Hello,
I haven't really had a chance to talk specifics and what kind of setup I have for Balizinha. When setting up a tournament, I like to think about before the event, during the event, and after the game.
Before the Event:
Announce your tournament at least 10 days in advance
Send an email every day, once per day, to make people aware of the event
Make sure that the description of the game mentions parking, what to wear, the type of surface you're playing on and where exactly to find the group.
For Balizinha, I recommend announcing teams before the event, increasing anticipation.
Go scout the location the day before, so there are no surprises with the venue. Do not host an event at a site, sight unseen
Make sure that pinnies are washed and grouped together, so you are not scrambling the day of the game. Note: try to use a detergent that is neutral regarding smell. You may find that some players are sensitive to certain smells.
Time your travel, so you can arrive at least 15 minutes before the start of the event.
When you arrive at the venue be sure to sweep or remove objects that may interfere with play.
Have a predetermined schedule. I can share with you a sample of our in-game program in a later post.
Have the right equipment. For Balizinha, I recommend these goals, two of these balls, these pinnies and as a bonus, this portable speaker. Other things to consider: a mesh bag to carry the balls and pinnies, a first aid kit with plenty of ice packs.
During the Event:
Be sure to greet people and learn names.
Give the players 10 minutes to warm up. This will give players enough time to get to the venue. I am going to start experimenting with a group warm up this winter season; check in on a later post to get a report.
Have a "team captain" (a long-time member) from each team hand out the pinnies to save time.
Have your phone with you in case there is a last minute cancellation, or someone is running late. You will also need your phone to keep track of time. At Balizinha, we run 8-minute games with a 1 minute transition time so maintaining time is essential.
If you are playing music, set it up before the game. Make sure that devices are fully charged or be sure to pack the chargers for each device. At Balizinha, we have a laptop or an iPad for real-time stats and a speaker, so we have to remember to pack chargers. We also film the finals on Facebook live for our closed group, so we want to make sure to have a phone charger.
Have the dividers down at the beginning. We use two courts for Balizinha, so the venue that we rent has a divider that comes down and prevents the ball from going into the adjacent court.
At the 10 minute mark, assemble the group in a circle and explain the rules. Remember that all great speeches start with a "thank you." Use this time to welcome new players and explain the rules.
Once the first games start, you'll have some time to breathe. You are going to need someone hitting stop and start on the clock when you are out playing. Or have the timer connected to the speaker so you can hear when the session ends.
Be one step ahead. After a game, the next match is quickly announced to limit downtime. Make sure to collect scores after to update the stats.
After the Event:
Clean up. Leave the venue cleaner than you found it
Announce the next event immediately after the game
Reach out to members who attended and thank them
Wash pinnies
Reflect on the event. As an organizer, I have learned to look for clues. I receive one hint (something that could become a more significant issue if ignored) every event and I must address the problem no matter how small before the next tournament. This prevents a perfect storm of mishaps.
Now that you have all of the steps...just rinse and repeat. Was this helpful? What are some things that you do for your events? Did I miss anything? Comment down below.
Happy Organizing!
Written by Fredson Gomes - cofounder of Panna Social Leagues and organizer of BalizinhaFC
