TOURNAMENT HOST WORKSHOP REGIONAL TOURNAMENTS INTRODUCTION

Congratulations! You have been selected to host a Cal Ripken Baseball, Babe Ruth Baseball, or Babe Ruth Softball Regional Tournament. Today, we will discuss the important information that you need to know to be successful. We will take a look at the Tournament Sites; Organization; Administration; Age Group Designations; Manager’s Tournament Information Package (MTIP); Public Relations; Stadium; Protests; Team Check-in, Team Orientation, and Opening Ceremonies; Game Schedule and Reporting Scores; Important Policies and Forms that Matter; and Closing the Tournament. [Source: A Guide for Hosting a Regional Tournament, http://brlseregion.com/training.]

2017 TOURNAMENT SITES

Age Group Report Location ------------------------------------------------------------------------------------------------------Rookies Baseball 07/18/17 Palm Beach Gardens, FL 9-Year-olds Baseball 07/18/17 Williamsburg, VA 10-Year-olds Baseball 07/18/17 Williamsburg, VA 11-Year-olds Major70 Baseball 07/18/17 Longwood, FL 12-Year-olds Major60 Baseball 07/11/17 Clemmons, NC 12-Year-olds Major70 Baseball 07/11/17 Clemmons, NC 13-Year-olds Baseball 07/25/17 Ocala (Marion County), FL 14-Year-olds Baseball 07/25/17 Ocala (Marion County), FL 13-15 Year-olds Baseball 07/25/17 Greenville, NC 16-18 Year-olds Baseball 07/18/17 TBA 8U – 16U Softball

Revised September 12, 2016

07/04/17

Stafford, Virginia

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ORGANIZATION

As in the planning for any event of the size and scope of a Regional Tournament, the first step is the formulation of a "key" group of volunteers who will perform the "lion’s share" of the work. Within the group of "key" people, there must be a "key" person. The one person who will be in charge of the total operation is the "go-to person." This special person is the Host President. Directly under the Host President are the Host Tournament Director and other individuals assigned to coordinate these tasks. But, before we get started, let’s talk about the Americans with Disabilities Act.

AMERICANS WITH DISABILITIES ACT

Public and private facilities that provide an “accommodation” to the public are required to meet certain Americans with Disabilities Act (ADA) regulations. In most cases, the facilities that are used for Babe Ruth tournaments, typically owned by a local government, meet these requirements. However, the little things can make a big difference in the success of a tournament. For example, provide transportation (a golf cart) between the playing fields and the parking lots; provide walkway access to the fields and concessions; ensure that the bathrooms are cleared of clutter for ease of access for wheelchairs, walkers, and other devices; and reserve an area at the playing fields for fans in wheelchairs. These are all items that are under the direct control of the Host. And, a reasonable effort to provide such accommodations is required by the ADA. For more information on ADA requirements, please visit the ADA Web site at http://www.ada.gov/regs2010/titleIII_2010/titleIII_2010_regulations.htm#a303.

ADMINISTRATION Use the Host Checklist in the Guidelines.

Prepare identification badges or passes for players, managers, and coaches, local tournament committee, Babe Ruth officials, and umpires. Print fan entry tickets for games. [Note: This is only required if the Host uses the per-person gate fee option.]

Provide a secure area for the team trophies or plaques.

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Provide communication equipment such as a public address system, portable microphone for the field, tape player (or CD player, iPod, or other electronic device) to play the National Anthem, a computer and printer with Internet capability, and walkie-talkies for key personnel. Make sure that “Chamber of Commerce” materials are available at team check-in and orientation. Make sure that proper arrangements have been made to host the Manager, Coaches, Umpires, and Tournament Officials Pre-Tournament Breakfast Meeting. Develop and print the Tournament Program. [Please note that tobacco, alcoholic beverage, and any other ads that can be deemed as inappropriate for the players are strictly prohibited.] Develop and make available any souvenirs that are to be sold. Acquire the services of a qualified action photographer. Make sure that the concessions are well staffed and inventoried. Obtain local medical personnel to be present at all games. Have an ambulance available at the field (if possible). Have first aid equipment available before and throughout each game.

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NO “U” IN BASEBALL…AND MORE

The use of the “U” classification for Cal Ripken Baseball and Babe Ruth Baseball age groups is not correct. It is a designation for Babe Ruth Softball only. The following age group designators should be used in all promotions, graphics, etc. These designators are consistent with the Host Contract and Supplement, and the Manager’s Tournament Information Package (MTIP). Baseball -

Rookies Baseball 9-Year-olds Baseball 10-Year-olds Baseball 11-Year-olds Major70 Baseball 12-Year-olds Major60 Baseball 12-Year-olds Major70 Baseball 13-Year-olds Baseball 14-Year-olds Baseball 13-15 Year-olds Baseball 16-18 Year-olds Baseball

Softball -

8U Softball 10U Softball 12U Softball 14U Softball 16U Softball

The reason for the difference in names for baseball and softball age groups is that “U”, as in 14U Softball, means that participation is open to all players 14 years old and younger. In contrast, 14-Year-olds Baseball is only open to players who are 14 years old and 13 years old (or 12-year-old swing players if approved by the Cal Ripken league president). 14-Year-olds Baseball is not open to players who are 11 years old or younger. “Olds” vs. “old” – Use “olds” in the age group name. A 13-Year-olds Tournament describes a tournament for players that are 13 years old. A 13-Year-old Tournament describes a tournament that is 13 years old.

Division – There are three Divisions in Babe Ruth Baseball and three in Babe Ruth Softball. If an age group is referenced as a division, use a lowercase “d.” In the Southeast Region, we refer to age groups as “Age Groups” (they are technically “Sub-divisions” for the parent Division).

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MANAGER’S TOURNAMENT INFORMATION PACKAGE (MTIP)

The Manager’s Tournament Information Package (MTIP) is used to disseminate important reporting information to advancing team managers. It is not used as a vehicle to promote the Chamber of Commerce.

Information contained in the online document includes Host contact information, the choice of gate fee options, a list of the hotels that are available for booking, the date and site of check-in, the information (time and location) of the optional Ice Breaker, and the time and location of the breakfast meeting. There is an area for general information such as “No coolers allowed.” A simple 16-question MTIP Questionnaire was distributed to you in September. You were asked to bring a completed copy here with you today. While there may be information that is not readily available, such as the hotels, what you are providing to us is a start that allows us to begin developing the MTIP database for 2017. The balance of the information required for the MTIP is due to the Southeast Regional Assistant Commissioner, Operations, not later than May 15, 2017.

The approved MTIP will be posted and accessible to all online at the Babe Ruth Southeast Regional Tournaments page on the Southeast Region Web site.

TOURNAMENT TEAM ONLINE CHECK-IN AND LATE ARRIVALS

Tournament Team Online Check-in: •

Section 3 of the MTIP requires teams that are advancing from a State tournament to process an online check-in for the Southeast Regional officials. When the Host is contacted by an advancing team, they are to be asked by the Host if they have fulfilled the requirements for online check-in. If not, they should be instructed to do so. (The database records can be checked to verify.)



The Regional Region will communicate to the Host via email, and through an online database, the teams that have checked in.

Late Arrivals: 

Section 8 of the MTIP provides the procedures for a manager to request late checkin for himself (or herself), a coach, or a player. Please refer any manager that requests this information to the MTIP.

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PUBLIC RELATIONS

The assigned Southeast Regional Representative is in control of the press box. Make sure that the official photographer receives all assignments from designated staff members. Make sure that proper newspaper, radio, television, and Internet coverage is provided. All properly identified working members of the press are allowed to cover the tournament games from the press box as space permits. Babe Ruth League, Inc. reserves the right to allow members of the press to cover the tournament. If the Ice Breaker option is selected, it must be planned and executed. The event will be held the evening of the team check-in and orientation. Make sure that the location and start time are made available at check-in. Make sure that everyone is aware of the cost, menu, seating, and tickets. Decorations, signage, etc. (donated if possible) to be displayed. Obtain a Governor’s picture and letter of welcome and (or) the Mayor’s or County official’s picture and letter of welcome for the program book.

STADIUM

The Stadium personnel are responsible for providing and maintaining the actual playing site of the Regional Tournament in all its many aspects. Basic areas of responsibility and provisions are: bullpens, sufficient lighting, American flag, scoreboard, flagpoles for State flags, press box, interior fence, exterior fence, dugouts, dugout drinking water, distance signs on outfield fence, infield tarps, ticket booths (if needed), home and visitor dugout signs, first aid kit, sufficient umpire quarters, restroom facilities, and large up-to-date gameresult signage. Make sure that the grounds crew is always available to maintain the playing and practice fields. Umpires are under the direction of the Southeast Regional Commissioner or the assigned Southeast Regional Representative. Make sure that the "home" dugout is determined. Use the currently approved Babe Ruth Tournament baseball or softball provided by the Southeast Region.

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Make sure that each game is witnessed by a designated Protest Committee. Make sure that the following personnel are available for each game: ball boys, press box announcer, scoreboard operator, official scorer, and press box runner. If possible, have an electrician or power company on call to handle any power failures.

PROTEST COMMITTEE REQUIREMENT

No protest (or objection) shall ever be permitted on judgment decisions by the umpire. (Rule 9.02-a) Furthermore, umpires are not to be Protest Committee members. 11.05 [Tournament] PLAYING RULES

2. Each District, Area, State and Regional Tournament game must be played in the presence of the Host Tournament Director and Protest Committee. No tournament team shall start play in the absence of said director and committee. All umpires are required to be a Babe Ruth League, Inc. National Umpire Association member to work District, State, Regional and World Series. 10. District, State and Regional Commissioners or their designated representatives shall appoint Protest Committees, composed of at least three members, to be present at all tournament games. A manager must immediately claim a violation of a rule at which time play will be suspended until the Protest Committee has made its decision. The Protest Committee’s decision will be final. No protest, except on player eligibility, will be honored after a game has been completed. (All protests concerning player eligibility must be presented in writing from the protesting League President with clear indication of proof for the protest.)

TEAM CHECK-IN, TEAM ORIENTATION, ICE BREAKER, AND OPENING CEREMONIES

Team Check-in: The team (all players unless waived by the Southeast Regional Commissioner) must check in by 5:00 p.m. on the date specified by the Southeast Regional Commissioner. This is the time for staff to provide “Chamber of Commerce” and other details that need to be shared. All teams will check in and the Tournament Team Credentials Books will be collected. A review of the books will be made by the assigned Southeast Regional Representative and Host Tournament Director. The books will be returned to the team managers by the next day. Any critical issues found will be addressed initially with the manager in person or via cell phone as the books are checked. Revised September 12, 2016

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Team Orientation: At 6:00 p.m., the Southeast Regional Representative and Host Tournament Director will hold a team orientation designed to ensure that everyone knows what is expected from the manager, coaches, players, and parents while at the tournament. Ice Breaker: If the Host has scheduled an Ice Breaker (banquet or picnic), it will begin around 7:00 p.m. at a set location. Team participation is mandatory. Team members are required to wear their jerseys. Shorts or casual attire that is appropriate is acceptable. Opening Ceremonies: Opening Ceremonies will be held prior to the first scheduled game. Team members are required to be in full uniform.

BREAKFAST MEETING - KEY INFORMATION

Use the Sample Breakfast Meeting Agenda (Appendix A in A Guide for Hosting a Regional Tournament, http://brlseregion.com/training) for a complete list of suggestions. Make sure that the manager is aware that he/she must have the Tournament Team Credentials Book handy at all times. This book contains the Consent for Treatment Forms that must be available immediately if medical attention is needed. Introduce the local officials & dignitaries, umpires, and the local and Regional Tournament officials. Emphasize that all games are played using the current edition of the Babe Ruth League, Inc. Rules and Regulations or, for Rookies Baseball, the currently published Regional Rules. Explain the tournament pitching rules (specific to sport and age group). Remind the teams that players, manager, and coaches must be in full uniform as specified in the current Babe Ruth rule books. In no case are jeans or shorts (for baseball) allowed. Uniform numbers must be different on the players (Rule 1.11). Tobacco products of any kind are prohibited in Babe Ruth League. Electronic devices such as cell phones, iPads, etc. are not permitted in the dugout or on the playing field. The manager is responsible for the sportsmanship and behavior of his or her team’s parents and fans.

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GAME SCHEDULES AND REPORTING SCORES

Game Schedules: The game schedules (brackets) are prepared by the Southeast Region. The schedules will be published on the Southeast Region Web site.

Reporting Scores: There are two ways to report scores and it is the choice of the Host. The Host can report the scores at the conclusion of each game or report the scores at the end of the day. The Host must visit this URL: http://brlseregion.com/reporting/index.php, or access the choices from the Southeast Region Web site’s home page menu. [Please note that if the Host League chooses to use the Game Changer software, they must still report the scores via the Web as noted above.]

IMPORTANT POLICIES AND FORMS…THAT MATTER!!!

Southeast Region Severe Weather Policy: The Southeast Region follows the policy set up by the National Federation of State High School Associations (NFHS). Use this policy as a default. If the locality where the tournament is being played has policies or regulations that are more stringent, use them. Just make sure everyone knows and understands the policy – MEET WITH THE UMPIRES. We also highly recommend that the WeatherBug application be used. This product is a free download to the iPad, iPhone, and Android phones. After download, just set up your location and invoke the “Spark” sub-application. Then you will be able to track storms including lightning strikes by how many miles away they are.

Player Announcement Form: The Player Announcement Form is used to list all of the manager, coaches, players, and bat persons by jersey number, name, position, etc. This document is then used in the press box for the announcer when the teams are introduced. One form is required for each playing field.

Tournament Pitching Chart: The Tournament Pitching Chart is used to track the number of innings that a pitcher pitches in a game. This form is applicable to 9-Year-olds Baseball through 13-15 Year-olds Baseball, and to 10U Softball and 12U Softball and is maintained by the press box staff. At the end of each game, each team manager is required to visit the press box and sign the pitching chart.

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NFHS GUIDELINES ON HANDLING CONTESTS DURING LIGHTNING DISTURBANCES National Federation of State High School Associations (NFHS) Sports Medicine Advisory Committee (SMAC) The purpose of these guidelines is to provide a default policy to those responsible for making decisions concerning the suspension and restarting of contests based on the presence of lightning. The preferred sources from which to request such a policy for your facility would include your state high school association and the nearest office of the National Weather Service. Proactive Planning 1. Assign staff to monitor local weather conditions before and during events. 2. Develop an evacuation plan, including identification of appropriate nearby shelters. 3. Develop criteria for suspension and resumption of play: a. When thunder is heard, or a cloud-to-ground lightning bolt is seen, the thunderstorm is close enough to strike your location with lightning. Suspend play and take shelter immediately. b. Thirty-minute rule. Once play has been suspended, wait at least 30 minutes after the last thunder is heard or flash of lightning is witnessed prior to resuming play. c. Any subsequent thunder or lightning after the beginning of the 30 minute count, reset the clock and another 30 minute count should begin. 4. Hold periodic reviews for appropriate personnel. For more detailed information, refer to the "Guidelines for Lightning Safety" section contained in the NFHS Sports Medicine Handbook.

Reviewed and Approved in October 2010

CLOSING THE TOURNAMENT

Team Photograph: Before the start of the championship game, gather the two participating teams for a team photo while holding the Championship Banner. At the conclusion of the game, the photo of the championship team is sent to the Southeast Regional Commissioner or designee. This photo will be displayed at the Babe Ruth Southeast Region Hall of Fame in Wilson, North Carolina, and on the Southeast Region Web site. [Please note that this is not a photo opportunity for the parents. They are not allowed on the field for the photo session. They will have plenty of time for that after the game.] Presentation of Awards: You will need at least two (folding) tables of approximately 60” x 30” to display the trophies and plaques. Tables should be centered between home plate and the front of the pitching mound. Assemble the championship and runner-up teams along the base paths of their respective dugouts. Make sure that the photographer and tournament staff are available. [Note: Parents and fans are not allowed on the field at this time.] Begin the presentation by thanking everyone for attending, etc. (the Host can script this part of the program). Make the team presentation beginning with the runner-up team. Then present to the championship team. In both cases, have the announcer introduce the players from the team’s Player Announcement Form. Introduce the players first, then the bat person (if applicable), the coaches, and the team manager. Present the championship plaque to the team manager. At the conclusion of the presentation, invite the parents and fans onto the field for photo sessions. Make sure that all teams that leave the tournament take their State flag and Tournament Team Credentials Book (handed back to them on opening day) with them. Advancing Team Information (applies to World Series trail teams only): If the Regional Tournament is a World Series trail tournament (10-Year-olds Baseball, 12-Yearolds Major60 Baseball, 12-Year-olds Major70 Baseball, 13-Year-olds Baseball, 14-Yearolds Baseball, 13-15 Year-olds Baseball, 16-18 Year-olds Baseball, and 8U through 16U Softball), then the Host will have received a package from headquarters which contains important reporting information for the championship team. The Southeast Regional Representative will sign the Letter of Eligibility.

DO NOT FORGET TO PROVIDE THIS INFORMATION TO THE MANAGER OF THE CHAMPIONSHIP TEAM!

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FINANCIAL STATEMENT REPORT

The Host (by contract) is required to submit a Financial Statement to the Regional Commissioner within 30 days of the completion of the tournament. Here is an image of the Financial Statement Report form and its contents:

What should be included in the report? Revenues: Gate pass fees, sponsorships, vendor commissions, hotel commissions, donations, in-kind transactions, and anything else that can be considered as direct revenue.

Expenses: Hosting fee, umpire fees, umpire food, hotel costs, breakfast meeting cost, printing costs, concession supplies and merchandise, souvenir acquisition costs, in-kind transactions, and anything else that can be considered as a direct expense.

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What should not be included in the report?

It is not appropriate to include anything in the revenue or expense categories that is not a direct result of the tournament. Revenues and expenses of the Host league’s everyday operations and/or field improvements are not reportable, even if the revenue or expense is generated during the tournament.

WHERE TO DOWNLOAD DOCUMENTS

This document, the PowerPoint slide deck, and other key documents and forms are available to be downloaded from the Southeast Region Web site at http://brlseregion.com/training.

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