Palmetto Region Junior Tournament Host Information Package

Enclosed is a complete guide to run a quality region tournament.  Date deadlines are minimum requirements, we suggest the larger the tournament, the more advanced planning is needed.  In order to host a region tournament, print tournament host request form from website and fax to region office.

DEADLINE 1 :  Two months prior to Tournament Date

1. (Region Required) Determine your tournament dates you can accommodate.   Remit your top three date choices.
2. (Region Required) Determine (a) Name of Tournament-optional (b) age division you prefer to host (c) division- Club and/or Power.
3. Request insurance certificates, if needed for facilities.
4. (Region Required) Check with your facilities for available dates. 50% of written verification from the facility must be remitted to PVA to prove facility is secured.
5. (Region Required) Correct facility directions remitted to Region.  If the region has directions currently posted, host must verify directions are correct.
6. (Region Required) Determine type of prizes you plan to award. Region requires prizes for 1^st and 2^nd of Gold divisions and 1^st for each following division. Divisions will be held for every 4 to 5 teams entered per age division.
7. Name of Tournament Coordinator, along with all contact information.

DEADLINE 2 :  ONE month prior to Tournament Date

1. (Region Required) Remit name of gym supervisor (non participating person) must be remitted, along with cell phone number for day of tournament.
2. (Region Required) All facilities must be confirmed and written certification must be remitted to region office to prove all facilities are secure for tournament date.
3. Order your tournament division prizes.  If you plan to order T-shirts, it is suggested to order 11 T-shirts per team, suggested sizes is 6 smalls, 3 mediums, 1 large and 1 extra large. Set deadline to be ready two weeks from tournament.  Region may have discounts on various tournament prizes.
4. Order tournament volleyballs, if needed.

DEADLINE 3 :  TWO WEEKS prior to Tournament Date

1. If you ordered T-shirt Prizes, pick them up.
2. Contact all facilities and determine the following:

1. What time you can set up on Friday?  Always plan to set up Friday in the event of a problem. 
2. Who will be the contact person on Friday set up, if different than person who will open on Saturday?  Suggest you get a cell phone number.
3. Who will be the person to open and close on Saturday? Get a cell and home phone number for this person (just in case this person oversleeps- you want a contact number).
4. Contact this person and make arrangements/plans to have gym open by 7:45.

3. Review facility equipment and needs for set up.  See gym check off list to confirm all equipment is there or what is needed.

DEADLINE 4 :  ONE WEEK prior to Tournament Date

1. Region will post formats and team pools. All changes inside one week are the responsibility of the tournament host. Teams will be instructed to contact the host directly if late cancellations or changes are inside one week.

DEADLINE 5 :  THREE DAYS prior to Tournament Date

1. Prepare your scorebooks per net. Minimum of each item in the book

   1. 15 pages of regular score sheets (copied front and back)

   2. 10 pages of Deciding Score sheets (copied front and back)

   3. 10 pages of Libero Tracking Sheets.

   4. 5 pages of three game line up sheets

   5. 5 sheets of PVA score/ref report form

   6. Plastic pencil holder to include 3 pencils and 3 pens, optional- suggest a small pencil sharpener and cheap whistle.

2. Prepare your coaches info packets.

   1. Tournament format and pools.

   2. 2-3 Line up sheets

   3. 4 sheets of PVA score/ref  report forms.

3. Prepare your Gym supervisors packet

   1. Master Tournament Format Sheet. Make sure gym supervisor knows this must be immediately returned to coordinator, must be faxed to region by Tuesday.

   2. Opt: suggest you enlarge the Format sheet to 11x17 sheet to post for all to view. Enlarge 8 x 11 sheet 130%.

   3. Include alternative Pool format sheet. Find this on the region pool format excel file.

   4. Extra score sheets (non deciding and deciding)

   5. Extra Line up sheets

   6. Extra PVA score /ref report forms.  Remind superv. All of these must be remitted also to coordinator.

   7. Phone number of person to open and close gym.

   8. Copy of the gym set up and close instructions – who owns what equipment.

   9. Referee Handbook

   10. Whistle (opt) in case a coach forgets one.. or superv. Needs to get attention from all.

   11. Incident report form

   12. Coaches rating form for training official supervisor.

4. Prepare your Gym set up packet

   1. Volleyball per net

   2. First Aid Kit

   3. Master Set up and close facility form.