How to organize a basketball league

How To... Organize a Basketball Tournament

The success of any tournament depends on the quality of planning that occurs before the event. The following information is provided to the host tournament committee to aid them with the different steps required to successfully organize a basketball tournament at any level. The following checklists and tips will act as a reference point to properly plan your event from start to finish!

6 Weeks Before…

• Build a Tournament Committee to assist with the planning and operation of the event.  One person shouldn’t take all of the following tasks on themselves!  A committee should be comprised of; Tournament Committee Chair – oversees all aspects of the event; Treasurer – prepares budgets, collects fees – registration and admission; Publicity - advertises an event, media contact, secures sponsors, etc.; Scheduling - prepares and circulates the tournament schedule and results; Facility Manager – secures gym, sets up facility including gate; Hospitality – coordinates a canteen and hospitality room for coaches and referees; Equipment Manager - manages different equipment needs including balls, score clocks, scoresheets, etc; Technical – communicates with referees and scorekeepers
• Reserve gymnasium space.   Get the permit booked in writing to avoid any miscommunications or problems.  See School Division contact list.
• Prepare a budget that will address all possible revenues and expenses.  Prepare for some cost overruns.
• Make a list of the equipment required to stage such an event (basketballs, scoresheets, banners, signage, etc).  You may need to add some items to your budget planning.
• Contact an appropriate Referee Assignor to ensure their availability and knowledge of the event (date, time, location, age level, etc).
• Design and print tournament flyer and registration form.
• Promote the even to the teams you are targeting.  Ask the WMBA office for a list of coaches at that age level(s).  
• Register the tournament with the Manitoba High Schools Athletic Association if your tournament is at the High School level.
• If the tournament is NOT a school-based one, register it with Basketball Manitoba by completing our Online Tournament Sanction Form (coming soon).   All tournaments involving Basketball Manitoba teams require sanctioning prior to the event.  You must use MABO-certified referees at the event for the sanctioning to be approved.
• Plan the tournament format.  Most tournaments run with 8 teams.  You can run your tournament with as many teams as you wish, but we suggest going with at least 4.  See our collection of Schedule Samples for assistance. 
• Order awards for the tournament.  You will need to account for this in the tournament budget.  Ideas range from individual medals, trophies or certificates to team trophies and banners.  Contact an area trophy store to view some samples. Ensure that you get your order in on time to avoid last-minute rushes!
• Develop a sponsorship request letter and circulate to area businesses and groups asking for support.  Different levels of support can include financial or products.  Focus on the items you need for the event to run and try to get them covered off by a sponsor such as awards or equipment.   This can also offset your tournament entry fee to make the event more attractive to join!
• Meet with your Tournament Committee to ensure all their duties and responsibilities are on schedule.

4 Weeks Before…

• Process registrations collected from teams.  Use a basic spreadsheet program (Excel) to properly track and register teams.  Provide a written confirmation of being accepted into the event (email will do).
• Design and print publicity posters and tickets for admission
• Contact qualified first aid personnel to be in attendance at the event.  Ensure they have proper first aid equipment.
• If you are inviting teams from out of town, compile a list of accommodation options in your area.  A good start can be the Manitoba Hotel Association.
• Meet with your Tournament Committee to ensure all their duties and responsibilities are on schedule.

3 Weeks Before…

• Secure all the equipment required for the tournament and check their condition.
• Draw up final tournament schedule.  Plan for possible last-minute cancellations. Create a waiting list of teams if you have an excess number of teams.
• Send information package to participating teams (include tournament draw, dates, times locations, and specific details on the event such as changing room facilities, warm-up balls provided, etc).
• Provide tournament schedule to the Referee Assignor you spoke with 2 weeks ago.
• Follow-up with any secured sponsors to ensure support is still there.
• Circulate posters and flyers to areas schools and merchants
• Consider developing a tournament program.  Ask teams to submit rosters and produce copies for sell – can add to your revenue stream.  Use program as an option for sponsors to advertise in.
• Meet with your Tournament Committee to ensure all their duties and responsibilities are on schedule.

1 Week Before…

• Secure all awards
• Obtain a schedule of referee assignments
• Complete the program and get it printed.
• Obtain products from sponsors
• Ensure the referees are aware of any tournament rule modifications to be used at the tournament.  It’s best to provide this in writing to the Referee's Assignor and have copies for the teams and on-site at the tournament.
• Prepare and circulate a media release announcing the tournament and arrange for game results to be included in their reports.
  Prepare a first-aid kit to be on-site at the tournament. 
• Make final equipment check (including clocks, scoresheets, tables, chairs, team benches, etc)
• Print a number of large ‘master’ draws to be placed in the gym area.  Update them throughout the event to ensure teams are aware of the schedule.
• If charging admission or running a canteen, ensure you are well stocked with food and drink and have change ready for sales.
• Consider hosting a ‘hospitality room’ for coaches, referees and volunteers.  Stock it with food, drink.  Most hospitality rooms are held in a classroom near the gym.   It allows for those involved in the event to take a break from their duties. 
  Meet with your Tournament Committee to ensure all their duties and responsibilities are on schedule.

During the event...

• Plan on being there at least 1 hour prior to the first game starting.
• Meet with your Tournament Committee to ensure all their duties and responsibilities are on schedule.

Follow-up…

• Complete all payments of expenses such as referees, awards, gym rental and other administrative costs.
• Send thank-you letters to those who were instrumental in helping with the event (teams, volunteers, sponsors, referees, etc).
• Review your budget and make notes for your next event.
• Make a list of what went well and what needs improvement for your next event.

Other Information
Tournament Information Package to teams
The following items can be included in your Team Package.

• Introductory letter
• Accommodation price lists and locations (for out of town teams)
• Tournament schedule and sites 
• Restaurant lists and locations (for out of town teams)
• Specific rule modifications 
• City map

Referees
It is important to communicate with the head referee assignor as to the exact schedule of games and any specific game modifications pertaining to the tournament.  It is also wise to tape down a copy of the rules to the score table for quick reference through the event.

Equipment

• 2 game balls (ensure you have the correct size ball for the level of play)
• Scoresheets & pens
• Access to the school’s Scoreclock
• 1 score table with 2 chairs
• 2 team benches

GOOD LUCK!!

How to Organize a Recreational Sports League

At Playpass, we are a team of athletic geeks and recreational league fanatics who love anything and everything sports. Together, we've organized sports for 10 years for over 24,000 players and managed 340 recreational leagues.

Why Did We Write This Guide?

We've played, managed, and coached a lot of sports. And throughout the years, we've noticed something: while playing is fun, organizing recreational sports takes time and effort.

We wanted to fix that. So we did.

We've put our sports knowledge together and created this guide. In it, we explain everything you need to know about starting a recreational sports league.

Here's What You'll Learn:

• How to Plan Your Sports League
• Why Great League Rules and Policies Matter
• How to Manage Your Sports League Like a Pro

Three sections. That's it. Let's go.

The good news: you don't have to spend a fortune to start a sports league. The bad news: if it's your first time organizing a league, there are costs you may overlook.

The Four Costs You Need to Know

1. Facility
2. Equipment
3. Referees
   
4. Marketing

Cost breakdown of a typical league with a 25% profit margin:

Facility costs will likely make up about half of your overall expenses

Organizing a sports league for fun? Great! You just need to break even (and hopefully have enough cash to throw a party at the end of the season). However, if you want to start a sustainable sports business, you need a profit margin of 20-40% per league.

Find a Facility

If you own a facility, skip this section. You're lucky. Everyone is jealous.

For everyone else, find and book a facility before the season. It will save you a lot of time and stress. Trust us. Finding and booking a facility is both the most important and hardest part of organizing a sports league.

Here's a not-so-hypothetical story that explains:

Once, there was a sports organizer. Let's call him Josh. Josh was great. He was super passionate about building his soccer league and willing to do the all the organizing work. Go Josh! He worked hard to schedule his league, did some great marketing, and even collected payments from players.

But just before the season, Josh ran into a problem. He couldn't find a facility. Anywhere. Josh scrambled around calling every place and person he knew. No dice.

After all that work, his league was caputs.

Don't be like Josh. Plan ahead, and you'll be ok.

Before you do anything else, find and book a facility

Here's a list of facilities you can rent:

• Public parks
• Public schools
• Private schools
• Sports complexes
• Community centers
• Churches

The price of each facility will be different - some are nicer than others, more in-demand, or have restrictions. However, once you find a facility within your budget, make sure it's close. No one wants to travel 60 minutes to play a 60-minute flag football game. Pick a facility within 20-30 minutes of most players.

Hire Referees/Umpires

Solid refs will make your league great. They keep players safe, happy and having fun. However, they don't have to be perfect. The best refs are assertive and consistent in their calls. That's what matters. Give yourself the support you need, hire confident refs.

The job of a referee is to:

• Arrive 10 -15 minutes before games start.
• Know all league rules and regulations.
• Enforce these rules.
• Resolve any conflicts.

Referees/Umpires are paid $10-20 an hour.

Choose Quality Equipment

Buy good equipment. It'll cost you more upfront, but it's worth it. Players will have a better experience. Plus, you won't have to replace worn or broken equipment during the season.

Know the equipment you're responsible for. A good facility will provide all fixed equipment, including goalposts, basketball hoops, volleyball nets, and line markings. All other equipment is your responsibility. This can include balls, pumps, flags, bats, cones, whistles, and pinnies.

Ask your facility to store your equipment. Avoid bringing equipment to games. You don't want to forget anything. There's nothing worse than having players but no ball.

Cost of Uniforms

Rec league -uniforms" are usually cotton t-shirts and generally cheap. However, if you want to cut costs, wait for a sponsor. They'll help pay for uniforms. Until then, there are more reasonable alternatives.

In sports where players can easily mistake teams (i.e., basketball, flag football, soccer), buy pinnies to make teams clear. For sports where teams are clear (i.e. volleyball, badminton, baseball) don't even buy uniforms. Let players wear what they want.

Take Team Photos. Quick!

Make sure to take team photos (with your best camera) the day you hand out uniforms. People forget to bring them after that. Take one serious and one goofy photo. Then post the pictures on social media (more on that soon) asking players to tag and share the photos of themselves.

Run a great sports league from day one, and your league will grow on its own. Word of mouth travels fast. Start by marketing your league to friends and family. Ask them to join your league, if they know of anyone who'd be interested, or if they'll help spread the word. Even if they don't become members, friends are free promoters (they'll work out in your league's t-shirt!) and great recruiters, too.

Make a Facebook Page

Use the online platform that is right for your league. Too many to choose from? Pick the one that your target demographic uses the most. Then stick to it.

That being said, Facebook is the most popular social platform, and it's likely your players are using it. A lot. So creating a Facebook page is smart. The goal of your Facebook page is to engage your sport's community and create content members will like and share.

3 Tips to create excellent shareable content on Facebook:

1. Stay active
   • Post at least 2-7x a week on your league's page with photos, updates, and sports related news that is interesting to your target audience.
2. Show the small things
   • Just booked the field? Post a picture. Purchased new basketballs? Post a picture. When members see that you're excited about your league, they'll get excited, too.
3. Ask questions
   
   • Post sports related questions or ask your audience to comment on a funny sports picture. Playful interactions show that your league has personality. At the very start, a Facebook page, or whichever platform you choose, is your primary online presence. Once membership grows, think about creating a website and expanding onto other social platforms.

Create rules

Create and modify rules based on the atmosphere of your league. If you're running a social, less competitive league, think about modifying rules. This helps new, less skilled players have more fun. Additionally, you may have to adjust rules due to time or facility constraints. Whatever the case, make sure teams are aware of all rules and regulations before the season starts. For more competitive leagues, have a pre-season meeting with captains.

Your job is to have rules in place that are clearly stated and consistently applied.

Adults usually play by the rules you set. But there are times when a team tries to add an all-star in the playoffs, gets in a heated argument, or aggressively disagrees with a call. For moments like these, have rules of conduct in place. Clearly define what behaviors result in league suspension or termination.

You'd be surprised: just reminding players of proper sportsmanship makes your league better. Setting behavior expectations reduces conflict, keeps games moving, and helps refs.

Sportsmanship guidelines can include:

• Shake hands before and after every match.
• Respect the referee, even when they're wrong.
• Respect opponents and teammates. Don't insult them, do help them up.
• Have integrity. Don't whine, cheat or fake an injury.
• Cheer positively. Don't tolerate bad behavior from others.

Payment Policies

Ideally, you want to collect player fees upfront. It's the best way to ensure payment. Despite their promises, people don't actually "bring it next week," especially friends.

If you need to, set up a payment location where people can come and pay you. Even better is to get a Paypal, Venmo, or Square account so members can pay you without cash. Like most credit card providers, expect to pay 2.9% per payment.

When you're ready, find a league management software that supports online payments (wait…we have that). Until then, try hard to collect fees before the season or at the first game.

Player Refunds

Use common sense with refunds. In general, be clear and fair.

Provide refunds for:

• Injury (Use your best judgment if players are injured).
• Unexpected life circumstance (i.e. job relocation where a player wants to pull out of the entire league, not just certain games).
• Misjudgment of play (i.e. in week 1 a player has a terrible time and level play is too competitive for their enjoyment)
• Do not give refunds more than 3 weeks into a 10-week league or if a player is terminated due to a behavior violation.

Be The Face of Your League

Make sure you get out there. Go to games. Talk to players. Tell people why you created a sports league and why it's great. When you develop relationships with people (which they will appreciate), you will quickly learn what's working in your league and what's not. Don't worry, they'll make sure to tell you.

Have a presence off the field, too. Send weekly emails to players with league reminders and updates. They'll appreciate the communication.

Stay Organized

Choose a software and tools that are an efficient use of your time. Starting out, Google spreadsheets are great for tracking payments, storing player registration, liability waivers, and creating your league's schedule.

Once your league grows, you can create a website or use online registration software (that's us!) to make your life easier.

Organizing a sports league can be a real headache. But just like the game, hard work can be fun. You'll meet some great people all while organizing the sports you love. It's the truth.

With this guide, you have the foundation to start your league. If you're ready to take the next step, we can help! Our league management software is easy to use and best of all free!

FAQ

Question: Do I need to register a company and buy insurance?
Answer: Our only formal advice is this: you need to follow all local laws and regulations. We can't help there. We have seen organizers start small without lots of setup work and then done things more officially later on. That sounds like a smart way to do it, but you should check your local laws first.

Next Steps

Ready to start putting something together? We can help!
Playpass makes software for online registration, waivers, scheduling and a free website builder.

You can create your free league website on Playpass in minutes. It's easy to start accepting online payments, collect signed liability waiver forms, share schedules with teams, and more. For starters, here's our guide to getting started with online registration.

Any questions? We're here to help. Shoot us a message at [email protected]

Is it possible to create a league of super clubs and not kill the national championships? - I Feel Devotion - Blogs

On the example of the Euroleague.

How European basketball works

The main difference between football and basketball is not that football players can only dream of a league of super clubs, while basketball players realize everything. The main difference is that the football system in its current form more or less works for everyone, while in basketball they cannot come to at least a non-ideal model and, without particularly risking anything, they have the opportunity to go even to extreme experiments (which, unfortunately, not happening).

There are many reasons for this, but in a nutshell:

• Major league basketball is not in Europe and sucks in talent from all over the world;

• In most European countries, basketball is very much less popular than football and does not pay off at all;

• Because of this, even the most successful, most popular, most well-managed clubs go into the red and exist thanks to municipalities or sponsors;

The most typical story for European basketball is the Italian Siena. Five years ago, it was one of the monsters of the Euroleague, not losing in the home championship. The other day, "Siena" was unable to go to an away match in the second division of the Italian league.

Basketball is popular mainly in the south of Europe, in the countries with the weakest economies. And he is extremely vulnerable to any shocks: Greek giants Oli and Pao have regular problems, Fenerbahce felt discomfort as soon as Dogus left basketball, Alisher Usmanov saved Khimki a few years ago ... Even superclubs cannot be sure in tomorrow.

• The nature of basketball is that it's class that decides, so the richer clubs almost always win, the sensations are something unique and totally unrepeatable at a distance;

• This is why almost all European championships live in a state of entrenched hierarchy. For decades, the same teams have been fighting for medals, the same teams have been jostling in mid-table traffic.

• Accordingly, this leads to stagnation. Without internal intrigue, without new names, without stars, but with a clear hierarchy, national championships cannot develop qualitatively. Each of them has its own superclubs, but they themselves are closely inside the leagues, which they regularly iron, but without any pleasure.

• No one seems to be to blame for such a device. So it happened historically, something like the allocation of the rich in the peasant communities - the natural process of the formation of giant clubs took place in almost all decent European leagues.

An important feature to understand is that basketball superclubs can't compete globally with football superclubs, of course, but they're just as competitive within their sport. Only the naive believe that the main team of the country is the Russian team. The main team of the country is CSKA. If we take the basketball audience (and not people who are ready to cheer for a cockroach race participant if only under the tricolor), then the majority here supports the army team.

• At the same time, all European leagues are united into a common system through European competitions, and therefore they cannot change anything at their level (introduce new rules, set a salary cap, and so on).

Accordingly, only two alternatives are seen as a logical solution . Both of them are imperfect, but you can only choose from them.