Babe Ruth Southeast Region Tournament Host Workshop Slide-Deck Presentation

04/20/2023 06:47 PM Revision – August 30, 2015 (JA)

2016Babe Ruth

Southeast RegionTournament Host Workshop

Saturday, October 31, 2015Myrtle Beach, South Carolina


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,

Orientation, the Ice Breaker/Opening Ceremonies; Game

Schedule and Reporting Scores; Important Policies and

Forms that Matter; and Closing the Tournament.


• We will use this opportunity to learn by discussion. So,

please don’t be shy.

• We will have lunch and this afternoon we will have

vendor presentations.

[Re: A Guide for Hosting a Regional Tournament, http://brlseregion.com/traioning.]

04/20/2023 06:47 PM Revision – September 12, 2015 (JA)

2016 TOURNAMENT SITES

Age Group Report Location n

Rookies Baseball 07/12/16 Martin, Tennessee9-Year-olds Baseball 07/12/16 Roanoke Rapids, North Carolina10-Year-olds Baseball 07/12/16 West Nashville, Tennessee11-Year-olds Major70 Baseball 07/12/16 Williamsburg, Virginia12-Year-olds Major60 Baseball 07/05/16 Glen Allen, Virginia12-Year-olds Major70 Baseball 07/05/16 Glen Allen, Virginia13-Year-olds Baseball 07/26/16 Altamonte Springs, Florida14-Year-olds Baseball 07/26/16 Colonial Heights, Virginia13-15 Year-olds Baseball 07/26/16 Union City, Tennessee16-18 Year-olds Baseball 07/19/16 Newton, North Carolina

8U – 16U Softball 07/12/16 Varina, Virginia


HOSTING A REGIONAL TOURNAMENTORGANIZATION

• 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 (ADA).


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 clear of

clutter for wheelchairs, walkers, and other devices; and


reserve an area at the playing fields for the 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 athttp://www.ada.gov/regs2010/titleIII_2010/titleIII_2010_regulations.htm#a303.

http://www.ada.gov/regs2010/titleIII_2010/titleIII_2010_re


ADMINISTRATION

• Use the Guidelines Host Checklist.

• 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 entry option.]


• Provide a secure area for the team trophies or plaques.

• 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 service, 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.


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 age group designators must 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 Baseball9-Year-olds Baseball10-Year-olds Baseball11-Year-olds Major70 Baseball12-Year-olds Major60 Baseball12-Year-olds Major70 Baseball13-Year-olds Baseball14-Year-olds Baseball13-15 Year-olds Baseball16-18 Year-olds Baseball

Softball –

8U Softball10U Softball12U Softball14U Softball16U 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).


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 Ice Breaker, and the time and location

of the breakfast meeting. There is an area for general

information such as “No coolers allowed.”, etc.


• 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 2016.


• The balance of the information required for the MTIP is

due to the Southeast Regional Assistant Commissioner,

Operations, not later than May 15, 2016.

• 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-INAND LATE ARRIVALS

Tournament Team Online Check-in:

• The MTIP Section 3 requires teams that are advancing

from a State tournament to process an online check-in

with the Southeast Regional office. 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 office will communicate to the Host via

email, and through an online database, the teams that

have checked in.


Late Arrivals: • The MTIP Section 8 provides the procedures for a

manager to request late check-in for himself, a coach, or

a player. Please refer any manager that requests this

information to the MTIP.



PUBLIC RELATIONS

• The assigned Southeast Region 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.


• The required* Ice Breaker 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.

* The ice breaker is not required for the 16-18 Year-olds age group.


• 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 game-result

signage.


• Make sure that the grounds crew is always available to

maintain the playing and practice fields.

• Umpires are under the direction of the Regional

Commissioner or the assigned Southeast Region

Representative.

• Make sure that the "home" dugout is determined (the

default is the 3rd base dugout in MTIP).


• Use the currently approved Babe Ruth Tournament

baseball or softball provided by the Southeast Region.

• 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 Tournament Director and Protest Committee. No tournament team

shall start play in the absence of said director and

committee.


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.


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

Team Check-in:

The team (all players unless waived by the Regional

Commissioner) check-in will be at 5:00 p.m. on the date

specified by the Southeast Region Commissioner. This is

the time for staff to address any “Chamber of Commerce”


and other details that need to be shared, such as Ice

Breaker information.

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 Region

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 via cell phone as the books are checked.


Team Orientation:

At 6:00 p.m., the Southeast Region 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: The Host Ice Breaker (banquet or picnic) will

begin around 7:00 p.m. at the set location. This is a required

event for all tournament age groups except for the

16-18 Year-olds. Team members are required to wear their

jerseys. Shorts or casual attire that is appropriate is

acceptable.


Opening Ceremonies: Opening Ceremonies will be held at

10:00 a.m. before the first scheduled game of the day. Team

members are required to be in full uniform.


BREAKFAST MEETING - KEY INFORMATION • Use the Sample Agenda (Appendix A in the Guidelines)

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 Official Babe Ruth Rules or, for Rookies


Baseball and 8U Softball, the currently published

Regional Rules. • Explain the tournament pitching rules (specific to sport

and age group).


• Remind the teams that players, managers, and

coaches must be in full uniform as specified in the

current Official 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.


GAME SCHEDULES AND REPORTING SCORES

Game Schedules:

The game schedules (brackets) will be prepared by the

Region and will be reviewed by the Host.

When approved, 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.]

http://brlseregion.com/reporting/index.php

http://brlseregion.com/reporting/index.php


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 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. Here are some

screen shots…





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.


Pitcher’s Record Form:

The Pitcher’s Record Form 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.


At the end of each game, each team manager is required

to visit the press box and sign the form.


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 Regional

Commissioner. This photo will be displayed at the Babe


Ruth Southeast Region Hall of Fame in Wilson, North

Carolina.

[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 just in 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-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, 12U Softball,

or 16U Softball), then the Host will have received a

package from headquarters through the Region which

contains important reporting information for the

championship team.

• The Regional Representative will sign the Letter of

Eligibility.


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 I include 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, printing costs, concession

supplies and merchandise, souvenir acquisition costs,

in-kind transactions, and anything else that can be

considered as a direct expense.


What is not appropriate to include?

• 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.


The End!Thank you for participating in the

Babe RuthSoutheast Region

Tournament Host Workshop


What about dinner?Tonight we will have dinner at Damon’s Restaurant which is located

several miles south of us on Ocean Boulevard.

Everyone please meet in the lobby area around 5:30 p.m. if you would like to travel as a group.

Documents

Babe Ruth Southeast Region Tournament Host Workshop Slide-Deck Presentation