Communications (Comms)

Manage the timeline of each round to keep the tournament on schedule and ensure all necessary postings are in place.

Tournament Leadership Text Threads

Main Tournament Text Thread

• The Comms Lead will be included in this thread with overall tournament leadership.
• Purpose: to stay informed and communicate real-time updates.
• Use this thread to:
  • Report any facilities needs (ex. Paper towels are out in the restroom, need another table, etc.)

Judge Contact Team / Judge Tech / Ballot Admin / RC Thread

• This thread is used to communicate missing judges, confirm judge arrivals, and relay information to tournament leadership.
  • Confirm when all rooms have started.
  • Notify when all rooms have finished
  • Any tech issues that need immediate attention
• When a Comms Team member reports a missing judge:
  • Post the missing judge’s name and room number in this thread.
    • Example: MIA Davis Blg200
  • Speech rounds: report 5 minutes prior to the official start time.
  • Debate rounds: report 5 minutes after the start time.
  • This allows the Judge Contact Team to immediately begin reaching out.
• Continue to monitor for updates from Judge Tech and Ballot Admin regarding replacements or timing.

Child Safety and Regional Coordinator (RC) Thread

• This thread is reserved for sensitive communication only.
• Report:
  • Any missing students who have not checked in for their speaking slot or debate round.
  • Any suspicious activity or safety concerns reported by Comms Team members.
• The Comms Lead should never make decisions independently about moving competitors or handling safety matters—report and await instruction from the RC or Child Safety Coordinator.

Comms Team Members Thread

• Prior to the start of the tournament, create and invite all Comms Team Members to a text thread that includes the Comms Lead and all assigned team members.
• Test the thread before the tournament begins to confirm all members can send and receive messages.
• This thread will serve as the primary communication line during the event for all Comms-related activity.
• Comms Team Members will use this thread to communicate:
  • Room updates and round progress.
  • Missing judges or competitors.
  • Facility or room setup issues.
  • Any general questions or updates for the Comms Lead.
• The Comms Lead should monitor this thread continuously throughout rounds to ensure prompt responses and escalation when needed.

Core Comms Lead Responsibilities

Oversight and Monitoring

• The Comms Lead monitors:
  • The NCFCA Dashboard (official source for room status, schedule, and event timing)
  • The Comms Team Text Thread (direct line for updates from team members)
• Keep communication clear, professional, and concise at all times.
• Maintain real-time awareness of tournament flow and round progress.

Using the Dashboard to Track Rooms

• Accessing the Tournament Dashboard
  • Log in to your NCFCA Dashboard.
  • On the left side, select your tournament.
  • Click on the Communications button on the right side of the screen

• Room Status
  • All rooms will be listed on the left side of the screen

• Each room will have a status indicator located on the right side of the screen
• The room status button cycles through three options:
  • Not Started - room has not begun.
  • In Progress - round is currently happening.
  • Finished - round is complete.

• The feature is still under development but should be ready before the season begins.
• Sorting Rooms by Status or Schedule
  • You can sort rooms by their status (Not Started, In Progress, Finished).
  • You can also sort by schedule to see which rooms belong to a specific round (e.g., Team Policy Round 1).
  • This helps you quickly see which rooms are done and which are still running.
• Comms Team Members should toggle a speech room in progress 5 minutes before the round starts if all 3 judges are present.
• Comms Team Members should toggle a debate room in progress if the judges and competitors have arrived and the room door has shut. And the room has begun.
• Do not forget to remind your Comms Team Members to toggle rooms finished as the round ends.

Missing Judge Procedure

• When notified of a missing judge by your Comms Team member:
  • Confirm the acknowledgement of the text by using “like” option on the text thread, then report the judge name and room in the Judge Contact Team Thread
• If a Speech Judge has not arrived by the start time:
  • Immediately contact the Regional Coordinator.
  • Do not make independent decisions about:
    • Moving judges or competitors.
    • Adjusting schedules.
  • Wait for RC direction before taking action.
• If a Debate Judge has not arrived after being reported to Judge Contact Team Thread, notify RC for further instructions.

Reporting Sensitive Issues or Missing Students

• If a Comms Team member cannot locate a student:
  • Have the team confirm the student is not elsewhere in the facility.
  • If still missing, report the student’s name and event to the RC/Child Safety Coordinator Thread.
    • The Comms Team is not responsible for locating the student or contacting their parent. The RC will handle follow-up with the student and parent as needed.
    • If it appears the student simply lost track of time, the RC will address the situation directly with them. However, if the student cannot be located or is genuinely missing, the Safety Team should be notified immediately to assist.
• The Comms Lead ensures all information is communicated promptly and discreetly.
• Do not share sensitive details in the general Comms or Tournament threads.

Debate Finals Preparation and Coordination

Coordination Meeting

• The Comms Lead should plan to meet with the Facilities Team and Regional Coordinator on the second or morning of the third day of the tournament to finalize Debate Finals plans.
• Discussion points should include:
  • Room location for Finals.
  • Room setup needs.
  • Any additional supplies required.

Finals Room Setup

• Work with Facilities to ensure proper setup following the Room Setup Guide.
• Tables in the finals room should be covered with black tablecloths.
• The judges’ table should include:
  • Flow sheets.
  • NCFCA pens.
  • A few mints or chocolates.
  • A bottle of water for each judge.

Judge Hospitality and Escort Coordination

• Prior to Debate Finals, coordinate with Judge Hospitality and Judge Tech to determine:
  • Who will escort the judges to their final round rooms.
  • Who will lead them to Judge Hospitality after the round concludes.
• Maintain communication with the RC, Judge Tech, and Judge Hospitality teams to ensure all Finals judges are accounted for and comfortable.

Finals Round Communication

• The Comms Lead must communicate to the Regional Coordinator, Judge Hospitality, and Judge Tech Teams:
  • The actual start time of each Final Round.
  • When each Finals Room is on the last speech.
• Keep leadership updated to ensure smooth award ceremony transitions and proper timing.

Assigning Observers for Finals

• The Comms Lead will assign one Comms Team Member to observe each finals debate room (recommended that the Finals Comms Team observer is not related to the competitors):
  • One observer for Lincoln-Douglas Finals.
  • One observer for Team Policy Finals.
• The observer’s role is to quietly monitor and relay any important information or urgent needs to Comms Lead.