Fraser Valley Ringette Association
Michelle Vandale Memorial
Spirit of Winter
Ringette Tournament Manual
Draft Copy
Last Updated: January 11, 2012
www.fvringette.com
Updated January 11, 2012
TABLE OF CONTENTS
I. INTRODUCTION ………………………………………………………………………………. 2
Michelle Vandale ………………………………………………………………………… 2
II. ROLES
Tournament Director ……………………………………………………………………. 3
Registrar ………………………………………………………………………………..... 5
Sponsorship Convener …………………….………………………………………….... 7
Program Convener ……………………….….………………………………………….. 8
Raffle Basket & 50/50 Convener ………………………………………………………. 9
Goodie Bags Convener ………………………………………………………………… 11
Awards Officer …………………………………………………………………………... 12
Volunteer Convener …………………………………………………………………….. 13
Schedule Convener …………………………………………………………………….. 14
Referee-In-Chief ………………………………………………………………………… 15
Arena Convener ………………………………………………………………………… 16
Arena Manager ..………………………………………………………………………… 17
Treasurer ………………………………………………………………………………… 18
Miscellaneous Duties …………………………………………………………………… 19
III. FUN EVENTS
FVRA U9 Exhibition Game …………………………………………………………….. 20
Skills Competition ……………………………………………………………………….. 20
IV. SCHOLARSHIP ……………………………………………………………………………… 21
APPENDIX LIST
A
B
C
D
E
F
G
H
I
J
K
L
M
N
O
P
Q
Tournament Director: Tournament Chair Request for Volunteers Draft Letter ….. 22
Tournament Director: Tournament Committee Meeting #1 Draft Agenda ……….. 23
Tournament Director: Team Post Tournament Thank You & Feedback Request.. 24
Registrar: Tournament Invitation – General Letter…………………………………… 25
Registrar: Tournament Invitation – Detailed Letter ………………………………… 26
Sponsorship Convener: Sponsorship Letter ………………………………………… 27
Sponsorship Convener: Draft E-Mail Request for Support from Businesses ……. 28
Sponsorship Convener: Draft E-Mail Request for Support via FVRA Families ….. 29
Volunteer Convener: Draft E-Mail to FVRA Teams …………………………………. 30
Program Convener: BCRA Guide to Tournament Programs ………………………. 31
Schedule Convener: BCRA Guide to Tournament Scheduling ……………………. 34
Scholarship: E-mail Forwarded To Teams …………………………………………… 38
Scholarship: Information Letter ………………………………………………………... 39
Scholarship: Application Letter ………………………………………………………… 41
Tournament Rules ………………………………………………………………………. 49
Tie-Breaking Rules (Standings) ……………………………………………………….. 51
Notes From Other Tournaments ………………………………………………………. 52
1
INTRODUCTION
This Handbook is designed to help the volunteers of the Fraser Valley Ringette Association with hosting
the Michelle Vandale Spirit of Winter Tournament.
Hosting a great tournament requires the following:
 the involvement of many people.
 good planning, organization, and concentration of effort.
 strong communication.
This Handbook outlines in detail the tasks for each role that need to be completed prior to, during and
after the tournament. A great deal of support material is also provided in the Appendices.
Working together to provide a great tournament experience for teams from BC and Alberta evokes a
sense of pride, achievement and happiness.
Thanks to all FVRA members past and present who have had a hand in the creation of this resource.
In Loving Memory of Michelle Vandale (Johnson / Day)
December 9, 1967 – November 11, 2009
Michelle’s Ringette career began as a player at the age of 7
and continued through the years as both a player and a devoted coach.
Let’s never take for granted these moments that we’ve shared,
But always be reminded of how intensely we have learned to live,
How completely we have learned to love.
Peggy Wrightman
Always just a thought away; loved and remembered every day.
2
TOURNAMENT DIRECTOR
The Tournament Director position is filled at the FVRA Annual General Meeting held in April; the position
is normally held for a two year term.
Duties:
The Tournament Director is responsible for the successful organization and management of the
Tournament within the guidelines set by FVRA.
The Tournament Director should appoint volunteers, schedule and chair the tournament meetings and
work with the volunteers to ensure all roles being performed well and within budget.
BCRA Tournament Guide: BCRA has created a resource to help Tournament Coordinators manage a
successful tournament. Go to: www.bcringette.org / Policy Manual / Appendix J
Before the Tournament the Tournament Director should:
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Confirm ice has been secured by FVRA Ice Scheduler.
In July & August ensure all volunteer positions are filled and volunteers understand their roles
 See below for listing of all tournament roles
 Appendix A: Tournament Director Request for Volunteers Draft E-mail
Schedule meetings as required to support the volunteers managing each job responsibility.
 Meetings should be held as often as necessary to ensure everything is progressing well.
 Appendix B: Tournament Committee Meeting #1 Draft Agenda
With Treasurer, ensure tournament budget is set and managed
 Use prior year summary for initial estimates (see companion Excel file)
Mid-October order Player Souvenir (once player numbers finalized)
Complete BCRA requirements:
 In September apply for sanctioning: complete Sanctioned Event Application Form
o Go to: www.bcringette.org / Policy Manual, Forms & Resources / Online Forms
 Minimum 4 weeks prior to tournament submit the following to BCRA VP Provincial Programs:
o Notification of any out-of-province teams participating
o Tournament rules
o Tournament Application Package: Team Registration Forms, Arena Maps etc.
 Minimum 2 weeks prior to tournament submit to BCRA VP Provincial Programs:
o List of teams by division
o Team Adjustment Forms
o List of officials
o Tournament schedule
 Liaise with BCRA VP Provincial Programs to review tournament details.
Early November, with Raffle Basket & 50/50 Convener, obtain license from BC Gaming.
Mid November compile emergency contact list (with cell numbers) including key tournament
organizers such as Director, Referee-in-Chief and Arena Coordinator and Arena Managers.
During the Tournament the Tournament Director should:
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Be communicating with the volunteers daily to ensure that all of the allocated tasks are being done
efficiently and on time.
Be available for emergency meetings to solve problems as they arise.
Be contactable by phone at all times for the duration of the tournament.
3
After the Tournament the Tournament Director should:
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Send a thank you to tournament volunteers and FVRA families.
Prepare a short written report on the tournament. This should include financials and
recommendations for the future conduct of tournaments. Each of the volunteers can prepare a report
specific to their area of work should they chose to do so.
Complete BCRA requirements:
 Minimum 2 weeks after tournament send to BCRA:
o Copy of completed Tournament Program with game scores
o Copy of the Game Scoresheets
o Additional Team Adjustment Forms
Recruiting Tip:
Undoubtedly, the success of the tournament lies with the volunteer workers. Invite people to take on a
role and allow them to use their expertise to benefit the Tournament. While there are many tasks needing
to be done, it is ideal to match the volunteers’ skills to the tasks required. Target the people within your
organization who have the skills that you need.
One volunteer may look after as many, or as few, positions and/or tasks as you think necessary for good
control. The volunteer positions below are recommended but each Director will need to be flexible
depending on the number of volunteers they have.
Player Souvenier:

Past Souvenirs: 2010 scarf; 2009 ?; 2008 scarf; 2007 ?
Souvenir Businesses:
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Excel Awards: 604-530-6723; 104-2677 192 St, Surrey www.excelawards.ca
Summary of all volunteer positions:
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Registrar
Sponsorship Convener
Program Convener
Raffle Basket & 50/50 Convener
Goodie Bags Convener
Awards Officer
Volunteer Convener
Schedule Convener
Referee In Chief
Arena Convener
Arena Managers – Sportsplex, George Preston, Aldergrove, Langley Events Centre
Treasurer
Miscellaneous Duties
4
TOURNAMENT REGISTRAR
Duties:
The Tournament Registrar is responsible for all aspects involved in the registration of teams for the
tournament. This includes sending out invitations and receiving them back, filled in by the prospective
teams wishing to participate.
Prior to tournament start, the Registrar is the primary contact for all teams attending the tournament.
Communication to participating teams is done through the Registrar.
Before the Tournament the Tournament Registrar should:
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Mid September Tournament Invitation e-mails should be sent out.
 Teams should be informed of information package posted to FVRA web site (with further details
regarding tournament)
 Appendix C: Draft Registrar Invitation Letter
Late October, once the Tournament Committee confirms teams, e-mail all teams and advise them of
their status and making refunds if necessary.
 For teams that have been accepted make sure all players are eligible
Early November, forward all team rosters to:
 Program Convener
 Goodie Bags Convener
 Awards Officer
 Person doing Game Sheet Labels
Late November send final game schedule to all teams; the sooner the schedules are sent the better
as teams need to finalize hotel and travel arrangements.
Late November make up binder with all rosters, adjustment forms, approval letters to be kept a
Walnut Grove Arena
During the Tournament the Tournament Registrar should:
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After the Tournament the Tournament Registrar should:
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Provide feedback to Tournament Director; the good and the bad to help next year.
Before their registration is complete, teams must supply:
 Copy of official roster (from Karelo for BC teams)
 BCRA Team Tiering Assessment Tool
 Typed Roster (e-mailed in Excel)
Note: Team Adjustments must be approved by Director of Provincials Programs prior to the start of the
tournament. Any team wanting to make a Team adjustment must provide the following:
 copy of BCRA online player and team staff adjustment form
 official BCRA roster of the team they are picking up from
 can only pick up for a missing player from their official roster.
5
Pre-Tournament Roster Adjustment Suggestion: now that teams have to make any adjustments prior to
the tournament it would be a good idea for the Registrar to make adjustments to rosters prior to the start
of the tournament for approved substitutions. Have the official roster with the missing players striked
through and the replacement players added. A copy of this should be in each arena binder. This would
save confusion at each arena. If the substitution has been noted it has been approve. Example below:
FV Venom U16B
1 Jennifer Otty
2 Madeline Young
3 Jessica Leslie
4 Katherine Rumley
5 Kennedy Morton
6 Kimberly Ratel
7 Danae Richer
8 Amber Gundmudson
9 Georgia Krenus
10 Desiree Epp
12 Ali Ferguson
13 Danielle Olson
14 Hailey Warmerdam
15 Danielle Guillemette
17 Teagan Dixon
Approved Pick up Player
11 Jailene Smit - FV U14B
H. Coach
A. Coach
A. Coach
Manager
Caroline Dalgleish
Tori Gunning
Deanna Dixon
Alan Richer
6
SPONSORSHIP CONVENER
Duties:
The Sponsorship Convener is responsible for securing sponsorships, donations and program
advertisements.
Given the size of responsibility and time required this position may be split into two roles.
Before the Tournament the Sponsorship Convener should:
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In July update sponsorship letter; confirm rates.
 Appendix D: Draft FVRA Sponsorship Letter
In early August begin asking for donations from business community.
 provide invoice and/or receipts as required
 Appendix E: Draft E-mail General Sponsorship Request
In mid-September send request to FVRA membership (include Sponsorship Letter)
 Appendix F: Draft E-mail FVRA Families Sponsorship Request
Communicate closely with other volunteers:
 Program Convener: supply all ads by November 15
 Raffle Basket Convener: supply all items for baskets by November 15
 Goodie Bags Convener: supply all items for goodie bags by November 15
 Treasurer: ensure all cash sponsorships are paid by start of tournament
Make large poster to be posted at each rink thanking all donors
During the Tournament the Sponsorship Convener should:
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After the Tournament the Sponsorship Convener should:
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Send thank you letters to key donors
Provide feedback to Tournament Director; the good and the bad to help next year.
Notes:
 If a business agrees to support, finalize details immediately
 Contact past year sponsors first
List of items needed:
 For goodie bags: 100% juice, healthy snack
 For referees: water, granola bars
7
PROGRAM CONVENER
Duties:
The Program Convener is responsible for supplying program on time and on budget. This includes layout
and getting quotes for set-up and printing costs.
The Tournament Program is our primary communication tool.
Helpful Resource: Appendix G: BCRA Guide to Tournament Programs
Before the Tournament the Program Convener should:
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Early October obtain quotes from at least two printers.
Late October, once teams are confirmed, Registrar to provide team rosters (Excel format).
Mid-November, Sponsorships Convener to supply details for remaining advertisers
 Ad size and artwork in electronic file
Mid-November complete mock up of Program should be completed.
Program should be printed a minimum of 10 days before tournament start
Minimum one week before Tournament supply completed program to Goodie Bags Convener.
During the Tournament the Program Convener should:
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Nothing
After the Tournament the Program Convener should:
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Provide feedback to Tournament Director; the good and the bad to help next year.
Information provided in Tournament Program:
□ Welcome letter from Tournament Director
□ Team rosters (list of players, jersey numbers and bench staff)
□ Game schedules
□ Scoreboards (to track results)
□ Tournament & tie-breaking rules
□ Arena maps
□ Advertisements
□ List of acknowledgement of sponsors/advertisers
□ Fun stuff: section for autographs etc
Notes:
 We did not charge for program in 2009 or 2010.
 2010 Printer: Whitepaper (ordered through Cherri Young)
8
RAFFLE BASKET & 50/50 CONVENER
Duties:
The Raffle Basket & 50/50 Convener is responsible for managing all aspects of Raffle Basket table and
50/50 ticket sales before and after the tournament.
Note: Volunteer Convener is responsible for confirming all volunteers to staff Basket Table and to sell
50/50 tickets.
Before the Tournament the Raffle Basket & 50/50 Convener should:
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In early October confirm basket themes and allocate one theme to each team.
Mid-October communicate basket themes, instructions and deadline to FVRA team managers.
Mid-November receive all donations from Promotions Convener and group into Baskets.
Late November complete Pre-Tournament Tasks as listed below.
 Purchase tickets – separate ticket colour for 50/50 and arena – usually need 5 colours
 Make up Ticket Jars
 Make up Winners Poster to be posted behind raffle table in Sportsplex
Meet with Treasurer to confirm details regarding float and daily receipt of cash
During the Tournament the Raffle Basket & 50/50 Convener should:
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Be available at all times.
Ensure FVRA volunteers understand responsibilities for Basket Table and 50/50
Be available at end of day to count cash with Treasurer.
 All moneys from Raffle table must be kept separate from 50/50
Be available to draw and record winners on Poster on Saturday evening.
After the Tournament the Raffle Basket & 50/50 Convener should:
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Provide feedback to Tournament Director; the good and the bad to help next year.
50/50 Details
 Get tickets – coordinate with Raffle table person. Different color for 50/50 at each rink and different
color than raffle table. Need 5 colors usually.
 Make up winners boards for each arena that 50/50 draws will be held
 Make up 50/50 envelopes for arena and each day
 Winner boards have to be displayed at Main Rink (Sportsplex) on last day
 All 50/50 money must be kept separate from Basket money, due to reporting for Gaming licenses.
Basket Details
In 2010 each FVRA team was responsible for supplying one basket worth $150.
 Teams responsible for purchasing items, basket and wrapping
 Completed wrapped basket, with list of contents, and total $ value to be given to Basket Coordinator
14 days before start of tournament
Notes From Gaming (Victoria office)
1.) Lottery Tickets: we can have a lottery ticket themed basket as one of our baskets; we need to declare
it on our license application and can name the basket theme ‘scratch and win’; we also need to declare
the value of the basket (i.e. $100).
2.) Loony Stick: we cannot do a loony stick as part of our basket raffle. We can do a loony stick but need
to apply for a separate license (called ‘token raffle’) and would need to sell and track separate tickets
(different colour), do a separate draw etc.
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A Note About Looney Stick Raffles
There are two versions of the Loonie Stick Raffle, one that is eligible for licensing and one that is not.
 Eligible Loonie Stick Raffle: The prize consists of a hockey stick with a set amount of cash in loonies
attached. This is eligible for a licence as a regular ticket raffle as there is a set prize value.
 Non Eligible Loonie Stick Raffle: The prize consists of a hockey stick and 50 percent of gross sales.
As sales occur, for every ticket sold a loonie is attached to the stick. This is ineligible for a licence, as
it is not possible to combine regular type raffles, which must have prizes of set value and percentage
type raffles, which must have the prize as a percentage of gross sales.
2011 Basket Raffle Ticket Prices: 1 for $2; 3 for $5; 10 for $10
When choosing themes the following should be considered:
1.) hot new Ringette items: Grit bags, new sticks
2.) hot new consumer items: individual serve coffee brewer
3.) hot new kids item: zuzu pets
4.) hot new electronic items:
5.) Vancouver Canucks: can we get a pair of tickets donated?
6.) hot new retailers: Lulu Lemon
Spirit of Winter 2011 Basket Sales Summary
Sales
Rank
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
Donor
Offside
Canucks
Rings A'Fire
Tim Hortons
Streamline
Great Escape
Booster Juice
Offside Café
AAA Photo
Item
Movies/Popcorn Machine
Grit Equipment Bag - Pink
Fashion
Lottery Scratch & Win
Equipment Bag - Black
Games
Chocolates
Zu Zu Pets
Canucks
Rings 'A Fire Camp
Tims Coffee Brewer
Bling Bling
Ringette Rocket Stick
Spa
Pets
Crafts
Coffee & Tea
Travel Comforts
Christmas
Great Escape Coupon
Booster Juice
Drinks & Snacks
AAA Photo Coupon
estimate
tickets
%
500
16%
350
11%
275
9%
260
8%
200
6%
160
5%
140
5%
140
5%
130
4%
125
4%
125
4%
100
3%
100
3%
90
3%
80
3%
70
2%
70
2%
50
2%
40
1%
40
1%
25
1%
25
1%
15
0%
3,110
100%
value
$240
$165
$100
$100
$100
$100
$100
$100
$75
$300
$100
$100
$110
$100
$100
$100
$100
$100
$100
$50
$50
$50
$50
$2,490
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GOODIE BAGS CONVENER
Duties:
The Goodie Bags Coordinator is responsible for providing Goodie Bags for all participants and preparing
a welcome package for each team manager.
Goodie bags contain momentos of the event and various items from local sponsors.
Before the Tournament the Goodie Bags Convener should:
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In October, from Registrar receive rosters for all participating teams.
Mid-November receive Player Souvenir Tournament Director.
Mid-November receive all donations from Promotions Convener.
Mid-November receive MVP Awards from Awards Officer.
Mid November purchase additional items required (and as budgeted).
Early December, receive completed program from Program Convener.
One week before tournament pack goodie bags and manager package; one box for each team.
 Coordinator should organize a group of people to help stuff goodie bags.
Ensure all boxes are at the correct rink the evening before the tournament starts.
During the Tournament the Goodie Bags Convener should:
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After the Tournament the Goodie Bags Convener should:
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Provide feedback to Tournament Director; the good and the bad to help next year.
Coaches/Managers Package
 Tournament Program – contains schedule & rules
 MVP award certificates: explain how they are to be awarded
 Other pertinent information
Contents of Goodie Bags
 Player Souvenir – FVRA
 Tournament Program - FVRA
 100% Juice – Tim Horton’s
 Granola Bar – FVRA (paid for from proceeds from selling some restaurant certificates)
 Restaurant Coupons – Denny’s, Booster Juice
 Coupons – Captain Kids, Walnut Grove Pool
 Rings A-Fire Summer Camp Registration Form
 Langley Visitors Guide & Langley Restaurant Guide
 Both U9 teams received good Bags, including pig bank from CIBC
CIBC reusable shopping bags were used (about 380)
28 cardboard boxes were used (one for each team)
2011 Learning: booked meeting room at Sportsplex Thursday night before tournament from 7:30PM. We
had 7 volunteers and it took 2.5 hours to complete all Player Welcome Packages.
Materials Needed: paper, tape, felt pens
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AWARDS OFFICER
Duties:
The Awards Officer is responsible for managing all aspects regarding Tournament awards on time and to
budget:
 Participation Medals: U10-Novice and U12-Petite
 Placement Medals (1st, 2nd & 3rd): U14-Tween and higher
 Championship Banners (1st): U14 Tween and higher
 MVP Game Awards: (U14-Tween and higher, all round robin games)
Before the Tournament the Awards Officer should:
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Mid September confirm budget.
Early October brainstorm options and obtain cost estimates.
For final options secure firm quotes.
Once confirmed with Tournament Director, order all awards with adequate lead time
Early November, Registrar to forward all team rosters.
Mid-November deliver MVP Awards to Goodie Bags Convener.
Late November sort medals:
 Participation medals by team
 Placement medals by Division and team
During the Tournament the Awards Officer should:
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Ensure medals are at proper rink to be presented after each teams final game
 Participation Medals: presented in change room
 Placement Medals: presented on ice
After the Tournament the Awards Officer should:
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Provide feedback to Tournament Director; the good and the bad to help next year.
Participation Medals: U10 & U12 Divisions
 Do not have playoffs; all players receive a participation medal.
 Displays FVRA, the year and the division
 Order silver medal x number of players plus one extra per team
 Separate medals into packages with team names on front of envelope
Placement Medals: U14, U16 & U19 Divisions and Tier (A & B)
 Have playoffs; only teams placing first, second or third receive medals
 Displays FVRA, the year, the division and what position they finished.
 Order 20 gold/silver/bronze medals for each Division
 Extra medals to be kept to be used the following year.
MVP (Game) Awards: included in managers package; 4 per team (for each round robin game)
2011 Award: cooler bags
2010 Award: MVP t-shirt - 4 certificates included in managers package and redeemed at Esquire.
Custom Medals:
Awards Canada
Phone 1-800-937-7899 www.awardscanada.com
Banners:
RJ Enterprises
Phone 604-856-6175 fax 604-856-9458
Address: 26815 30 Ave, Aldergrove V4W 3B9
12
VOLUNTEER CONVENER
Duties:
The Volunteer Convener is responsible for assigning FVRA parents to all arena volunteer positions
including basket raffle table and the selling of 50/50 tickets.
Before the Tournament the Volunteer Convener should:
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A
B
During the Tournament the Volunteer Convener should:
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A
After the Tournament the Volunteer Convener should:
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Provide feedback to Tournament Director; the good and the bad to help next year.
Notes:

Need time keeper, score keeper and shot clock operator for all Semi Final and Final games.
o Parents should not be scheduled to do medal games in their division
o i.e. if medal rounds are U14 followed by U16, followed by U19 try and schedule parents from U16
to duty for U14 and U19, schedule parents from U14 to duty for U16 etc.
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50/50 volunteers do not have to come in until the first game has been started in the morning and can
leave after they have sold to the spectators at the last game and drawn the winner (could be about ½
way through).
Raffle Table volunteers should arrive prior to the first game in the morning. Can start taking down the
Raffle table ½ through the last game of the evening Friday. Saturday will be the draw – Raffle table
volunteers can leave on Saturday after most of the baskets have been picked up by the winners.
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SCHEDULE CONVENER
Duties:
The Schedule Convener is responsible for the completing the playing schedule.
Helpful Resource: Appendix H: BCRA Guide to Tournament Scheduling
Before the Tournament the Schedule Convener should:
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A
B
During the Tournament the Schedule Convener should:
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A
B
After the Tournament the Schedule Convener should:
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Provide feedback to Tournament Director; the good and the bad to help next year.
Notes:
 Teams from outside Lower Mainland (Interior, North, Alberta) come in Thursday night. They are a
good fit to play Friday morning games.
 Sportsplex is only rink where we have basket fundraiser. Need all teams to play one game at
Sportsplex when baskets are displayed to maximize revenue at Basket table.
 Schedule minimum three hours between game times
 Semi Finals to aid with volunteers try to have at least two consecutive at any one arena
 Out of town teams to play local teams as much as possible
 All Bronze & Gold games on Sunday at Sportplex
 All Semi finals on Saturday afternoon/evening
 All U10 & U12 to play on Sunday
 U14A semi scheduled after Avalanche game on Saturday
 U10 scheduled no later than 7pm at night
 Extra slush time as needed for Sunday playoff games @ Sportplex
 Novice Team Rink #3 as much as possible Sportsplex (no Shot clock)
 NRL sched Sat GP @ 1 - 3pm, Sat GP @ 7-9pm, Sun WG 10am
 u14-u19 together at areans for reffing
 Skills competition U12 Friday 4-7pm Sportsplex
 Sched u12 close to skills competiotion
 Slush ice 1 hour per sheet per day
 Semi and Final allow 15 minutes extra
 Sunday at Aldergrove use only as necessary
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REFEREE-IN-CHIEF
Duties:
The Referee in Chief is responsible to identify and schedule the on-ice officials.
A plan should be in place for each arena to cover any on-ice official who is not able to officiate his/her
scheduled game due to illness, fatigue or any unforeseen circumstance.
Before the Tournament the Referee in Chief should:
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identify all candidates
once team playing schedule is confirmed, schedule on-ice officials
minimum one week before the event, submit draft schedule with referee assignments to BCRA
Director of Officials
meet with Treasurer to confirm process for paying referees
During the Tournament the Referee in Chief should:
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be available should problems crop up
pay referees
After the Tournament the Referee in Chief should:
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Provide feedback to Tournament Director; the good and the bad to help next year.
Notes:
 In 2010, for first time, did not have enough local refs to do games. Had to bring in 3 refs from
Interior/Island. This adds to our costs. Similar to Sweetheart, next year when teams register we may
want to ask out of LM teams if refs are coming and keen to do some games.
 Would it help if we scheduled the older teams to play before the younger teams on the same rink so
that at least the junior referees can ref for the younger games?
Ref Room Refreshments
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arrange for refreshments (work with Sponsorship Coordinators)
o water
o juice
o muffins
o granola bars
o fruit
15
ARENA CONVENER
Duties:
To coordinate a team of Arena Managers and refresh Arena Kits.
Before the Tournament the Arena Manager should:
□
Have FV ice scheduler arrange to have tables ready at each arena
 1 for each arena and about 7 for Walnut Grove
With Tournament Director recruit volunteers for Arena Manager role at each Arena.
By mid November ensure Arena Binder are complete – one for each Arena
By mid November ensure Arena Kits are complete – one for each Arena
Early December meet with all Arena Managers to review expectations and provide with Arena Kit.
□
□
□
□
During the Tournament the Arena Manager should:
□
be available should problems crop up
After the Tournament the Arena Manager should:
□
Provide feedback to Tournament Director; the good and the bad to help next year.
Arenas: Sportsplex, George Preston, Langley Events Centre, Aldergrove
Arena Kit Contents: These are stored at George Preston and will need to be refreshed.
Stationary Supplies
Ringette Supplies
□
□
□
□
□
□
□
□
□
□
□
□
□
□
□
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Paper
Pens
Felt Pens
Clipboards
Tape
Glue
Scissors
Calculator
Table Cloths: 1 for each arena
and 7 for Walnut Grove
Organized game sheets
Extra game sheets
Rule book
Rings for games
First Aid Kits
50/50 Aprons
Referee payment
Cash Box for Walnut Grove Raffle Table
Team Registration Binder from Registrar
Arena Binder
Arena Binder Contents
□
□
□
□
□
□
□
□
□
□
□
□
□
□
Tournament contacts - including phone numbers for other arenas
Emergency procedures and phone numbers
Accident Report Forms - Team Coach and Manager to file online with BCRA but give them a form so they can
collect the right information and remind them to do report incident online with BCRA
Game schedules - including expected flood times
Smaller version of Scoreboards
Volunteer schedules (50/50, basket table etc)
Minor officials schedule and contact information
Tournament rules including Tie breaking rules
Shot clock rules
Protest Forms
Gaming licenses
Arena maps
Team rosters
Team Adjustment Forms – this is now supposed to be done prior to tournament
16
ARENA MANAGER
Duties:
The Arena Manager is responsible for overseeing all activities at the arena that they are in charge of
during their scheduled time.
Try to keep everyone in the arena happy with everything except the actual playing of games. You should
be familiar with everything a visitor might want to know about the area around the arena, the community
as a whole, and the arena itself. Where is the closest skate sharpener? Where is the best restaurant in
the area?
Man the phone between arenas and Tournament Headquarters to update game scoreboards and
troubleshoot.
Before the Tournament the Arena Manager should:
□
Attend the pre-tournament orientation meeting for Arena Managers
 Pick up your arena package; confirm where materials are to be stored at the end of each day
and that you have a key to access the lock up.
During the Tournament the Arena Manager should:
□
□
□
□
□
□
□
□
□
□
□
□
Before games start for the day in your arena, arrive early to get set up:
 Get materials, binder, equipment posters, shot clock remote from lock up.
 Put up posters: schedules and standings .
 Ensure shot clocks are in working order; trade remote for car keys.
Prepare a list of dressing room assignments and post clearly for the teams.
Ensure ALL team staff sign the game sheet.
Ensure all minor officials report as required for their scheduled games.
Co-ordinate all arena volunteer personnel by ensuring all necessary tasks are completed.
Attempt to keep games running on schedule - communicate with coaches and referees; you may also
have to coordinate with the ice attendant regarding floods.
Have extra equipment available (rings, whistles).
Teams receive a copy of the game sheet after the game.
Keep original game sheets (white and yellow copies) on file at your arena and submit them to the
designated person following the completion of each day’s games.
Post standings at your arena on the charts provided. Call other arenas to receive and confirm
standings.
Report any protest IMMEDIATELY to the designated person by phone etc. A deposit is required
when lodging a protest. Record the correct time that it is submitted to you.
When all games are completed for the day in your arena:
 Take down posters: schedules and standings.
 Return materials, binder, equipment, posters, shot clock remote to lock up.
After the Tournament the Arena Manager should:
□
□
Ensure all game sheets get delivered to Tournament Director
Provide feedback to Tournament Director; the good and the bad to help next year.
17
TREASURER
Duties:
The Treasurer is responsible for the efficient and accurate management of the income and expenses of
the Tournament.
This function should be performed by the FVRA Treasurer.
Before the Tournament the Treasurer should:
□
□
□
□
□
□
□
In early September prepare initial budget with Tournament Director.
 Each volunteer should have clarity for all key spending items.
 In mid November budget should be updated.
Liaise closely with volunteers to ensure they are working to budget.
Make deposits: team entry fees, sponsorships, donations, program ads.
Pay expenses: awards, program, souvenirs, organizers expenses, correspondence, equipment.
Early November, with Tournament Director, obtain license from BC Gaming.
 www.pssg.gov.bc.ca/gaming/licences/index.htm
Late November put in place a system of financial accountability with volunteers as required:
 with Sponsorship Convener ensure all monies are received.
 with Referee-in-Chief regarding referees payment.
 with Raffle Basket & 50/50 Convener: float, pickup of cash etc.
Days before the tournament withdraw cash float from bank for basket table and 50/50 sales.
During the Tournament the Treasurer should:
□
□
Make deposits: collect revenue from basket table & 50/50 ticket sales
 Co-ordinate timing with Raffle Basket & 50/50 Convener
 Ensure two people are present when counting cash and that amounts are recorded
Pay expenses: referees
After the Tournament the Treasurer should:
□
□
□
□
□
Complete form for BC Gaming to close off license.
Pay any remaining expenses: ice rental etc.
Ensure Sponsorship Convener has collected for all sponsorship and advertisements.
Update budget with actual amounts (best guess for outstanding items).
Provide feedback to Tournament Director; the good and the bad to help next year.
Notes:
All committee members must submit all payments and receipts with good descriptions.
18
MISCELLANEOUS DUTIES
Duties:
Duties that need to be completed that do not fall under a role listed above. The Tournament Director may
want to appoint a separate person to perform these duties or do her/himself.
Before the Tournament Miscellaneous Duties:
□
□
□
□
In September when e-mail invitations are sent out by the Registrar, Tournament Information should
be posted to FVRA web site; see below for list of contents.
Print Large Posters: enough copies for each arena
 Schedule
 Score Boards (Game Results)
Late November print roster lables for each team for game sheets – see instructions below
Late November prepare all Game Sheets – see instructions below
During the Tournament Miscellaneous Duties:
□

After the Tournament Miscellaneous Duties:
□

Tournament Information To Be Posted On Web Site
□
□
□
□
□
□
□
□
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Invitation from Registrar
Tournament Rules
Registration Form
Schedule – If not available, information as to where and when it will be available
Coaches Meeting (optional) – Time and place, who should attend
Events planned (optional) – opening & closing ceremonies, hospitality night, etc.
Accommodation Details
Attractions and Tourist Information– Restaurants, malls, sites, etc.
Host Committee – Positions, phone numbers, fax numbers
Game Sheet Labels



Get typed rosters from Regisrtar and make a sheet of labels for each team and a “Finals” Sheet for
each division (4 labels for each team).
You may need more than one finals sheet depending on where the final games are.
Save these in case more need to be printed
o Avery Label 45008 (2 13/16 x 1 ½) set up to print roster format.
Game Sheets



Once the game schedule has been created and roster labels have been made up these can be done.
File by Arena by Day in game order File for each Day eg. Aldergrove – Friday.
Have them put into each Arena Kit.
19
FUN EVENTS
FVRA U9 Exhibition Game

Beginning in 2010 we have scheduled a game for the two FVRA U9 teams to play each other on
Saturday. The feedback has been very positive from U9 Parents who are also required to volunteer
for tournament duties.
o Players receive a Player Welcome Package
Skills Competition


In 2011 a Skills Competition was added for U12 as a test.
This Division was selected as it was our largest division (10 teams of 28 in total).

Event was run by LMRL Thunder
o Chris Wakefield was MC
o 5 LMRL players managed on-ice part of event
Each team supplied the names of 4 participants for the three events:
o Fastest skater: two participants
o Best Shooter: one participant
o Best Goalie: one participant
Participation: was left up to each team, with 9 of 10 teams participating
Time: one hour allocated; the event ran about 50 minutes
Prizes: Thunder donated three first place prizes - two Ring-Jet sticks and signed jersey
Feedback was very positive





Fastest Skater: two players line up on opposite sides of centre ice; at whistle that do one lap with the first
person to cross centre line the winner. Winners keep going until there is only one skater left.
 Modification: players do one lap forward skating and a second lap backwards skating.
Best Shooter & Best Goalie: four rings are left at blue line. Player shoots one ring at a time; record how
many goals. Top two shooters and top two goalies compete in finals.
20
Michelle Vandale Scholarship Summary
Established in 2011 by Bettles family.
See Appendices x and x for details.
A committee will be struck before the tournament to review applications and chose a recipient.
21
Appendix A: Tournament Chair Request for Volunteers Draft E-mail
July 2011
From: fvringette@hotmail.com
Subject: Michelle Vandale Memorial Spirit of Winter Tournament: Meeting Sept 29 7PM Sportsplex
Date: Wed, 28 Sep 2011 15:38:13 -0600
Call for Volunteers
Michelle Vandale Memorial Spirit of Winter Tournament
December 9-11, 2011
Once again, we will need help from parent volunteers for our upcoming Spirit of Winter tournament.
Preparations are underway for this tournament, but we still can use more help.
Thanks to the following people who are helping again this year. For everyone else, please
consider helping out in the following areas:
1.
Registrar
2.
Sponsorship Convener (2 people)
3. Program Convener
4.
Raffle Basket & 50/50 Co-ordinator
5.
Goodie Bag Convener
6.
Awards Officer
7.
Volunteer Schedule Convener (1-2 people)
8.
Game Schedule Convener (1-2 people)
9.
Referee-In-Chief
10. Arena Managers (6-7 people)
We will have a greet and meet session this Thursday September 29th, 7:00pm at the Sportsplex. If you
are interested, email me to let me know and/or come out to our first get together. I look forward to seeing
you!
Kind Regards,
Name
2011 Tournament Director
spiritofwinter@fvringette.com
or tel number
22
Appendix B: Tournament Committee Meeting #1 Draft Agenda
I would like to take this opportunity to thank the parents who promptly replied to volunteer for the Michelle Vandale
Memorial Spirit Of Winter Ringette Tournament. I believe we have a fantastic group of people to make this
tournament turn out to be a great experience for our children. The first meeting will be:
Thursday, September 16, at 7:30 p.m.
Upstairs meeting room at Sportsplex.
The Volunteer committee consists of the following people:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Registrar
Sponsorship Convener
Program Convener
Raffle Basket Convener
Goodie Bags Convener
Awards Officer
Volunteer Convener
Schedule Convener
Referee-in-Chief
Arena Convener
We are still recruiting Arena Managers and would like to find 4 or 5 more.
Please let me know if you are unable to make this first meeting.
See you next Thursday
XXXXXX
Tournament Coordinator
23
Appendix C: Team Post Tournament Thank You & Feedback Request
Draft e-mail to be sent to all teams at end of Tournament.
From: spiritofwinter@fvringette.com [mailto:spiritofwinter@fvringette.com]
Sent: Tuesday, December 13, 2011 11:08 PM
To: All Participating Teams
Subject: Thank you from the Michelle Vandale Spirit of Winter Ringette Tournament 2011
The Spirit of Winter Tournament Committee would like to thank all the teams and their family members for
participating at the 2011 Michelle Vandale Spirit of Winter Tournament.
It was wonderful meeting all of you!! And we sure hope you enjoyed the event!
Just a few minutes of your time...
The tournament committee is now planning for next year's tournament and would appreciate your feedback.
1) What division did you play in?
2) Is this the first time your team attended our tournament?
3) What 3 things went well at the tournament?
4) What 3 things didn't go well at the tournament?
5) Did you get the program guide? Was it useful?
6) What did the players like/dislike from their player's bag?
7) What would you like to see for MVP award for next year? Suggestions only please.
8) If you were from out-of-town, where did you stay? Was the accommodation satisfactory?
9) Will you attend next year?
10) Any other comments?
On behalf of the Michelle Vandale Spirit of Winter Tournament Committee, I wish you all a Happy Holiday and a
great Ringette Season!
2011 Tournament Director
24
Appendix D: Tournament Invitation: General
Sent to all Associations in BC and Alta in mid September
Fraser Valley Ringette Association is pleased to invite you to our
6th Annual Michelle Vandale Memorial Spirit of Winter Ringette Tournament
Friday December 9 to Sunday, December 11, 2011
Registration opens October 10, 2011 and closes November 1, 2011
Our games will be played at the Walnut Grove Sportsplex, George Preston Arena, and Aldergrove Arena
in Langley, BC. We will be utilizing the brand new 3rd rink at the Walnut Grove Sportsplex for games on
Friday and the Finals on Sunday.
Important Announcement! This year, the Michelle Vandale Memorial Scholarship of $1000, provided
by the Bettles Family, will be awarded to an athlete, coach or official registered in the Spirit of Winter
Tournament who has also shown dedication and commitment to Ringette. This scholarship is open to any
applicant who is in their final year of high school and intends to go to post-secondary training, college or
university.
Last year we had a record 42 teams with 17 teams coming from outside the LMRL, including three from
Alberta. Early December is the perfect time to attend a tournament and for families to get to know each
other better. The teams will have an opportunity to play teams outside of their League which makes for a
great experience.
Our Hotel Sponsors - Sandman and Sandman Signature Hotels – will provide the very best Ringette
tournament rates for out-of-town guests. (Contact Mary Cary-Marshall at mmarshall@sandman.ca for
reservations)
For registration information, please go to our tournament website at:
www.fvringette.com/tournaments.php
For more information contact: Name, Registrar or Name, Tournament Director at:
spiritofwinter@fvringette.com
25
Appendix E: Tournament Invitation: Detailed
FRASER VALLEY RINGETTE ASSOCIATION
Presents
6th Annual Michelle Vandale Memorial Spirit of Winter
Ringette Tournament December 9-11, 2011
At: GEORGE PRESTON ARENA - WALNUT GROVE SPORTSPLEX –
ALDERGROVE ARENA - LANGLEY EVENTS CENTER
Registration opens September 15, 2011 and closes October 15, 2011.
U14 (Tween) to 19+ (Open) Divisions: Guaranteed to play four games, with four teams
advancing to the semi-final and final games. Gold, Silver and Bronze medals will be
awarded. Banners awarded to the Gold Medal winning teams.
U10 (Novice) and U12 (Petite) Divisions: Guaranteed to play four games in a
Jamboree format, and will receive participation medals.
Registration Fee: $700 (cheques payable to Fraser Valley Ringette Association)
To register please:
1. Complete the attached Registration Form
2. Include a copy of your official BCRA Roster (see your association registrar)
3. Include a copy of your official BCRA Tiering calculation sheet
4. Mail the attached registration form along with your tournament fee to:
Fraser Valley Ringette Association
Spirit of Winter Ringette Tournament 2011
C/O: Tournament Registrar
PO Box 61591
Langley, BC V3A 8C8
5. In an effort to help us ensure that the player’s names are typed correctly in the tournament
program and on the game sheets. Please fill in your registration in Excel and email it to
spiritofwinter@fvringette.com
Registrations will not be accepted before midnight September 15th.
For more information e-mail spiritofwinter@fvringette.com
26
Appendix F: Sponsorship Letter
FRASER VALLEY
RINGETTE ASSOCIATION
www.fvringette.com
September 2011
Fraser Valley Ringette Association announces the 6th Annual Michelle Vandale Memorial Spirit of
Winter Ringette Tournament, to be held December 9 – 11, 2011, at the Walnut Grove Sportsplex,
George Preston Recreation Centre and the Aldergrove Arena.
The Michelle Vandale Memorial Spirit of Winter Ringette Tournament is now one of the largest
Ringette tournaments in BC. Last year 42 teams (over 500 players, aged 5 to 22) and their families
attended the tournament. In addition to teams from the Lower Mainland, 17 teams from Alberta, Prince
George, Central BC, Okanagan and Vancouver Island travelled here to stay in local hotels. The benefits
of hosting such a large tournament in Langley will be substantial for local businesses.
What is Ringette? Originally designed to be a unique winter team sport for girls and an alternative to hockey,
Ringette has evolved into a fast paced, exciting sport that combines the speed of hockey with the strategy of
basketball. Kids play to have fun, make friends and to compete; the sport builds strong, fit and confident players.
The Fraser Valley Ringette Association is home to more than 180 players.
Would you be willing to spend a portion of your advertising budget to help keep kids active and healthy?
Also, an investment in our Tournament can be financially rewarding for you and your organization. A modest
contribution, as outlined below, provides you with low cost advertising, a tax deduction and an increase in business
traffic. In return you will receive many benefits and some are outlined below.
Major Sponsor Opportunities:




Spirit of Winter Tournament Sponsor (3 available)
Player of the Game Sponsor (1 available)
Division Sponsor (5 available)
Player Gift Bag Sponsor (5 available)
$500.00 (includes full page ad in program)
$600.00 (includes full page ad in program)
$200.00 (includes ½ page ad in program)
$200.00 (includes ½ page ad in program)
Advertisement Opportunities in the Tournament Program:
 Business Card
 Half Page
(2”x 3.5”)
(3”x8” or 6”x4”)
$30.00
$70.00
 Quarter Page
 Full Page
(3” x 4”)
(6” x 7”)
$40.00
$125.00
Please send your ‘print ready’ ad to: sonia.lars@shaw.ca Due date for ads is November 1st, 2011.
Other Opportunities to be Recognized:
 Coupons (food or services) or items (water, snack food, etc.) to be put in player gift bags
 Items for Gift Baskets for our raffle table (please include your business card)
 Athlete, team, coaches or referee rewards (food, gift certificates, merchandise samplers, etc.)
In return for your support, all Tournament Sponsors will be recognized in our Tournament Program
(given free to all players and volunteers) and showcased at the arenas.
Spirit of Winter Tournament Sponsorship Committee:
Name
e-mail
tel number
Name
e-mail
tel number
Receipts will be provided for all monetary donations.
All cheques should be made payable to the Fraser Valley Ringette Association.
27
Appendix G: Sponsorships Draft E-Mail
Request for Support from Businesses
XXXX, my name is XXXX XXXXXX and I am the fundraising coordinator for the Fraser Valley Ringette Spirit of
Winter tournament. Once every year (Dec 10-12) we host a very large tournament; it includes all age divisions (with
the kids, mostly girls, ages 7 to 22). This year we are expecting more than 500 kids. Please note, this is the only
time during the year that Fraser Valley Ringette (mostly Langley players) canvasses local businesses and asks for
support. We were wondering if XXXXX would be interested in supporting our Tournament this year?
Support does not have to be monetary. It could involve something for our welcome packages (that all kids get when
they arrive). It could be age specific (i.e. for 5 to 9 year olds). Or it could be something we are able to include in a
basket at our raffle table or give aways we could use as MVP awards.
All businesses that are able to support us will be recognized in our program (given to all 500 players), at all venues
and also via e-mail to all Fraser Valley families (150 kids play).
Fraser Valley Ringette is a not for profit organization and all money raised at the Tournament (i.e via our basket
raffle table) is used to help pay for ice, referees and fun stuff for the kids.
I would be happy to meet with you to discuss further (if you would like). You can reach me via e-mail or at XXXXXXX.
Thanks for considering our request.
Regards
XXXX XXXXX
Fundraising Coordinator – Spirit of Winter Tournament
Fraser Valley Ringette
www.fvringette.com
Tel: XXX-XXXX
28
Appendix H: Sponsorships Draft E-Mail
Request for Support via FVRA Families
Send in early to mid September to all FVRA families
Attached to e-mail is the Sponsorship Letter
From: Fraser Valley Ringette Assn [mailto:fvringette@hotmail.com]
Sent: Thursday, October 06, 2011 6:47 PM
Subject: Michelle Vandale Memorial Spirit of Winter Sponsorship Request
We hope all FVRA families are having a great start to the new Ringette season!
The Fraser Valley Ringette Association hosting our 6th Annual Michelle Vandale Memorial Spirit of Winter
Tournament from December 9-11, 2011. This tournament has grown into a first class event and last year we had a
record 42 teams and over 500 athletes participate. Our Tournament has been successful because of the support
(time and $) we receive from YOU, the Fraser Valley Ringette community. THANK YOU!
Past experience shows that local businesses that have a Ringette connection are the best supporters of our
Tournament. Once again, we are looking to attract more support from the business community AND WE
NEED YOUR HELP in getting the message out.
What kind of support are we looking for?
a.) For businesses to place advertisements in the Tournament Program
b.) For businesses to sign up to be a Major Tournament Sponsor
c.) Items for Gift Baskets for the raffle table (such as Vancouver Canucks tickets)
d.) Items for Player Welcome/Souvenir Packages (healthy snack, drink, coupons, or fun give away items etc)
The attached letter has more details and can be handed out to businesses.
What do we need you to do?
a.) if you own a small business, please consider spending a portion of your advertising budget in support of
our Ringette tournament.
b.) If you work for a company please ask them if they are interested in supporting our Ringette tournament.
All contributions will benefit not only our Association, but also the community at large, by helping make the
tournament a memorable and fun event for as many players as possible.
If you have any questions, or to discuss next steps, please give us a call.
Thank You!
Fraser Valley Ringette - Spirit of Winter Sponsorship Team
Name
Name
e-mail
e-mail
telephone number
telephone number
29
Appendix I: Volunteer Convener - Draft E-Mail to FVRA Teams
From: Volunteer Coordinator
Sent: Monday, November 28, 2011 11:51 AM
To: FVRA U10 Team
Subject: Spirit of Winter Volunteer Schedule U10#1
Hi Coaches and Managers,
Here is your team's volunteer time assignments for the 2011 Michelle Vandale Memorial Spirit of Winter
Tournament.
As per the FVRA volunteer commitment requirements, each family is to provide 5 hours of volunteer time to support
our Association during the Spirit of Winter Tournament. This year we were able to allocate a shorter amount of time
to each family. Please assign your volunteer families into the provided timeslots in the attachment and then reforward it back to us at:
enter e-mail address by Thursday evening, December 1st.
Please note that those who volunteer as a coach, manager, executive member, on the Spirit of Winter Tournament
Committee or at the Come Try Ringette events are considered to have fulfilled their volunteer commitments. We
have noted these families on your team as follows:
U10 Team#1:
Last Name
Last Name
Last Name
Last Name
Last Name
Last Name
Last Name
Please advise your remaining volunteer families that it is their responsibility to switch with another family if for
whatever reason their time does not work for them. We have given it our best effort to assign times based on
when/where families will be for their games and on different dates/time of day where possible to allow our
volunteers some choice of options. If a volunteer does not show up for their scheduled shift their $100 Volunteer
Cheque will be cashed.
Thank you all in advance for your prompt replies.
Looking forward to a fun and exciting tournament weekend with everyone.
All the best to our FVRA players and teams!
Volunteer Coordinator Name
Spirit of Winter Tournament
Volunteer Schedule Conveners
30
Appendix J: BCRA Guide to Tournament Programs
A tournament Program is your primary communication tool, whether sold or given away, a single
sheet schedule or a glossy fully sponsored brochure. The program assists the Host in making a
profit, but more importantly, helps the spectators identify participants, rules, philosophy of ringette
and the schedule of events, as well as provide a vehicle in which local sponsors can gain exposure.
The first step is to choose the objective of the Program. Is it to generate revenue, inform the
participants, exposure for the sport or enhance your tournament? Often this is the only method of
getting information to your coaches, the players, the spectators and the public. There is nothing that
will force you to think comprehensively about all elements of the tournament than a full brochure. If
you can sell advertising space in the brochure you should be able to cover the cost of printing and
generate a profit for your organization.
What attracts your audience to reading the program will also attract advertisers to participate.
Promotion of sale of programs can include:
 Lucky program draw or similar contest using the program.
 Coupons offering discounts at event or at advertisers or elsewhere.
 Update statistic pages as inserts on subsequent days of the event.
 Tickets to other events such as dance, reception
Advertising rates should be decided early and be forwarded to potential advertisers. Requests for
welcome letters from dignitaries should be completed and sent out early. Schedule printing in
adequate time for completion before the event. Present one copy to each team at registration and
send one copy to BCRA with scores upon completion of the tournament.
10.1 Editorial Elements
The editorial content of your program will ultimately be decided by the nature of the brochure you
intend to produce. Consider the following:
ctory
e
Thank you letters
Letters of welcome, Mayor, President of Association, Tournament Director (be sure to ask for these well
in advance of your production date to give them time to write these letters)
31
10.2 Production Elements
Unless you have experience within your group this may be the time to pick and involve a printer to
work with you on the details. Printers are used to working with inexperienced clients and can offer
examples of possible formats, price structures and production deadlines. Consider the following:
a. Number of Pages: Many types of printing have preset groupings such as four pages to a printed
sheet.
b. Number of Programs to Produce: Check on printing costs, as those extra 100 programs are often
relatively cheap. The number of programs required will depend upon the number of attendees, the
nature of the program (souvenir types will need more than just basic schedules), and whether it will
be sold or given away. If selling them general rule is for every seven people admitted you would sell
one program. Everybody likes to see their name or picture in print, therefore the more names-inprint, team lists, and team pictures, the more you will sell.
c. Method of Production: Many organizations have people who have the capabilities and/or software
to do Desk Top publishing. As type-setting is a labor intensive task any that you can do with
volunteers will have dramatic savings on the cost of the product. A good word processing program
and a laser printer can produce excellent print ready copy.
d. Production Deadlines: Do not forget that the printer will need lead time to do the setup, prepare
the proofs, get your signoff and print the final product. This lead-time should be determined with your
printer months before the event.
e. Also consider page size, colour vs. black &white, format, binding, and paper type.
10.3 Advertising Elements
In considering the advertising elements for your program you should attempt to come up with a
balance. At the very least the ratio of advertising to editorial content should be 50/50. A program that
contains more advertising can obviously generate more revenue but anything above 60/40 can
become self-defeating. Smaller local tournaments can get away with higher ratios because the
advertisers are equally interested in supporting the local events as they are of earning payback from
their submissions. Keep in mind that a single page of advertising can accommodate several ads. As
part of your layout planning, you should choose how many advertisers you can accommodate on a
page. In planning the advertising elements the following should be considered:
a. Number of Ad Spaces
b. Preparation of Ads: Ad layout can be expensive. Many advertisers will have camera ready artwork
and/or layouts to use. Others may have business cards that can be readily used. Here again is an
opportunity for that skilled volunteer with the handy computer and laser printer. Keeping the ad
layout for next year can save future setup dollars.
c. Rate Structure: Certain locations such as back cover, beside the master schedule etc. command
higher selling prices. Be sure to identify and promote these premium spots. A page of smaller ads
should generate more revenue than a single full-page ad
d. Sales Contracts: A simple page that contains the rates, a check-off box and an open space upon
which can be attached a copy of the artwork etc.
e. Contra Arrangements: All tournaments have needs besides money. Ads in the program can be
traded for goods and services that can be more valuable than money to a tournament. To be fair to
other advertisers some attempt should be made at valuing the products received to ensure the
proper side ads are traded. This also helps in evaluating the profit or loss on a project.
f. Advertising Targets: There are three market areas - International, National and Local. Normally
long lead times are needed in approaching the first two areas and you need to offer them fair value
for their dollar. The Local advertiser on the other hand does not have as much money to spend but
is not as much encumbered by preset budgets and level of authority. In addition the local advertiser
is interested in the community support aspect of the tournament. Giving each advertiser an invitation
32
and admission to the tournament, a thank you letter after the tournament and a copy of the program
featuring his ad is a solid pre-sale for next year.
g. Sales Kit: Each person selling advertising should be given a simple sales kit to make the job if not
easy at least organized. This kit can contain the following:
ilable.
mples of well designed ads
33
Appendix K: BCRA Guide to Tournament Scheduling
The rules for BCRA Sanctioned Tournaments are based upon a round-robin format, whereby
everyone plays each other. A single round robin is the most common, however, if fewer teams are
involved, a double round robin offers the fairest method of determining finalists. A modified roundrobin is often used when there are more teams than ice is available for. If there are 5 or 7 teams for
example and you only have ice for three games each, before your medal round, then schedule each
team for three games. Try not to schedule the best two teams against each other during the
modified round robin, or one may eliminate the other before the medal round.
14.1 Game Consideration
Consider the following when booking ice and scheduling games.
a. Consider how much ice you have. When you try to calculate how much ice you require, include flood
times, and try to schedule “Slush Ice” two times during the day for delays. This provides a short period of
1/2 to one hour in the middle or end of the day to allow you time to catch up if games get behind time.
You should always allow for at least one hour a day for each ice surface.
b. Calculate how many hours of actual ice is required for number of games involved. For example, 11
hours of game time for 5 teams really equals about 13 1/2 hours over two days; 4 games each with a
final. Add one hour each day for delays and schedule finals for 1 and a half hours to allow for medal or
trophy presentations. Remember that one hour only allows for 15-minute periods. If you are having 20minute periods you need to allow 1¼ to fit the game in.
c. Consider the distance and time teams will have to travel. Teams travelling a long distance usually
have to miss school Friday. Attempt to end your tournament early enough Sunday so they will not have
to be absent Monday. For local tournaments, teams should not have to pay for more than 2 nights of
accommodation.
d. Try to schedule the closest teams in the first games. Thursday evening ice is usually used, but not all
teams can be there to participate this early. You could give special consideration to teams farther away
by scheduling local teams first.
e. Try to be sure that teams that get late games do not get the earliest games the next morning, and that
teams do not play early in the morning and then late the same night with too much time between games.
f. Ensure an even number of home and away games for each team.
g. U19 & 18+ games should be in the same arena due to limited qualified referees for that age group.
14.2 Format
Teams may play a maximum of three (3) games per day, excluding finals, with a minimum of two (2)
hours between games. U12 and U14 divisions will play two eighteen (18) minute stop time periods. U16
and above will play two twenty (20) minute stop time periods.
Teams must be ready to go on the ice ten (10) minutes before the scheduled game time. If, in the event
of unforeseen circumstances a team is not able to start within five (5) minutes of game time, the on-ice
officials shall declare a default. The Host Committee shall reschedule the game based on:
a. Proof of transportation breakdown
b. Team vehicle accident
c. Delay due to weather or traffic
34
14.3 Ice Time Requirements
# of Teams
10
9
8
7
6
5
4
3
Format
Pool (2)
Pool (2)
Pool (2)
Modified RR
Modified RR
Full RR
Full RR
Double RR
# of Games
24
22
16
18
16
14
8
7
Ice Time Required
U12 – U14
(1 hour/game)
U16 – 18+
(1¼ hours/game)
26
24
18
20
18
16
9
7.5
31
28.5
21
23.5
21
18.5
10.5
9
Semi-Final and Final games require 1½ hours of ice each, to allow for overtime.
Note: Figures do not include ice cleans or slush ice at the end of the day.
14.4 Round Robin Formats
The format that each division will play will depend on the number of teams in each division. The format
will be either round robin or pools. All teams entered in the Provincial Championships must participate in
all scheduled games or be disqualified. If teams are tied in standings after completion of the round robin
or pool play, the highest team will be determined according to the tie-breaking rules outlined in the BC
Ringette Policy Manual.
Pools are often used if there are too many teams to put together. In a single pool, the top two teams in
the standings advance to the finals. In 2 pools crossover games are used (i.e. 2nd in Pool B vs. 1st in
Pool A, & the reverse for the other two top finishers). If crossovers are not possible due to time restraints
then the top team in each pool advances (this is not ideal as the best two or three teams may be in the
same pool).
One way to combat this is to have the teams in Pool A play only the teams in Pool B, and vice versa with
the teams in Pool B only playing the teams in Pool A, and allow the top two or three teams to advance.
The number advancing will depend on whether you have ice time for only a final or one or two semi-finals
and a final. This way if three or more teams in one pool are better than the teams in the other pool they
may all defeat the teams in the other pool. If only two advance they play for the Championship. If you
allow three to advance, give the 1st place team a bye to the final; schedule a bronze medal semi-final
between the 2nd and 3rd place team (loser gets the bronze) with the winner advancing to the final
against the 1st place team. If you have four teams advancing, schedule a semi final with 1st against 4th
and 2nd against 3rd with the winners advancing to the Championship Game.
35
The following is based on teams playing everyone in their pool/division or a minimum of four games.
10 Teams (2 pools of 5 teams)
A-BB-CC-DD-E
A-CB-DC-E
A-DB-E
A-E
Round Robin Games 20 Games
Semi Finals 2 Games
Bronze Game 1 Game
Final 1 Game
24 GAMES
9 Teams (1 pools of 5 teams, 1 pool of 4 teams)
5 Team Pool
5 Team Pool 10 Games
A-BB-CC-DD-E
4 Team Pool 8 Games
A-CB-DC-E
Semi Finals 2 Games
A-DB-E
Bronze Game 1 Game
A-E
Final 1 Game
4 Team Pool (4 games each)
22 GAMES
A-BB-CC-DA-D
A-CB-DB-C
A-D
8 Teams (2 pools of 4 teams, 4 games each)
A-BB-CC-D
A-CB-D
A-D
Round Robin Games 12 Games
Semi Finals 2 Games
Bronze Game 1 Game
Final 1 Game
16 GAMES
7 Teams (modified round robin, 4 games each)
A-BB-CC-DD-EE-FF-G
Round Robin Games 14 Games
A-GB-DC-ED-GE-G
Semi-Final 2 Games
A-CB-F
Bronze Game 1 Game
A-F
Final 1 Game
18 GAMES
6 Teams (modified round robin, 4 games each)
A-BB-DC-DD-FE-F
Round Robin Games 12 Games
A-CB-EC-E
Semi-Final 2 Games
A-DB-FC-F
Bronze Game 1 Game
A–E
Final 1 Game
16 GAMES
5 Teams (single round robin, 5 games guaranteed)
A-BB-CC-DD-E
Round Robin Games 10 Games
A-CB-DC-E
Semi-Final 2 Games
A-DB-E
Bronze Game 1 Game
A-E
Final 1 Game
14 GAMES
4 Teams (single round robin, 5 games guarantee)
A-BB-CC-D
Round Robin Games 6 Games
A-CB-D
Semi-Final 2 Games
A-D
Bronze Game 1 Game
Semi-Final: 1st place vs. 4th Place / Semi-Final:
Final 1 Game
2nd place vs. 3rd place
10 GAMES
Final: Winner vs. Winner / Bronze: Loser vs.
Loser
3 Teams (double round robin, 4-6 games guarantee)
A-BB-CA-BB-C
Dbl. Round Robin Game 6 Games
A-CA-C
Semi-Final 1 Game
Semi-Final: 3rd place vs. 2nd Place
Final 1 Game
Final: Winner of Semi-Final vs. 1st place
7 GAMES
36
14.5 Breaking of Ties
Ties will stand in all games except semi-finals and finals. If a semi-final or final game is tied at the end of
regulation time, the teams will play regular stop time sudden victory period(s) until a goal is scored as per
“Breaking of Ties in Games” in the Ringette Canada rule book.
Use the BCRA Sanctioned Event Tie-breaking rules, provided in the Sanction Package. In preliminary
games if you do not have enough time to schedule overtime, award 1 point to each team for tied games.
Point Structure
2 points - win
1 point - tie
0 points - loss
The score of a forfeited game shall be 7-0.
14.6 Semi-Finals
Semi-Finals in tournaments can take a variety of formats, depending on ice availability and numbers of
teams in a division.
a. The top 4 teams shall advance to the medal round with 1st playing 4th and 2nd playing 3rd. The
winners advance to the gold medal game and the losers playing for the bronze medal.
b. A semi-final can be scheduled between 2nd vs. 3rd, with the winner of that game vs. 1st in final.
c. The following format can be used for pools with 5 or more teams:
-Final 1: 2nd place vs. 3rd Place / Semi-Final2: 4th place vs. 5th place
-Final1 vs. Winner of Semi-Final2
f Semi-Final1 vs. 1st
37
Appendix L: Scholarship E-mail Forwarded To Teams
From: spiritofwinter@fvringette.com
Sent: Monday, November 21, 2011 3:48 PM
To:
Subject: Michelle Vandale Memorial Scholarship
Hi All
Fraser Valley Ringette Assocition is pleased to invite all Grade 12
Students involved in the Michelle Vandale Memorial Spirit of Winter
Tournament the opportunity to apply for the $1000.00 Michelle Vandale
Memorial Scholarship.
This email is being sent to all teams participating in the tournament
because, applicants do not have to be players participating in the
Tournament. Coaches or Referees in Grade 12 may also apply.
Please forward this email along to any Grade 12 Student who is going to
be participating in the Michelle Vandale Memorial Spirit of Winter
Tournament 2011.
Fraser Valley Ringette would like to thank the Bettles family for
enabling us to provide this wonderful opportunity.
Attached to this email you will find
1 - 2011 Michelle Vandale Scholarship Application Letter
2 - 2011 Michelle Vandale Scholarship Application Letter
The Application can also be found on the Tournament Page of our Fraser
Valley Ringette Association Website www.fvringette.com
Thank you,
Fraser Valley Ringette Association
38
Appendix M: Scholarship Information Letter
Michelle Vandale Memorial
Scholarship
Provided by the Bettles Family
On behalf of the Bettles Family, the Fraser Valley Ringette Association is
pleased to offer this annual scholarship opportunity in memory of
Michelle Vandale, a former player, coach, and executive member with the
Fraser Valley Ringette Association.
This award is provided in
recognition of her devotion to the players that she coached and mentored, along with the contributions
Michelle and her family have made to the sport of ringette. It is the local, grass-roots volunteers, such as
Michelle and her family, who have made ringette successful in Fraser Valley and BC. Such volunteers
often go unrecognized, involving themselves for their passion, rather than for personal gain. It is in
memory of Michelle and in honour of her and her family, who have contributed so much to our sport, that
the Bettles family would like to offer this annual scholarship opportunity in hopes that it will help to
inspire others in the ringette community to continue giving to the sport and thus, furthering the cause to
which Michelle and her family have been dedicated for so many years.
The Michelle Vandale Memorial Scholarship, in the amount of $1000.00, will be awarded annually at the
Michelle Vandale Memorial Spirit of Winter Tournament hosted by the Fraser Valley Ringette
Association. The scholarship will be awarded to a Grade 12 student (male or female) who is planning on
obtaining a post- secondary education and who is participating in the Michelle Vandale Memorial Spirit
of Winter Tournament. Participation in the tournament is not restricted to players; it can be in the form of
a coach, referee, or minor official in the tournament, or even as a tournament committee volunteer.
More information about this scholarship
www.fvringette.com
(including applications) is available on-line at
Criteria of Scholarship Applicant
1) The applicant is in his/her final year of high school (Grade 12) and demonstrates an intention to
attend a post secondary training program, college or university.
2) The applicant has demonstrated a commitment to their education.
3) The applicant must meet the admission standards of the educational institution/program he/she
wishes to attend.
4) The applicant must be a registered ringette player, registered coach, or registered official who
has shown dedication and a commitment to ringette. Some of the ways this could manifest:
a. He/She may be a dedicated player.
b. He/She may be a coach or an official.
c. He/She may help other players or instruct at camps.
d. He/She may participate in association initiatives such as Come Try Ringette or
Tournaments.
e. He/She may volunteer at an administrative level or to help at tournaments.
f. The athlete may do most of these initiatives or a combination of them.
5) The applicant must be a positive role model in the sport of ringette. The athlete may be a team
leader, captain or a person who has earned the respect from their team mates, coaches and
officials for his/her fair play and sportsmanship.
6) The applicant must be participating in the Michelle Vandale Memorial Spirit of Winter Ringette
Tournament. He/She may be from any region of BC, out of province or from any ringette
39
association as long as he/she is an accredited player, referee, coach or volunteer at the
tournament.
Additional Criteria of Scholarship Applicant
The applicant:
1) May be either male or female.
2) May be from any ringette association registered in the Michelle Vandale Memorial Spirit of
Winter Tournament.
3) May be an athlete with a disability.
4) Does not need to demonstrate a financial need.
5) May be any age, provided that he/she is registered in his/her final year of secondary school
(typically Grade 12).
6) Will not be discriminated based on which post-secondary school he/she plans to attend.
The applicant will be determined by the committee, as the outstanding candidate who demonstrates a
commitment, dedication and passion for the sport of ringette, with goals of pursuing a higher level of
education.
Applications must be received by Fraser Valley Ringette Association no later
than December 6th, 2011
All applications are to be forwarded to the:
Michelle Vandale Memorial Scholarship Committee
Mail Option: C/O Fraser Valley Ringette Association
P.O. Box 61591 Langley, BC V3A 8C8
Email Option: spiritofwinter@fvringette.com and fvringette@hotmail.com
Fax Option:
604-530-4392
The Fraser Valley Ringette Association and the Michelle Vandale Memorial Scholarship Committee, with
the endorsement of the Bettles Family, reserves the right to choose not to award the scholarship if the
pool of candidates does not meet the criteria outlined or if there are no applicants.
Sincerely,
Fraser Valley Ringette Association
Michelle Vandale Spirit of Winter Tournament Committee
Michelle Vandale Memorial Scholarship Committee
40
Appendix N: Scholarship Application Letter
Michelle Vandale Memorial Scholarship
Provided by the Bettles Family
for ringette players, coaches, on-ice officials, and/or executive members participating in the 2011
Michelle Vandale Memorial Ringette Tournament
2011 - 2012 Ringette Season
Applications must be received by the Fraser Valley Ringette Association no
later than
December 6th, 2011
Ringette. Play it. Love it. Live it.
41
Michelle Vandale
Dec. 9th, 1967 – Nov. 11th, 2009
A Member of the Fraser Valley Ringette Association, Michelle began her ringette career as a player at the age of
8 and continued to play throughout her teens and young adulthood. She later took a break from ringette to get
married and start a family, after which, Michelle was reunited with the sport she loved when she resumed
playing. It wasn’t long after her daughter began playing (also at the age of 8) that Michelle discovered a love of
coaching.
Over the years, Michelle proved herself to be truly dedicated, not only to the sport but more importantly to the
players that she coached and mentored. She faithfully devoted her time to preparing practice plans, attending
games, practices, and tournaments and serving on the local executive. Both as a coach and as a player, she
always provided enthusiasm and encouragement to each and every person on her team. Michelle led by example,
striving to be the best that she could be, to work together as a team, and to display good sportsmanship during
any situation.
Sadly, the ringette community lost a great role model on November 11th, 2009, when Michelle passed away. It is
local, grass-roots volunteers such as Michelle and her family who have made ringette successful in the Fraser
Valley and in British Columbia. Such volunteers often go unrecognized, involving themselves for their passion,
rather than for personal gain. It is in memory of Michelle and in honour of her and her family, who have
contributed so much to our sport that the Bettles family would like to offer an annual scholarship opportunity in
hopes that it will continue to pay tribute to her memory and help to inspire others in the ringette community to
continue giving to the sport of ringette and thus, furthering the cause to which Michelle and her family have been
dedicated for so many years.
PURPOSE OF THE MICHELLE VANDALE MEMORIAL SCHOLARSHIP
To provide annually a scholarship of $1,000 towards post-secondary education for ringette players, coaches, executive
members, and/or officials who have demonstrated a strong commitment to the sport of ringette.
Recipients will receive a scholarship award certificate recognizing their achievements.
42
IMPORTANT NOTE
Scholarship funds must be applied to the academic year following which the scholarship was awarded.
WHO IS ELIGIBLE?
Application for the Michelle Vandale Memorial Scholarship may be made by registered participants (male or female) of the
Michelle Vandale Memorial Ringette Tournament such as:
•
•
•
•
ringette players who are registered with one of Ringette Canada’s provincial/territorial member associations, and/or
ringette coaches who are certified or in the process of becoming certified,
active on-ice ringette-certified officials, and/or
volunteers at an administration level or at the Michelle Vandale Memorial Spirit of Winter Tournament, and
who are in their final year of high school and who will be enrolled full-time in a recognized post-secondary education
institution or program for the 2012 - 2103 academic year.
Applicants must have demonstrated a commitment to their education and must meet the admission standards of the
educational institution or program specified.
Applicants must have actively participated in the 2011 Michelle Vandale Memorial Spirit of Winter Ringette Tournament as a
player, coach, volunteer, or on-ice official.
The chosen applicant will be someone who has been a positive role model in the sport of ringette, who best demonstrates
sustained commitment, dedication and passion for the sport of ringette through playing, coaching, officiating and/or other
volunteer activities, and who has earned the respect of his/her team mates, coaches, and officials for his/her fair play,
teamwork, and sportsmanship. The successful applicant may be either male or female, be any age provided that he/she is in
his/her final year of high school and demonstrates an intention to attend a post-secondary training program, college, or
university.
43
APPLICATION PROCEDURE
Applications (plus supporting documents as detailed below) must be forwarded to the:
Michelle Vandale Memorial Scholarship Committee
Mail Option:
c/o Fraser Valley Ringette Association
P.O. Box 61591
Langley, BC, V3A 8C8
Email Option:
spiritofwinter@fvringette.com and fvringette@hotmail.com
The subject line must read: Michelle Vandale Memorial Scholarship
Fax Option:
604-530-4392
Applications must be received no later than December 6th,
2011
NOTIFICATION
The Fraser Valley Ringette Association and the Michelle Vandale Memorial Scholarship Committee, with the endorsement of
the Bettles Family, reserve the right to choose not to award the scholarship if the pool of candidates does not meet the
criteria outlined or if there are no applicants. The name of the successful applicant will be announced at the U19 Gold Medal
game during the Michelle Vandale Memorial Spirit of Winter Ringette Tournament on Dec. 11 th, 2011 with written
confirmation to follow.
Please be sure that the following items are included in your scholarship application
package:
The scholarship application form (pages 5, 6, 7 and 8), fully completed.

Two (2) current letters of reference from people in the ringette/volunteer community.

A transcript of marks for the last completed year of your education.

Proof of registration as an active player, coach or on-ice official for the 2011 - 2012 ringette
playing season.

Please Note: Scholarship funds will not be released by Fraser Valley Ringette Association until
confirmation of the successful applicant’s full-time enrollment at an appropriate post-secondary
educational institution for the 2012-2013 academic year and proof of grades for the 2011-2012
academic year has been received.
44
Michelle Vandale Memorial Scholarship 2011-2012
Application Form
Personal/Contact Information
First Name
Last Name
Home Address
City
Province
Telephone
Email
Postal Code
Ringette Registration
Name of your current ringette association
Name of your current team (if applicable)
Division
City
Province
Academic Information
Current High School or Post-Secondary Institution
Name of Institution
City
Province
Postal Code
Telephone
Average Grade %
Expected Graduation (mm/yy)
45
Post-Secondary Educational Institution planning to Attend in 2012-2013
Name of Institution
City
Province
Postal Code
Telephone
Fax
Expected Graduation (mm/yy)
Program/Major Area of Study
Duration of Program (years)
Ringette Résumé
Year
Team
Division
City
Notes
2011
Fraser Valley Vipers
U19 A
Langley
Led league in scoring & won the FVRA
Most Sportsmanlike Player Award
Other notes about your ringette career:
Officiating:
Officials certification number (if known):
Coaching:
Coaches certification number (if known):
Other Volunteer Activities (Ringette, School, Community):
Ringette and You
Please explain how ringette has helped your personal development and describe your commitment to the sport
(max 1000 words).
46
STATEMENT OF ACCURACY
I hereby affirm that the above stated information provided by me is true and correct to the best of my
knowledge. I also consent that my picture may be taken and used for any purpose deemed necessary to
promote the Michelle Vandale Memorial Scholarship.
I hereby understand that if chosen as a scholarship recipient, I must provide a copy of my transcript (marks) for
the 2011-2012 academic year as well as evidence of acceptance to a post-secondary institution or program of
my choosing for the 2012-2013 academic year prior to the scholarship funds being awarded.
47
Applicant’s Signature:__________________________________Date:_______________
48
Appendix O: Spirit of Winter Tournament Rules
The Spirit of Winter Tournament shall adhere to the Ringette Canada official rules as outlined in the
current 2008-2011 Rule Book. The following are rules, which will also be in effect for the event:

Teams are expected to be ready to play 10 minutes prior to the scheduled start time.

Teams not on the ice within two (2) minutes of referee’s start whistle being blown, will forfeit the
game, however the game will be played as an exhibition.

Teams must start the game in the end that they are warming up in. Should the home team enter the
playing surface after the visiting team, they must proceed directly to the end that they wish to begin
play.

Teams will be given a 3-minute warm-up prior to starting the game. In all divisions periods will be 18
minutes long.

The length of games will be limited to one (1) hour, including warm-up. Referees or tournament
directors have the right to reduce the time if the game falls behind.

The shot clock will be used in the U14 to 18+ Divisions.

In all Round Robin Games the Home team shall supply the Shot Clock Operator (if applicable) and
Score Keeper and the Away team shall supply the Time Keeper.

There will be a one (1) minute break between halves.

Score sheets are to be picked up at the hospitality desk at the arena. They are to be checked and
signed by the coach at least fifteen (15) minutes before game time. No additions may be made to
rosters without host committee approval.

Teams must declare goaltender(s), captains, and alternate captains on the game sheet by indicating
(G), (C), and (AC).

Teams MUST declare pick-up players on the game sheet by indicating (AP). It is the responsibility of
the team to ensure that both “BCRA” and “Spirit of Winter” pick-up rules are followed.

In the case of a possible color conflict, the judgment is left to the on-ice officials. If the officials feel
that there is a color conflict, the visiting team must change jersey colors, unless the home team is not
wearing the designated association colors.

Should a team wish to warm up their alternate goal tender between periods, they may do so but with
only one player and 2 rings. The goaltender and skater must proceed to the end in which they will be
defending at the start of the next period.

When a team is up by 10 goals, the remainder of the game is running time. The losing team,
however, has the option to continue the game with stop time. The team leading by 10 goals is not
allowed to pull its goalie, except for a delayed calling of a penalty.

Game scores will be displayed on the time clock, posted in arenas, and recorded for tie breaking
procedures with a MAXIMUM difference of seven (7) goals.

All tied games will be recorded as a tie during Round Robin play.

If a Semi Final or Final game is tied at the end of regulation time, the teams will continue on to play a
five (5) minute sudden victory overtime period. If still tied the winner will be decided by a shootout.
Format as follows:
o
After regulation time has expired there will be a two (2) minute break. During that time each team
will select 5 shooters (in the event a shootout becomes necessary). A coin toss will decide ring
possession in the five minute sudden victory period and who shoots first in the shootout. Teams
WILL NOT change ends.
o
After the two (2) minute break a five (5) minute sudden victory period will be played.
49
o
o
If still tied, the five selected shooters will shoot once, alternately, adding up the goals. The winner
of the game is the team with highest number of goals scored in the (5) player shootout. (The team
winning the coin toss will shoot first).
If still tied, the rest of the roster will shoot alternately (the first five (5) shooters cannot shoot again
until the rest of the roster has taken a shot). FIRST GOAL WINS.

Medals will be awarded to 3rd place in the U14 – 18+ divisions.

In the U10 and the U12 Divisions each team will play four (4) round robin style games. No finals will
be played. All players will receive participation medals at the end of their fourth round robin game.
All teams will follow the U10 and U12 FAIRPLAY RULES:

No U10 or U12 player to be credited with more than three (3) goals per tournament game.

Goals scored in excess of this by any player shall not be recorded on the game sheet, shall not be
posted on the score clock, nor counted in the final score of the game.

In the interest of sportsmanship, it is strongly recommended that coaches manage their team to
ensure no one player scores more than three (3) goals per tournament game.
Protest and Greivances
Any team wishing to file a protest may do so by submitting their request in writing, along with $100.00 to
the Arena hospitality desk, within one hour of the incident occurring, to allow adequate time to deal with
it. A grievance committee will meet to deal with any protests. If the protest is upheld, the $100.00 will be
returned. NO GAME PROTESTS INVOLVING REFEREE JUDGMENT will be accepted. THE
REFEREE’S DECISION SHALL BE FINAL
Penalties/Suspensions

Ringette Canada and BCRA game suspension rules apply

Good sportsmanship will be stressed throughout the tournament. ANY team accumulating more than
30 penalty minutes in any one game, shall see the head or acting coach suspended for the next
tournament game. (No grievance accepted). A match penalty will automatically result in the
suspension from all subsequent tournament games.

Penalized players sit in the penalty box CLOSEST TO THEIR OWN TEAM.

Any Head Coach whose team accumulates thirty (30) minutes in servable penalty time in a given
game shall be suspended from their next regularly scheduled game,

There are strict suspensions enforced during BCRA Sanctioned Play.

Any coach who is suspended by BCRA is prohibited from participating in any on-ice activities.

Any team staff member who removes his/her team from the playing area during a game and does not
return within the guidelines of the current Rule Book shall forfeit the game and be suspended
immediately, and shall remain so until the league or BCRA makes a ruling.

Should a team use illegal team staff during any game, they will default the game.
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Appendix P: Tie-Breaking Rules (Standings)
1. Tie games will stand in round robin play. Teams will receive two (2) points for a win, one (1) point for a
tie, and zero points for a loss.
2. Breaking of Ties in Standings
NOTE: In ii), v) and vii) the maximum difference (spread) between goals for and goals against that will be
counted per game is SEVEN (7) goals.
The maximum Goals FOR that will be counted per game is seven (7) more than the Goals AGAINST.
If a team(s) has forfeited a game, that team(s) shall be given the lowest position(s) amongst the tied
teams. The score of a forfeited game shall be 7-0.
The procedures will be followed in sequence until the tie is broken and the teams are ranked in
sequence.
The procedures, in most cases, will declare the team(s) in individual rankings. However, in some cases
teams may be tied within the rankings (ie. in a four way tie for first in a round robin, the procedures could
place a team clearly in first, two teams tied for second/third and one team in fourth). In these cases, the
procedures shall revert back to i) in order to break the tie between teams, within ranking positions.
When two (2) or more teams have an equal number of points after the completion of the round robin
games, the ranking of the tied teams will be determined in the following order:
i.) The teams will be ranked in order of the winner(s) of more games between each other during
round robin play. The tied teams MUST have played each other or the procedure starts with v)
unless one of the tied teams have beaten all other tied teams in which case that team is ranked
highest and the procedure reverts back in order to break the tie within the remaining ranking
positions.
ii) If still tied, the teams will be ranked in order of the largest (positive) net difference between
Goals FOR minus Goals AGAINST in the games between the tied teams.
iii) If still tied, the team(s) will be ranked in order of the most Goals FOR in games between the
tied teams. The maximum Goals FOR that will be counted per game is seven (7) more than the
Goals AGAINST.
iv) If still tied, the teams will be ranked using the following formula in games between the tied
teams: Goals For + Goals Against Goals Against
v) If still tied, the teams will be ranked in order of the largest (positive) net difference between
Goals FOR minus Goals AGAINST in games against all teams.
vi) If still tied, the teams will be ranked in order of the most goals FOR in games against all teams.
vii) If still tied, the tied teams will be ranked in order of the least total Goals AGAINST in games
against all teams.
viii) If still tied, the teams will be ranked in order by applying the formula in to all games.
3. In the case of a forfeited game, the score shall be 7-0. Should a team that is tied for position have
forfeited a game, that team shall automatically receive the lowest position amongst the tied teams
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Appendix Q: Notes From Other Tournaments
Richmond 2011
Basket Table Tickets: 1 for $2, 3 for $5, 10 for $10 ($ amount correct; is ticket amount correct???)
Loonie Stick Tickets: $2 each (separate from basket table)
Tournament Program: sold for $3 each (players did not get one for free)
 7 pages, including 7 pages for advertisers at the end.
Player Package (received at start of tourney):
1.) large plastic water bottle with long tip
 Silkscreened: Richmond Ringette (logo) West Coast Classic (blue)
2.) in water bottle:
 SOLO Low Glycemic Nutrition Bar
 Cyclone Taylor: $1.00 off skate sharpening (Jan 10th deadline)
 Richmond swim passes (3) good until Jan 31st
 Marble Slab coupon
Player Participation Award: all U12 players received a nice STAR trophy (plastic w/ wood base)
WESTCOAST CLASSIC 2011
U12 PARTICIPANT
 Trophies were presented to players on the ice at the end of the game
 Supplier: Richmond Recognition 877-580-7600
Player of the Game Awards (round robin games): t-shirts with tournament logo
Family Fun Night
U10 Group had 10 teams (2 groups of 5). Each team had 4 round robin games; no playoffs.
U12 Group had 10 teams (2 groups of 5). Each team had 4 round robin games and one final game.
 Final game: teams were seeded based on record from 1 to 5
 The top team did not get a 1st place medal; all teams got the same participation trophy.
Basket Table: most popular baskets (number of tickets):
 Lulu Lemon gift certificate for $140
 Canucks misc items (gloves, touque, scarf etc)
 Misc Candy (for young kids)
 Young girls basket (fun stuff)
 Hair basket: blow drier etc
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