Content Outline
Comms Lead Pre-Tournament Preparation
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Effective pre-tournament preparation ensures rooms are ready, materials are organized, and staff are equipped for a seamless tournament flow.
Comms Lead Responsibilities
Comms Leads ensure smooth tournament operations by preparing spaces, coordinating staff, and maintaining clear communication before and during the event.
Pre-Tournament Preparation
Communication with Regional Coordinator (about 1-2 weeks out)
- Meet with your Regional Coordinator (RC) to review building layout and competition room assignments.
- Confirm that each staffer will have an appropriate workspace (table and chair) with necessary supplies.
- Assign team members to monitor logical groups of rooms using the Room Usage Chart (TAG) Template.
- Ensure you have enough staff to effectively cover all assigned areas.
Communication with Comms Team Members (about 1 week out)
- Send a Welcome Email to your team (template in resource link). Be sure to include:
- Tournament schedule / room assignments (TAG Sheet example - resource link)
- Training tutorial link – remind all team members that training must be completed prior to the tournament: https://lms.ncfca.org/comms
- Tournament arrival instructions (45 minutes early on Day 1; 30 minutes early on other days)
- Tournament meeting time and location
- Facility Map
- Workflow overview and expectations
- Optional: Pre-tournament web call
- Create a text thread or Google Chat group for quick communication onsite and invite team members
- Optional: Schedule a pre-tournament web call to say hello, review workflow, and answer questions.
- If no meeting is held, cover key details in the welcome email.
During Tournament
- Pray with your team each morning.
- Review workflow and timing expectations at the start of each day.
- Confirm break schedules and assign times for coverage.
- Track supplies and inventory daily to ensure materials are replenished (see checklist link)