How to run a youth basketball tournament

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!!

Planning a Youth Basketball Tournament the Right Way

Youth basketball is an essential part of every community. While it’s ultimately up to the kids to play the game and have fun doing it, the community holds just as much responsibility in setting these players up for success. One of the best ways of coming together as a community is through youth basketball tournaments year-round.

Planning a youth basketball tournament will take a lot of time and dedication, but it can be done by everyone. This is where parents, coaches, and other members of your neighborhood can unify and put these basketball events together. 

If you want to start your own youth basketball tournament in your neighborhood, there are some important things you’ll have to consider along the way. Your hard work and preparation will give the youth an enjoyable tournament to improve their game.

Scheduling is extremely important when attracting a healthy amount of participants. Tournaments will do the best during the summer when kids are out of school. You can still find ways to attract youth players during school, it’ll just take some strategy. Planning them on days they have off of school (including minor holidays) and keep in mind they might have other sports going on at school.

You’ll also want to take into account the parent’s schedule. After all, they’ll be the ones transporting their kids to the tournament. By selecting the right date and time for your youth basketball tournament, you’ll get more positive responses from parents when kids beg them to go.

Planning and running a youth basketball tournament will be tough to do with just one person. As mentioned earlier, it’ll take the entire community to come together. You’ll need refs, scorekeepers, people to help direct the event, concessions, and other volunteers to make the event go smoothly. 

You’ll also want to make sure you have the necessary resources for any teams that sign up. Different team management softwares, assistance with uniforms and apparel, or help finding other players if a team is short a few players.  

Once a youth basketball tournament has passed the planning and brainstorming stage, many people will think they’re ready to go. Unfortunately, all their hard work will go unnoticed without a proper way of promoting upcoming basketball events. Even worse, they’ll end up with 1-2 teams that show up and a tournament that falls short of expectations.

There are plenty of effective ways to promote your youth basketball tournament. Social media is a great place to start. You could also start a word-of-mouth strategy by reaching out to nearby schools, coaches, and others already involved in the youth basketball community.

The Basketball HUB is your one-stop shop for all things youth basketball and it can be found right here on our website! Not only do we provide reliable resources for players, coaches, and parents, but we help communities promote their basketball events and find other players, coaches, and parents interested in coming together.  

We can help your youth basketball tournament or any other upcoming basketball events end successfully. Go check out the vast amount of resources and information available today!

How to organize a streetball tournament in your city?

Streetball is the same basketball, only the game takes place in one ring and with fewer players. Each team is represented by four people (three people on the court, one person is a substitute). Streetball is not just a hobby, but a sport that is included in the Olympic program.

Atmosphere

- Advertising -

Streetball is characterized by the atmosphere of the street. Just imagine: there are a lot of people around, the music is booming, you can hear the sound of the ball on the asphalt, someone is rapping and coming up with “sketches” of their new hip-hop song… This is the streetball atmosphere! You don't even need to search for a whole site, just one ring is enough.

Therefore, if you are ready to do something interesting and memorable in your city, then this material is for you. I want to share my experience in organizing a mass event - a youth streetball tournament.

For three seasons the tournament (winter 2015, summer 2015, summer 2016) brought together about 450 participants. These were schoolchildren and students of the city of Kemerovo and the Kemerovo region.

So where do you start?

Regulations

Preparation begins with drafting regulations. It should clearly and concisely define the goals, objectives, time, place, main description of the tournament. In the future, you can send it to various student and school associations in order to advertise the event and attract the maximum number of participants.

Finance

The topic is quite interesting for every event. In my case, the university provided financial support. But before the university will allocate funds, it is necessary to draw up an estimate of expenses.

What is needed for the estimate:

1. Name;
2. Dates and venue;
3. Expenses for a judge, presenter, sound engineer;
4. Expenses for prizes.

In my opinion, an event deserves a worthy assessment when it is possible to pay attention to each participant and present him with a memorable prize. But now I'm talking about an event with a small budget. Therefore, we will limit ourselves to prizes for first, second, third places, plus prizes for various mini-competitions (SlamDank - the player jumps over the ring and puts the ball in the basket, three-point shot, "Best Player" among women's and men's teams). Don't forget about sponsors!

Team

Like-minded people are definitely needed! Five - seven people are enough for your cool tournament! When the "Dream team" is assembled, make a plan, share the functionality. NEVER think that you can do everything yourself! It is better to let a person make a little mistake or do it wrong. You can fix it, and next time it will be great! This is more effective than going out of your way and doing everything yourself. Trust people!

Preparation

Set a deadline. This is very important in any event! Your work will be more productive when there are clear boundaries. If we talk about the timing, then you can start preparing two or three months in advance. What needs to be done during this time?

1. Prepare a sponsorship offer, find sponsors, partners, info-partners. The biggest and most difficult stage is the preparation stage. You must remember to offer offset terms. If you ask for something, you should give something in return: placing a logo on the poster, placing their banner on the court on the day of the tournament, talking about them in the tournament group, and much more.
2. Create a poster design. It is very cool if you have found a designer who understands and knows his business! Success depends on the atmosphere of the poster!
3. Start advertising (creating a group, sending to VK, Instagram text with a poster).
4. Start working with members (group invitation, private messages to target members).
5. An important point is the organization of the show program. That is, you need to find the IDEAL presenter, sound engineer, photographer, videographer, judge, secretary. The mood, one might say, the outcome of the entire tournament depends on these people. Be sure not to forget about the equipment! Streetball without music will not work.
6. Be sure to have a health worker present. In extreme cases, make a first aid kit. (this is a requirement of the law and just common sense)
7. In summer, do not forget about the awning, under which there will be a registration desk and a secretary, a net for rings, warm-up balls.
8. Think about the format of the tournament and discuss it with the main judge. First, form a table that will determine the order of meetings of the participating teams. Then carry out a draw, according to the results of which the teams are entered into the table according to the number received.

Then we start the tournament itself. We have knockout games: if a team loses one game, it leaves the standings.

WINTER & SUMMER. When is the best time to host a tournament?

I believe that any time has its pros and cons. Of course, in the summer there are more points to take note of.

• Set up an awning for the secretaries and organizers to work comfortably.
• Install the nets on the rings. Often on the grounds where streetball is played in the summer, there are no nets on the rings. This also needs to be taken care of.
• Think in advance on what and how to deliver equipment, tables, chairs, and conduct power supply.

In summer, the advantage is that people are outdoors (many people are more comfortable doing active sports when they are outdoors). But, the downside is that sometimes it is very hot, since the event usually starts from 9-16 hours and it is difficult to play and stay in the scorching sun for most of the day. In this case, try to find partners or sponsors who can provide participants with water.

In winter, the situation is simpler: the gym already has nets on the rings, an awning is not needed, tables, chairs and power supply are nearby.

These recommendations are based on my own experience in organizing. And to use them or leave it in the box read - everyone's choice! Good luck!

P.S. If you have any questions or would like to supplement this article, then we ask you not to be silent, but to use the comment form below)

More on the topic:

Basketball Federation of the Krasnodar Territory

Lokomotiv Kuban opens the largest youth basketball training center in Russia

12 September 2022, 17:57

The opening ceremony will take place on 17 September.

- The development of children's and youth sports is one of our main priorities. Therefore, we actively support such programs and projects. First of all, they popularize team and game sports, thereby attracting as many young people as possible to regular sports. The new basketball training center will be the largest in Russia. It has all the conditions so that we can raise a healthy nation, discover young stars who will eventually be able to reach the professional level, - said the governor of the Krasnodar Territory Veniamin Kondratiev .

Andrey Vedischev, President of the Regional Basketball Federation and PBC Lokomotiv Kuban, noted that this grandiose project was implemented with the help of Russian Railways and the administration of the Krasnodar Territory. The center will become the foundation of the pyramid of training young basketball players of the highest level for the Krasnodar club and the Russian team.

- The opening of this project is an important date in the history of Russian basketball. The upbringing of young talented players is not only a sports, but also a social mission of our club. The current composition of the Loko main team includes 9our pupils. And many of them are already involved in the matches of the national team. I have no doubt that the opening of the ITC will attract additional interest to our favorite sport. Dozens, hundreds of promising guys will have the opportunity to improve their skills in ideal conditions: with high-quality medical care, proper sports nutrition, in facility equipped with the most modern equipment, - said Andrey Vedischev .