OFSAA Championship & Festival Convenors’ Manual 2014-15
OFSAA Championship & Festival Convenors’ Manual 2014-15 2 OFSAA Convenors’ Manual OFSAA Mission To advocate and enhance education through school sport. Vision OFSAA will be the leader in education through school sport. Values Leadership, Commitment, Respect, Equity, Growth & Development Who We Are OFSAA is a federation of 18 regional school athletic associations geographically spread across the province. We are comprised of student-athletes, teacher-coaches, principals, and sport administrators all committed to the philosophy of education through school sport. Our main priority is to work with volunteer teacher-coaches to provide 46 provincial championships and five festivals for Ontario’s student-athletes; however we offer other programs and services that enhance school sport in the province. These include scholarships and awards, student leadership programs, coach development programs and resources, tournament sanctioning, and funding that is provided to support athletic programs at the school level. We also take a proactive role in dealing with issues that affect students, coaches, schools and communities. OFSAA Contact Information Executive Director Doug Gellatly Assistant Director Lexy Fogel Assistant Director Michael Suraci T (416) 426-7438 Email: [email protected] T (416) 426-7436 Email: [email protected] T (416) 426-7440 Email: [email protected] Communications Coordinator Devin Gray T (416) 426-7437 Email: [email protected] Office Administrator Beth Hubbard Email: [email protected] T (416) 426-7439 Special Projects Coordinator Peter Morris T (905) 301-6960 Email: [email protected] Special Projects Coordinator Ken Coffin T (905) 251-3805 Email: [email protected] Special Projects Coordinator Brian Riddell T (416) 904-6796 Email: [email protected] Special Projects Coordinator Diana Ranken Email: [email protected] Ontario Federation of School Athletic Associations 3 Concorde Gate, Suite 204 Toronto, ON M3C 3N7 T (416) 426-7391 F (416) 426-7317 www.ofsaa.on.ca facebook.com/OFSAA twitter.com/OFSAA TABLE OF CONTENTS OFSAA Championships.......................................................................................1 Responsibilities of Conducting an OFSAA Championship..................................1 - 2 Committee Responsibilities.................................................................................2 - 5 Timelines for OFSAA Championships.................................................................6 - 8 Finances..............................................................................................................8 - 12 Sponsorship........................................................................................................13 - 15 Souvenir Clothing................................................................................................16 - 18 Program Planning & Advertising..........................................................................19 - 20 Entry Procedure..................................................................................................20 - 21 Banquet/Special Function...................................................................................21 - 22 OFSAA Protocol..................................................................................................22 - 23 Guidelines for University & College Coaches......................................................24 Media Relations...................................................................................................24 - 25 Championsip Web Sites......................................................................................25 - 26 Twitter..................................................................................................................26 Accommodations, Facilities & Equipment...........................................................26 - 27 First Aid & Safety.................................................................................................28 Officials................................................................................................................28 - 29 4 OFSAA Convenors’ Manual OFSAA CHAMPIONSHIPS/FESTIVALS Goals of an OFSAA Championship/Festival • To operate an event that effectively encompasses fair play, and is a valuable and rewarding experience for the competitors, coaches, spectators, and the volunteers who participate. • To be an event that encompasses all of the educational values integral to OFSAA. • To offer an event centred towards student-athletes. • To involve and enrich the school community. RESPONSIBILITIES IN CONDUCTING A CHAMPIONSHIP/ FESTIVAL The OFSAA office provides the following: • Convenor Manual • List of association commitments attending championship/ festival • List of association convenors and contact information • Attendance by a staff member or designate at organizational meetings (if requested & possible) • Attendance by a staff member, Executive Council member, or OFSAA designated representative at the OFSAA championship • Championship/ festival information in the OFSAA Bulletin • Ordering, payment and delivery of OFSAA awards, including the Leadership in School Sport Award and medals for championships • Ordering, delivery of OFSAA awards and medals for festivals • OFSAA banners for use, as well as OFSAA/True Sport banner for host to keep • Assistance in handling any major problems that may arise • Consultation on any items related to the championship/ festival • Website for the convenor to use to convey all championship/ festival information • Championship/ festival forms, program advertisements, and OFSAA logo formats • OFSAA Brand Identity Guidelines Manual • Media contact list and media release templates • AELS online registration tool (team sports only) • Insurance for host committee, volunteers, and facilities as required • Letter for bank account opening (by request) • Sponsorship templates & resources As convenor you should oversee: • Set-up and co-ordination of all sub-committees during planning stages • Schedule and officials • Program • Preparation of all forms and website information provided by OFSAA • Telephone and email liaison with Association convenors and coaches • Responsibility for enforcement of OFSAA Regulations and Rules of Behaviour Please note: on-call coverage is not provided by OFSAA. Organizing committees should secure school and board support prior to bidding on a championship. Make sure you and your committee are completely familiar with the OFSAA Regulations, as they MUST be followed. 1 The following suggestions have been forwarded by past OFSAA convenors: • • • • • • • • • Check all details of permits for facilities carefully. Have regular reporting by all sub-committees and an occasional meeting of the entire group so that everyone is aware of what is going on. Get your school principal involved as she/he can be extremely helpful in securing people, things, etc. Make use of your school staff members and students - students especially enjoy the experience - and you save time by having volunteers familiar with the facilities. Keep your school office staff well informed of the championship/ festival so that they will be able to field questions about the championship/ festival for you. Re-use everything you can from previous years’ championships/ festivals and talk to past convenors to get as many ideas as possible about hosting. Notify the provincial sport-governing body of the date, details and results of the OFSAA Championship/ Festival so that they may include it on their calendar of events or in their newsletter. Avoid assigning yourself any specific duties on the day of the championship/ festival so that you are free to handle unforeseen problems. Start sponsorship asks as soon as possible. Suggested Areas of Responsibility for Organizing Committee: Convenor Assistant Convenor Media Relations/Publicity Website Treasurer Championship Schedule Facilities/Equipment Security/Gate Coaches’ Meeting First Aid Major Officials Minor Officials Accommodations Registration Seeding Photography Program Logo Design Secretary Sponsorship Banquet/Special Event Welcome Packages Hosts/Hostesses Prizes Special Ceremonies Accreditation Site Managers Souvenirs/Concessions Hospitality Awards Ceremony Student Helpers Webcasting Social Media COMMITTEE RESPONSIBILITIES Convenor • • • • • • • • • 2 Liaise with OFSAA Staff. Oversee the co-ordination of all aspects of the championship/ festival. Determine committee meeting dates and locations. Set timelines for completion of tasks. May be responsible for one major area (e.g. entries, convenor package), but should not have any specific jobs on the days of the event. Deal with unforeseen problems during championship/ festival. Send thank you letters to volunteers, sponsors and VIPs after event. Submit nominations for the Leadership in Sport Award (to be presented at the banquet). Sit on Competition Committee and/or Jury of Appeal Committee. OFSAA Convenors’ Manual Assistant Convenor • • • • Assist convenor with planning and organization of the championship/ festival. Assume the role of convenor at the championship/ festival if the convenor is coaching. May be responsible for a specific task which would be completed prior to the start of the event (e.g. entries. convenor package). Assist the convenor with dealing with problems. Media Relations/Publicity/Social Media Please refer to page 24 for details. Website Please refer to page 25 for details. Treasurer • • • • • • • Handle all monies (receipts and disbursements). Open a bank account specifically for monies related to event or use school account. Prepare a preliminary budget based on committee requests. Send a copy of the budget to OFSAA staff liaison and association representatives for approval. Get signature of association represenative on final financials. Write cheques as required. Prepare final financial statement, have principal and association representative sign it, and send it to OFSAA staff liaison and association representatives. Send in participant fees and profit cheque. Championship/ Festival Schedule • • • • Structure must comply with the OFSAA Regulations. Once drawn up, copies MUST be sent to the SAC Chairperson and to the OFSAA staff liaison for approval. Any changes after approval must go through the SAC Chairperson and OFSAA staff liaison. Include in coaches’ package and on the website. Facilities/Equipment • • • • • • • • • Book all competition, banquet, and support facilities (e.g. coaches’/officials’ room, athletes’ area) and acquire written confirmation. Carefully check competition area to insure regulation size/distance and safety. Determine equipment required and arrange to have it available. Plan and/or diagram set up of areas. Organize student assistants to set up and take down equipment. Obtain official OFSAA banners from the OFSAA office. Check re: OFSAA official game balls with OFSAA office. Coordinate custodial staff. Coordinate site convenors if multiple sites are being used. Security/Gate • • • • • Obtain and book (if necessary) required security (adults, police, etc). Determine admission costs and print tickets or passes. Decide upon entrances to be used for spectators and set up at these locations. Obtain people to work at the gates on event day(s). Removal of monies and deposit to bank or safe. 3 Coaches’ Meeting • • • • • Book room Include time and location of the Coaches’ Meeting on the website. Draft agenda in consultation with OFSAA staff. Invite head official to attend. Post signs directing coaches to meeting. **NO ALCOHOL OR TOBACCO USE IS PERMITTED DURING ANY PART THE EVENT** First Aid • • • • • Book trainers or medical personnel for each site. Refer to playing regulations for specific first aid requirements. Provide all coaches with phone numbers for a doctor, the nearest hospital, and a sports medicine clinic. Include information on first aid and emergency procedures in coaches’ registration package. Notify nearest hospital of event and number of participants. Include information and directions to nearest hospital on website. Major Officials • • • • • • Submit request to local board of officials or send out requests to officials who are familiar with the OFSAA event you are hosting. Receive written statement of costs for officials (fees, accommodation, meal allowance, travel). Schedule the officials. Supply chief official with copy of OFSAA Regulations and stress any exceptions to the named rule book. Book accommodations as required. Provide area for officials’ meeting. Minor Officials • • • • • • • Solicit students for all minor officiating jobs. Stress commitment to event. Conduct several training sessions. Arrange for items of identification (T-shirts, specific colour). Provide them with outline of duties. Distribute schedule. Arrange for hospitality area, food and refreshments. Note: minor officiating can be used for student leadership or volunteer hours. Accommodation • • • • • • 4 • • May use one hotel as headquarters for the championship/ festival Obtain special group rates (three - four per room), and negotiate for comp. rooms. Check availability of required number of rooms with hotels/motels in immediate area and in nearby locations if necessary. Block book for required dates. Clarify booking arrangements for associations/schools. Arrange with hotel(s) for flexibility in checkout time and late release date for block booked rooms. Obtain a specific contact person at host hotel. Receive any agreement in writing. OFSAA Convenors’ Manual Note: OFSAA has an accommodations agreement with Westmont Hospitality Group. All convenors should use a Westmont property if possible. Ask your OFSAA staff liaison for more details. Registration • • • • • Obtain association convenor list from OFSAA. Contact association convenors re: entry and deadline. Let OFSAA staff liaison know of any additional email addresses that need to be added to those receiving the AELS online registrations. Receive and carefully check entries. Receive entry fees, special function fees, and OFSAA participation fees. Seeding • • • Seeding processes are sport specific; please refer to the OFSAA Playing Regulations for the seeding format. Individuals involved in any way with competitors/teams in the championship must not be part of the seeding process. Must be approved by OFSAA staff and the SAC Chairperson PRIOR to posting on the website and forwarding to the media. Photography • • • • Arrange to take team pictures with OFSAA and sponsor banners as a background along with other pictures throughout the course of the event (competition, banquet, etc.). Submit high-quality photos of the gold medal-winning team and good action photos to OFSAA for the Bulletin magazine. Arrange videotaping/webcasting of championship/festival if possible. Upload pictures of finalists to webpage. Other Resources • • • • Many schools have leadership or skill-specific programs for their senior students; get your school involved and recruit some of these students to adopt part of your duties (website, banquet, etc.). Approach fellow teachers to see if their students could work on a particular aspect of your championship/ festival. Business and technology classes often are very interested in getting hands on experience, so keep them in mind for advertising, media, logo design, website, webcasting and photography opportunities. Community groups are another resource for assistance; whether it is for security, souvenir sales, etc.; Local community groups are always looking for ways to contribute (i.e. Lion’s Club. Rotary Club). 5 TIMELINES FOR OFSAA CHAMPIONSHIPS/ FESTIVALS One to Three Years Prior to Event • • • • • Apply to host championship/ festival using application form Facilities in area contacted & confirmed that potential dates are available. Accommodations in area contacted & confirmed that potential dates are available. Convenor and committee named Support and approval obtained from association and host school(s) One to Two Years Prior to Event • • • • • Initial committee meeting Areas of responsibility designated Meeting dates set Major fundraising begins Make sure everyone knows the correct spelling of OFSAA and what it stands for (Ontario Federation of School Athletic Associations) One Year Prior to Event • • • • • • • • • • • • Review committees’ responsibilities Set timelines for completion of tasks Block book accommodation Confirm facility booking Committees submit estimated costs Initial contact re: officials Book banquet facility Decisions re: banquet program, guest speaker Determination of program format Solicitation of advertising for program Negotiation of clothing contract Attend Convenor Workshop session Six Months Prior to Event • • • • • • • • • • Costs of officials secured in writing Finalize officials Start program preparation Obtain and train student assistants, minor officials and team hosts/hostesses Arrange for first aid trainers and medical personnel Begin working on website Invitation to guest speaker Review championship/ festival schedule and make revisions Approval of revised schedule by SAC Chairperson and OFSAA staff liaison Obtain local cable or other TV coverage (if available) Two Months Prior to Event • • • • • • • • 6 Include all pertinent information on website Confirm clothing contract Review financial status Submit preliminary budget to OFSAA office and association representatives for approval Submit championship logo to the OFSAA office for approval Order/prepare score sheets Order Participation Certificates (if desired) and OFSAA banner(s) from OFSAA Contact previous champion(s) and arrange to obtain trophy (if applicable) OFSAA Convenors’ Manual • • Arrange for photographer Finalize any television coverage (if applicable) One Month Prior to Event • • • • • • • • • • • • • • • • • • • • • Invitations to special guests to championship/ festival and banquet Confirmation of officials Schedule of officials Contact media to provide them with invitation and information Reminder/directions to guest speaker Receipt of game balls (if applicable) Arrange lunches for officials Sign and fill in Participation Certificates (if ordered) Confirm arrangements with hotel Arrange seeding meeting with SAC Chairperson Prepare result charts Confirm that all information is uploaded to the website Submit any changes to preliminary budget to OFSAA office for approval Submit the Leadership in School Sport nominee (championships only) Printing of program (all but team info) Follow-up to receive trophy from previous year winner Perform equipment inventory for all sites Prepare schedule for student assistants Determine members of Jury of Appeal and Competition Committee Prepare signage Contact Association Convenor to convey important details and ask for any needed information from them One Week Prior to Event • • • • • • • • • • • • • • • • • • • • Prepare agenda for coaches’ meeting in consultation with OFSAA office Receipt of awards from OFSAA Receipt of OFSAA banners Confirmation of banquet numbers Meeting with student helpers Collection of supplies for all sites Cash boxes for door Receive and check entries Seeding meeting to finalize schedule Contact teams re: seeding positions Post seeding on website Press release to media including seeding information and schedule Assign team hosts/hostesses Assign team change rooms Prepare registration packages Prepare press packages Confirm with officials Submit competitor/team lists into program Obtain microphone systems for announcing Check awards Day Before Event • • • Check all sites Set up equipment if possible Post direction signs 7 • • • • • Buy supplies for coaches’/officials’ lounge Set up registration area Obtain change for cash boxes Meet with student assistants and minor officials to review responsibilities and confirm times of duty Check all banquet arrangements Day of Event • • • • • • • • • • Set up registration area Set up competitive areas Make sure all equipment is ready Make press packages available Set up area for clothing Make sure change is in cash boxes Post up-to-date result charts in highly visible areas Send results to media and to OFSAA Post and update results on website Decorate for special function and set up rooms Note: Please be aware of print media deadlines when sending results. Post-Event • • • • • • • • • Submit sanctions to OFSAA office Pay outstanding bills Hold final committee meeting and get recommendations from members Prepare and submit convenor report within 30 days Return OFSAA banners to OFSAA office within 30 days Submit Participation Fees to the OFSAA office within 7 days Prepare and submit final financial statement to the OFSAA office and your association within 60 days If profits result, submit cheque for 50% to OFSAA and 50% to association Send out thank-you letters to volunteers, sponsors, VIPs and supporters FINANCES A preliminary budget must be produced early in the organization of the championship/ festival and copies must be sent to OFSAA and the association representatives for approval. The entry fee is determined, based on this budget, in consultation with the OFSAA office. The entry fee should cover the cost of officials, facilities and other costs associated with the competition ONLY. The annual increase of entry fees should be kept to a minimum unless extenuating circumstances are involved (i.e. lack of local officials). The preliminary budget sheets sent to you by OFSAA staff, indicate the type of items that may be included under operating costs. If a preliminary budget is not submitted, an application for operational losses will not be accepted. The association hosting is responsible for all expenses incurred. Should an operating deficit be incurred, written request must be made to OFSAA for reimbursement of 50% of the loss. Where a profit is realized after all expenses have been paid, the division of the surplus is 50% host association, 50% OFSAA. 8 A preliminary budget consisting of operating and non-operating sections must be submitted to the OFSAA office at least two months prior to the championship/ festival date so that an entry fee may be established. When estimating costs, the proposed budget must show a profit or breakeven result. OFSAA Convenors’ Manual Managing a Championship/ Festival Budget The OFSAA philosophy on managing a budget is one that tries to balance the tough economic times facing society with a convenor’s wish to prepare a first-class Ontario event. OFSAA firmly believes entry fees and special event costs should be kept as low as possible for participants and teams. Entry fees should only cover the cost of officials, facilities, and other costs associated with the competition. Gifts, mementos, and additional features of a championship/ festival are important in making each OFSAA a unique experience. However, special items such as team banners, player gifts, and additional social functions should be provided at no additional cost to the teams and/or participants. The use of donations, sponsorships and value-in-kind relationships (i.e. trade merchandise for advertising) will allow convenors to prepare special features for their event at no cost to those involved. The majority of equipment should already be available for use at the school prior to applying, and therefore any additional purchases should be kept to a minimum. OFSAA realizes the need for committee and volunteer recognition through “wrap-up” parties and committee gifts. OFSAA championships/ festivals cannot function without the dedication of many volunteers. It is important for committee members and volunteers to be treated as a special component of the championship/ festival. While OFSAA recognizes this is important, it is hoped that organizers will also see that any funds used for these pursuits would be used more efficiently in reducing the cost for participants. Many sponsorship agreements include free merchandise for committee members. This form of agreement can be effective in reducing monies spent on committee shirts and gifts. OFSAA encourages organizers to negotiate sponsorship agreements which benefit the studentathletes first and foremost. Likewise, committee “perks” negotiated with sponsors should be done while keeping in mind the best interests of the student-athletes and the overall event. It is OFSAA’s hope that each convenor will share our philosophies and prepare a first-rate championship/ festival within the confines of their budget. If you have any questions, please do not hesitate to discuss them with your OFSAA staff liaison. Operating Budget The operating portion of your budget includes all expenses and revenues related directly to the conduct of the championship/ event. This section of the budget must operate at least on a break-even basis (i.e. monies received from entry fees, clothing revenue and gate receipts must cover all operating costs). High profile sports with good potential for gate revenue should attempt to generate a profit. Any profit will benefit the host association and OFSAA, and is an indication of a well-run event. Operating Expenses include the following: • Cost of officials • Custodial services • Publicity • Photography • Meals for officials and volunteers • Facility cost • Telephone and postage • Committee planning meetings • Committee and volunteer clothing • • • • • • • • Security Souvenirs Programs Medical assistance honorarium Tickets Equipment Office supplies Participant certificates/banners 9 Non-Operating Budget Non-operating expenses are those costs which relate to the banquet and special events for the participants. A maximum of $25 per person may be charged for the banquet and any additional amount required should be covered by donations. No social function should be arranged, unless financial support is available, or you are able to cover the expenses at the maximum fee per person. Every convening committee is strongly encouraged to provide a banquet and/or social function. This portion of the budget should be a break-even situation. As high costs are making full-scale banquets impossible for many championships/ festivals, other ideas are being utilized such as brunches, luncheons, and pizza parties. Charitable Donations OFSAA has a charitable organization number (104000211RR0001) and tax receipts may be issued to individuals making donations for the championship/ festival. Please note that charitable tax receipts do not benefit businesses in the same manner as individual donors, and therefore a receipt can not be issued. For additional information on business donations, please contact the OFSAA office. A specific process must be followed to secure tax receipts: 1. The cheque for the donation must be made out to OFSAA (Ontario Federation of School Athletic Associations) 2. The convenor sends the cheque(s) to OFSAA 3. OFSAA sends the money in amount of charitable donation(s) to convenor 4. The charitable receipt is issued to the donor by the OFSAA office Note: The company or individual making the donation must not receive any service in return for their donation (i.e. program advertisement). **Please note that due to regulations, OFSAA can only provide charitable tax receipts for donations. OFSAA cannot provide a charitable tax receipts for sponsorship, advertisement or signage.** Bank Account If you are opening a bank account specifically for this OFSAA event, make sure it has the name of the OFSAA championship/ festival. Please check with your school administration to determine if an area of your school account can be designated for the championship/ festival, or if you will be required to create a separate account. Many banks will not apply service charges on championship/ festival accounts, so shop around. Two signing officers must be designated to this account. OFSAA may be required to write a letter to your bank supporting the committee’s involvement in the championship/ festival. Please request this letter from OFSAA staff if required. Day of Championship/ Festival Considerations • • • • Change for gate, program, clothing and concession sales System for collecting these monies Cheques ready for officials (if necessary) Deposit of monies Post-Championship/ Festival Considerations • 10 Pay all expenses incurred. OFSAA Convenors’ Manual • • • Prepare final financial statement as outlined and submit to OFSAA and to association representatives within 60 days. Any profits are to be divided 50% - association, 50% - OFSAA. Should an operational loss be incurred, written request must be made to OFSAA for reimbursement of 50% of the deficit. Financial Statements The final financial statement should be received by the OFSAA office no later than 60 days after the championship/ festival. This should be reported in official OFSAA structure. This financial statement is required by our auditors, so please submit it as soon as possible. All final financial statements must be signed off on by the committee treasurer, principal & association representative. Awards All championship awards have been purchased by the OFSAA office and they will be sent to you in time for the event, usually one week before the championship. You will not have to worry about ordering or paying for awards as they are taken care of by OFSAA staff. Festivals are required to purchase OFSAA awards, and will be invoiced for the cost. OFSAA awards are special awards and no other awards or prizes may be given to the winners. Certificates of Participation may also be given at no additional cost to the host. These are also available from OFSAA by request. The trophy or trophies which are passed on annually must be sought out early and arrangements made to get them to the championship/ festival. Please make sure to check all awards have been received and were not damaged during shipping. Remove medals one day in advance of final matches and display them in a prominent place. Pre-plan how medal ceremony will run. Gate (where applicable) It is important to set an admission charge which will encourage people to attend the event. Special rates can be offered for students and often package deals can encourage local elementary schools to bring their students, especially to preliminary games. The cost of the printing of tickets can often be covered by a sponsor whose name is on the back of the ticket. There should be separate admission charges for preliminary rounds and playoffs, as well as tournament passes at a special price. Please note that parking is out of the control of OFSAA convenors. Please discuss this with your facility contacts. OFSAA Championship/Festival Financial Statement Procedure The following are procedures which all OFSAA convenors must follow when dealing with the finances of their championship/ festival. These procedures will allow for accurate and timely reporting to the OFSAA office. Please note the potential of penalty for non-compliance. 1. Designate one individual on the convening committee, other than yourself, to deal with the financial aspects. 2. If opening a chequing account at your local bank. You must receive a monthly statement as well as have your cancelled cheques returned. A pass book system will not do. 3. Submit your preliminary budget to your OFSAA liaison and association representative for approval and/or adjustment 60 days prior to the championship/ festival. Discussion must take place and approval must be granted. 4. Keep all receipts and paid bills for items of $100 or more. OFSAA may request these receipts up to 1-year after the event. 11 5. Submit copies of all contracts that you sign (i.e. facility, clothing, sponsorship, etc.) 6. Submit your final financial statement with all the required signatures to the OFSAA office and to your association representative within 60 days of the completion of your championship/ festival. Budget Guidelines • One committee golf shirt, sweatshirt, or item of reasonable value may be purchased for event committee members only. All other items or merchandise donated should be redirected to benefit the student-athletes. • OFSAA championships/ festivals receiving significant banquet sponsorship monies may charge a maximum of $25 per person, tax included, as a banquet fee. This fee should be kept as low as possible relative to the amount of sponsorship money. • OFSAA championships/festivals receiving general sponsorship monies must adjust entry fees in accordance with the level of support being received. • A maximum of $400 should be spent on hospitality and any form of “wrap-up” party for committee members. • Guest speakers should be encouraged to participate for non-monetary reasons. Expenses and/or a small honorarium should be kept to a minimum. Any deviations from above mentioned guidelines MUST be discussed with the OFSAA staff liaison early in the organization of the event. Strategies for Managing Your Budget 12 • Encourage sponsors/supporters to donate items, which will reduce operating and/or banquet costs (e.g. equipment, ID badges, tickets, desserts, pop, decorations). Money saved on operating costs may be used in purchasing gifts or adding special features. • Hold banquet at school cafeterias or local recreation centres. Hotels are usually the most expensive sites for holding a championship banquet. • Have a lunch or brunch instead of a dinner banquet. Championship brunches are becoming more popular because of the reduced cost and the ability to hold them prior to any competition. • Elicit the help of local community services associations in preparing your championship and banquet meal. • Include committee shirts in clothing agreement to reduce costs of purchasing them elsewhere. OFSAA Convenors’ Manual SPONSORSHIP There are many components of an OFSAA championship/ festival. In terms of sponsors and supporters, it is important to look at a championship/ festival as a series of elements or components that have the potential of being “supported” by corporations and donators. It is important to note that there are different levels of support offered at OFSAA championships/ festivals. There are sponsors that are secured by the OFSAA office and those that are secured by the championship/ festival organizing committee. The OFSAA staff liaison will outline the OFSAA sponsors for your specific sport. OFSAA also has sponsors which have a presence at each OFSAA championship/ festival. The organizing committee is responsible for abiding by the existing sponsorship agreements as per the sponsorship summaries provided by the OFSAA staff liaison. The organizing committee is free to solicit any potential sponsors which are not in conflict with the OFSAA sponsors and that do not conflict with the educational goals. It is important that the OFSAA office is kept informed of potential sponsors to avoid any possible conflicts. If you have any questions regarding sponsorship please contact your staff liaison. Securing Sponsors The key to securing local sponsors, for your event, is an early start. It is difficult to secure donations and/or sponsorship money from a company when their budget has already been set. Therefore, it is important to assign one person, whose only task is to obtain sponsorship support. The person or people responsible for sponsorship must understand the structure, aims and objectives of OFSAA. The OFSAA office would be pleased to provide any necessary information or guidance. Be creative when looking at the various aspects of your championship/ festival that may be sponsored. Brainstorm and make a checklist of the potential sponsorship opportunities. Ask other committee members for contact names that may lead to sponsorship dollars. Also, it may be advantageous to involve the students in your school, such as those in the business department. These students may be interested in taking on this project. The following are suggestions of areas that could be sponsored: • Player packages and contents • Posters and promotional material • Distinctive committee and officials’ clothing • Program advertisement • Printing of tournament tickets (advertisement on back) • Championship/ festival promotions (radio, TV) • Tournament pool or division titles • Sale of banquet tables (service club may sponsor banquet for team(s) • Donation of draw prizes • Transportation (shuttle bus between venue and hotels) • Accommodation (complimentary rooms for officials and special guests) • Opening ceremonies • Special events • Public relations (television station, radio, community outlets) • Communications (walkie-talkies, intercoms, cellular phones, etc.) • Signage • Printing of name tags • ID badges for officials, committee members, coaches and athletes • Medical services (i.e. St. John’s ambulance may donate services) • Security barriers and fencing • Photography 13 • • Other championship/ festival budget expenses Meals for participants After you have completed some preliminary research, the next step is to formulate a proposal. When you approach a potential supporter or sponsor you must have a strategy and some basic ideas and numbers in mind. For example the number of participants, spectators and volunteers, and the number of programs being distributed are important factors. It is often valuable to mention the educational aspect of OFSAA championships/ festivals. Proposals can be as simple as a letter to potential sponsors or as formal as the Adopt-A-Team proposal. The key is to distribute the letters early, to an identified a contact person. A follow-up phone call to the company is a must. The more specific you are in your proposal the better. Give the company/organization ideas as to how they can support the championship/ festival. Don’t just ask for support. In your proposal identify what you will do in return for their support. Your proposal should include the following: • Introduction/statement of request • Information on the event and OFSAA • Details on the specific sponsorship opportunity • Rationale for association with this specific company • Service provided to the company in return for their support • A specific contact person with school, fax and home numbers, and e-mail address • If in doubt, follow the OFSAA template (details on next page) Approach a number of different companies/organizations. The more companies you approach, the less you have to ask from each one. This increases the likelihood of obtaining some form of donation or sponsorship, whether it be cash or an in-kind contribution. The following is a list of companies and organizations that have traditionally supported OFSAA championships/ festivals and similar events: • • • • • • Schools Local teacher federations Service clubs & legions Municipal governments Athletic associations Boards of education The companies/organizations listed below are further suggestions of potential supporters. It is very difficult to go into an organization “cold”. Do some research before you approach the company. The biggest advantage is to have a personal contact within the company. • • • • • • • • • • • • 14 Financial institution Trust companies Oil and gas companies Insurance companies Foundations Merchandise outlets Communications industry Automotive industry Major mining and chemical companies Food industry Professionals and associations Legal offices OFSAA Convenors’ Manual Sponsorship Template OFSAA has created a sponsorship template to help you build your own unique sponsorship package. It also includes a letter that may be customized and printed on your school’s letterhead. You may view the sponsorship template at www.smionline.ca/sponsorship (this document is also located in the For Convenors section of the website). Treatment of Sponsors/Supporters It is very important to recognize sponsors/supporters in various ways throughout the championship/ festival. The degree of recognition will correspond with the level of support. In general, all sponsors/supporters should receive recognition through press releases, public address announcements, the program and in any other information that is being distributed. Minor supporters should receive thank you notes, whereas major supporters/sponsors may receive small plaques as a token of appreciation. It should be mentioned at some point (i.e. coaches’ meeting) that the teams should make an effort to use the services of local supporters or sponsors. Major supporters/sponsors should be invited to the banquet, and may be involved in the presentation of the OFSAA awards. Banners may be placed in the area of play, but the OFSAA Banner should always receive the prime location. The following are a few suggestions in welcoming and recognizing major sponsors: • Assign a committee member (or yourself) to welcome the sponsor. • Make the sponsor feel special - introduce them to other committee members and coaches. • Prominently display sponsor banners at the championship/ festival site. • During breaks in play, make regular announcements over the P.A. system acknowledging the contribution of the sponsors. • Display sponsor banners at the banquet site. • Provide sponsors with championship/ festival merchandise, clothing or material, and if possible acknowledge the contribution of sponsors during the banquet. TREAT SPONSORS LIKE GOLD - It will go a long way in maintaining and improving sponsorship agreements for future convenors. Some general sponsorship situations to avoid are: • The championship/ festival can NOT be called the “Pepsi/OFSAA Championship.” It can be called the OFSAA Girls’ “AA” Volleyball Championship sponsored by Pepsi (for example). • No alcohol or tobacco companies. • Avoid product areas that conflict with OFSAA sponsors (check with your staff liaison). • Only OFSAA awards are to be presented. • The sponsor’s logo can NOT appear anywhere in your championship/ festival logo. • MVP awards or individual player awards are not permitted. IF YOU HAVE ANY QUESTIONS REGARDING SPONSORSHIP, PLEASE CONTACT THE OFSAA OFFICE. 15 SOUVENIR CLOTHING Template for Clothing Agreement The template on the next two pages has been designed to help you in developing an agreement for clothing sales. Please keep in mind that the primary reason for an OFSAA championship/ festival is to provide student-athletes with an enjoyable and memorable life experience. Please help in continuing this practice by securing the best agreement for the student athletes. The following are some guidelines that you should consider when selecting a supplier: • There are many clothing companies on the market today so do not rush into signing a contract with the first group that approaches you. 16 • Shop around and get estimates from at least three companies prior to selecting a dealer. • Local suppliers can provide the products and service you are looking for at a reasonable profit margin; you may decide to work with them as this assists local community business, but do not preclude other companies who provide competitive alternatives. • For large scale championships/ festivals it is advisable to get tenders from several suppliers before making a commitment. Follow the tender process correctly. Ask for the same details from each company and do not “play off” one company against another. • The OFSAA logo is a registered trademark and must not be duplicated by anyone without permission from OFSAA. • The OFSAA Brand Identity Guidelines Manual must be used by clothing companies when using the OFSAA logo. • Any companies selling souvenir items with the OFSAA logo on them must receive permission and there must be some funds received by the championship/ festival for use of the logo. OFSAA Convenors’ Manual SAMPLE CLOTHING AGREEMENT BETWEEN: OFSAA Skydiving Championship Committee, duly represented by Jim Nasium, championship convenor. AND: ACME Souvenir Sales (ACME SS), duly represented by Mr. Al Luminum, owner. The parties have agreed as follows: (A) ACME Souvenir Sales Responsibilities ACME SS will preprint and sell all official high quality souvenir items at the OFSAA Skydiving Championship to be held on July 1 in Toronto, Ontario. The below listed items indicate the souvenir items that could be available for purchase at the championship at retail prices which include all taxes: T-shirt Long sleeve shirt Sweatshirt Hooded Sweatshirt Polo/Golf Shirts Hats $20.00 $30.00 $40.00 $50.00 $35.00 $15.00 (Note that the prices listed above are reasonable prices for merchandise. Use these prices as a guideline, and remember that in most cases students bring a limited amount of money to purchase souvenirs, so prices should be very reasonable.) Sales Venue The championship will be held on July 1, in Toronto, Ontario. We will be responsible for displays, staffing etc. We will provide the participants an opportunity to purchase souvenirs at a mutually agree upon time and location. Many companies will offer the opportunity for advanced sales. Pre and post-mail orders at no extra charge are some of the options that can be included in an agreement. This can be beneficial from a number of standpoints. Inquire about this option when selecting a dealer. Product Design The convenor should work with the supplier to produce reasonable and appealing artwork for use on promotional items. Give suppliers a chance to create different artwork since they have years of experience in doing so. Most companies will be able to create artwork that is unique and identifiable to your championship/ festival. In some cases the organizing committee will provide pre-constructed artwork to the supplier, and once again both parties should work together in producing a mutual agreed upon artwork. Please remember the OFSAA Brand Identity Guidelines Manual must be used when creating artwork. Committee Clothing ACME SS will provide the organizing committee with identifiable clothing for the championship free of charge. This would include but is not limited to t-shirts, golf shirts, sweaters or other reasonably priced and appropriate apparel. This is not meant to take away from the students. It is unacceptable for organizing committees to be clothed in numerous “sets” of clothing for different days of the championship/ festival. Items for the organizing committee should be appropriate to the sport and reflect the climate conditions of which the organizing committee will be in. 17 Financial When investigating with different companies, all companies should be obliged to submit sales tax. This will even out the playing field when deciding on a supplier. Some companies will make a financial contribution to the championship/ festival based on sales. For example, in order to contribute back to the championship/ festival and to school sport in general, ACME SS will pay within 30 days of the championship the greater of $1000 or 15% of net sales (Sales less Taxes). Other Commitments ACME SS will supply additional items for banquet/door prizing if available. Anything that can contribute to the overall enjoyment of the students is worthwhile. (B) Organizing Committee’s Responsibilities Exclusivity The OFSAA Skydiving committee will recognize ACME SS as the exclusive souvenir supplier of the championship, and will assure exclusivity. Sales Venue The OFSAA Skydiving committee will provide a suitable central local for souvenir sales. Time and location will be mutually agreed upon by both parties. If necessary, equipment will be provided by the organizing committee to facilitate souvenir sales such as tables and chairs. Advertising The OFSAA Skydiving committee will provide at no cost a full-page advertisement in the championship program. ACME SS will provide the necessary advertisement for production. 18 The OFSAA Skydiving committee agrees to display ACME SS banners on the playing area, if applicable, for the duration of the event. The OFSAA Skydiving committee agrees to allow ACME SS to use the tournament name and logo for any promotional purposes. If applicable, the OFSAA Skydiving committee will arrange for frequent announcements over the PA systems prior to competition, as needed to promote the products. Jim Nasium Chair, OFSAA Skydiving Championship Date Al Luminum Owner, ACME Souvenir Sales Date OFSAA Convenors’ Manual PROGRAM PLANNING & ADVERTISING • • • • • • • • • Any program must be produced by the organizing committee. Decide on a general format for the program, estimated cost, number of copies etc. Determine whether the program is to be printed at a school or by a commercial company. Cover the cost of printing the program through advertising-generated revenue. Potential advertisers should be contacted as early as possible so they may budget for this commitment. Be sure to get the advertisers’ commitment in writing. Set a deadline for all submissions with enough time to look over all material. Maintain your printing deadline. Have a conversation with whomever is printing and/or laying out your program regarding the timelines (e.g. receipt of program ads, registration information, participant information) Make specific arrangements for sale and distribution. The program should be sold to spectators for a minimal amount ($1-2) per copy. If possible, convenors are encouraged to provide each participant with a souvenir program free of charge. Send copies of the program to all advertisers with a thank-you note. Possible Advertising Sources • • • • • • • • • • Local businesses Banks Sport equipment companies Local TV, radio, newspapers Trophy/award companies Clubs or camps related to sport Athletic departments of high schools Colleges or universities Travel and tourism boards Sport governing bodies Be sure to avoid possible conflicts with existing OFSAA sponsors. Alcohol and tobacco sponsors are prohibited. Suggested Advertising Rates Full page $100-250 Half page $ 50-150 Acknowledgement as a supporter $50-100 Please note that rates vary according to the quality of the program, distribution numbers and the location of the championship/ festival. Program Contents Required Information • Team lists - including names of players, coaches, managers, association, school name, and name of city or town (note: you may receive this information three-five days before the championship/ festival, so please be prepared). • Welcome messages: • OFSAA President • Convenor • Local Board of Education • Mayor • List of committee members • Acknowledgement of sponsors and supporters • Advertising – sponsors/supporters as per agreements 19 • • • • • OFSAA sponsors - check with OFSAA (ads must be used as provided and not modified) Record of past OFSAA champions (team sports) List of past Leadership in School Sport Award winners (championships only) Coaching creed Code of behaviour for spectators Other Possibilities • Map of OFSAA associations • School records, invitational events attended, and/or past appearances at OFSAA • Player information (grade, height) • Profiles of competitors • Photographs • Solicited advertising to cover costs of the program • Profile on guest speaker • Sport related trivia • School logos The OFSAA office provides convenors with materials for use in the program including: a message from the President of OFSAA, map of member associations, coaching creed, code of behaviour for spectators, camera-ready OFSAA logos and sponsorship advertisements, record of past champions and Leadership in School Sport Award winners. ENTRY PROCEDURE AELS Most team sports will use OFSAA’s AELS online registration system. This ensures you will receive a standardized registration form with all required details for your event. Online registrations will be sent directly to the email address(es) you provide to the OFSAA office. • • • • Roster with names, heights, jersey numbers, and grades of players School and Coach contact information Detailed seeding information Number of banquet tickets required Individual sports will use varying methods of registration, which should be discussed with OFSAA staff liason and previous convenors. Receipt of Entries Should you be missing entries following the entry deadline, contact the OFSAA office immediately and indicate which association(s) are missing. You may also follow-up with the association convenor to find out which school won and obtain the coaches contact information. Please also check each registration to ensure all sections were completed and email the coach immediately asking them to complete any missing sections. If the championship/ festival is using AELS, do not accept registration by any other means. This ensures that all team information is given to you in a same format and that all seeding information is presented in an equal and standardized form. Communication with Association Convenors 20 OFSAA staff will provide you with a list of association convenors for your particular sport and classification. We ask that you make contact with these convenors by: OFSAA Convenors’ Manual • • • • • • Introducing yourself and providing your contact information Reminding them of the entry deadline for your event Proving a list of accommodations and the deadlines for reservations if block booking rooms Requesting the date of their association championship/ festival Asking if they have any input towards the seeding/strength of the teams in their association Share any other information specific to your event. For example if you want teams to submit pictures, let the convenor know so they can arrange for a picture at the association championship. • Provide them with other important dates, locations & times (banquets & coaches’ meeting) Determination of Entries Your OFSAA staff liaison will inform you as soon as association commitments are received the structure of your tournament (usually 16 or 20 teams). This is dependent on the number of associations committing to the event. This is not flexible, so as a convenor you must plan for all possible tournament sizes. You will also be provided with a list of the associations attending and the number of entries each association received. Additional Entries The host association is entitled to an additional entry for most events (please see sport specific playing regulations). Please consult with your association representative to determine how this entry is awarded (some are given to the host school and others to the association runner-up). If there are additional entries required to complete the tournament draw, OFSAA staff will contact previous years’ medallists (going back two years) to offer an additional entry. No association will be awarded more than two (2) entries, unless all medallist entries have been exhausted. In which case, the host association would be offered a third entry. If further entries are required, selection will be done by random draw in the OFSAA office. BANQUET/SPECIAL FUNCTION Options • • Formal banquet, brunch or lunch Informal meal (pizza party) Funds available may dictate the type of function you run. Maximum amount the convenor can charge for the special function is $25 per person, the rest must come from donations. Location • • • • Facility large enough to hold teams, committee and special guests. Use of school facility keeps the costs down. May get a special deal from the hotel used for headquarters. Should be close proximity to accommodations. Meals • • • • • Select a menu that teenagers will enjoy. Make sure there will be a sufficient amount of food. Make use of local caterers, service clubs, or school food services. May require meal tickets to control numbers. Create a designated seating plan for all teams. 21 Buffets • First and foremost, make sure that there is plenty of food available for ALL PARTICIPANTS! • You must have several serving lines to ensure quick service and hot food. • Determine in advance the order that tables will go to the buffet line. • Head table(s) go to buffet line first. • Have people serving main dishes (meats, etc.) to monitor supply. • Announce seconds when all have had a first helping. • Put drinks and desserts in a separate area from food tables. • If possible have cutlery, serviettes, and bread/butter on tables where teams are sitting. Sit-down meals • Must have a sufficient number of servers so that everyone receives their meals within a short period of time. • May have desserts and drinks on a table for self-service. Format • • • • • • • • • • • • • • • • Length should be contained to 1.5 - 2 hours. Arrange for a meeting area for all special guests to gather when they arrive at the function. Make sure to have a master of ceremonies. Provide an introduction of head table and special guests. Make sure to have a brief welcome/greetings by convenor and special guests. Have the meal. Presentation of OFSAA Leadership Award by OFSAA representative (Championship only). Have the guest speaker. Other ideas: team introductions/information. Team skits/presentations. Videos/films relevant to the sport. Cooperative games. Special entertainment. Team identification centerpieces. Place cards for head table guests. Posters depicting home area of school and school activities. OFSAA PROTOCOL Invitations OFSAA Representatives An OFSAA staff member, a member of the Executive, or OFSAA Representative will attend for some time during the championship/ festival. One of these individuals will attend the banquet to bring greetings from OFSAA and to introduce the OFSAA Leadership in School Sport Award at Championships. The Chairperson of the OFSAA Sport Advisory Committee may also be in attendance to speak at the coaches’ meeting, to attend the banquet and part or all of the championship/ festival. Association Representatives (male and/or female) An association representative should be sent an invitation to attend the championship/ festival and the special function. The president of the association should also be invited. Sponsor Representatives Any corporate sponsor must be invited to send a representative to the special function and to present awards. 22 OFSAA Convenors’ Manual School Board Representatives To raise awareness within your board of education of what events are taking place in their jurisdiction, it is good public relations to invite the chairperson of the board and the director of education to the banquet. It is also a good idea to invite: • Principal of host school(s) • Chief official • Convening Committee members Special Guests It is recommended that you contact any special guests early in the organization process by written invitation, and request a reply. You may wish to confirm attendance at a closer date. Specify when you would like them to attend and what you would like them to do (bring greetings, presentations). Committee personnel should be ready to greet guests upon arrival and to take them to a specific area. Place cards at the head table should be prepared ahead of time. It is important that all guests are introduced by their correct title. Supervision of Competitors Teams must be accompanied by a staff member from the school they represent for the duration of the championship/ festival. For individual events, a designated adult supervisor, named by the school principal, may be responsible for the competitors. If the teacher is not of the same sex as the student-athletes, and where the students are required or might be required to stay overnight, a supervisory adult of the same sex of the students, as approved by the principal of the school, must be present and available at the accommodation site for the duration of their stay in the accommodation. The Rules of Behaviour for OFSAA championships/ festivals are posted on the website. Should any of these rules be violated by any team or individual, the convenor has the authority to proceed as outlined in these regulations. Be sure to give out registration packages to the school staff supervisors only, not to competitors or parents. Cultural Experience OFSAA events should include more than just the competition, if participants are to have a true “OFSAA experience”. The convenor should supply teams with information about the host city and area. Group outings may be arranged for interested teams so that they may experience the local area. Many banquets require teams to give a brief description of their home city/town. The cultural experience is an important part of an OFSAA championship/ festival, so please give it some thought and attention. Admission It is wise to have responsible individuals and strong adult representation at the door to the facility as many people want to get in without paying. Each association should be allowed free admittance for all coaches and one manager, all of whom should be identified with a nametag. All other individuals including spectators, coaches, trainers and assistants are expected to pay. Admission fees should be kept at a reasonable price with special rates for students for selected events/games. 23 GUIDELINES FOR COLLEGE AND UNIVERSITY COACHES OFSAA championships provide university and college coaches with an excellent opportunity to see the top high school athletes across the province. Many student-athletes participating in these events are interested in pursuing their sport at an institute of higher learning and welcome information about programs from these different schools. To accommodate the needs of both coaches and athletes with the least disturbance to the convenor, the championship/ festival and the student athletes, OFSAA has the following guidelines which all college and university coaches must comply with. Guidelines • • • • Please register with the OFSAA convenor upon arrival. University and college coaches are expected to pay at the gate just as any other spectator. Discuss specifics with their teacher-coaches and only with their permission should you talk to the student-athlete. Please do not approach student-athletes directly until after their involvement in all competition is complete, and only with permission of the teacher-coach. Breaches of the above-mentioned guidelines will be reported to both the affiliated Athletic Association and Institution. OFSAA championships/ festivals are high school events, run by high school personnel, for the benefit of high school student-athletes. The culmination of the athletic season places significant stress on the student-athletes to perform. Any additional pressure on a student-athlete created by promises of future athletic opportunities could prove detrimental to the student-athlete’s performance. All colleges and universities receive copies of our OFSAA Bulletin (September, January and June) which outline the details of upcoming championships/ festivals and OFSAA-approved invitational events. Should you wish further details on any event, please contact the convenor directly. MEDIA RELATIONS Proper media relations are essential to the success of all OFSAA championships, OFSAA programs, and advocating school sport in general. As championship convenor, it is your responsibility to select a media chair who will handle all media relations for your championship. This position should be designated to someone other than the championship convenor. Once you have chosen your media chair, please send the person’s name and contact information (phone number and email address) to Devin Gray, OFSAA Communications Coordinator ([email protected]). OFSAA has developed relationships with media outlets across the province and will provide a media contact list for championships. It will be the responsibility of your media chair to add additional contacts who have a local team attending your championship and wish to receive information, or local newspapers, television and radio stations in your area. The media contacts need to be informed of all pertinent championship information, including schedules, seedings and especially results. You may forward any new contacts to Devin Gray. Responsibility of OFSAA 24 OFSAA will send out a general media release to media contacts including the dates, locations, and the championship media coordinators’ contact information for all championships being conducted. This will be circulated three times a year, for the fall, spring and winter championships. OFSAA Convenors’ Manual OFSAA will post media release templates on the back-end of each championship website. The media contact list will also be available on the back-end of the championship websites. All of this information can be found under the For Convenors section. OFSAA will also provide your media coordinator with a document detailing their responsibility as media coordinator. This is designed to make their job as easy as possible. CHAMPIONSHIP WEBSITES All championships are required to use the OFSAA-provided template championship website for the purpose of making championship information and results available to the general public. These websites are standardized to allow convenors a professional looking website, as well as aid visitors with navigation. Your website will allow you to upload files, link to pages, display photos and much more. The OFSAA office will provide you with the username and password to access your website once it is available. A convenor website manual should have been provided to you at the Convenor’s Workshop, but can be sent to you upon request. Website Chair You should select someone on your committee to be the designated website person, and pass along all information to them. It would be helpful if your website chair has worked with websites before, or is generally computer savvy. Website Templates Each template website is set up with a sport specific background and contains a number of pages generic to all championships (registration, schedule and results, accommodations, sponsors, media, etc.) Please include your championship logo on the homepage. Each of these pages contains an outline of what information needs to be posted in order to aid you with providing the information. Convenors will also have access to all of the required forms, logos, media templates and contacts, and other information needed for the championship on the back-end of the template championship website under the section “For Convenors”. The section is only visible on the back-end of the website to those with the login and password. The OFSAA office also has access to this website to help convenors with any problems they may have or to post new or sport specific information concerning the championship as it draws nearer. Tips when planning a website: • Keep it clean and logically organized. View other sites for ideas, and to see what works and what does not. • If you can reach your desired destination in two clicks or less, it is on the right track to being user-friendly. • Avoid using overpowering graphics and colours; this slows down the speed in which someone can access your site. • Try to put as much information on one page as possible, without linking to a PDF, as they can be difficult to download. 25 Updating the Website Once you have access to your website, it should immediately be updated with the date and time of the championship, location, fees, and accommodations. It is important to keep your website up-to-date with results during your championship. The website is usually used as a primary source for results, so ensure results, scores and misconducts are posted within 60 minutes of the conclusion of the game. The OFSAA office receives numerous inquiries for results during championships, so be sure to make your results available as soon as possible so they may field these questions. Members of the media also have specific deadlines that must be met in order to report in the following day’s paper or evening news, so designating a website maintenance person is essential to ensure this information is available as soon as possible. There is no excuse to not have results on the website. TWITTER Many recent OFSAA championship convenors have been successfully using Twitter to communicate championship information and results to the public. Twitter is a free way to generate publicity and excitement about your event. It is ideal for posting results, and play-by-play game information, as you can post to Twitter instantly from the championship from any laptop, tablet, or smart phone. Most of the sports reporters in Ontario are on Twitter, and it is an easy way for them to keep up with your event. If you are interested in managing a Twitter page for your championship, please contact Devin Gray ([email protected]) for help with setting up an account. ACCOMMODATIONS, FACILITIES & EQUIPMENT Regulation Size and Safe Conditions • • • • Make sure all courts, fields, tracks, etc. are of required size with sufficient space surrounding the competitive area to provide safe playing conditions. Check the regulatory body’s guide for your sport as to safety checks. Any concerns should be directed to the OFSAA SAC Chairperson and staff as soon as possible. Remember to check the OFSAA Playing regulations. Permits and Costs Secure permits for the following facilities: • Gymnasium/fields/arenas/spectator areas • Dressing rooms • Officials’ meeting room • Coaches’ room • Cafeteria/opening of concession booth Make sure the duration of the permit is sufficient to allow for warm-up periods as well as set-up and tear-down. Any costs and responsibilities listed below should be in writing: • Rental fee • Custodial services • Clean-up • Equipment set-up 26 OFSAA Convenors’ Manual • • • Damage liability Lighting Parking Check to see if there are any restrictions regarding OFSAA souvenir sales, or other vendors. Accommodations • Check with local area to make sure there is no conflict with other functions (conventions, tournaments) which may have already booked hotels/motels. • Determine whether one major hotel can handle all participants or whether several will be required. • Make personal contacts at each accommodation site. • Block book the required number of rooms, and ask for a late release date, as many people will not know who is attending until one week before. • Clarify payment method, date for finalizing room lists, and contact person with the accommodation sites. • Negotiate special rates (three to four/room), comp. rooms for officials or committee members, or cash earn-back. • Arrange set-up if hotel site is to be used for registration. * Make sure that you read the hotel contract to ensure you are not responsible for unused rooms. You should not give your credit card to secure rooms. This is the responsibility of the association or the teams. Attempt to obtain some or all of the following: • Complimentary rooms for officials or committee members • A paid advertisement in the program • Special rates for the banquet (if required) Equipment Required • • • • • Competition equipment Tables, chairs, and benches Spectator seating Audio-visual equipment Office supplies and equipment Game balls are provided at no cost for many of the team sports, please check this with the OFSAA office. If transportation of large equipment to the site is required, this should be arranged early on in the planning/ organization. You may be able to secure this as part of your board support of the event. Have a trained crew to set-up and tear-down all equipment. An outline of equipment placement should be drawn up well before the event. 27 FIRST AID & SAFETY First Aid • On-site first aid must be made available at all competitive sites. Please refer to sport specific first-aid requirements in playing regulations and Ophea Safety Guidelines. • Please make early written requests with the first aid personnel for their services. • Make sure that you obtain early written confirmation from the first aid personnel of their attendance at the event. • Provide the first aid personnel with a reminder by telephone prior to event. • The local hospital should be notified of the event and, if possible, the name of an on-call doctor should be obtained. • Injury report forms should be on-hand for any injuries that may occur. • Injury report forms must be filled out by first aid personnel and submitted to the OFSAA office after the completion of the championship/ festival. Please keep a copy for your own records. • Communicate to volunteers and coaches where first aid will be located, as well as a method of communicating with them (cell/radio). Note: An OFSAA Injury Report form is available on the back-end of the website under the “For Convenors” section. Possible Sources • St. John’s Ambulance - honorarium • Student trainers available from universities and community colleges - honorarium • Canadian Medical Response - hourly rate charged for qualified trainers (800-565-6518) • Local physiotherapy or athletic therapy clinics – honorarium or can exchange service for advertising • Staff trained in first aid Safety All competitive sites should be checked out carefully from a safety viewpoint prior to deciding on the location(s) and just prior to the actual competition. Areas of Consideration • Competitive surface. • Lighting. • Total space available around competitive area to allow for good crowd control. • Structures close to competitive area which could create safety hazards. • Condition of equipment/facility should be checked carefully just prior to competition for outdoor activities. Extra precautions should be taken in case of inclement weather. • Fire code and building capacity. OFFICIALS Major Officials It is often a good idea to ask the head official to be on the organizing committee. This may save you many headaches. Contact the chairperson of the local board of officials for your sport as soon as the dates for 28 OFSAA Convenors’ Manual your OFSAA championship/ festival are finalized (June of the school year prior to your event). Discuss the schedule with this individual and try to work out a special rate agreement of fees. Get all details in writing. Find out if there will be an assigner’s fee or honorarium. Please refer to the playing regulations for specific rules on officials. Note: *Basketball convenors - there is an existing contract for officials; please contact the OFSAA office for details. Negotiate with the assigner what compensation will be made for meals, accommodation, and mileage (consult with office staff). Once the schedule is drawn up, give a copy to the designated officials’ assigner as soon as possible. Make appropriate arrangement for payment of officials. During the tournament, arrange for a room for the officials to meet. Any special game regulations or warm-up procedures should be posted here. Minor Officials (Scorers and Lines people) • Select volunteers from high schools, colleges and/or universities in the area. • Conduct a small clinic to familiarize minor officials with their duties and responsibilities. • Use these people in league games, tournaments and practices to help them gain experience. • Provide them with T-shirts so that they are easily identifiable and can gain free entry. • Outline an appropriate dress code. • Provide each minor official with an outline of their job, a schedule, and a map to the competitive sites. • Double check with all minor officials just prior to the event with respect to their attendance and always have standbys ready should anyone not show up as scheduled. • Assign one committee member the responsibility of being in charge of this group. If two sites are being used, have a committee member at each site. • Make major officials aware of the role of the minor officials and introduce them prior to the event. • Arrange for meals and refreshments if minor officials are at a site for a prolonged period of time. They should also be provided with a location where they can meet and relax. • Stress that the minor officials must concentrate on their job at all times and avoid talking with friends while on duty. • Refer to playing regulations for sport-specific information. GOOD LUCK IN ORGANIZING YOUR CHAMPIONSHIP! Please feel free to contact your OFSAA staff liaison at any time if you have any questions or concerns. If your staff liaison is not available, we will do our best to direct your questions to the appropriate individual or place you in the right direction. See the front of this manual or the back cover for OFSAA contact informations. 29 NOTES 30 The Ontario Federation of School Athletic Associations 3 Concorde Gate, Suite 204 Toronto, ON M3C 3C8 T (416) 426-7391 F (416) 426-7317 www.ofsaa.on.ca
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