Tournament Manager Programme

Core responsibilities

Items specific to the community game are highlighted in yellow

Ongoing

  • Maintain close contact with tournament staff to be aware of existing or potential issues, both tournament-wide and specific to teams or venues. Manage such issues to reduce and eliminate risk and impact.
  • Build and maintain close relations with the venue staff, in particular match management staff.

Pre-tournament

Tournament management

  • Review the facility, meet with facility personnel, confirm tournament expectations and available resources (budget, personnel, equipment, etc.) Prepare an Emergency Action Plan (EAP).

  • Meet with tournament management staff to review tournament-specific planning (run sheet, venue layout, security, medical, broadcasting and media).

Team venue familiarisation

  • Ensure that all team representatives, officials and volunteers are informed of the facility location and details, parking arrangements, location of water and bathrooms, schedule, medical services, Emergency Action Plan (EAP), and other information for the event.

  • Plan and deliver a Team Manager Briefing regarding the venue, logistics, player and medical services, disciplinary procedures, security, transport, etc. Where this is not suitable, provide event information to team managers well in advance of the event.

Tournament day (pre-start)

Represent the Host Organisation

  • Represent the organisation with jurisdiction over the matches in all matters relating to the playing enclosure, the conduct of the matches and the elements related to teams in the organisation of each match, through maintaining contact with relevant team, venue and tournament personnel.

Chair the pre-tournament meetings

  • Conduct the pre-tournament meetings with all the tournament stakeholders (Venue Familiarisation, Match Officials, Medical, Match Day Operations).

Terms of Participation

  • Monitor the implementation of the tournament terms of participation by teams and team members and address any potential breaches.

Synchronise timings

  • Ensure all key operational staff have the same time on their devices.

Ensure completion of Tournament Run Sheets

  • Ensure the Tournament Run Sheet is respected by all parties and resolve any variances and issues.

Review venue facilities

  • Review the venue’s off-field facilities (changing rooms, showers, medical rooms, etc.) to ensure that everything is prepared to start the matches.
  • Address potential concerns and issues with match officials and/or venue management staff.
  • Review the field(s) of play, playing enclosure(s) and general tournament venue.

  • Where multiple playing fields are being used, or one pitch is being divided into several playing fields, ensure that there is a suitable safety perimeter for team members and officials, and paths to move from field to field as needed.

Liaise with Citing Commissioner(s)

  • In some circumstances, the Tournament Manager is also the Designated Disciplinary Officer (DDO). If this applies to you, make contact with the Citing Commissioner by phone or in person before the tournament and ensure that final team sheets have been received by the Citing Commissioner.

  • If there are no Citing Commissioners assigned, confirm with the host organisation the plans for disciplinary issues, and be prepared to act as the DDO for any issues that arise.

Liaise with Managers

  • Meet Team Managers on arrival of teams at the tournament venue and act as a liaison for Team Managers on issues of conduct of the matches and compliance with the Terms of Participation.

  • Confirm that Team Managers have received and understand the tournament information package (schedule, field locations, water, medical, EAP, etc.)

Monitor team kit

  • Monitor team kit and clothing to ensure compliance with Terms of Participation and address any potential issues with Team Managers.

Manage any delays

  • Implement the delay and postponement policies as required.

Oversee team entry to the field

  • Monitor timings to ensure teams are on-field for their kick-off times and address any delays.

Tournament Days (during matches)

Monitor venue operations

  • Monitor venue operations, including the field of play, technical zones, substitutes benches and replacements’ warm-up areas. Cycle through the on-field and off-field areas frequently, or have a delegate report from each area, to find and address any emerging issues. 

Manage disciplinary issues

  • Liaise with Citing Commissioners, including obtaining all necessary documentation required to facilitate the disciplinary process.
  • Meet with the Team Manager to ascertain if there are likely to be any team referrals and obtain relevant statements.
  • Notify the Team Managers that all Team referrals to the Citing Commissioner must be made in writing to the Designated Disciplinary Officer within 12 hours of the conclusion of the match.

  • If there is no DDO or Citing Commissioner assigned, collate all yellow and red card reports from officials. Gather evidence and documentation as needed to provide to the assigned Citing Commissioner or disciplinary committee, and assist in coordinating and communicating any hearings. 

Tournament Day (post-final matches)

Maintain Tournament Run Sheets

  • Help the Match Press Officer to ensure the post-match media aspects of the Tournament Run Sheets (e.g. media interviews, awards ceremonies) are respected by all parties and help to resolve any variances and issues.

Match footage

  • Ensure all relevant parties have access to match footage.

Results and Media

  • Report results and share pictures, etc. as determined by the event media plan. 

Designated Disciplinary Officer (DDO)

As Tournament Manager, you may be required to act as DDO as well. If so, you are not responsible for citing foul play. The DDO receives from Team Managers any Team Referrals for foul play . The DDO forwards any team referrals, with all available evidence, to the Citing Commissioner or directly to the Disciplinary Panel, and helps to organise hearings if appropriate.

The key function of the DDO will be to liaise with and to assist the Citing Commissioner/Disciplinary Panel, who might be operating remotely. The DDO will act as the “eyes and ears” at the Tournament venue, collecting pictures of injuries, medical reports and statements from the players involved.

The role as defined in the Terms of Participation (TOP)

The role of the Tournament Manager will be defined with the Terms of Participation for the tournament.

It is important that you read the definition of the Tournament Manager role within the TOP document, as it will contain information specific to your context, as opposed to the generic information contained within this training programme.

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