Checklist for Hosting
Rooms
Classrooms:
Approximately 90 contest rooms are needed. The smaller the distance between rooms the better as it makes the tournament move more efficiently. The most rooms are needed for individual events which take place on Thursday and Friday afternoons, and Saturday and Sunday during the day. The need for rooms drops as we have entered the elimination rounds. We also need to have rooms for Lincoln-Douglas competition and they have most often taken place at times other than the individual event rounds so student may compete in both without any problems. The number of rooms needed for L/D is approximately 50.
Elimination Rounds:
On the last day of competition, the tournament moves into elimination rounds, so the number of rooms drops to 20-24 as we begin the morning. These should be larger rooms so there is ample room for the audience. As we move through the day, the need for rooms decreases, but the rooms should be even larger so that in the final rounds, a large audience can be accommodated. In addition, the rooms used for the final rounds in the public speaking events need to be such that video taping will be easy (light, etc.).
Extemp Prep:
A large space for approximately 175-200 Extempers. Tables are preferred, but a lecture hall with individual desks is acceptable. If there is a competition building with a number of rooms close to the Extemp prep area and food, it will help the tournament remain on schedule. Ideally, the space will have access to plenty of electrical outlets as well as wireless internet, but these are not requirements.
Tab Rooms:
We need to have one very large room which would accommodate 5 tab stations. If one large room is not available, several smaller rooms that are located next to each other could also be used.
Ballot/Stuffing Area:
We need to have a fairly large room where the ballots can be sorted for tabulation, and then after tabulation, stuff into the individual packets for the schools. This room/area should be located as close as possible to the main tab room.
Ballot Drop/Pick up Area:
This should be a large, centralized area which will make it easy for judges to drop off ballots and then pick up ballots. This area would also work best if it were located in an area that would be close to the main tab room, and be large enough to store the ballots for the tournament.
Opening/Closing Assembly:
We need to have a space large enough to accommodate approximately 900 to 1000 people for the opening and closing assembly.
Meeting Rooms:
We need to have two (2) meeting rooms which will be used for the business meetings of the students and the coaches. These meetings have been held in the past few years on Friday afternoon, prior to the beginning of the IE rounds for the day. The student meeting room typically needs to hold 250 people, and the coaches meeting room will need to accommodate 150 people.
Classrooms:
Approximately 90 contest rooms are needed. The smaller the distance between rooms the better as it makes the tournament move more efficiently. The most rooms are needed for individual events which take place on Thursday and Friday afternoons, and Saturday and Sunday during the day. The need for rooms drops as we have entered the elimination rounds. We also need to have rooms for Lincoln-Douglas competition and they have most often taken place at times other than the individual event rounds so student may compete in both without any problems. The number of rooms needed for L/D is approximately 50.
Elimination Rounds:
On the last day of competition, the tournament moves into elimination rounds, so the number of rooms drops to 20-24 as we begin the morning. These should be larger rooms so there is ample room for the audience. As we move through the day, the need for rooms decreases, but the rooms should be even larger so that in the final rounds, a large audience can be accommodated. In addition, the rooms used for the final rounds in the public speaking events need to be such that video taping will be easy (light, etc.).
Extemp Prep:
A large space for approximately 175-200 Extempers. Tables are preferred, but a lecture hall with individual desks is acceptable. If there is a competition building with a number of rooms close to the Extemp prep area and food, it will help the tournament remain on schedule. Ideally, the space will have access to plenty of electrical outlets as well as wireless internet, but these are not requirements.
Tab Rooms:
We need to have one very large room which would accommodate 5 tab stations. If one large room is not available, several smaller rooms that are located next to each other could also be used.
Ballot/Stuffing Area:
We need to have a fairly large room where the ballots can be sorted for tabulation, and then after tabulation, stuff into the individual packets for the schools. This room/area should be located as close as possible to the main tab room.
Ballot Drop/Pick up Area:
This should be a large, centralized area which will make it easy for judges to drop off ballots and then pick up ballots. This area would also work best if it were located in an area that would be close to the main tab room, and be large enough to store the ballots for the tournament.
Opening/Closing Assembly:
We need to have a space large enough to accommodate approximately 900 to 1000 people for the opening and closing assembly.
Meeting Rooms:
We need to have two (2) meeting rooms which will be used for the business meetings of the students and the coaches. These meetings have been held in the past few years on Friday afternoon, prior to the beginning of the IE rounds for the day. The student meeting room typically needs to hold 250 people, and the coaches meeting room will need to accommodate 150 people.
STAFF
Runners:
To run a tournament of this size takes a staff of coaches from many of the programs attending the tournament. The tournament staff works in the tab room, ballot stuffing room, check station, extemp draw and judges table. As these faculty members work the tournament, there are quite a few times where we need ballots taken to a room, a message taken to a round and cannot leave our stations. Student Runners (about 4) available at most times during the tournament are important for the tournament to run smoothly.
VA Check/Merchandise Table:
In the most recent national tournaments, hosts have provided a visual aid check station where students can leave their visual aids at a central location between rounds (like a coat check station). Students are needed to man this station throughout the tournament. The visual aids should not be left unattended. In addition, hosts have the option of selling merchandise (T-shirts, mugs, pins, ect.) to commemorate the national tournament. Student workers are needed to oversee this station. The merchandise table and VA check can be combined into one station.
Ballot/Stuffing Staff:
It is necessary to have a staff available to sort and stuff the ballots. If this staff can be available throughout the tournament, it will be more efficient as the system will be understood everyone and less time will be needed to train new people. Approximately 6 people are needed.
Final Round Recording Crew:
All Final rounds at the National Tournament are to be recorded. Although the NFA Video Production Manager will help to coordinate and insure that all final rounds are set up for recording. The host school needs to provide trained students to record all final rounds. The most final rounds occurring at the same time is six.
Judges:
We need to have approximately 30-40 equivalent full time I.E. judges. It is best if these judges can judge any of the individual events as it makes it easier to assign them to rounds. We pay 250.00 for a full-time judge or 15.00 a round for part time judges. We also need to have 8-10 full time hired judges for LD. Demand for hired judges is highest during preliminary rounds, and judges are paid for all preliminary rounds and octafinals judged. If any wish to be judges in the elimination rounds past octafinals, they may volunteer for such judging but are not paid for those rounds. The pay is $15.00 per round judged or 200.00 for a full-time judge.
Runners:
To run a tournament of this size takes a staff of coaches from many of the programs attending the tournament. The tournament staff works in the tab room, ballot stuffing room, check station, extemp draw and judges table. As these faculty members work the tournament, there are quite a few times where we need ballots taken to a room, a message taken to a round and cannot leave our stations. Student Runners (about 4) available at most times during the tournament are important for the tournament to run smoothly.
VA Check/Merchandise Table:
In the most recent national tournaments, hosts have provided a visual aid check station where students can leave their visual aids at a central location between rounds (like a coat check station). Students are needed to man this station throughout the tournament. The visual aids should not be left unattended. In addition, hosts have the option of selling merchandise (T-shirts, mugs, pins, ect.) to commemorate the national tournament. Student workers are needed to oversee this station. The merchandise table and VA check can be combined into one station.
Ballot/Stuffing Staff:
It is necessary to have a staff available to sort and stuff the ballots. If this staff can be available throughout the tournament, it will be more efficient as the system will be understood everyone and less time will be needed to train new people. Approximately 6 people are needed.
Final Round Recording Crew:
All Final rounds at the National Tournament are to be recorded. Although the NFA Video Production Manager will help to coordinate and insure that all final rounds are set up for recording. The host school needs to provide trained students to record all final rounds. The most final rounds occurring at the same time is six.
Judges:
We need to have approximately 30-40 equivalent full time I.E. judges. It is best if these judges can judge any of the individual events as it makes it easier to assign them to rounds. We pay 250.00 for a full-time judge or 15.00 a round for part time judges. We also need to have 8-10 full time hired judges for LD. Demand for hired judges is highest during preliminary rounds, and judges are paid for all preliminary rounds and octafinals judged. If any wish to be judges in the elimination rounds past octafinals, they may volunteer for such judging but are not paid for those rounds. The pay is $15.00 per round judged or 200.00 for a full-time judge.
EQUIPMENT
Computers:
We will need several computers for use in the tab room and the ballot drop/pick up area. Tournament software is cloud-based, so computer platform does not matter (PC or Apple). Most of the tournament staff will bring their own laptops but the tournament director will check with the staff to see if any additional laptops (up to 4) need to be provided. Reliable internet should be available.
Printers:
Access to fast printers is needed during the prep week before the tournament and throughout the tournament. NFA owns a large printer used at prep week and in the tab room. Depending on the tournament (if driving distance from the midwest), the printer will be available before and during the tournament. If the tournament is not within easy distance to transport printers, then a printer for both the tab room and the ballot table will need to be provided.
Video Equipment:
The final rounds of all events are to be video recorded for NFA. If video recording equipment is not available at the host school, arrangements need to be made to rent the equipment. Specifically, six cameras are needed for each flight of final rounds. The final videos need to be produced in both a file format that can be uploaded to YouTube, AND sent to NFA in a duplicatable Blu-ray DVD format. External microphones (wired or wireless) are preferred – too often microphones that are attached to the camera pick up audience noise and filter out the speech. The NFA Video Production Manager will coordinate the recording and collection of the recordings. The NFA VPM will edit the recordings and will make sure the recordings are uploaded to YouTube by July 1st after the tournament.
SUPPLIES
Outround Postings:
The host school is responsible for providing both a space large enough to hold the postings and attendees AND the materials used to post. Hosts may choose the appearance and format of the postings (paper, PowerPoint, etc), but it is important that competitors can easily get in and out of the posting room, and that all postings are easy to read.
Ballots:
NFA will pay for the printing of the ballots. NFA can either print the ballots or pay the host school for printing. However, the host school is responsible for storing the printed ballots and putting them into packets of six. The number of ballot packets needed is approximately 3,000 packets for IE. Preliminary ballots will be printed in one color and Out round ballots in a different color. Preliminary and Outround ballots differ in ranking (1-5 and 1-6). Ballots must be on cardstock. LD ballots are printed at the tournament from Speechwire.
Booklet:
The host designs and pays for the printing of the tournament booklet. The booklet usually includes the logo/theme of the tournament. The booklet usually includes a copy of the schedule, welcome letters, past champions, past host locations, past award winners any other advertisement or specifics of the tournament. Usually 1000 copies are made, but the number of participants can be obtained from the tournament director after registration closes in early April. Booklets are given to all participants at registration.
Computers:
We will need several computers for use in the tab room and the ballot drop/pick up area. Tournament software is cloud-based, so computer platform does not matter (PC or Apple). Most of the tournament staff will bring their own laptops but the tournament director will check with the staff to see if any additional laptops (up to 4) need to be provided. Reliable internet should be available.
Printers:
Access to fast printers is needed during the prep week before the tournament and throughout the tournament. NFA owns a large printer used at prep week and in the tab room. Depending on the tournament (if driving distance from the midwest), the printer will be available before and during the tournament. If the tournament is not within easy distance to transport printers, then a printer for both the tab room and the ballot table will need to be provided.
Video Equipment:
The final rounds of all events are to be video recorded for NFA. If video recording equipment is not available at the host school, arrangements need to be made to rent the equipment. Specifically, six cameras are needed for each flight of final rounds. The final videos need to be produced in both a file format that can be uploaded to YouTube, AND sent to NFA in a duplicatable Blu-ray DVD format. External microphones (wired or wireless) are preferred – too often microphones that are attached to the camera pick up audience noise and filter out the speech. The NFA Video Production Manager will coordinate the recording and collection of the recordings. The NFA VPM will edit the recordings and will make sure the recordings are uploaded to YouTube by July 1st after the tournament.
SUPPLIES
Outround Postings:
The host school is responsible for providing both a space large enough to hold the postings and attendees AND the materials used to post. Hosts may choose the appearance and format of the postings (paper, PowerPoint, etc), but it is important that competitors can easily get in and out of the posting room, and that all postings are easy to read.
Ballots:
NFA will pay for the printing of the ballots. NFA can either print the ballots or pay the host school for printing. However, the host school is responsible for storing the printed ballots and putting them into packets of six. The number of ballot packets needed is approximately 3,000 packets for IE. Preliminary ballots will be printed in one color and Out round ballots in a different color. Preliminary and Outround ballots differ in ranking (1-5 and 1-6). Ballots must be on cardstock. LD ballots are printed at the tournament from Speechwire.
Booklet:
The host designs and pays for the printing of the tournament booklet. The booklet usually includes the logo/theme of the tournament. The booklet usually includes a copy of the schedule, welcome letters, past champions, past host locations, past award winners any other advertisement or specifics of the tournament. Usually 1000 copies are made, but the number of participants can be obtained from the tournament director after registration closes in early April. Booklets are given to all participants at registration.
SUPPLIES
Food Service:
While there are no formal food functions related to the tournament, arrangements for food service are necessary for the tournament. People attending are on campus and will need to have access to food service throughout the tournament. Providing a judges lounge is optional
Motel Accommodation: Generally, 250 to 300 motel rooms need to be available for people attending the tournament. In addition, the tournament staff arrives on the Friday prior to the tournament and will need to have at least three rooms to accommodate the staff and one large work room for scheduling the tournament. In the past, these rooms have been comp rooms provided by the motel picked to serve as the tournament headquarters. Naturally, the better the rate that can be arranged, the better.
Food Service:
While there are no formal food functions related to the tournament, arrangements for food service are necessary for the tournament. People attending are on campus and will need to have access to food service throughout the tournament. Providing a judges lounge is optional
Motel Accommodation: Generally, 250 to 300 motel rooms need to be available for people attending the tournament. In addition, the tournament staff arrives on the Friday prior to the tournament and will need to have at least three rooms to accommodate the staff and one large work room for scheduling the tournament. In the past, these rooms have been comp rooms provided by the motel picked to serve as the tournament headquarters. Naturally, the better the rate that can be arranged, the better.