Tournament Convenor's Responsibilities, Responsibilities, WOBA Championship Tournaments (Western Ontario Baseball Association)

PrintTournament Convenor's Responsibilities

The following guide and listing of responsibilities may be helpful with planning.

  1. A timeline has been provided in this manual to assist with expectations and guidelines in the preparation for, during and after a tournament.  Please review.  If you have any questions or concerns contact the WOBA Secretary or WOBA Co-President or Vice-President  for assistance.
  2. WOBA Secretary will be providing the names of teams and their contact information from the submitted commitment forms provided at the WOBA July meeting.  In the event of two hosts, the contact information will be provided once determination has been made as to which teams are playing in the divisions hosted by the respective host. It is optional, at this time, to contact each team to provide information as to the locations of the diamonds, fees due upon arrival and if desired, any additional local information (e.g. pool, festival, accommodation).
  3. If a team withdraws prior to the approved schedule being published, inform secretary and respective WOBA VP or designate  immediately.  This may affect team divisions and parings.
  4. Once seeding has been calculated by the WOBA and provided to the Host/Convenor, the Convenor must prepare a draft game schedule using the appropriate tournament format.  Send this draft copy to the corresponding VP (North / South) for approval. If the host would like to include any unique rules that are not part of WOBA, they must be approved by the VP for inclusion in the tournament package.
  5. No schedule or amended rules package is to be distributed or posted prior to the WOBA VP's approval. If there are errors or amendments multiple distributions may create confusion.
  6. Upon approval, send out game schedule, copy of the tournament rules, fees, and any additional information you feel may be of assistance or of interest to teams (e.g. driving directions to diamonds, nearby attractions, public pools).
  7. If a team withdraws from the tournament after the schedule has been published, the team will be advised of the penalty which is payable to the host association.  The Convenor and WOBA VP or designate will review the seedings/pairings and amend the schedule accordingly.  A revised schedule must be approved by the WOBA Vice-President prior to reissue.
    If a team withdraws within 7 days of the tournament start date the convenor and WOBA VP or designate, and if required a WOBA executive member, will review the schedule and make amendments to the schedule as deemed necessary provided reasonable time permits for such amendments.  If the format is a double elimination schedule the opponent(s) will be awarded a forfeited game and the schedule will not be amended except for game times of remaining games for the calendar day(s) affected by the withdrawal of a team.
  8. Set up a protest committee to handle any protests which might occur.  This committee consists of the Convenor, an umpire and 1 other.
  9. Arrange for game starters or assisting field supervisors.
  10. Arrange for scorekeepers and pitch count recorders OR decide if the home team will be official scorekeeper and the visiting team will be the official pitch count recorder.
  11. Arrange for food booth facilitators.
  12. Arrange for ground crew/diamond maintenance.
  13. Prepare Emergency Action Plan (EAP) for each venue.
  14. Obtain after hours facility contact information if something goes wrong while hosting the tournament e.g. Lights go out and won't restart, washroom floods.
  15. Inform and update your Umpire in Chief of the game schedule. Ensure that all umpires are familiar with the WOBA Tournament Rules.  Some centers play with special house rules throughout the season and they do not apply. Only WOBA approved rules apply.  If a situation arises whereby there is no WOBA rule, then the OBA rule applies.
  16. Determine how the umpires will be paid and advise them accordingly.  If they are to be paid cash at the commencement or completion of each game, then ensure the game starter/field supervisor has their payments.
  17. Collect sign-in sheets prior to a team's first game and compare them to the rosters.  All call-up or call-across players must have a copy of their roster provided by WOBA Secretary.  BOD approved overage players are noted on rosters and only these players may play for the team they are assigned to.  Overage players may not pitch.  Call-across players may not pitch.  It is recommended that sign-in sheets be compared to the team rosters provided by WOBA.  Players who are not rostered for league play may not participate. Advise WOBA VP and WOBA UIC of any issues pertaining to illegal players.
  18. It is recommended that game results for all divisions be centrally posted or made readily available to coaches. 
  19. Provide the WOBA Secretary/webmaster with game results at minimum once a day.  This can be done by phone call, text, a snap-shop of the posted game results, or email.  The objective is to keep the WOBA tournament results current on their website while the tournament is in progress and upon completion.
  20. It is recommended that Pitch count information, for 10/11U Mosquito and older series be centrally posted or made readily available to coaches.  Coaches and Managers should be made aware of up to date pitch count information prior to each game start. Umpires may be informed as well.
  21. Complete the on-line Convenor's report(LINK) for submission to WOBA.  Assemble the score sheets, pitch count tracking sheets, Umpire and team sign in sheets.