This document outlines in point form the team leaders' duties (50 thru 70s) and is a guideline or an approach to organising and running a local tournament team. Use all or any part that works for you. If you are experienced in running and coaching teams, this document (other than Florida) may have little to no value for you. However, if you are taking the job on for the first time, this item will have more value and might even seem a bit over whelming. Remember it is a guideline of flexibility and if you find a "better way" or run into a situation not covered - then your method it the way to go. (Send in the feedback so we can improve upon what we offer here.)

Additionally included are: specifics for the Florida FHCA tournament; what to be aware of, rules and forms.

Not included is the organising of the Florida exhibition fun games other than those with the Florida Beaches and this may be all you need. Since there is a cross over of shared awareness, the Florida coordinators duties and interest is also outlined at the end.

It may be easier to separate the 2 jobs by saying; the FHCA guy registers the players (gets them carded) and the team leader runs the team. This is true and clear, but doesn't tell the whole story. Who arranges the motel, the exhibition games, the social events, pays to register the team, sends in the player list to where and when, etc, etc.

Actually, the tournament team leader and FHCA coordinator may have some over lap or shared mutual interest - person dependant. Since both have a Florida interest, is best that both hands know what the other hand is doing so it all comes out right in the end.

A situation may exist in Florida where neither, the FHCA rep or the (50) team coordinator is in attendance and a person is appointed to run the team and will having most all of the peripheral responsibility falling on his new shoulders. This is where these documents will get you asking the right questions.

Build trust with the tournament convenors; be responsible to the game and your players.

Check in 1-hour before game time, confirm games times, rules and opposition team name.

Team Leaders - Local Tournaments (minimum of two positions 50’s & 60’s)

General activity click here for Teams Structure

2. Submit a yearly report of the team’s activities at an Annual General Meeting.

3. Evaluate fill-in players to see if they would be good candidates for permanent membership.

5. Know or learn your own personal strengths and weakness. It is difficult to play and manage at the same time. Some do it well while others crumble - get help! Organize players to help at specific tasks where needed. (Keep score, manage runners, base coaching, etc.) You don't have to do it all yourself, but you are responsible to see the job through (anyway you can.)

6. Make friends with the opposition as you go. It is more enjoyable in the long run as we are all in it together and you may need their help down the trail.

7. A team cell phone is your friend.

Working with the tournament convenor

1. Help in the selection of Tournaments to enter. The earlier in the season the better.

2. Where possible - Judge the calibre of the competition to ensure play is in a competitive environment. (It comes with experience.)

3. Contact the tournament convenor at least 3 weeks ahead to enter the team. (Funding can be assisted through the treasurer.)

4. Chat with convenor - to see if he is getting teams to make the division a go, make your intentions to play known and any problems you might have fielding a team. The convenor may ask you if you know teams he can contact to help with the division. There have been times it the past when the 50/60s teams got together and made up their own divisions to which the convenor is more than happy to provide, umps, fields time and prizes.

5. When the time gets close and it looks like the division may not happen, look for an alternative tournament to keep the weekend happening so you don’t leave your guys hanging without a game.

6. If your team needs to cancel, tell the convenor as far ahead as possible. Be honest with them; sometimes they can find a player or two to help, especially if they need your team to fill the division.

7. If you are placed wrong in a tournament and taking a hopeless beating with more to come, DO NOT QUIT! Complete the contract, do the best you can and stick it out to the bitter end. Do not show resentment towards other teams (it is probably not their doing). When the tournament is over you can vow not to come back or not to get into that box again, but you just can’t fail to show. Other teams depend on you to complete the tournament and the team’s long term reputation is at stake. Try to learn what went wrong for future awareness.

Quitting has a long term effect and the word gets around. You would be known as a bunch of quitters. Convenors give no favours to quitters and in the future if there is a decision to be made about which team to take to fill the tournament - they are not going to chose the team known as "the quitters".

Getting the players and following up

1. Contact players early in the season to sign up for the tournament and follow up as often as needed. Look well ahead and don't leave it until the last week.

2. Make player selection from the SoB's current player group to be entered and if this does not fill the team, select from our other member groups before going to outside players. Often the signed players and even members not playing can suggest players to fill in.

3. Get signed players to reconfirm 10 days ahead of tournament (this also acts as a reminder for them).

4. Week of the tournament - Provide players with: - the location - game start time (s) -directions/Maps. The 1st game time is the minimum you need to give them and most convenors won't have this until Wed. of the game week, so tell your people they can expect to hear from you By Thurs. (Many forms and maps are on this website.)

5. Find out if you need to bring your own bases or if they are supplied by the convenor. (Just in case, carry a set of bases in the car.)

6. Have the team arrive at HQ 45 minutes before game time or 30 minute if going directly to the field. (They need time to travel to the diamond, dress and warm up.)

7. If possible provide them with a cell number for last minute directions. If you don't have a cell phone maybe someone in the group will.

8. The team leader may or may not address out of town lodgings. (However, group lodging is more fun and offers team camaraderie.)

1. Check in at Headquarters at least 1 hour before game time (this is the organizer or an appointed team representative.) Most often, they will have an information package on hand for your team.

2. Pick up future tournament information displayed and a couple of score cards from the reception table (whether you need them or not). Review the local tournament rules. (How many home runs and courtesy runners are allowed; is there a penalty for removing an injured player from the batting order, is tagging allowed behind the commitment line, minimum number of players needed to field a team, etc.)

3. Confirm if the games are played as scheduled or if any MIGHT start earlier. Some games may start late, but if your team is not there when the games starts - it is a -7 default regardless if this was your doing or someone else's.

4. Between games keep an eye on the board for schedule or team changes. Know the name of the team who you are to play. Some diamonds are close together and there have been cases where 4 teams arrived and played out of schedule (the wrong opponent). All are in default (-7) regardless of the score.

5. At the end of the day, get or reconfirm the next days' schedule. Do NOT assume it won't change over the course of the day. Make sure all players know of any changes and call any who may have left early.

7. Should you discover you at the wrong diamond, call or have Umpy call HQ to get the correct information. If you have arrived 30 minute ahead, the situation can be salvaged, but if you have players who rush in at the last minute - hope they have cell phones.

Find and group your players to go over any rules changes or game plan; include grace period and lead time to be at the game.

Do or appoint someone to:

3. Manage the team, including runners and score keeping. (Most teams get the opposition's line up, but not all.)

4. Determine the player's fielding positions. Assess the abilities of the members and play them accordingly.

5. Create the batting order. http://sonsofbeaches.net/Library/BatOrder.htm. It is a good idea to hang a highly visible batting order on the fence separate from the score sheet. The batters can refer to this see where they and the score keeper can be somewhere else.

6. Uniform: Many local tournaments do not have a uniform rule (maybe matching tops), however, number shirts are required at Provincials, Nationals and Florida. At these games, a batting line up card with numbers will need to be filled out and given to the ump who will present it to the other team.

7. If there is a mercy rule (like 10 runs after 5 innings) know the score at the end of the 4th inning (before your 5th bat.) You may need to make some coaching decisions based on the score if you are close to or into a mercy situation. If batting know how many runs needed to prevent the mercy.

If defending after your 5th bat and the mercy run is on 3rd with less than 2 outs - pull your outfielders in to where they can get the ball to home (throwing home or relay). It doesn't matter if the hit goes over their heads; a long out Sac will end the game. You need to prevent the 3 base runner from scoring.

Debriefing

Evaluate the game and maybe take team's input on any change suggestions for the next game. Give them the time and place for the next game. After the first game is a good time to finish collecting any owed money.

The coin toss: Some tournaments flip a coin for home team and others are determined by the schedule. In the plus minus tie-breaker system there may be some advantages in batting first (playing round-robin). The article "Winning the coin toss" discusses the benefits. However, if are playing double knockout, there is no plus-minus tie breaker and taking home may be the more comfortable choice. This article also points out some variances between seniors games and regular tournaments. http://sonsofbeaches.net/Library/winingTheFlip.htm

Batting order. Seniors may vary from the traditional batting line-up. This article lays out the traditional batting order followed by variations for Seniors. Some considerations are: age, injury and the need to have courtesy runners to back up the slower players - "Batting line-up tips". http://sonsofbeaches.net/Library/BatOrder.htm

Florida Leader Note - As a Florida team leader you may need help arranging exhibition games; the Florida Beaches are your best friends and you can make direct contact with them from the Executive listing on this website Florida Exe and of course, our Canadian previous team leaders can lend assistance and share their experiences.

1. Review the FHCA tournament rules ("Rule Book".) To verify or look for updates - go to http://www.floridassa.com/ look on the left side menu for "Rule Book" - also under "Calendar" find the yearly tournament schedule for 50s and 55-60.

2. Coordinate with the FHCA rep and attempt to establish a Florida Team Headquarter place or Lodging for the week.

3. Register your Florida Motel with the tournament convenor as team contact information. If there is a last minute time or field change you need them calling Florida - not Canada.

4. Work with the Florida Beaches (Florida Exe) to establish the exhibition games and other events involving our southern cousins. (We usually play them on Tues. and Thurs. and share in some social events).

5. Make certain fairly early that the team is paid and registered for the tournament (see treasurer).

6. If possible, help the convenor to rate our team (if the FHCA has not done so). This is a bit tricky and far from foolproof. Because we only play once a year our team usually goes unrated - U2. Ideally, we want competition to fit the team we bring. If we have weaker players we want to be in a lower division. If we have all top players then we need to be in a higher division. Usually, we have a mixture of skill level. Being in the right division makes a fun challenge for all and helps to get more of our players equal playing time (less sit outs).

7. Each season, review and update the player list sent to the FHCA. We suggest submitting a list of 20 to 25 names of any carded player we have who might remotely be in the area, regardless of age (they must have a Canadian address). It doesn't mean they will play or we will even see them, but it positions us better to be able to bring in an emergency sub if needed. Roster changes have to be in the FHCA office a minimum of 48 hours prior the tournament in order to have their names on the at site roster. (See adding and picking up players below).

8. Confirm each Florida tournament player has been carded and have the FHCA number on hand. (see registration below)

9. Get and keep player's: last name and shirt numbers handy to enable filling out the batter's line up card for presentation to the official FL score keeper prior to each game. The Florida tournament staff keeps score for both teams and numbers are critical. Be informed if a player changes his number prior to the game or during the weekend (borrowed shirt).

10. Obtain the batter line up cards from the convenor or reception table upon arrival and review local rules for any changes. Bring your own score sheets to track the games. (Remember those extras you took from the local tournament!)

11. Have the team at the diamond, ready to play 30 minutes ahead of the scheduled game time.

12. There is a procedure for picking up players at a tournament to field a team, but this is unlikely to benefit the Toronto team because all our players must have a Canadian addresses. (See adding players)

13. Review the FHCA Rep section below for other specific Florida game information.

To add a permanent player to your team a form 3B must be filled out and sent to the office. Do not submit 3B forms at the tournament – send or fax them to the office. To ensure the new permanent player’s name appears on your site-roster requires a 48 hour lead time. If this is not accomplishable add them (and any others) as a pickup player to the tournament site roster at check in.

Any players missing from the site roster and used to field a team are treated as pickup players.

1. Add the name (s) to the bottom of the roster in the spot designated for pickup players.

3. Teams may pickup a maximum of 3 players per tournament (only 1 player from a higher division).

4. Pickup players MUST be from the same geographical area and registered with the FHCA (carded) and fill out a Form 3A.

5. Players joining or permanently switching to a new team are required to fill out a Form 3B. Once he moves to the new team he can not return to the team he resigned from or act as a pickup player for the old team for a period of 6 months. The player can change teams on his own and does not require a manager's release.

6. Official Florida team roster and player forms can be reviewed at the FHCA sections below.

FHCA forms: go to HFCA website and looked under "Other Information" roster Documents and tournament schedules - 2006 and - 2007

Trouble shooting Note: When we are entering a 50's age division in Florida, the regular 50 group players (those that play for the 50 team during the regular season, regardless of age) have the first right to play tournament followed by selection from the other age group (s). It is important to come to an early team agreement on who is playing which games and each traveller must have a clear understanding of the agreement, prior to them booking their travel. Avoid having someone travelling to Florida expecting to play tournament, only to find they are sitting on the bench. It is an expensive bitter disappointment. Handled properly, it will be a super fun holiday.

If our team is playing in a lower seeded division, more can play than if we are in a tough competitive division and in the past, the Florida team has often been made up from members varying in age from 50 to 64 yr.

Many Beach members winter in Florida and play ball in the same area we travel to. Some of the 60's players have come on the trip with the 50s and did not expect to play anything other than the midweek exhibition games and visit with the Florida Beaches. These players do not need to be carded to play exhibition games and the real tournament takes place on the weekend.

Future Florida

To play the Dec State Championship tournaments, the team must be seeded by playing in the previous quarter. Since we only travel once per year, Dec is out as an option. Our best travel months are Oct or Nov.

The Florida tournaments are scheduled twice a month by the FHCA. The earlier part of the month is for the 55 and 60s, while the 50s usually play 2 week later. On rare occasions these tournament do occur a week apart and in theory, we could schedule the 55-60s and 50s with back-to-back trips. Under these circumstances, someone could package their trip to include 2 weekends catching both tournaments or both groups of travellers.

As the Florida trip grows in popularity and we expand in numbers, it is conceivable that the day will soon come, that the 50s will squeeze out the 60 players entirely and the 60s would need to have their own Florida tournament team.

However, because the 50 and 60s tournaments are spaced two weeks apart, having a pure 60s tournament team would mean having a trip separate from the 50s. The catch 22 is; the 55 and 60s could have a dual trip sharing the same tournament (either together or as 2 teams) and this brings up a new set of problems to deal with. Such as, if the 55s combined with the 60s for a trip, then it may be the 50s that get left out by not having enough players to field a trip. So, under the glass, being left out - is a double edge sword.

Florida cost structure: There are 3 types of Florida payments made out in US-funds.

1. The Florida Association annual membership dues (FHCA - $125 in 2007). Paid by the club.

2. A separate Tournament Fee for each tournament entered ($195 in 2007). Paid by the team.

3. Individual player registration ($25 in 2007). Paid by the player and is a once only.

FHCA - Florida Overview

1. The tournaments we play in are run by the FHCA association. FHCA stands for the Florida Half Century Amateur Softball Association and they run tourney twice a month, 12 months a year. Historically, the Beaches have enter an annual 50s team in the Florida Half Century games (usually November), but this may be expanded to include other age divisions. Unfortunately, the 50 and

50-60s schedules are 2 weeks apart, therefore having a 60 and 50 tournament team on the same holiday trip is unlikely.

2. To be eligible to play tournament, each player must be individually carded. Only current FHCA member teams can register players and the SoB is the only Canadian FHCA member at this time. Player registration is a lifetime purchase and payment is in US dollars. The 2007 cost is $25.00 USD.

3. Getting registered requires going through our SoB Florida coordinator. The player submits their original birth certificate, citizenship document or passport with the application and we suggest our guy have the FHCA organization return the documents and new card directly to the the player. Make a copy of the original document in case there is an unforeseen mail lost (none to so far). Courier freight may be a safer way to send documents.

4. When you get your new number inform the keeper of the SoB database so he can make a permanent record.

There is a bit of crossover between the team leader and FHCA rep and both persons should be aware and work together (along with the treasurer if applicable).

Entering and running the team is the coordinator's age group duty. He should have verified that the tournament fee was sent in (usually by the treasurer) and also proofed the player list and confirmed this was submitted with our annual membership fee.

Other FHCA Notes:

The FHCA person is not responsible for travel arrangements or booking of accommodations. Although we cater to a group resort in the Treasure Island area, it is the individual players and other travelers’ responsibility to make their own arrangements.

Team Leaders - Local Tournaments (minimum of two positions 50’s & 60’s)

General activity click here for Teams Structure

6. Make friends with the opposition as you go. It is more enjoyable in the long run as we are all in it together and you may need their help down the trail.

7. A team cell phone is your friend.

Working with the tournament convenor

3. Contact the tournament convenor at least 3 weeks ahead to enter the team. (Funding can be assisted through the treasurer.)

Getting the players and following up