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Staff Ideally, you should have at least six people for your core staff. One person is the Tournament Director (TD), who is in charge of everybody especially the staff working tournament registration. Another person handles donations, ctp's, side games, the ace pool and 50/50 during registration times. Dedicate one staffer for the PDGA membership verification and renewal, if your tournament is sanctioned. Another will manage and sell merchandise. The remaining two staffers will handle the actual registration of players. Some jobs may be combined as needed, when you have a smaller staff. Once you have your staff gathered, it’s a good idea to have a meeting before your event. (A night before staff meeting/dinner is a great way to get everyone together). At the meeting you can assign each person their respective duties and discuss the OBs, special rules or conditions for the tourney. There will be lots of questions from players and a knowledgeable staff means the TD won’t spend all his time answering the same questions repeatedly. TD Duties The Tournament Director is in charge. During registration, the TD should be free to resolve any conflicts or questions and be able to aid his staff to ensure a smooth registration. The TD runs all meetings explaining all the course rules and circumstances which may be in effect for tournament play. The TD also runs the awards program and banquet if there is one. They will be responsible for maintaining a cash till of change and small bills for registration. In general it’s the TD’s job to make sure everyone else has what they need to do their job. If your event is sanctioned by the PDGA, there will additional duties, including filing the proper forms with the PDGA before and after the event. PDGA Registration One staffer verifies each player’s PDGA membership status. They indicate the player’s number on their registration card. If the player doesn’t have a number or their membership is expired, they will collect the appropriate fees with the completed membership form. (Your TD needs this number on the card for his tournament report to the PDGA). Vendors We recommend you support local disc golf vendors by allowing them sell at your event, with the stipulation of having them donate to the prizes. If your club doesn’t have or doesn’t carry a lot of merchandise, you could invite other disc golf vendors to participate by accepting tournament vouchers. These vouchers are given out as prizes which players spend with the vendors. The vouchers are later reimbursed by the club at 80% of face value which promotes both the club and the local vendors.
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Set Up The TD should arrive early to get the registration area set up. We recommend you create a secure area for staff only and enforce it (A perimeter surrounded by tables works well). Once your tournament central is located, you should hang any banners or signs and create stations for each registration stop. One area for PDGA member verification/renewal (when sanctioned), another two for tournament registrations and one for the ace pool and 50/50 collection staffer. Make sure the line begins at one end with the PDGA station being first and flows in direction to end with ace pool and 50/50. Place a tournament flyer with all the prices, fees and relevant information at each station for quick reference during registration. Separate from the registration line, prepare another table for registration cards/forms, pencils and flyers or newsletters for easy distribution. Finally, confirm that each staffer is ready to begin and then open for registration. Player Registration How smoothly your registration runs is the basis of how your tournament will be judged, so it’s very important to have knowledgeable staff. The job of the registration crew is to take in all monies, collect, verify and sort registration cards. The 50/50 and/or ace pool staffer needs a small cache of change and a sign-up sheet to track each pool. After registration, the staffers are then responsible for setting the leader board (assigning groups and holes for play). There are two ways to do this for the first round: 1. Sort all the cards by division and group Open players with Open players, etc... OR 2. Randomly mix the groups regardless of their division. (Club Dead uses this method and so do many other state organizations). Always try to keep your staff from having to walk very far for their tee assignments in the first round. (We often let staff pick their starting hole first round as an inducement to work the tourney!) Between rounds, the registration staff will begin checking scorecards and recording scores on the leader board cards. After all the groups are in and all the scores recorded, it’s time to reset the board for the next round. The board should be sorted by division and then by each players’ score, so the top four scores in the Open start on hole one, the next group on hole two and on throughout the course and divisions. Whenever you have to mix groups, try to group players with similar scores. Overflow You’ve done everything right but you have more than enough players for foursomes on every hole. What you do is up to the TD and there are a few of ways to do this. 1. You can add holes to the course to accommodate more players. (this is the best way, if you can do it) 2. You can have groups of five players which makes for very slow play in some groups. 3. You can add extra groups of four, start two groups, one right after the other on the same hole (we recommend this to fivesomes, just spread them around the course).
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