TOURNAMENT ASSISTANT

 

1 MONTH BEFORE THE TOURNAMENT

 

1.    Get the Tournament Supplies Sheet and setup the necessary boxes (go shopping with Jim or on own to do this).
SUPPLIES SHEET--PRINT THIS!

2.    Tell Jim how many finalist and how many octa-finalist trophies/plaques we have in storage.

 

TUESDAY, THE WEEK OF THE TOURNAMENT—BEGIN AT 4:15 PM; PROBABLY FINISH ABOUT 9PM

1.    HELP JIM WITH RANDOM STUFF

2.    PRINT AND Bring Debate Ballots and supplies to the Debate Tabroom (see Jim)

3.    PRINT AND Bring IE Ballots and supplies to the IE Tabroom (talk with Jim about printing the right numbers)
xxx in the future, insert link to the ie ballots

4.    Get a copy of the School List from Jim

5.    Get copies of each school’s entry and fees from the online registration page

6.    Assist with random duties

 

WEDNESDAY: 8 TO 11PM.

1.    Order food for people working in the Tab Rooms and for the tournament if they need it.

2.    Work with Jim and/or the IE tab room to get the ballots stapled (9 for ed comm.; 5 for expos and interp reading; 6 for all other individual events)

 

THURSDAY: 8 to 11PM

1.    Assist JIM as needed.

2.    Get the registration materials all setup (you’ll have the two registration people to help you); Plus see Registration Info Page

 

FRIDAY: BEGIN AT 1 PM

  1. Assist JIM as needed to move to OLIN FOYER.
  2. Ask Jim to print the Posting Sheets; he needs to give those to the posters
  3. The ballot table workers will arrive at 2pm and they will assist with registration.
  4. TEST STUDENTS FOR THEIR REGISTRATION SKILLS!!! HAVE EACH OF THEM SIT AT A DESK AND WALK UP TO THEM AND PRETEND TO REGISTER. This will happen from 2 to 2:15pm.
    --Make sure they greet you
    --Make sure they give you the right materials
    --Make sure they fill out the money received form right
  5. CHECK THE REGISTRATION PAGE TO MAKE SURE YOU DO IT ALL RIGHT: Registration Info Page

6.    SETUP THE 5 REGISTRATION CHECK-IN LINES BY 2:20PM; REGISTRATION BEGINS AT 2:30PM

  1. Be sure that we have map-schedules available for people.
  2. Assign one of the ballot table workers to deliver adds/drops to the tab room in Olin 155

 

FRIDAY 2:30 TO 3:15PM

1. MANAGE REGISTRATION

2. MAKE SURE THAT SOMEONE IS GETTING ADDS AND DROPS TO THE TAB ROOMS

 

DURING THE TOURNAMENT

1.    Please keep Olin clean.

2.    Inform Jim if there are problems.

3.    Assist with items as Jim directs and as is needed by participants.

4.    Assist with ballot collection and distribution; Take ballots as necessary.

 

FRIDAY AND SATURDAY NIGHT AS THE LAST ROUND BALLOTS COME IN

Get students to do the ballot stuffing.

Get students to clean and straighten out Reid.

 

DOING BALLOT STUFFING

·      Lay out manila envelopes for each team in Hunter Foyer

·      Put ballots for the right school envelope (debate: originals go to the aff; copies go to the neg)

·      After every ballot is in a stack on top of an envelope—DOUBLE-CHECK EVERY STACK to make sure it has only that school’s ballots. Make corrections as needed AND THEN PEOPLE CAN PUT THE BALLOTS INTO THE ENVELOPE.

 

DOING CLEANUP

Make sure Reid is cleaned up. Thursday night, all classrooms and residence hall rooms should be cleaned.

 

SATURDAY EVENING

1.    Ballot Stuffing is occurring

2.    Trophies are being setup in Cordiner

3.    Cums are being photocopied/printed

4.    Cums are being put into the packets—DO A DOUBLECHECK TO MAKE SURE EACH PACKET HAS A CUM SHEET

5.    Make sure that the packets get taken to the Cordiner Foyer around 4:20pm. Jim should be out shortly after that to check on them.

 

SATURDAY DURING THE AWARDS ASSEMBLY

1.    SATURDAY NIGHT AWARDS IS FOR IE’S ONLY

2.    Lay out the elim ballots so they are spread out and do not create a big traffic jam

3.    Make sure the packets are laid out behind the ballots and that coaches can grab them and easily exit BUT ALSO SET IT UP TO ENCOURAGE JUDGES TO PICK UP THEIR BALLOTS

4.    Have Whitman people at the EXIT doors ON THE SIDES OF CORDINER AUDITORIUM NEAR THE FRONT reminding judges to check the ballot table AND AT THE DOORS EXITING CORDINER FOYER—YOU NEED 5 PEOPLE TO DO THIS!

SUNDAY AFTER THE LAST ELIM

Assign students to cleanup. Parli students/those not judging policy finals handle cleaning after the last LD round is over.

Get all of the stuff together with Jim and bring it over to Hunter.

 

MONDAY--THE DAY AFTER THE TOURNAMENT

1.    Meet JIM at his office to work from 2 to 6 p.m.

2.    Record items/results

3.    Put things away

4.    Help with various and sundry items

MONDAY AND THE WEEK RIGHT AFTER THE TOURNAMENT

You will need to make an effort to retrieve lost and found items and to send them.

When you get an email from someone, you need to do this:

--make sure they give you their mailing address

--contact all division secretaries (science, olin, maxey); reid (paul dennis or barb preas); residence life (jed schwendiman)

--they must pay for mailing their items. Any item requiring more than $10 must be pre-paid.

--if they want an item rushed—remind them that it will be costly especially if it is a heavy/large item (I have seen items cost $70 to ship that are rushed)

--handle these items IMMEDIATELY. Confirm to jim and to the person involved as soon as you have the item. Second confirmation when you have actually mailed the item.