Tips for Tournament Host Schools

Helpful tips for hosts of all tournaments

As per our constitution: Withdrawals from tournaments

A school team withdrawing from an Association championship, without due process and or repeatedly, may be placed on probation or may face possible suspension from further competition in that sport or any sport that year and in the following year.  The decision shall be made by the executive with consultation from the coordinator and other member schools.

Due process for a withdrawal from an Association championship is written or direct verbal communication with the coordinator 20 school days prior to the event.  Failure to follow this due process will result in the withdrawing school forfeiting their fee and paying a fine of $250.00 for each withdrawal.  A letter from the president will then be sent to the administration of the offending school, explaining the violation and the penalty.  The fine is payable immediately to the association.  If it is not paid immediately, the fine will be added to the school’s registration the following year.

1. Cross Country Tournament Tips:

  • set up a route between 3 km and 5 km.
  • mark out route with flags or neon tape tied to trees.
  • have a runner run the route once, the day before the meet, to make sure the route is easily discernable.
  • have the finish line clearly marked
  • recruit competent adults to time and record times in proper age groups.

Awards (these are the minimum)

  • the Association trophy for the top school
  • an Association Championship banner for the winning team
  • 6 medallions, one for each division winner
  • ribbons for 2nd to 6th place in each division

2. Volleyball Tournament Tips

**Send out draw at least 1 week before tournament.

  • make sure you have good nets with antenna on them
  • make a note of any serving or out of bound impediments that will need to be discussed with coaches.
  • make sure you have at least 2 good leather game balls. (Tachikara )
  • make sure you have competent minor officials and lines people for each match.
  • no gate charge for Gr. 8 and Jr. tournaments.
  • Gr. 8’s:-minimum of 4 matches (8 games) per team.
    • Competent Adult or carded up official for the Gold and Bronze medal games
  • Jr.’s: – minimum of 4 matches (8 games) per team.
    • Competent Adult or carded up official for semi-final and final rounds of the tournament
  • Sr.’s: – minimum of 4 matches (8 games) per team.
    • A carded up official for the entire tournament as available. When carded officials are unavailable, a competent adult will officiate.

Awards (these are the minimum)

Gr. 8 – an Association trophy for the Championship team

      • gold medals for the top team
      • ribbons for 2nd – 4th (if there is enough money in the budget, medals for 2nd & 3rd)

Juniors – an Association trophy for the Championship team

      • gold, silver, and bronze medals for the top 3 teams
      • a plaque or small trophy for the tournament MVP
      • if there is money in the budget, something small for 6 team all stars

Seniors – an Association trophy for the Championship team

      • an Association Championship banner
      • gold, silver, and bronze medals for the top 3 teams
      • plaques/trophies for 6 all-stars (12 if there are 12 or more teams in the tournament)
      • a plaque/trophy for the tournament MVP

Sample Volleyball Draws

      • Round Robin in pools with Playoffs for top 2 in each pool
      • Round Robin with only 1 playoff game
      • Power pools

3. Basketball Tournament Tips

**Post draw at least 1 week before tournament.

      • book carded referees well in advance
      • make sure your backboards are in good working order
      • make sure you have mats on the wall under the hoops.
      • you should have at least 1 good leather game ball of the proper size. (Size 6 for all girls and gr. 8 boys, Size 7 for Junior and Senior Boys)
      • make sure your score clock and 30 sec. clock are in good working order.
      • no gate charge Gr. 8 and Jr. tournaments
      • Gr. 8’s: – 3 games minimum with 8 minute quarters
      • courtesy rule of no pressing when there is a 20-point difference in score.
      • Jr.’s: – 3 games minimum with 8 minute quarters.
      • courtesy rule of no pressing when there is a 20-point difference in score.
      • Sr.’s: – 3 games minimum per team

Awards (these are the minimum)

Gr. 8 – an Association trophy for the Championship team

      • gold medals for the top team
      • ribbons for 2nd – 4th (if there is money in the budget, medals for 2nd and 3rd)

Juniors – an Association trophy for the Championship team

      • gold, silver, and bronze medals for the top 3 teams
      • a plaque or trophy for the tournament MVP
      • if there is money in the budget, 5 team all star awards

Seniors – an Association trophy for the Championship team

      • an Association Championship banner
      • gold, silver, and bronze medals for the top 3 teams
      • plaques/trophies for 5 all-stars (basketball) (10 if there are 12 or more teams in the tournament)
      • a plaque/trophy for the tournament MVP

Sample Basketball Draws

      • Round Robin with only 1 playoff game
      • a typical 8 team draw

4. Badminton Tournament Tips

      • make sure you have enough courts available
      • check nets and standards to make sure they are regulation
      • make sure you have enough birds (at least 50 of the Mavis 300: colour- yellow)
      • endeavour to provide 3 matches to 11, 15, or 21 points per competitor
      • no gate charge
      • a school rep. (E.g.. teacher, employee, board member) must accompany any participating players. This statement must be included in the tournament information sent to participating teams.
      • school shirts preferred
      • players may enter 2 categories. It is up to the coordinator if a 3rd is allowed.

Awards (these are the minimum)

      • an Association trophy for the overall Champion school in each age division (gr. 8, junior, and senior)
      • medallions for 1st, 2nd, and 3rd place in each category (i.e. girls singles, boys singles, girls doubles, boys doubles, mixed doubles)
      • an Association Championship banner for the winning Senior team
      • ribbons for the 4th place finishers in each category

Sample Draws

      • Small pools with round robin play. Then a single elimination playoff
      • Double elimination only (less games for players)

5. Track & Field Tournament Tips

      • make sure track facilities and equipment are booked.
      • recruit lots of competent helpers for record keeping, running results to record keepers, helping time, etc.
      • gathering all required equipment together
      • assembling coaches packets with schedule, officiating duties, and adhesive stickers for “show and go”(different colours for each division)
      • ONE MONTH prior to the meet, schools must have their eligibility forms in to the host school.
      • a non-refundable deposit of $75.00 will be required at registration time. Entry fees over and above this deposit will be required at the meet.
      • ** – cost is $4.00 per athlete.
      • events will be 100, 200, 400, 800, 1500, 4X100, 4X400, Long Jump, Triple Jump, High Jump, Shot Put, Discus, Javelin, and the Sprint Hurdles. Additional events will be up to the discretion of the coordinator.
      • each school is allowed 3 entries in each event in Grade 8 and Junior and 4 in each event in the Senior division.
      • a “show and go” method is recommended for the meet.
      • each attending school must fulfill an officiating obligation to meet standards.

* Contact Sean Engbers at Surrey Christian for a very detailed checklist.

Awards (these are the minimum)

      • an Association trophy for each age and gender division
      • an Association trophy to the overall “A” Small Champion school
      • an Association trophy to the overall “AA” Large Champion school
      • an Association Championship banner to the winning Senior team (Large and Small School)
      • a medallion to each of the aggregate winners in each of the age and gender divisions (6 in total)
      • ribbons for the first 6 finishers in each event

6. Soccer

**Post draw at least 1 week before tournament.

          • book carded referees well in advance
          • book fields in advance
          • make sure you have proper nets set up and ready to go
          • you should have at least 2 good game balls of the proper size.
          • 3 games minimum per team

Awards (these are the minimum)

    • an Association trophy for the Championship team
    • an Association Championship banner
    • gold, silver, and bronze medals for the top 3 teams
    • a plaque/trophy/Golden Boot Award for the tournament MVP