setup Event Day Assemble Planning Team Begin Recruiting Key Volunteers Recruit remaining volunteers Order shirts for volunteers Schedule all purchased services 6 month timeline

  6. Timeline Order shirts for volunteers Setup and test the field Deadline to post results Order food Event setup Close registration Thank your volunteers Event Day Complete any follow-up items & set next years date! Put training materials in the hands of volunteers Running a 2 hour scrimmage is a great way to train the team Touch base with your Regional Manager 6 week timeline

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