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2006 Bid Info
2006 Letter of
Support
2006 Budget
The TABLE
TENNIS TOURNAMENT
AND EVENT ORGANIZING COMMITTEE CHECKLIST
2.
ADMINISTRATION AND FINANCE
-
bid
application submitted
-
agreement
with CTTA negotiated
-
budget
prepared
-
funding
arranged
-
insurance
arranged
-
top level
negotiations (city, school board, province)
-
organizing
committee formed
-
office space
procure
I was happy to see that such
organization and professionalism was placed into making this bid a
reality
3. COMMUNICATIONS
AND MARKETING
-
meeting schedules & agenda
preparation w. admin.
-
public announcement system
-
phones & 2-way radios /
communications plan w mktg
No ifs and buts about it, this was
needed. Having to use cell phones to call people, each staff
members should have had 2 way radios especially since the practice
facility was so far and the lunch and eating areas were in
distance
-
official clock
-
media relations / media coverage
/ attendance stimulation <w mktg>
-
Media coverage was
fine, radio and newspaper coverage, Dissapointed we didn’t get
the TV, but all in good time I believe.
-
posters
Posters were a great
addition to the tournament, should be something that every
championships does.
More about non TWU story angles
and profiles would have been appreciated too.
-
logo design & usage
-
signage (directional & sponsor
visibility
-
tourism opportunities
-
program
-
thank you letters to appropriate
media/volunteers/sponsors, etc
-
participant kits
I think all of the
above were fine, the participants were given good information and
seemed to appreciate the kits that they were given.
4. SPONSORSHIP AND
FUNDRAISING
At first for a very
long time there was cause to worry as no major sponsor had come up
and it seemed like the school was taking its own time on the
affair or being indifferent.. but that is just my perception. In
the end it seemed to work out as Clear Channel Communications came
in.
Would have hoped that
some of the NCTTA merchandise could have gone to the NCTTA.
5.
SERVICES AND LOGISTICS
A) TRANSPORTATION
-
arrival
pick-up schedule
-
departure
drop-off schedule
-
shuttle during
event (if required)
-
communications
(venue to driver / driver to driver etc.)
-
emergency travel & runners (injury, equipment replacement etc.)
This area I was very
concerned about. As no information was available until the very
last minute which placed me in a very precarious position. The
hotel’s inability to provide correct and up to date information
is something that I would want in the future to be corrected.
Arrival and Departure schedules lacked consistency for instance
on Sunday the shuttle buses stopped running when we were told
they would be running, thankfully the hotel was able to use
their own vans to bus people around, but it could have truly
backfired. The shuttle during the event was fine, no complaints.
I am not sure about any communication between the venue and the
driver.. I doubt there was any way to reach them. With emergency
travel and runners, we would have needed more volunteers for
that as in one instant I left the tournament to go pick up Sheri
Pittman and other NCTTA officials that were waiting at the hotel
to be picked up for 45 minutes.
B)
ACCOMMODATIONS AND FOOD SERVICES
-
accommodation reservation in
hotel, university/college residence (players, officials, staff,
parents)
-
meals (at accommodations, at
playing site, banquet <w cerem>)
-
refreshments & meals for
volunteers <w voln>
-
volume price reductions to
negotiate
-
drinking water
-
catering banquet
Accommodations were fair…. NCTTA
was supposed to be offered 3 suites for their stay on the weekend
in question which never happened. I am not one to complain, but it
would have been nice to have had that extra space to work from.
The reserving of the hotel rooms was a complete debacle as the
hotel seemed inadequately prepared to handle simple reservations.
People were being turned away at the start which caused great
confusion and stress on my end and for the participants.
The Banquet and catering was fine,
I personally didn’t get to try any of the food, but I did not hear
complaints. Refreshments and meals for volunteers, volume price
reductions, drinking water isn’t something I can comment on.
All in all I think the hotel’s
part in this championships is the thing that needs the most
improvement.
C) LOGISTICS
-
identify equipment list
-
procurement schedule
-
set-up details (timing,
placement, crew)
-
preparedness tools (in case of
breakage or forgotten)
-
clean-up (daily)
-
tear-down & return of equipment
No Comment on this as this was
not my area of concern
D) VENUE
-
reservation of suitable space
-
site plan (play & practice
areas, spectators, rest areas, control desk, merchandise sales,
food, glueing, admissions etc.)
-
parking considerations
Space was fine although practice
tables would have been preferred to be closer to the playing
venue.
Some spectators complained about uncomfortable bleachers.
E) SECURITY
-
First
aid
-
gate admissions
-
accommodation site
-
curfew
I
don’t believe this was existent, FOPs were not available or if
they were I was not able to see them. I think it all comes down to
the lack of volunteers in the end of the day.
F) VOLUNTEERS
They recruited a lot,
only problem was the detaining of them.
Excellent job, letting
all know what their duties were, but I think having a practice run
at it would have been a good idea if it were possible.
Excellent
Recognition was often
as the event would not have been successful unless those view that
volunteered were there.
6.
CEREMONIES/AWARDS/SPECIAL EVENTS
Opening ceremonies
were fantastic, the jazz band, the look of it, the presentation of
the athletes, etc. Now doing this every round…that may have been
in my humble opinion over doing it. The closing was nice as well.
Not sure what this
was.
Award presentations on
Saturday evening were ok, we have to figure out what to do with
all of those division trophy awards as it got boring for
folks.
N/A
7. TECHNICAL
-
identification of equipment <w
logist> (tables, nets, balls)
-
entry forms / eligibility /
tournament style & events
-
draw & general time schedule
-
officials selection
-
jury meetings / notification of
provinces
-
playing & officials schedule
-
practice schedule
-
control desk with stationary
supplies
-
computers/printer for results
gathering & posting
-
public announcements <w comm>
One note I would like to mention
is that the tournament staff, referee, competition manager may
have underestimated NCTTA rules and that in future tournaments
there is a need for future NCTTA officers that are not within
conflict of interest of the teams playing to serve as tournament
liaisons or directors. I think all in all we (NCTTA) and TWU
tournament committee worked well together.
NOTE:
Some categories could be joined (e.g. 10-11 or even 10-11-12. Also
maybe 3-4). In any case there will be cross-over responsibilities
where 2 or more categories will have to coordinate efforts.
Other tasks may be added.
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