You are viewing a condensed mobile version of this NASPA webpage.
Switch to full version.
(→Staff: update) |
(→Supplies: + printer, but WJ laptops optional) |
||
(14 intermediate revisions by 2 users not shown) | |||
Line 1: | Line 1: | ||
− | This '''tournament checklist''' | + | This '''tournament checklist''' was originally written by [[John Chew]] around the year 2000, and has been revised since the transition from the [[NSA]] to NASPA. |
== How to Direct a SCRABBLE Tournament == | == How to Direct a SCRABBLE Tournament == | ||
− | This document covers everything you need to have and do to run a successful [[SCRABBLE]]® [[tournament]]. If | + | This document covers everything you need to have and do to run a successful [[SCRABBLE]]® [[tournament]]. If there’s anything missing, please contact [[John Chew]]. |
The AGA has a much more [http://www.usgo.org/resources/downloads/AGATDGuide.pdf detailed guide to running Go tournaments], which is worth reading even for SCRABBLE [[directors]]. | The AGA has a much more [http://www.usgo.org/resources/downloads/AGATDGuide.pdf detailed guide to running Go tournaments], which is worth reading even for SCRABBLE [[directors]]. | ||
Line 14: | Line 14: | ||
* chosen a date (check for conflict with local events, religious holidays) | * chosen a date (check for conflict with local events, religious holidays) | ||
+ | * applied to have your tournament [[Tournaments#Sanctioning_Tournaments|sanctioned]] by the [[Tournament Committee]]; you should really do this as early as you can to alert other local directors so they can work around your scheduled event (there is an absolute 6-week minimum notice requirement for booking an ORT) | ||
* decided on a schedule (how many 65-minute rounds, how many 7- or 8-round days, start times, breaks) | * decided on a schedule (how many 65-minute rounds, how many 7- or 8-round days, start times, breaks) | ||
* chosen a tournament structure (round-robin or Swiss) | * chosen a tournament structure (round-robin or Swiss) | ||
Line 19: | Line 20: | ||
* printed and distributed tournament flyers | * printed and distributed tournament flyers | ||
* booked your venue and inspected it to make sure it is suitable | * booked your venue and inspected it to make sure it is suitable | ||
− | |||
* recruited your key staff | * recruited your key staff | ||
* set up a tournament website, including a copy of your flyer and a list of registrants, and (optionally) asked [http://www.cross-tables.com cross-tables] to advertise it. | * set up a tournament website, including a copy of your flyer and a list of registrants, and (optionally) asked [http://www.cross-tables.com cross-tables] to advertise it. | ||
− | If possible, you should get all of these done as early as twelve months before the date of the tournament. | + | If possible, you should '''get all of these done as early as twelve months before''' the date of the tournament. |
=== One Month Before === | === One Month Before === | ||
Line 69: | Line 69: | ||
* be ready to start registration, with nametags and scorecards laid out in alphabetical order ready for players to pick up | * be ready to start registration, with nametags and scorecards laid out in alphabetical order ready for players to pick up | ||
− | == Registration == | + | === Registration === |
It’s good to allow an hour for registration for every hundred registrants. The registrars should check people off on their registration lists and collect any fees owing. They should ask players to pick up their nametag and scorecard. As soon as all the players for each division are present, the pairings officer should be informed. | It’s good to allow an hour for registration for every hundred registrants. The registrars should check people off on their registration lists and collect any fees owing. They should ask players to pick up their nametag and scorecard. As soon as all the players for each division are present, the pairings officer should be informed. | ||
− | == Opening Ceremony == | + | === Opening Ceremony === |
You should: | You should: | ||
Line 116: | Line 116: | ||
=== Budget === | === Budget === | ||
+ | |||
+ | Here is a list of typical categories that you may need to account for. | ||
* Revenue | * Revenue | ||
Line 160: | Line 162: | ||
Some tournaments offer as little as 40-50% prize return on entry fees, especially if their venue or catering expenses are higher than usual; others offer as much as 100% or even several hundred percent, if they can find generous sponsorship. You should budget carefully to see what you can afford, advertise the percentage return, and stick to it. | Some tournaments offer as little as 40-50% prize return on entry fees, especially if their venue or catering expenses are higher than usual; others offer as much as 100% or even several hundred percent, if they can find generous sponsorship. You should budget carefully to see what you can afford, advertise the percentage return, and stick to it. | ||
− | [[ | + | The [[NASPA Store]] offers quantity discounts to NASPA directors wanting to purchase merchandise for use as prizes. Offer these and other noncash prizes as additional place prizes, special category prizes (high word, high/low win, theme words, early bird, door, etc.) |
− | |||
− | |||
=== Staff === | === Staff === | ||
Line 193: | Line 193: | ||
You need to obtain the following miscellaneous supplies: | You need to obtain the following miscellaneous supplies: | ||
+ | * adhesive tape, adhesive putty or pushpins for posting printouts | ||
* baskets/trays for slips and stickers (one per table) | * baskets/trays for slips and stickers (one per table) | ||
* blank letter-size paper (at least ten sheets per division per round) | * blank letter-size paper (at least ten sheets per division per round) | ||
* cash prize envelopes (one per prize, with some extra) | * cash prize envelopes (one per prize, with some extra) | ||
− | |||
* in-box for result slips (one per data entry person) | * in-box for result slips (one per data entry person) | ||
* nametags (one per player and staff member, with some extra) | * nametags (one per player and staff member, with some extra) | ||
* paper clips, stapler, staples | * paper clips, stapler, staples | ||
+ | * power strip/bar and/or extension cord, in case nearest outlet is too far or not working | ||
+ | * printer, power cable, USB cable, paper, spare ink cartridge | ||
* spare clock(s), tiles, racks, boards | * spare clock(s), tiles, racks, boards | ||
− | * | + | * word judge laptops, one per 40 players and at least one per room, if in use |
− | * | + | |
+ | You might find the following items useful: | ||
+ | * iPhones or iPod Touches for valet score entry at a paperless tournament, if using [[tsh]] | ||
+ | * laptops and monitors/projectors for displaying electronic scoreboards at a paperless tournament, if using [[tsh]] | ||
* walkie-talkies for staff, if you have more than one room | * walkie-talkies for staff, if you have more than one room | ||
− | * | + | |
+ | You no longer need the following items: | ||
+ | * in-box for Contestant Scorecards (CSCs): they no longer have any official standing, so players should not be turning them in. | ||
You need to bring the following information and documents: | You need to bring the following information and documents: | ||
Line 212: | Line 219: | ||
* emergency contact numbers for venue liaison and your staff | * emergency contact numbers for venue liaison and your staff | ||
− | You need copies of the following documents available | + | You need copies of the following documents available: |
− | * [[Directors Manual| | + | * [[Directors Manual|NASPA Director’s Manual]] (one per rules adjudicator) |
− | * [[Tournament rules| | + | * [[Tournament rules|NASPA Tournament Rules]] (one per rules adjudicator) |
− | * [[OTCWL|Official Word List]] (one per room | + | * [[OTCWL|Official Word List]] (one per room, in case of power failure) |
− | |||
− | You need to print the following documents, much of which are available at my [http://www.math.toronto.edu/jjchew/scrabble/paper supplies page] or at | + | You need to print the following documents, much of which are available at my [http://www.math.toronto.edu/jjchew/scrabble/paper supplies page] or at [[http://scrabbleplayers.org/w/Director#Resources_for_directors NASPA’s forms page]]. |
* Combined blank designation/challenge/result slips (tally sheets), colour-coded by division (0.55 per player per round) | * Combined blank designation/challenge/result slips (tally sheets), colour-coded by division (0.55 per player per round) | ||
Line 229: | Line 235: | ||
* Prize chart for emcee and Vanna’s reference (2) | * Prize chart for emcee and Vanna’s reference (2) | ||
* Three-game tracking/scoresheets (1/10 per player per round) | * Three-game tracking/scoresheets (1/10 per player per round) | ||
+ | |||
+ | If you are using wall-charts, you will also need: | ||
* Wall-charts, one per division | * Wall-charts, one per division | ||
* Wall-chart stickers, colour-coded by type (0.6 W, 0.6 L, 0.01 T per player per round, 2 B per round) | * Wall-chart stickers, colour-coded by type (0.6 W, 0.6 L, 0.01 T per player per round, 2 B per round) | ||
Line 234: | Line 242: | ||
=== [[Tournament venue|Venue]] === | === [[Tournament venue|Venue]] === | ||
+ | * Suitable areas to post printed results: you may need permission to post paper on walls, or obtain easels instead | ||
* Good lighting (bright but no glare) | * Good lighting (bright but no glare) | ||
* Good ventilation and climate control (players will heat up the room over the course of the day) | * Good ventilation and climate control (players will heat up the room over the course of the day) | ||
* Accessibility to the [[special needs|handicapped]] | * Accessibility to the [[special needs|handicapped]] | ||
− | * | + | * Table space: a Scrabble board measures 24 inches diagonally, and needs space at either end for tile racks, a space to the side to fit a clock and tile bag, and space for a letter-sized scoresheet. It is possible to squeeze this all onto a 30 inch by 30 inch square board, but then players will start stacking extra equipment on the floor, resulting in a tripping hazard. The best tables to use are rectangular banquet tables, either 6 feet long or 8 feet, which can comfortably accommodate four players at two games (or squeeze in a third on an 8-foot table). Tables that are significantly wider than 30 inches may not accommodate short players or players with short reach; a 36 by 36 inch square table will only work for larger players, while a 36-inch round table may work for all players, as long as the board is placed off-center. Tables should be high enough to accommodate wheelchair players (in a pinch, they can be elevated on books or stacks of paper). Some venues offer 18 inch by 6 foot tables; putting these together is a poor substitute for a 30 inch by 6 foot table, because the reach is too far, and the table surface uneven down the middle. Allow for at least one six-foot table for every two staff members, located as close to the exit as is possible; one table for every word judge laptop (may be colocated with staff tables); additional tables may be required for scoreboards. |
+ | * Chairs: each player needs at least one chair. Extra chairs are helpful for: game annotators, keeping player possessions off the floor, stacking chairs to provide extra height for short players. Chairs should be sturdy, not prone to collapsing, comfortable, and of an appropriate height compared to the table. | ||
+ | * Aisle space: each player must be able to move to the word judge station without disturbing other players during a game, and staff must be able to reach each game without disturbing players. Three feet is enough space for players to walk in single file; four feet for wheelchairs to operate in single file; five feet is required for a wheelchair to rotate; six feet for players to walk side by side or pass each other in opposite directions. Able players will take about 1.5 feet of clearance back from their tables when seated, so when there is an aisle only at one end of the table, there should be at least 1.5 + 3 + 1.5 = 6 feet between rows; or just 1.5 + 1.5 = 3 feet when there are aisles at both ends. If scoreboards are in the room, allow space for half the players to observe them at any one time. On travel days, or days when players can be expected to carry bulky outerwear, allow extra space for storage. Allow extra space at exits to prevent congestion. | ||
+ | * Overall space requirements: if seating able players at standard 30 inch by 6 foot rectangular banquet tables with aisles at each end of each table, you need a minimum of (1.5 + 2.5 + 1.5) × (1.5 + 6 + 1.5) = 49.5 square feet per table, or 12.5 square feet per player, averaged over a large space (not taking into account extra aisles at the edge of the room); and a maximum of (3 + 2.5 + 3) × (3 + 6 + 3) = 102 square feet per table, or 25 square feet per player. If you are trying to squeeze players into close to the minimum space requirement, draw up a floor plan to make sure that tables and aisles will fit the shape of the room. | ||
+ | ** Example (20 players): six (including one table for staff) standard 30 inch by 6 foot rectangular tables placed in a 2 × 3 grid could be arranged as follows: | ||
+ | *** (3 + 6 + 3 + 6 + 3) × (3 + 2.5 + 3 + 2.5 + 3 + 2.5 + 3) = 21 × 19.5 = 409.5 square feet with three aisles, tightly spaced | ||
+ | *** (6 + 6 + 6 + 6 + 6) × (6 + 2.5 + 9 + 2.5 + 9 + 2.5 + 6) = 30 × 35 = 1,050 square feet with three aisles, loosely spaced | ||
+ | *** (6 + 3 + 6) × (3 + 2.5 + 6 + 2.5 + 6 + 2.5 + 3) = 15 × 25.5 = 382.5 square feet with one central aisle, tightly spaced | ||
+ | *** (6 + 6 + 6) × (6 + 2.5 + 9 + 2.5 + 9 + 2.5 + 6) = 18 × 37.5 = 675 square feet with one central aisle, loosely spaced | ||
+ | *** (3 + 2.5 + 6 + 2.5 + 3) × (3 + 6 + 6 + 6 + 3) = 17 × 24 = 408 square feet with tables oriented parallel to three aisles and no space between ends of tables, tightly spaced | ||
+ | *** (6 + 2.5 + 9 + 2.5 + 6) × (6 + 6 + 6 + 6 + 6) = 26 × 30 = 780 square feet with tables oriented parallel to three aisles and no space between ends of tables, otherwise loosely spaced | ||
+ | ** If you’re working backward from the rectangular dimensions of a potential venue, after checking for obstructions that may reduce the effective dimensions, try orientation tables first one way, then the other. For each orientation, calculate how many tables will fit into a grid. For example, if you have a 20-foot length, you can fit two 6-foot tables leaving 8 feet for aisle space, but you can't fit three 6-foot tables; alternately, 20 feet fits three 2.5-foot table widths and six 1.5-foot chair clearances, with a tight 3.5 feet left over for one aisle. | ||
+ | * A designated place for other tournament directors to display flyers | ||
+ | * Designated areas for vendors, if any | ||
* Electrical outlet(s) near staff table | * Electrical outlet(s) near staff table | ||
* Internet access if you’re providing web coverage | * Internet access if you’re providing web coverage |
This tournament checklist was originally written by John Chew around the year 2000, and has been revised since the transition from the NSA to NASPA.
This document covers everything you need to have and do to run a successful SCRABBLE® tournament. If there’s anything missing, please contact John Chew.
The AGA has a much more detailed guide to running Go tournaments, which is worth reading even for SCRABBLE directors.
At this point, you should have:
If possible, you should get all of these done as early as twelve months before the date of the tournament.
At this point, you should have:
At this point, you should have:
At this point, you should have:
At this point, you should have:
It’s good to allow an hour for registration for every hundred registrants. The registrars should check people off on their registration lists and collect any fees owing. They should ask players to pick up their nametag and scorecard. As soon as all the players for each division are present, the pairings officer should be informed.
You should:
See the tsh user’s guide.
For tournaments with a two-player final round, see also the somewhat obsolete Pairing Two-Victor Tournaments.
You should:
You should:
Here is a list of typical categories that you may need to account for.
If your venue has a catering service, you will probably have to use it. If not, try to get local players to help out. Offer to reimburse them for their expenses, don’t forget to thank them at the closing ceremony.
All through the event you will need:
At the start of the day, you will need:
If you can, provide a good lunch for players. A surprising number of players judge tournaments on the food offered, and for many it will be the only time when they can relax and socialize.
Most tournaments do not provide dinner, but if your venue offers you a good deal, it’s certainly worth passing it on to your players. Make sure the menu includes options for players of different dietary needs, including at least vegetarian and kosher.
A reasonable calculation for cash prizes is: 30% of entry fees to the winner of each division, 15% to the runner-up, and another 15% divided among lower-ranked players with the smallest prize being equal to the entry fee. In a large division, use a 30%/10%/10% split instead and give 10% in class prizes to players seeded in the bottom half. In either of these schemes, you could pay prizes to approximately the top quarter of the field.
Some tournaments offer as little as 40-50% prize return on entry fees, especially if their venue or catering expenses are higher than usual; others offer as much as 100% or even several hundred percent, if they can find generous sponsorship. You should budget carefully to see what you can afford, advertise the percentage return, and stick to it.
The NASPA Store offers quantity discounts to NASPA directors wanting to purchase merchandise for use as prizes. Offer these and other noncash prizes as additional place prizes, special category prizes (high word, high/low win, theme words, early bird, door, etc.)
You need staff to fill the following positions. Some people may have more than one job, except as noted.
You need to obtain the following miscellaneous supplies:
You might find the following items useful:
You no longer need the following items:
You need to bring the following information and documents:
You need copies of the following documents available:
You need to print the following documents, much of which are available at my supplies page or at [NASPA’s forms page].
If you are using wall-charts, you will also need:
This page was last edited on 2 May 2023, at 13:37. Privacy policy
Copyright © 2024 NASPA All rights reserved. SCRABBLE is a trademark of Hasbro, Inc. in the USA and Canada, and of Mattel, Inc. elsewhere. NASPA and its activities are neither endorsed by nor affiliated with Hasbro or Mattel. For more information about NASPA or for comments or issues with this page, please email us.