NBBA WORLD SERIES PLANNING GUIDE

MISCELLANEOUS:

1. HOSPITALITY:
1. Decide what you will provide in your hospitality room (i.e. games, cards, darts, free refreshments, etc).
2. Make sure you have a secured place to keep any money from sales of souvenirs while the room is open and when it is closed.
3. Have all printed items available here. Where possible, provide Braille and large print copies of important information like the schedule of events and directions to the fields.
4. This should be the location of all your tournament information – round robin games, schedules and field assignments, bracket information, end of day game results and scores, etc.
5. Make sure your volunteer staff has all the information they will need for answering questions about the tournament.
6. Make sure EVERYONE knows where this room is located!!!
7. Make sure you remember to allow time to label all your Adopt-a Balls!!! Be sure the volunteer doing the marking has good, clear penmanship.
8. Programs: decide if you will have these. If so, try to include as much information here as possible (i.e. schedule of events, directions/maps to fields, game schedules (where known), and transportation schedules). This will cut back on your hospitality room “clutter”.
2. If your fields are close to a residential area, consider passing out “no mowing on ‘x’ days during ‘y’ hours, please” along with a brief explanation flyers to residents. Nothing messes up a beepball game, especially the Championship games, like a lawn mower, wood chipper or electric/gas powered saw.
3. Make things easier on your field set up/tear down crews. Provide specific directions for them and try to keep items needed at each field in separate containers if possible. This will allow for a more efficient setup/tear down each day. Provide a list of equipment and other items that will be provided for your equipment manager. This will give him an inventory to work off of each day.
4. If you contact the NBBA secretary, he/she will work with you to provide “scorekeeper” packets. They will contain score sheets, roster forms, and all evaluation forms, plus everything else that will be needed by a scorekeeper to keep stats in the proper way each day. The secretary will discuss with you how you would like to handle the details and/or costs associated with this task.
5. Souvenirs: decide what you will sell. T-shirts, ball caps, tote bags, and other logo items have been sold in the past. Every host city has offered T-shirts. The current rate (as of 2004) is $10/shirt S-XL and if needed, $12/shirt in 2X and 3X sizes. Make sure you leave enough time to order your items and get them back before your event (so that if there are errors, they can be corrected). You will need to decide on the total number of items to order, and if necessary, what quantity of each size to order. There is no magic number, just plain guesswork. Try not to over order. You don’t want to be stuck with left over merchandise.
6. FINALLY, if you have any questions, concerns or just need to vent, feel free to contact any NBBA tournament committee member. Also, use the knowledge of former host city chairpersons. They can be a huge help in do’s and don’ts associated with hosting a World Series event.
7. GOOD LUCK and HAVE FUN!

Back to the World Series Home Page