Club Administration Holding a Club Go Tournament
Contents
1. Speculating on the number and type of attendees With a history of tournaments this is much easier to do than if this is your first Large cash prizes will up the attendance For example a prize purse of 3000 may attract as many a 50 60 players whereas a prize purse of 400 600 may only attract 20 30 players The possibility of lectures from a visiting pro will also encourage attendance Local experience and precedents may need to be taken into account A history of entry fees and prizes offered may give the best clues on what kind of turnout to expect Factors to consider include 4 Prize Purse Entry Fees Public Holidays Asian celebrations School semesters Local precedents 3 Ancillary events Attendees may fall into the following categories 3 Club Members Adult and Youth 34 Non Members Adult and Youth Final numbers can be included in the GCOL Club Administration Tournament Budget spreadsheet for analysis Setting entry fees Just like planning prizes setting entry fees is an important aspect of getting a good attendance see the previous section You can play with numbers in the GCOL Club Administration Tournament Budget spreadsheet While working on a tournament profile in GoClubsOnline notice you can specify the tournament s entry fees in the currency of the club s choosing Separate fees can be specified for 34 Adult Open Non member or Member Youth Open Non member or Member Adult Handicap Non2. In addition to the self registration process a Club Administrator can also register visitors to GoClubsOnline Path Clubs gt club name gt gt Member amp Affiliate Services gt Add a new affiliate s account activate their account Path Clubs gt club name gt gt Member amp Affiliate Services gt Reactivate inactive affiliate s accounts and then register them for a tournament at any time not restricted by the open registration period Path Tournaments tournament name Attendees Add attendances 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 15 Ordering catering When the Club Administrator specified the lunch options in the tournament profile it allowed tournament registrants the option of choosing a lunch for each day of the tournament This information is available for review in the Lunch Orders report Path Tournaments gt lt tournament name gt gt Reports gt View lunch orders After the close of on line registration there should be no more changes to these lunch order unless made by a Club Administrator see above The Club Administrator may then prepare an email to send lunch orders to the chosen caterer for each day or for all days Path Tournaments gt lt tournament name gt gt Reports gt Email lunch orders The Club Administrator can edit the email before sending updating any Special Instructions as needed Setting up the t
3. i E Jj gt GoClubsOnline Club Administration Holding a Club Go Tournament Rev 1 1 February 5 2009 Prepared by Robert J Cordingley 2009 Cirrillian 2009 Cirrillian All Rights Reserved This document may not be reproduced in whole or in part electronically or in print without the prior written permission of Cirrillian Cirrillian is a registered trade mark belonging to Robert J Cordingley GoClubsOnline Club Administration Holding a Club Tournament 3 Table of Contents INTRODUCTION cete x e ER RRREREE RE vines eres gay tera IE ees RE eden 5 WHAT IS GOCLUBSONLINE teeth cis nn EE nde eeac xxx enden need ees 5 OUTLINE STEPS iwi octets caters ere une ecce ize eadera oivedieist exire are TR ATE Cu ree RA ce EXE meti ra 6 TOURNAMENT MANAGEMEN Toci 1 2 rm rhe r iet rh k I tpe Idee E RP RARE RIARGu Prae RA 7 Setting up a tournament profile eoe ee es ei x De aa eee 7 S tting a date time and place 5 ius iii i ERI Riiie dr Pietas 7 Setting on line registration ee eene Sexe ec REA LXRIS ER denas 8 Establishing any special requirements ceeeeeseeeeeeenn nennen nnn 8 Deciding if a team committee will be needed sssen mmn 8 Deciding on the format 5 ni cgi yi ere ERE caine RE KEARERINE VITA yaaa Vea ages 8 Deciding orn catering requirements avec Ert rna Cr e e xe end eR Rad M YANG 9 Deciding on accommodation requirements ssssssssseese nennen 10 Deciding
4. View finances Organize any cash prizes cash or checks in envelopes marked with the winner the place awarded and the prizes awarded Display the prizes and certificates Have fun making the awards Allow time and opportunity to pose for any cameras A quick tip hold prizes awarded in left hands while shaking with the right hands facing the cameras Thank everyone for participating Forwarding captured AGA fees and membership forms One of the post tournament activities is making sure the AGA gets all its dues This will include information on new members renewing members and AGA fees GoClubsOnline will show the details under the AGA Fees Due report Path Tournaments gt lt tournament name gt gt Reports gt View AGA Fees Due Every checked in player who purchased an AGA product either membership or tournament fee will be listed A surrogate membership and fee form can be printed for each and mailed with the reported total due to the AGA New members AGA numbers will not be available and the default numbers used for the pairings program will be included in the surrogate forms Official AGA Nos will be assigned by the AGA volunteers after processing these documents 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 19 Recording additional incomes and expenses To capture complete financial coverage of the income and expenses of a tournament it will be necessary to record ad
5. in fact the owning club is the Hosting Club Adding a tournament profile is available to any Club Administrator via the Path below Complete the form to the extent possible You can always come back and edit it later Path Clubs gt lt club name gt gt Tournaments gt Add a new tournament Setting a date time and place Figuring out when and where to hold a tournament can be a chicken and egg problem Without knowing much of the details of the tournament to be planned it is hard to come up with suitable candidates for a location At least at this point in the process either some ideas will be available from previous tournaments or it is time to do some homework on what might be available in the target area and at what price For on line tournaments it may be necessary to contact the administrators of the on line go server of preference to find out their needs While adding or editing the tournament profile include in the form fields the location option of choice and show dates for when you think you will be ready for on line registration Path Clubs gt lt club name gt gt Tournaments gt Add a new tournament 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 8 or Path Clubs gt lt club name gt gt Tournaments gt Edit an existing tournament gt lt tournament name gt Setting on line registration While working on a tournament profile note that the Online Registrat
6. tournament will last from 1 to 31 days how many rounds for each of Open or Handicap Sections from 3 to 10 and what Schedule you expect to follow free form text Common formats for club tournaments are 3 One day three four or five rounds 3 Two day five six or seven rounds The choice may be affected by the type of tournament Open tournaments are theoretically open to amateurs and professionals equally Often times Open tournaments will be played with no handicaps all games are even Open tournaments with larger prizes are sometimes a way to attract strong players 1 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 9 dan and stronger Choosing Open or Handicap does not in fact determine whether you will use even or handicapped games when it comes to actual pairings Such options can be set when exporting players lists to the pairing program of choice or within the pairing program depending on the pairing program Deciding on catering requirements Most of the time clubs will offer refreshments for attendees coffee sodas fruit dough nuts etc Sometimes clubs will offer lunch as part of the package for playing in a tournament Arrangements may need to be made to bring refreshments and lunches to the tournament site if none is available near by If players are expected to find their own lunch include information on local eateries in a tournament brochure If you plan
7. Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 18 As part of the Awards Ceremony you can print winners certificates based on the entered information Certificates can be selected and printed singly or as a batch Adobe Acrobat Reader pdf documents are generated on the fly to contain the selected certificates Certificates will show in a new browser window Use the Adobe Reader print controls not the browser print controls to print certificates Individual certificates can be prepared and printed from Path Tournaments gt lt tournament name gt gt Attendees gt Create individual prize certificates or all certificates can be prepared and printed from Path Tournaments gt tournament name gt gt Attendees gt Create all prize certificates You may have noticed while working on a tournament profile that the design of a certificate is set in the tournament s profile Path Clubs gt lt club name gt gt Tournaments gt Edit an existing tournament gt lt tournament name gt Holding the Awards Ceremony If attendance levels stayed close to or exceeded budget the prize decisions made earlier See the section Choosing prizes and estimating their cost should still be good and prizes can be awarded as expected Otherwise review the Finances report to get an idea of what changes may be needed given previous public commitments Path Tournaments gt lt tournament name gt gt Reports gt
8. entertainment Assembling a budget Finding an underwriter or sponsor for any projected losses Announcing and advertising the tournament Preparing Announcements Opening and Awards Ceremony Registering attendees Ordering catering Setting up the tournament facilities Checking in attendees Exporting players list Making opening announcements Running the tournament Downtime before awards Posting results Striking the facilities Posting winners 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 7 Printing Certificates Holding the Awards Ceremony Forwarding captured AGA fees and membership forms Recording additional incomes and expenses Analyzing the finances Repeat as necessary Some of these steps may need to be worked on several times Some will be managed in parallel Some may be ignored In the following sections we include extra details for each step primarily as a memory jogger but also to show how and where GoClubsOnline contributes Steps requiring interaction or action with GoClubsOnline are italicized in green above and marked with an asterisk in the sub headings below For many just reviewing the above list may be enough Tournament Management Setting up a tournament profile You can begin the planning of your tournament by setting up a Tournament Profile in GoClubsOnline All tournaments are considered to belong to a Club Account in GoClubsOnline and
9. make this an easier task This paper describes how to hold a tournament using the tools available from GoClubsOnline There are other options that might be considered but by documenting at least one approach club volunteers can build on the experience and develop their own patterns for holding face to face F2F Go tournaments Occasionally you may be looking at organizing an on line OL tournament This too is encompassed within the tools of GoClubsOnline but the emphasis here is on F2F tournaments The approach documented here is based on many years of experience holding F2F tournaments for the Houston Go Club The job of the Tournament Director in executing a tournament on the day or days is touched on here but not addressed in detail The reader is recommended to consult the sister documents 34 GCOL Club Administration User Manual 3 GCOL Club Administration Tournament Budget What is GoClubsOnline GoClubsOnline is a web based application that allows club volunteers and organizers manage their club membership tournaments and other activities from anywhere in the world with Internet access On line information can be found at www goclubs org The User Manual referenced above is a good source of information on how the system works and includes tutorials on how to accomplish many tasks With an intuitive interface that guides the user with plenty of confirmation screens it is not hard for the basic computer user to get up to
10. speed very quickly In this document it is assumed too that you have created or inherited a Club Account in GoClubsOnline and that you are the or one of the Club Administrators See the User Manual or the web site if you do not yet have these privileges Where appropriate we have included GoClubsOnline menu paths of the form Path Main Menu name Menu Topic Menu Item example Path Clubs club name Tournaments Add a new tournament The lt name gt will not be required when there is just one club or one tournament that 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament the Club Administrator has privileges for or when a Club Administrator has Locked on to one tournament or club Outline Steps A fairly comprehensive lists of tasks for holding a tournament are in approximate chronological order Setting up a tournament profile Setting a date time and place Setting on line registration times Establishing any special requirements Deciding if a team committee will be needed Deciding on the format how many rounds sections schedule Deciding on catering requirements refreshments lunches etc Deciding on accommodation requirements Deciding on press coverage if any official photographer etc Choosing prizes and estimating their cost Speculating on the number and type of attendees Setting entry fees Deciding on ancillary events workshops lectures
11. 6 Running the tournament cee tite Sule wewen t rea nn nee danke xR dn ERR RE RARE a ERN EE ack 16 Downtime beforesawardS insist And deu edi cok ARN idee tack Ray aa Rae Ned eis 17 Posting FESUITS 2 c hah sncageeachdaetvasudasavacudsteeadecanstach dh savetadenevacedsivaanditateads 17 Striking the facilitiGs re rer era ne a nene ne EF ERR ERR KR gees cutee see 17 Posting winners cusoscssese teres a abs nad MIARA IRI NEIN IRERERUir er aieiaiei 17 Printing Certificates csse eri ve ege tipo odo ya PARE Fa g ded ERR Ee PARI y adeeiaaeascesaeuataws 17 Holding the Awards Ceremony iis 1 cce edixit rh eria tux RERO PEE E n AK ERR cries E Eua 18 Forwarding captured AGA fees and membership forms cccccceeeee eee eeeeeeeeeees 18 Recording additional incomes and expenses ccceceecee eee eee eee eee seat enna nents 18 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament Analyzing the finances Fiisncstadtanandzasemaerdeseanesdenaenesdaat nia an k iiai topics involving interaction with GoClubsOnline 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 5 Introduction Holding a face to face Go tournament for club members and the general public is a significant effort for club volunteers There are lots of details to consider budget prizes rounds and location among them With the advent of GoClubsOnline there are now plenty of tools available to
12. Path Tournaments tournament name Book keeping Analyze tournament sales by product Tables and charts are available for each of these reports The GCOL Club Administration Tournament Budget spreadsheet is provided as a tool to help with planning the design of prize purse options and generally to forecast how much the tournament is expected to profit or lose Expenses can include 4 Prizes Refreshments Lunches Room Rental Copying Mailing Tips 3 Pro Fees and Expenses Income can include 3 Tournament Fees 3 Donations Sponsorship income can be included in Donations The spreadsheet is setup for 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 13 budget numbers and actual numbers for later comparison The example included shows a two day tournament with prizes for Open one section and Handicap three sections players With 48 attendees the tournament shows a small profit Finding an underwriter or sponsor for any projected losses If your tournament starts to show a loss based on conservative projections either the club will be faced with underwriting the loss or a benefactor or two will be needed Reviewing tournament plans with influential club members may be a start Generally sponsorships are difficult to find The following resources may be worth considering approaching in no particular order 3 Asian consulates Asian communities Arts amp Education Fo
13. ditional transactions While club memberships AGA memberships tournament entry fees and AGA tournament fees will already have been captured other income and expenses have yet to be recorded Additional expense transactions might include 3 Prizes bought e g books Cash prizes given Room Rental Refreshments bought Lunches bought AGA Fees Additional income transactions might include 3 Donations 4 Book Sales Use the Tournament book keeping functions to make these records Path Tournaments tournament name Book keeping Record a new tournament transaction You can also use the Club book keeping functions to make these records but you will have to choose the tournament in the form each time Path Clubs club name Book keeping Record a new transaction Analyzing the finances Once all transactions associated with a tournament have been entered you can review the profit and loss position see how monies were spent by category and see how products were sold For transactions analysis Path Tournaments tournament name Book keeping Analyze transactions by category or to see pie charts directly Path Tournaments tournament name Book keeping Chart transactions by category For sales analysis Path Tournaments tournament name Book keeping Analyze sales by 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 20 pr
14. ent 16 Checking in attendees GoClubsOnline will let you use multiple check in stations for a large tournament Multiple check in lines saves time for your players and is more likely to keep you on time Each check in station will need its own Internet connection Smaller tournaments will probably do just fine with one Players registrations can be reviewed in advance to detect problems using the TD List of attendees report Path Tournaments gt lt tournament name gt gt Reports gt View TD list of attendees or the Ratings Comparisons Report Path Tournaments gt lt tournament name gt gt Reports gt View Ratings Comparisons Report Before the tournament monitor registrations for problems and contact them early to resolve any issues Any remaining problems are also dynamically identified during the check in process Path Tournaments gt lt tournament name gt gt Attendees gt Check in attendees See the GCOL Club Administration User Manual for details The main problems are Rank Disparities Ineligibility and missing AGA Fees Exporting Players Lists GoClubsOnline does not offer any pairings capability since this function is managed by several well known solutions After the close of on site check in either a list of all registrants or only those checked in can be exported to either PyTD v 1 55 v 2 0 or v2 5 or WinTD v1 7 Several options can be selected for the PyTD export Path Tournaments gt
15. ents to provide a framework for good tournament management and restraint of the unusual Downtime before awards There is always some downtime after the last round has been played and results are being analyzed to see who won Clubs use this time to offer additional activities Some to consider are 3 game analysis by a local strong player 3 short lecture on something unusual 3 complete a satisfaction survey E presentation of a Go related video Posting results Post the results of each round for players to review and detect any errors Pairings programs support the print out of many reports round results included Striking the facilities For non commercial venues volunteers are usually willing to help strike the playing and supporting areas and generally help in cleaning up Posting winners Once the winners have been identified but before the Awards Ceremony record them in GoClubsOnline Path Tournaments tournament name Attendees Record winners Against each attendee indicate which section they played in and which place they were awarded The results will be immediately available for visitors to see on line when the tournament is over This is also prepares for printing Prize Certificates in the next section Printing Certificates As an added benefit to participating clubs after the last round has been played and winners identified winners can be recorded in GoClubsOnline see above 2009
16. ion Begin Date and Online Registration End Date specify when a tournament will automatically wake up and accept on line registrations from subscribers The open period begins one minute after midnight at the beginning of the Begin Date and ends one minute before midnight at the end of the End Date Local times are effectively in use provided the Online Registration Time Zone hrs mins is properly set The time zone difference is relative to US Eastern Time where our servers are located While in the planning stages the Begin Date should be far enough ahead to give you time to get the details finalized The End Date should be set conveniently and close to the beginning of the tournament Establishing any special requirements From time to time you and your club may agree to host a qualifying tournament for the AGA Usually the organizers will have some of their own requirements on how the tournament should be run rules in force for example and how players qualify to participate Clarify these with the other organizers Clarify any needs of on line go server administrators Deciding if a team committee will be needed At some point it becomes clear that the tournament you are about to organize is more work than one person can handle in the planning stages Contact your most fervent volunteers and get together to decide how to manage it Deciding on the format While working on a tournament profile notice you can specify how long the
17. lt tournament name gt gt Attendees gt Export attendees for PyTD or Path Tournaments gt lt tournament name gt gt Attendees gt Export attendees for WinTD For WinTD the import takes the place of importing the much larger and slower AGA TDList In WinTD accept everyone as a player there is no need to make selections Exporting and importing the lists is very fast with live Internet connections and first round pairings can be prepared minutes after the close of on site check in Making opening announcements With notes for opening remarks and announcements all ready prepared see above only last minute changes will need to be included Running the tournament If players may wander from the playing room taking a roll call before play begins to confirm attendance and avoid problems with absences 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 17 The critical part of executing the tournament is the pairings for each round Practicing this process ahead of time with different scenarios using the pairings program of choice can help reduce stress when solving problems in the moment Pairings can sometimes be managed by a separate Pairings Coordinator relieving the Tournament Director to focus on the more public activities Players appreciate it when the pairings are promptly posted and the advertised schedule is maintained Some clubs may have developed Tournament Policy docum
18. member or Member Youth Handicap Non member or Member Adult Spectator Non member or Member Youth Spectator Non member or Member 3 Spectator Lunch Fee a total of 13 different fees Most of the time Spectator fees are set to zero The percent discount that Member fees may represent over Non member fees will be 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 12 calculated and shown on the tournament s registration form These fees are in addition to any AGA fees always in US or Club Membership fees that you may decide to collect Deciding on ancillary events Just like planning prizes providing ancillary events like pro lectures has an effect on attendance The cost of these events lectures and workshops may be offset by grants from the AGF if a proper case can be made Add the expected costs in the GCOL Club Administration Tournament Budget spreadsheet Assembling a budget Assembling a budget is easier with a history of tournaments If those tournaments were managed in GoClubsOnline then Book keeping reports about those tournaments can be used to assemble a budget for future tournaments A break down of tournament Income and Expenses provides useful information and the break down of Products Sold memberships etc at a tournament may also provide some useful pointers Path Tournaments tournament name Book keeping Analyze tournament transactions by category or
19. oduct or to see pie charts directly Path Tournaments gt lt tournament name gt gt Book keeping gt Chart sales by product For further analysis of transactions in other spreadsheet products you can export the tournaments transactions Path Tournaments gt lt tournament name gt gt Book keeping gt Export transactions csv Final Words We hope this outline of how to hold a tournament using the tools available in GoClubsOnline proves useful and productive Send us your comments and feedback to admin goclubs org especially if you have some good ideas on improving the documentation or the features of GoClubsOnline 2009 Cirrillian
20. on press coverage official photographer CtC ccccceeeeee esse eeeeeenae eee 10 Choosing prizes and estimating their COSt ccceeeee eect ee eee eee eee e 10 Speculating on the number and type of AattENdeeS ceeceeeeeeeee eee eaeeaeeaeeaeeaeeaes 10 Setting entry fees uiis sei vacates cee ce ERERRR SER KEREX EA ER KA ADAIR EAA ANE DAAA ROMRRRR X APA EE 11 Deciding on ancillary events e eddie ue tna nnn Daun dae ATENa EXHI gna neuer n Era RE ot 12 Assembling a budget 5 recie Iker pasada Rag RA RR RM DERU A ERE ed ack 12 Finding an underwriter or sponsor for any projected losses seeesse 13 Announcing and advertising the tournament sisiran tainen a tasa N ATTE 13 Preparing Announcements Opening and Awards Ceremon ccsceeeeeeeneeeneeees 13 Opening Announcements e t bep sa tdectecest ie X a adai EIAS 13 Awards Ceremony reri er urhe RdrrsRae Re te OR iaaa Taaa oversea E NER dieses 14 Registering attendees 2 iced eer erbe a ben va eves Ged aere dene x Ie ORE aue 14 Ordering caterihg a wis oii crate epi e tebe einer xe reb xe cb denen stare e REN ire RE Ed 14 Setting up the tournament facilities e tirer n ph rtr ex em RE EET a 15 Checking in attendees scc eee erro pec e OU ERE ERE EX OR n ec i in a Ra dtes 15 Exporting Playetrs LiStS s s ccsisiessentisbidenins aitextdeciecnnes Betis RIS RI Ert bela Ped S URACT 16 Making opening announcement Sivas ed RO n RR TER QE EA MR ERR RU aa 1
21. ournament facilities Depending on the location volunteers will be needed to set up tables chairs boards stones clocks notice boards etc Table numbers or more precisely board numbers are a useful addition to allow players to find their opponent without having to ask around and then choose a board Table numbers are useful to position stronger players lower table number away from sources of noise and other distractions Pairings programs usually assign table numbers for each round Consider arranging a lunch and refreshment area outside the tournament room In addition to playing tables provide areas or tables for 3 pairings coordination computer and printer 3 check in volunteer computer and printer 4 prizes 3 supplies Provide supplies such as pens 2 colors and game recording sheets Arrange for Internet connections if possible or use printed reports from GoClubsOnline prepared beforehand In case Internet connections are not available or in case connections are lost during the tournament print out the Finances report Path Tournaments tournament name Reports View finances and the Ratings report Path Tournaments tournament name Reports View Ratings Comparisons Report A podium or lectern for announcements can also be useful If commercial premises are used share these requirements with the premises operator 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournam
22. ready on the day Some things to consider covering include 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 14 rules in effect komi etc procedure for reporting results prizes to be awarded to what bands how to use any clocks tie breakers 3 and any local requirements Awards Ceremony Some clubs like to round out the tournament experience with a friendly but professional Awards Ceremony Consider preparing notes for 314 Acknowledgement of and thanks to volunteers sponsors etc 34 Acknowledgement of and thanks to visiting players 3 Award prizes E Future events Registering attendees GoClubsOnline is based on the practice of players registering themselves for any tournament during the open on line registration period The normal sequence is that visitors to GoClubsOnline will create their own Personal Account in their own time by Registering with the site Visitors only have to do this once Before registering for any tournament offered subscribers are required to complete their contact information phone number mailing address Tournament Registration forms will capture all the needed details based on the tournament profile originally created by the Club Administrator The attendee will be shown a summary receipt after completing their registration with instructions on how to pay The details of how to pay are included by the Club Administrator in the tournament profile
23. to provide lunch or lunch boxes identify a local caterer e g sandwich shop who can provide options and perhaps even deliver locally Sometimes you will need a volunteer to go and collect lunch boxes While working on a tournament profile notice you can specify lunch options Make an informative list separated by commas in the Lunch Choices field Registrants will be able to select each option on their tournament registration form Do not forget to include None Here s an example of six choices Beef Chicken Turkey Ham Cheese Tuna Vegetarian None and then for a two day tournament the registration form will show Chicken Turkey Ham n Cheese Tuna Vegetarian None e Beef Chicken Turkey Ham n Cheese Tuna 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 10 Deciding on accommodation requirements For tournaments that last several days or that run in conjunction with workshops or other events or are located distant from urban centers you may have make arrangements for overnight accommodation for the players and any visitors The annual US Go Congress is the prime example of this Retreat centers are sometimes attractive venues that offer reasonable rates Deciding on press coverage official photographer etc It seems you can never get enough press coverage for tournaments Local Asian publications may show an interest if contact can be made The AGA eJournal is al
24. undations American Go Foundation for Ing Funds Local Authorities Cultural Affairs Departments Announcing and advertising the tournament Once a tournament profile is established in GoClubsOnline it will be automatically announced to logged in visitors to GoClubsOnline in the All available tournaments list Once the tournament s open period arrives the tournament will be listed on the site s Login page As a Participating Club you can also include simple HTML code in your club s website to include the GoClubsOnline tournament information Requests for the needed code can be emailed to admin goclubs org Once installed no more maintenance is needed since the called scripts recognize the dates in tournaments and whether or not they should be included For North American tournaments the details of the tournament can be included in the AGA Events Calendar see http www usgo org usa events php a add Other PR activities include listings in local newspapers community centers bookstores Asian food stores local radio stations local events websites etc The limitation is in the amount of time volunteers are prepared to spend on these activities Preparing Announcements Opening and Awards Ceremony Opening Announcements Before rounds start on the day of the tournament it is always wise to announce to your players some of the basic expectations of how you plan to run the tournament Assemble your ideas in advance to be
25. ways looking for stories Commercial press publications provide their own photographer Choose a volunteer as club photographer to take pictures for the club website and any material sent to the AGA eJournal Lighting and backgrounds can sometimes a problem but with some prior planning and experience there is always the opportunity to get some great pictures The eJournal also likes to have pictures of children playing Go Obtain any parental approval as necessary Choosing prizes and estimating their cost Prizes can be a big attraction for players A tournament s reputation and standing in the local go community may depend on prizes offered Organizers are known to offer Plaques 20 30 Trophies 10 Books 15 20 Equipment 50 and up Certificates free Cash 3 Combinations of the above Against each option note the estimated prices as of 2009 and obtain accurate numbers before hand from vendors Most Go book and equipment vendors offer discounts for Go Clubs See the AGA web site for lists of suppliers Discounts can be in the 15 20 range After a tournament but before the awards ceremony GoClubsOnline can be used to print Prize Certificates from a selection of different designs This is now an inexpensive option for the price of paper and ink for each winner Choose good quality paper See the section Printing Certificates 2009 Cirrillian GoClubsOnline Club Administration Holding a Club Tournament 11
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