The ABC's of tournament hosting - 26 tips for tournament organizers

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#1
11:31 PM Oct 22 2007 2007
nealdt
Bonafide
Joined: Mar 2007
nealdt created the "All is" network, "possibly the best thing since sliced bread."nealdt passed a Tournament Host Certification test.nealdt has provided valuable testing services for the All is Brawl website.nealdt positively represents All is Brawl and actively brings new users to the site.nealdt made significant contributions to all areas of All is Brawl!nealdt did something funny.nealdt impressed a staff member by doing something smart.nealdt helped an All is Brawl member with a problem.nealdt keeps people entertained by hosting fun events.nealdt is connected in the Six Degrees of Smash web.nealdt wrote a blog entry that was featured on the All is Brawl front page!

ADVERTISE. Create a thread in your regional zone forum, or in Tournament Discussion if you're expecting a large (50+) turnout. Make your post easy to read. Spell-check it. Make sure you use proper grammar. Don't make your audience struggle to get the information they need. Use colors and bold/italics sparingly, and only to highlight important information like addresses, start times, and special rules. Large tournaments can benefit from posting threads in regional zones asking for help with equipment and housing.

BE ON TIME. No one else will. If you open the venue at 8AM, be there by 7:30. Decide on a time to start your first event and then tell everyone to show up an hour earlier. It's the only way you'll ever start on time.

COMPUTERS ARE YOUR FRIENDS. Bring a laptop to the tournament and find a piece of software to help run it. Tournament Maker 2 is a popular choice, but there are superior alternatives. Download the software ahead of time and make sure you know how to use it. Bring speakers and a microphone if you have a soft voice. Also consider bringing a second monitor -- most laptops (and PCs with dual-head video cards) will let you mirror your display onto the monitor, so your players can view the bracket without crowding around the computer.

DON'T TAKE MONEY FROM THE POT. The only time it's OK to take money from entry fees is to pay for venue costs. The electricity cost of running one TV for 10 hours is negligible, so don't use your utility bill as an excuse to charge money. You aren't running a tournament to make money -- unless you actually are, in which case there are FAR better things you could be doing to that end -- you're running a tournament because it's FUN.

EXPLAIN THE RULES. Make sure everyone at your tournament understands the rules, from counterpicking to random stages to double blinds; having printed rule sheets available at each station is also effective. This is especially important for non-standard brackets like round robin pools. And be sure to apply the rules equally to all players. If someone gets screwed in a set because they were told a different set of rules -- especially if they were told by a staff member -- then the set needs to be replayed.

FIND HELP. Running a tournament is beyond the abilities of a single person. Ask for helpers before the event and make sure they know you'll be counting on them. Helpers can assist you in collecting entry fees, monitoring stations, preventing friendlies from taking over, running pools, announcing matches, setting up, tearing down, and reporting scores.

GIVE PLAYERS A CHANCE TO REVIEW THE BRACKET. Ask them to alert you if they play one of their friends or crewmates early in the tournament. While you're under no obligation to change such a scenario, it really isn't much work and will make them much happier. No one likes to play their friends in a tournament. Some software programs will automatically create a bracket so players from the same location don't play each other; figure out if yours does and use it if you can.

HOST SMALLER TOURNAMENTS BEFORE GOING FOR THE BIG TIME. Don't try to run a regional bonanza without throwing a smaller local tourney first. You'll learn more than this thread could ever teach you and people will learn to respect your name as a tournament host. Respected hosts get the big turnouts and the hot chicks (it's true).

INTRODUCE YOURSELF. Make sure everyone knows your name and what you look like; the best time to do this is when taking signups. Ask the name of everyone you don't know and tell them yours in return. It's as good a first impression as any, and someone who likes you off the bat will be much more forgiving when you yell at them to stop playing friendlies later on.

JOKE AROUND. Try not to be completely serious all the time. You're running a video game tournament, so have some fun. This will also make people like you more.

KEEP YOUR EYE ON THE PRIZE MONEY. Do not leave it in a public place. Your pocket works fine, but a locked cashbox hidden somewhere is better. Keep prize pots separate (don't mix teams and singles entry fees). Don't give the money to anyone you wouldn't trust with your first child's life.

LABEL YOUR STATIONS. Give them numbers and reference those numbers when announcing matches. NEVER TELL SOMEONE TO "just find somewhere to play." Try and keep track of who's playing where, and which stations will be open soon -- the right computer program can help with this.

MIND YOUR MANNERS. Treat your attendees with respect. Treat the owner of the venue with even greater respect, and do everything in your power to protect it from damage. Don't use a microphone unnecessarily while a big match is going on -- hearing weird sounds coming from a PA system can be very distracting. Congratulate winners when they report their victory, and encourage the losers to do better in their next matches. People will respect and listen to you if you treat them well.

NEVER LEAVE THE DESK UNATTENDED. Make sure someone is always at the front desk guarding the brackets. It's very easy for someone to quickly change your bracket or modify the pot size if you aren't looking. Have an assistant standing by for when you have to play your matches.

OPEN EARLY. Everyone wants to play friendlies during a tournament, but doing so slows everything down. So open early and let people get their friendly matches in ahead of time.

PUBLISH YOUR RESULTS. And not a sparse listing on who got first/second/third. Put copies of your brackets online; most tournament software will let you copy a bracket image, which you can paste into Paint and then upload to a website like imageshack.us or imagedump.com. A bracket image will let players see who they beat and lost to, which is much more interesting than what placing they achieved.

QUEUE MATCHES. Put matches in the on-deck circle for each station. As soon as the current match finishes, the players behind them take over while the original pair reports their score. This helps keep the tournament moving with maximum efficiency.

RECORD STUFF. Tournaments that put out videos of matches are just that much cooler. Ask for people to bring VCRs (they're surprisingly hard to find) and gather some tapes. Try to put your best matches on TVs with VCRs. But let someone else worry about starting the VCRs at the right time (you do have a staff, right?).

SEED YOUR BRACKETS. Skilled players hate entering tournaments where brackets are randomly assigned, because doing so makes results much less valid than a seeded bracket. Try to seed at least the top eighth of your entrants -- for a 64 man bracket, this means seeding the top 8 players in order. Group the rest of the players based on relative skill levels (beginners, intermediates, experts). Then create the bracket. Some software programs don't allow you to mix grouped seeding with manual seeding; in this case you should go with groups and manually fix the bracket to the top X players appear in the right slots.

TEACH YOURSELF BRACKET THEORY. Make sure you understand the logic behind double-elimination brackets. Wikipedia is a good place to learn the basics. Pay attention to how first-round matchups are scheduled, how and where players drop into the losers' bracket, and how changing a player's seed moves them around the bracket. In case of a computer malfunction, you may need to continue a bracket by hand; make sure you understand bracket theory well enough to do this.

USE COMMON SENSE. Self explanatory. Should you show that random guy where you're hiding the money? Can you trust the word of Joe Smasher if he tells you he just beat Isai? Is it a good idea to leave the venue while the tournament is still running? Should you make sure to remind players to remove their memory cards after setting up their Cubes? You should rethink your desire to host tournaments if the answers to those questions are ambiguous.

VERIFY RESULTS. Make sure both the winner and loser of a match report to you before moving on, or have a staff member watch the result. Even MLG tournaments have been tainted by improper reporting of results.

WHO YOU BEAT IS EVERYTHING. Try to emphasize to your players that their overall placing is not as important as who they beat or lost to. Someone going against Ken and PC Chris in two consecutive matches would get last place in said tournament. That isn't fair, and isn't as important as the fact that they only lost to the top two players in the nation. Try and convince your players to pay more attention to the Who (they beat) than the What (they placed).

X IS A DIFFICULT LETTER TO USE.

YOU ARE THE BOSS. Players will always complain about one aspect of the tournament or another; stick to your guns and stand by your decisions. Don't let yourself be bullied into a rule change the day of the tournament unless everyone agrees to it.

ZOMG I ONLY CAME UP WITH 24 TIPS. Oh well, I tried :).
#2
11:28 AM Apr 4 2008 2008
Vathris
Friendly
Joined: Mar 2008

Hey I actually found this on smashboards and I must say thank you for the very informative and well laid out post.

Cheers,

Vathris
#3
6:21 PM Apr 8 2008 2008
Master WGS
Joined: Apr 2008

I love this list. I'm going to make sure I have a copy printed out for every tournament I host.
#4
2:05 AM Apr 27 2008 2008
Aberu
Who Dat?
Joined: Mar 2008
Aberu did something funny.Aberu is connected in the Six Degrees of Smash web.

I wish you could add on something about not playing favorites. I just went to a tournament that didn't disqualify a doubles team that was gone for 50 minutes after being called cuz they were teh best of friendz.
#5
7:46 PM May 7 2008 2008
brother
Host
Joined: Mar 2008
brother has written an exemplary guide on the All is Brawl forum.brother did something funny.brother impressed a staff member by doing something smart.brother regularly contributes to the All is Brawl Stadium community.

This is what I'd use for letter "Z:"

Z
OOS AREN'T FOR TOURNAMENTS:
Keep the environment of the tournament clean and neat. No one wants to stick around in a messed-up, untidy, smelly, sloppy building for ten hours. Organize stations and the generally setting well; open the windows and get some fresh air circulating. Supply chairs and tables (if needed), and maintain professionalism.

This topic is actually pretty useful to me. It didn't occur to me that the community doesn't prefer randomly-seeded brackets. I'll have to play around with tio for a bit and get used to generating brackets determined by skill manually. Some of the other tips were also useful—hopefully someone figured out a tip for "X."

EDIT:

X
MARKS THE SPOT:
Be sure that the venue of your tournament is well described. Make sure that you have the correct address, correct city, correct state, and etcetera. Be specific as to where to go when at a tournament, put up signs around your setting to direct newcomers. Tournaments hosted at universities can be even more confusing. Detail is important; be specific and accurate!
Last edited by brother, 9:34 AM on May 08, 2008
#6
9:11 PM May 14 2008 2008
Bigfoot
Smartypants
Joined: Feb 2008
Bigfoot has written an exemplary guide on the All is Brawl forum.Bigfoot did something funny.Bigfoot impressed a staff member by doing something smart.Bigfoot is connected in the Six Degrees of Smash web.Bigfoot wrote a blog entry that was featured on the All is Brawl front page!

aberu, the doubles team told them they would be back in an hour
#7
12:06 AM May 15 2008 2008
allday napper
Spread the Love
Joined: Mar 2008

lol in U it references a Game Cube lol

Sig and Avy By - Peelz and J-Nav Respectively
Brawl FC: 2449-4294-1439 Nickname: ADN.


FireBomb is too good.

#8
9:05 PM Jun 11 2008 2008
Mofat
Joined: Jun 2008

I would really like to ask, whats the appropriate amount to take our of the pot for paying for the venue, Is that a downer for people going to the tournament? like "I paid a 10$ entry fee and half of it is going to the venue? F that." Im pretty much afraid thats what people will say when they see that. but unfrotunetly it seems like it may be the only way I can get the tournament paid for. any wanna give me some advice :D
#9
3:26 AM Jun 12 2008 2008
mikeHAZE
Welcome to Earth
Joined: Mar 2007
mikeHAZE passed a Tournament Host Certification test.mikeHAZE tried to blow up nealdt's car.mikeHAZE is the guy who made Rise and SHINE!mikeHAZE positively represents All is Brawl and actively brings new users to the site.mikeHAZE helped an All is Brawl member with a problem.mikeHAZE did something funny.mikeHAZE impressed a staff member by doing something smart.mikeHAZE is connected in the Six Degrees of Smash web.mikeHAZE wrote a blog entry that was featured on the All is Brawl front page!

yeah, it kind of is. i try charging a $3 venue fee, then only having to take $2 per person out of the entry fee if that's what's needed.

$3 isn't asking for TOO much, and the $2 isn't enough that it's going to hurt the pot. although you should do your best to NEVER EVER take from the pot.
#10
1:20 AM Aug 9 2008 2008
Arturito_Burrito
Joined: May 2008
Arturito_Burrito is connected in the Six Degrees of Smash web.

Is limiting the number of players that can sign up a good Idea? at least when I'm starting out because a tournament was recently held in my city and it wasn't a big one or anything but it had 61 people in it, and it could have had more because I know of people who couldn't make it.

P.S. that could be hint X as in X number of players
#11
2:20 AM Oct 10 2008 2008
I_Magus
Joined: Sep 2008
I_Magus impressed a staff member by doing something smart.

Quote (originally posted by egruntz):
This is what I'd use for letter "Z:"

Z
OOS AREN'T FOR TOURNAMENTS:
Keep the environment of the tournament clean and neat. No one wants to stick around in a messed-up, untidy, smelly, sloppy building for ten hours. Organize stations and the generally setting well; open the windows and get some fresh air circulating. Supply chairs and tables (if needed), and maintain professionalism.

This topic is actually pretty useful to me. It didn't occur to me that the community doesn't prefer randomly-seeded brackets. I'll have to play around with tio for a bit and get used to generating brackets determined by skill manually. Some of the other tips were also useful—hopefully someone figured out a tip for "X."

EDIT:

X
MARKS THE SPOT:
Be sure that the venue of your tournament is well described. Make sure that you have the correct address, correct city, correct state, and etcetera. Be specific as to where to go when at a tournament, put up signs around your setting to direct newcomers. Tournaments hosted at universities can be even more confusing. Detail is important; be specific and accurate!


U should add that one
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