How to Host a Yankee Tournament

In August and December, Yankee holds a draft for tournaments and at that time assigns tournaments to groups who want to hold them.  Before the draft day we need to have a date.

  • Get a date for the tournament from Sandy Lett, slett@mit.edu
  • Tell CSC you are running a tournament and give them the spreadsheet about the profits we make from the tournament.  See example email and spreadsheet.
  • Give the date to Darcy, who will take it to the Yankee draft.  Request a Women’s B-, Men’s B, and Women’s C.
  • Sign up for referee.  We need 1.5 refs per court, so this usually means 8 refs.  This is done online at http://ww.dvdynamite.com/nova/index.cgi
  • Accept checks and keep track of who pays first.  Notify the individual one they have paid and remind them of the drop deadline.  Our policy is that your spot is held with your check and that you are not entered until your check is in hand.
  • Once the tournament is full, notify others who send checks that they are on the wait list.
  • Keep track of who requests a late start.
  • A week before, temind the team captains to submit a roster online.
  • Assign jobs to team members the week before the tournament and give them the information they need.  Here are the jobs:
    • Setting up pools
      • This person needs to organize the participating teams into pools based on their roster ratings.  They should print out 3 copies of pool sheets (1 for table, 1 for main desk, and 1 official sheet).  The pool forms can be found at http://yankee.org/forms/ .  The rosters can be accessed at http://yankee.org/roster/ and selecting the specific tournament.  This person is also responsibile for having ratings suggestion sheets.
    • Making folders for tables
      • This person needs to make sure there is a folder at each table that includes enough score sheets, lineup sheets, and libero tracking sheets.  Copies of these are usually located in our locker in the “Tournament in a Box” box.  They can also be found at http://yankee.org/forms/ .
    • Gym set up coordinator
      • This person organizes people to help set up the gym.  They also coordinate with the facilities (John Gould in the past) to get tables and chairs and make sure all the nets and poles are in working condition.  They ask to have time to set up the night before, and loosen the nets after they are set up.
    • Checking rosters
      • One person should check the rosters that are submitted by the teams.  With the new online submission system, it is easy to identify new players and players not on the current membership list.  These players need to be checked for being on the 5 year list; if not present, then they can be rated that day.  The roster sheets should be printed (have 2-3 copies of each team’s rosters) and a list of names of people who are not members this season should be made (for the person running yankee registration).
    • Running yankee registration
      • This person should have copies of the membership sheet and the list of memberships needed from the person in charge of rosters.  Memberships need to be purchased before the start of the tournament.  The membership forms and money are sent to the address at the bottom of the form at the end of the tournament.
    • Prizes
      • Someone must purchase the prizes (the club refunds them).  Prizes are for first and second place in each tournament.
    • Updating pool sheets
      • Make individuals responsible for grabbing complete score sheets for a single pool and updating pool play results on the main sheets and the sheets at the table.
    • Run captains’ meeting
      • This is where you tell the participants about the pool play and the playoff structure.

After the tournament is over, you need to fill out the Yankee tournament report form .  On the Monday following the tournament, send completed new membership forms, membership moeny collected, all team rosters, completed ratings suggestion sheets, and the tournament summary sheet to the Yankee registrar.  You can also give them to a representative of Yankee, such as a Yankee Executive Board member, if one is available.  Send it to Judy Katalina, 17 Hickory Ln., Framingham, MA 01701