Table Tennis Tournament Director

Responsible To: Chairperson, Recreation and Leisure Activities Program Team, Director of Meetings, Executive Director then Board of Trustees

Volunteers Responsible For: International Tournament Volunteers of Table Tennis Tournament, Regional Table Tennis tournament directions (RC’s)

Term of Office: Two years with the option of one additional year by mutual agreement.


Description: Responsible for coordinating the ACUI Table Tennis Championships and advising the regional tournament directors through monthly training and serving as a resource.

Responsibilities:

1. Communicate all pertinent tournament information to regional recreation and leisure activities coordinators (RCs) and other committee members. Participate in monthly webinars from August through March for training of RCs.
2. Negotiate with educational program coordinator and all partners and sponsor representatives for suitable host site, including usage of facilities, maintenance and preparation of tournament tables and lighting, spectator seating, local hotel accommodations, and banquet dinner for participants.
3. Assist RCs in identifying event directors for Table Tennis regional qualifiers. Provide Table Tennis directors and RCs with charts, schedules, rules, and format. Set a phone call with each RC to discuss materials and ensure thorough understanding of charts and rules, and competency in running tournaments.
4. Nurture existing corporate sponsorships and pursue new opportunities for championship participant prizes and scholarships.
5. Prepare an annual operating budget and maintain financial records of tournament expenses. Submit copies of the budget to the Recreation and Leisure Activities Program Team Leader and Educational Program Coordinator no later than Oct. 1.
6. Marketing and promotion (pre-event)
a. Present educational sessions at regional and annual conferences to promote the leisure activities program and its independent events.
b. Provide all pertinent information to the ACUI central office for registration purposes.
c. Write content for The Bulletin and ACUI Web site, and send press releases to major media outlets for the sport prior to the event.
7. Immediately upon completion of regional and independent events, communicate pertinent championship program information to the participants, advisors, and coaches via e-mail and the ACUI Web site. Set up online registration for championships and collect original copies of eligibility forms stamped by school registrars.
8. Fill the tournament field: 32 men and 24–32 women, based on participation.
a.Immediately after completion of regional and independent qualifier events, invite the top players from each tournament.
b. Ensure a full field if at all possible.
c. Tournaments will be ranked according to size (based on number of participants). Note that men’s and women’s lists are separate. Open spots are offered to players in regions with highest participation until the field is full. If that person declines, the spot is offered to the region with the next highest participation, etc.
9. The championships: coordinate on-site registration, volunteers, tournament draw, schedule, best break competition, and sportsmanship competition. Act as emcee during the tournament, announcing matches and events and building excitement for the players and the audience.
10. Recruit volunteer tournament staff at the championships and assist RCs with recruitment of knowledgeable volunteers from the table tennis community.
11. Evaluate the tournament and provide feedback for the following year.
12. Marketing and promotion (post-event)
a. Prepare tournament reports and results for distribution to participants, committee members, RCs, corporate sponsors, the ACUI Central Office, and others involved with production of the tournament.
b. Write recap for The Bulletin and ACUI Web site, and send press releases to major media outlets for the sport immediately after the event.
13. Attend the annual education conference and report on the previous year’s activity. Assist with development of annual goals and objectives.
14. Perform other duties as assigned by the Recreation and Leisure Activities Program Team leader.

Timeline: Many of the duties are ongoing, while some only occur during certain months. Using the numbered list above, the approximate times at which these duties will need to be performed is outlined below.

August 1, 4, 11, 12
September 1
October 1, 5,
November 1, 2, 6a
December 1, 2, 10
January 1, 3, 10
February 1, 3, 10
March 1, 7, 13
April 7, 8
May 8, 10
June 8, 10
July 9, 10

This position receives administrative support from the ACUI Central Office. The duties of the Central Office are best characterized as program management and include:

• Registration – Online registration posting, administration, and rosters.
• Contracts for sponsors, venues, hotels, catering, etc. (volunteers may not sign contracts)
• Finances including receivables and payables
• Travel arrangements for tournament staff
• Publications, mailings, Web site, etc.
• Other duties that you may need, as agreed upon between you and the Central Office


Qualifications:

A. Demonstrated experience on the Recreation and Leisure Activities Program Team or as a regional recreation coordinator.
B. Demonstrated performance in organizational, leadership, motivation, and communication/listening skills.
C. Demonstrated commitment to affirmative action and multiculturalism.
D. Sensitivity to and understanding of the diverse needs and priorities of the Association’s membership.
E. Full-time employment in a college union/student activities department at a member institution; solid institutional support and job stability.
F. Sensitivity to and understanding of the diverse needs and priorities of the Association's membership and the profession. 


Selection Process: 

Consistent with the selection process for program team positions, a screening committee of volunteers and the staff liaison will review applications, interview candidates, and make a recommendation to the team leader for appointment.
Updated April 18, 2014