Tournament planning guide
ORGANIZERS GUIDE
(Updated - January 2022)
This Guide is intended to assist parents and other volunteers in organizing a successful minor
hockey tournament. If you have any ideas for improvements or additions, please pass them on
to any member of the Executive Committee.
Being involved in organizing a tournament can, and should be, a whole lot of fun - it can also be
exhausting. We hope that this Guide will add to the fun part and relieve the exhausting part to
make your tournament a success for the kids, for the other parents and for you.
Set up a schedule of what you want done and get volunteers for certain tasks. Try to keep
the coaches free of having to do too much - they already put in a lot of time with your team.
The other important part of hosting and organizing a tournament is to remember that this is
a fundraising opportunity for TMHA, so try to keep expenses to a minimum as much as you
possibly can.
Have fun putting your tournament together! If you have any questions, contact the
Tournament Coordinator or your appropriate Division Director.
TOURNAMENT PREPARATION:
The Ice Coordinator sets the TMHA home tournament schedules prior to the start of each
season. Contact your Division Director to find out what your dates and ice times are.
All TMHA tournaments must be “sanctioned” by BC Hockey. TMHA applies to BC Hockey at the
beginning of the season for a tournament sanction permit for your tournament. You must post
this sanction permit in the arena during your tournament, or at have it on hand. The TMHA
Tournament Director will email you a copy of the sanction permit when it is available. BC
Hockey is very strict about this and will demand that you cancel your tournament if you are not
sanctioned.
The reason for this sanction permit is to ensure that all the applicable Hockey Canada and BC
Hockey insurances are available for all players, coaches, trainers and managers in your
tournament. Without this permit you do not have this insurance coverage and will not be
allowed to hold your planned tournament.
At the completion of your tournament, TMHA is sent an automated e-mail with a link,
which requires a tournament summary to be returned electronically. If you do not receive
this directly, the Tournament Director will forward it to you, and you must complete it.
It is your responsibility to organize how many teams you want in your tournament, and who
those teams will be. The Association will decide on how much to charge those teams for
entering your tournament, cancellation fees etc. (Indicated on Tournament Invitation Form).
The tournament chairperson is responsible for overseeing the tournament organization. The
chairperson will need to ask for parent volunteers for the many jobs that need to be done. You
can send out an email providing a list of the available jobs and asking for volunteers. The
Division Head can provide you with everyone’s email address. It is a good idea to hold a brief
meeting, mainly to introduce yourself, to find out who your volunteers are and to make sure
everyone knows what their job entails.
All TMHA tournaments will follow all Hockey Canada, BC Hockey and TMHA rules. You may
supplement those rules with scoring regimes, results from game misconducts etc. But you
cannot reduce, or limit, any Hockey Canada, BC Hockey or TMHA rule.
No player who is BC Hockey carded as a Rep player in U13, U15 or U18 may play in a
tournament that is sanctioned for House teams. (BC Hockey uses the term (recreational’
for House programs). In turn, no player who is not BC Hockey carded can play in
tournaments that are for Rep teams unless they have “Affiliate Player” status with that
team.
OVERAGE PLAYERS
Only those players eligible by age may play in a designated tournament. BC Hockey
understands and appreciates the responsibility local Associations have in providing
opportunities for all players to enjoy the game. Nevertheless, our potential risk certainly
increases under these circumstances, and therefore ALL overage players must be declared in
writing by their home association when their roster is submitted prior to the tournament.
Consideration will only be given to overage players for one (or more) of the following reasons;
player is very small
skills appropriate for this level of hockey
no team at proper category.
It is at the discretion of TMHA whether or not to allow overage players to participate.
Associations must apply due diligence in allowing overage players to participate. The
participation of overage players must be brought to the attention of the Officials and opposing
team management prior to each game and the Coach should indicate “OA” on the game sheet
after the name of each overage player.
TOURNAMENT BUDGET:
Terrace Minor Hockey is responsible, and will bear the costs for, the sanction permit, ice time
and referees. These invoices go directly to TMHA.
TMHA sets a budget of $15 per player to cover expenses of hosting your tournament (ie. 100
kids in tournament, expenses should not exceed $1500). These expenses can include
placement medals, lunches and/or goodie bag items. These receipts are to be submitted to
TMHA for payment.
Any other expenses incurred in the planning process such as posters, giveaways, goodie bag
items, misc. expenses, are to be paid from selling basket tickets, 50/50 etc.
At the end of the tournament a reconciliation must be completed, money counted and sorted,
any coin must be rolled, and submitted to the TMHA Treasurer within seven days of
tournament completion.
A sample reconciliation sheet is at the end of this Guide.
CONTACT DIVISION (OR TEAM) SPONSOR:
Either the Division Head or the Tournament Chair should contact the Division/team sponsor as
soon as possible to let them know of the tournament date. They may have promotional items
to give you that can be put in the younger players’ goodie bags, player giveaways, or perhaps a
cash donation towards the tournament. They may also have medals for the players (you
should confirm whether they will provide medals, if not, you will need to order medals fairly
soon. (Usually only Tim Horton’s/ Timbits, provide medals). Tim Horton’s or McDonald’s may
provide gift cards for the coaches bags.
U7 - Tim Horton's
U9 - Tim Horton's
U11 - McDonald's
U15 - Scotia Bank
U18 - All Season's Source for Sports
(U15 Rep and U18 Rep do not host a tournament).
IMPORTANT – make sure that everyone on the committee is aware that Tim Horton’s,
McDonald’s and Scotia Bank sponsor their respective divisions Nationally and they are the only
names that should be mentioned anywhere as a “sponsor”. Any other business that provides a
donation can be mentioned as a donor or a supporter, but not a sponsor. Please ensure that your
program reflects this.
INVITATIONS:
Prepare invitation letter and registration form (which can be found on the TMHA website
under “Administration, and then, Forms”). Allow yourself at least 3-4 weeks prior to
tournament date for receipt of rosters, if you leave it too late you will run short of time to
complete other tasks. You should then email out the invitation, being very clear about
establishing a deadline for sending in the entrance fee and rosters. Also make sure teams
indicate jersey colour. It is preferred that whenever possible they bring two sets of jerseys so
as not to have the same colour as their opponent. In the event that two teams have the same
colour jersey, it is the “home” team that is responsible to change jersey colour. You should
know this in advance so if need be, a second set of jerseys can be obtained from the
equipment room via the Equipment Manager.
Send out invitation to surrounding member associations, or directly to teams, if contact
information is known, at least two months prior to tournament. Most contact information can
be obtained from the association websites.
ROSTERS
All teams attending a tournament MUST forward a copy of their official HCR (Hockey
Canada Registry) roster prior to playing their first game. No exceptions! Only an official
HCR roster will be accepted, no spreadsheets, Word documents or emails will be
accepted.
Schedule meeting with team parents. At the initial meeting establish a Tournament
Committee and/or assign duties.
Suggested items to discuss and assign:
RAFFLES AND DRAWS
Team baskets (one basket per team): You will need one parent from each team to
shop for, and make up, a raffle basket. They will need to collect money from each
player (parent) on their team, usually $10 per player. It’s a good idea to have these
volunteers talk about basket themes together so that they do not all make the same
type of basket. The baskets can have themes, such as “mom”, “dad”, “hockey”,
“games”, “kids”, “family”, etc. (alcoholic beverage baskets are NOT allowed. However,
you can give away “gift cards” for establishments that sell alcohol). These will be the
baskets that you will raffle off at the tournament. Remember, you will probably receive
product donations from local businesses that can also be used in these baskets or can
be used to make additional baskets.
Loonie Stick: “Loonie sticks” are also very popular. Tickets are sold for $2.00. One
dollar is taped on the stick, and the other goes in the cash box. There is a separate
draw box for the Loonie stick. The winner gets the stick with all the Loonies attached
to it. Having someone walk the stick through the standsduring the games will increase
your revenues on this draw. Some teams have experienced over $100 taped to the
stick. There is typically a “left” and “right” Loonie stick.
Guess the Number Jars: Guess the number draws have also been quite successful and
can be timed to the date of your tournament. For example, if it is close to Valentine’s
Day, you can fill up a jar with little red cinnamon hearts and have a separate draw to
determine how many there are in the jar. The winner gets the jar full of candy.
Player giveaways – suggested items: touques, skate towels, water bottles, mini sticks,
dog tags, hats, t-shirts (will not be able to order until all rosters are received).
Raffle table – prepare raffle table items and baskets, find donors for (or purchase)
door prizes. Prepare tickets and bags/buckets for tickets for each prize, prepare a
poster advising date/time of draws and listing items with space to fill in winners to
post after prizes are drawn. Make sure you have pens, markers, tape, scissors, cash
box and float.
50/50 draws - you will need a volunteer to handle the 50/50 draws. Usually, you will
have three draws on Saturday and depending on how many games are played on
Sunday, you may have one on Sunday. It is really up to you. This volunteer is
responsible for lining people up to sell the 50/50 tickets in the stands during the games.
It works well if you put a sign up indicating the actual times you will do the draws.
Ensure you have enough tickets, bucket, float and anything else that may be needed.
Due to BC Gaming regulations, 50/50 tickets are to be sold ONLY in the confines of
the Sportsplex, (Hidber and Main ice sheets, as well as lobby areas).
Door Prize – you should discuss whether you want to have a grand prize raffle draw,
and if so, a volunteer will be needed to take care of this. The volunteer can try to get a
business to donate a specific prize or they may have to purchase the item.
Puck Toss – if you choose to do a puck toss, a volunteer will need to attach tickets to
the pucks. Ask the division head to ensure there are enough tickets and pucks for the
tournament up in the hockey office. If not, they can contact TMHA’s equipment
manager to get extra pucks. If there aren’t enough tickets, just purchase some and
submit the receipt for reimbursement. Pucks can be sold at the hospitality table and
they can be sold out in the stands. You may receive enough donations of “odds and
ends” that you can put out on the ice as prizes. Hopefully, you will receive a donation
that is substantial enough to use as the main prize (centre ice prize). You should
indicate on your tournament schedule when the puck toss will take place. This
volunteer will need to place the prizes out on the ice and after the pucks are thrown,
they need to attach the winning tickets to the prizes and get everything off the ice.
Prizes can be claimed at the hospitality table.
Program Draw: You will sell more programs if you have a “program draw” as well
the program itself. This is typically done by offering a “package” type sale. This would
include, the program, basket tickets and entry into the Door Prize Draw (between
$10-$20 is standard depending on the door prize). When the program is purchased,
the tickets are separated, the purchaser keeps the half stapled to their program and
the other half goes into a draw bucket.
The tournament raffles and draws will need to cover all of the expenses of putting on
the tournament that are not directly paid for by TMHA (ice, refs, medals etc.) At the end
of the tournament, the treasurer should ensure that payment of the balance is made
and this should all be on the reconciliation.
Assign someone to schedule work times for parents. Post schedule at raffle table for the
weekend.
VOLUNTEER DUTIES:
Time Clock Scheduler - this person is responsible for scheduling parent volunteers to
run the time clock for each game. It is a good idea to have two parents for each game
(one to run the clock, and one to keep run the game sheet App, and run the gates). The
time clock scheduler will need to be provided with the tournament schedule as soon as
the City of Terrace approves it.
Hospitality table scheduler (raffle and snack table) - this person is responsible for
scheduling parent volunteers to work at the raffle table. Again, it is good to have two
parents work the table at a time. There should be someone at the table starting at the
first game and ending at the last game of each day. The scheduler is responsible for
making sure that the parents know how much the raffle tickets are (baskets, puck toss,
grand prize, etc.) They are also responsible for making sure that all parents, whether
they are volunteering or not, bring a snack or drinks for the snack table. These treats are
free for the players (and siblings) that will be spending a lot of time at the rink over the
weekend. Unfortunately, parents do need to be reminded that healthy snacks are
preferred and should be “nut-free”. The chairperson will need to provide this volunteer
with everyone’s email addresses.
Lunches – this person is responsible for ensuring that the concession stand is aware of
the tournament dates and has an idea of how many kids to expect that weekend. They
are also responsible for making lunch tickets/vouchers for all the players. The tickets
entitle each player to one free lunch on either day. Discuss with concession stand
vendor what is available for lunch usually a sandwich, wrap, hotdog etc., plus veggie
side or snack side, plus a drink. Lunches should not cost more than $7-8 each. Tickets
can either be included in each team’s coaches package or they can be put in the
players’ goodie bags. After the tournament ends, they are responsible for getting a
copy of the invoice (as well as the redeemed tickets) from the concession and giving it
to the treasurer. TMHA will pay for the lunches. If a deposit is required for lunches,
please contact the Treasurer ASAP to have a cheque made up. It is preferred that we
support the local vendor in the Sportsplex as opposed to outsourcing.
Team Posters - you will need some creative volunteers for this job. Usually a
poster/sign is made for each team, with all the players’ names on it. Often, the signs
include a “take home” item for the player, such as a fridge magnet, “backstage pass”
lanyard or hockey bag tag. The volunteers should purchase the supplies they will need
and submit the receipts for reimbursement. You will also need to create a “standings”
poster to keep track of the games as they are played.
Coaches Bags - this is a pretty simple job and often it is just easier for the chairperson
to do them. The head coach for each team attending, including the Terrace teams, is
given a bag. Inside it is usually a notepad and pens, a copy of the tournament rules, a
copy of the schedule, a copy of each team’s roster and a
$10 coffee card (Tim Horton’s or McDonald’s). If not donated, you will need to
purchase the gift cards and submit the receipt for reimbursement. These bags should
be given to the head coaches at their first game of the tournament. It is easiest to
give the bags to the volunteers preparing the goodie bags and they can put each
coaches bag with the team’s goodie bags.
Medals and trophies - TMHA will pay for placement/participation medals only. Decide
what type of trophies or medals, and for what places ie., only 1st and 2nd (U13 – U15),
1st – 4th (U11). All U7 and U9 players receive participation medals. Are you giving out
Heart & Hustle, MVP etc. Order trophies at least three weeks prior to tournament to
allow retailer time for engraving. (Order enough of each place to cover the largest team).
Check with the equipment manager to see if there are any leftover medals or trophies in the
equipment room from previous tournaments that can be used. Name plates come off easily and
new ones attached.
Once you know the number of teams attending and can estimate the number of players,
you should order the medals. If you choose to give out trophies for MVP, Heart & Hustle
etc., TMHA does not pay for this, and you will need to find a donor or a way to cover the
expense. TMHA typically uses A2 Zee Engraving. It is preferable to use our local
merchants whenever possible, in an effort to support local economy, as well as in the
case of error, it is easily rectified locally. TMHA pays for the medals. Please be aware
that medals and engraving are very expensive, so these just need to be simple, basic
medals with the division and year of the tournament on them…nothing too fancy. At the
very least 1st and 2nd place medals should be engraved with 1st and 2nd place on the
back, along with “TMHA” and the year. A2 Zee will require payment up front before they
will release the medals. Get the invoice from them as soon as possible and have it
submitted for payment.
Medals for U7 and U9 are handed out to all of the players of every team, for U11 1st, 2nd, 3rd, and 4th place. For U13, U15 (including rep) generally just 1st
and 2nd place.
Medals are handed out to players at the end of the last game they will play in the
tournament. The chairperson and Division Head (or someone with a loud voice) should
both go out to hand out the medals. It is easier with two people. One can call out names
(just grab the score sheet for the roster) and the other can hand out the medals. It is
also nice if one of you thanks the teams/parents for coming out and participating in our
tournament.
Electronic Game Sheets (HiSports) - TMHA uses the HiSports electronic game sheet App
for keeping score in all games U11-18. Score is not recorded for U7 and U9. There are
two tablets located in the hockey office, please do not take the tablets out of the arena
and be sure to return to the office and plug in to charge at the end of each use. The
HiSports App can be downloaded onto any smart phone or tablet.
Rules Committee – you should have a couple volunteers for this position. They should
understand the rules and have a copy of them. In the event of a dispute, they would
make the decision as to how to deal with the issue. Rep tournament rules committee
should also have a very clear understanding of BC Hockey suspension guidelines.
Programs - you will need a volunteer to prepare the programs. They can be done on any home computer
and printed or Staples. Once printed, staple a door prize raffle ticket to each program. Staples is also an
affordable alternative. The program should include the team rosters, the schedule, the rules, message
from the President, message from the tournament chairperson and a thank you to the donors. The
program should be clear about who the sponsor is and who the donors are. You can sell the program
either individually or as part as a package that includes basket/draw prize tickets.
Donations: Before approaching any businesses contact the Sponsorship Coordinator
for a list of business that you are NOT to approach. You will need volunteers to go to
local businesses asking for donations for the tournament. Donations can be in the form
of items for the goodie bags, something for the baskets or cash/cheques which you can
use for whatever you need. Anyone approaching a business for a donation MUST
present a donation request letter. The chairperson must maintain constant contact
with these volunteers. First a list should be made stating where each volunteer intends
to go. Then, as they approach each business, they should email you confirmation that
they have been there. If they receive a donation, they should email you exactly what
they received. All of the donors should be mentioned in the program, so it is really
important that you keep track of the donations so that you don’t miss anyone. It is
easiest to choose one person to hold all the donations rather than have them scattered
between volunteers. The chairperson can decide what is to be done with each of the
donations, whether it is for the goodie bags, puck toss, baskets, etc. Also, there may be
donations left over from the previous years’ tournament so the chairperson or division
head should check the office.
Goodie Bags - goodie bags are typically only given out only in the younger divisions (Timbit
through Atom). This is a big job and usually a group of parents will do it. Each player in
the tournament is given a goodie bag. The volunteers can decide what to put in it.
Remember, McDonald’s will provide promotional items that can be used in these bags.
Bob at All Season’s is also very good about giving something for each bag and if you have
to purchase any items for the bags, he will often give you a discount. Remember, the
parents collecting volunteers may have received stuff for the goodie bags, so check with
the chairperson. Be creative with the actual bag! In the past we have used
environmentally friendly shopping bags (which may be donated) or vinyl gym bags, with
drawstrings with the sponsor’s logo (which were purchased). Some examples of items put
in the bags are: chips, juice boxes, t-shirts, toques, skate laces, hockey tape, lanyards,
skate towels and mini-sticks and balls. Once you have collected everything that you plan
on using, get together and assemble the bags. I would recommend getting a box or
container for each team attending, place a copy of their roster in the box and then put
the appropriate number of goodie bags in each box. Then you can give each team the box
when they arrive for their first game.
Music - this is optional, but great to have! You do have access to using the music booth
during the tournament. If you choose to, you will need someone to create a schedule of
volunteers to work the booth for each game. Please be very careful that the music is
“appropriate”. All you need is an iPod/pad/phone, and you are good to go.
Schedule - in the meantime, the chairperson should ask the division head to get the
actual ice times for the tournament. TMHA’s ice scheduler will provide them to the
division head. The chairperson must ask the TMHA Ice Coordinator to obtain from the
City of Terrace a schedule of the pre-existing floods that weekend for the other ice user
groups. Unfortunately, the chairperson or the division head will need to create a
schedule that accommodates any pre-existing floods.
It is also a good idea to check if there is a Riverkings game that weekend as certain
dressing rooms will be unavailable if the Riverkings are playing. Once a draft schedule
has been made, it MUST be emailed to the Ice Coordinator who will forward it to the
City for their approval. You must include a dressing room schedule. Give them plenty of
time to review it. Do not finalize your schedule until the City has approved it and your
registration deadline has passed. Even then, do not provide it to teams/ players until
one or two weeks before the tournament just in case something changes. Also, when
you do send the schedule out to the teams, remind them in the email that if the
schedule indicates that it is a medal game (the last game a team will play in the
tournament), the teams should line up on the blue lines at the end of the game to
receive medals. Keep your games on schedule, if you are running short of time, you
must adjust the time third period (excluding Rep).
Note – if the City has a flood scheduled, the flood will take 15 minutes and you cannot plan a
flood 15 minutes before or after that flood, therefore you must leave half an hour before or after
the City’s scheduled flood time. Example: the City has a flood scheduled at 11:00 am. The flood
will take 15 minutes, so it will end at 11:15 am. They need 10-15 minutes to prepare for the next
flood. This means that you can schedule your flood for 11:30 am or you may have your flood
before theirs at 10:30 am.
Things to take into account when preparing the game schedule:
- The length of each period (depending on whether or not it is stop time or run time)
-15 minutes for each flood
- Warm up time
- Breaks between periods if flood not scheduled
- Injuries or fights
- Overtime/shoot out (if applicable)
- Shaking hands/awards ceremony/team pictures (if presenting items after each game or
only after semi finals and finals)
YOU MUST CANCEL ANY UNUSED TOURNAMENT ICE WITH THE ICE SCHEDULER 14 DAYS
PRIOR TO DATE OF TOURNAMENT
Refs
Once the City has approved the schedule, you should immediately email it to the TMHA ref
scheduler. It is a good idea to give the ref scheduler a “heads up” a month in advance as to your
tournament dates, so that he/she can tentatively line up refs.
Once Schedule is Finalized:
Send it to City of Terrace for final approval.
Enter the schedule into the HiSports Tournament spreadsheet (can be found under “Forms”) and sent
to the NWD HiSports Coordinator at nwdhisports@gmail.com for the games to be entered into
HiSports.
Once approved send to ref scheduler (at least 2 weeks in advance),program
creator, parent work scheduler, visiting teams, arena staff.
Prepare standings poster
Have a follow up meeting with Committee and ensure that all duties are complete, and
people are scheduled to set up raffle table and any other duties required.
During the tournament
Make sure coaches are logging into HiSports and entering their line-ups
Post stats on standings poster as soon as possible.
Make sure trophies are ready and at the time box prior to the finals and someone is
available to hand them out after the final games.
Tournament coordinators are responsible for ensuring that all games are accommodated
within the allotted ice time, arena staff have a copy of the game and flood times,
scorekeepers are provided for each game, the referee scheduler has adequate advance
notice of referee requirements.
Treasurer
The treasurer is responsible for all revenue and expenses related to the tournament, with a few
exceptions explained below.
During the weeks leading up to the tournament, any receipts from parents should be given
to the tournament chair for reimbursement. Usually, reimbursement will take place on the
tournament weekend. It is a good idea to have the volunteer sign the receipt indicating that
they have been reimbursed.
Also, any donations (cash or cheque) should go to the treasurer and should be accounted for on
the reconciliation. If the treasurer receives donation cheques made out to Terrace Minor Hockey,
they should be recorded on the reconciliation, explain that they are tournament donations, and
requesting that they be cashed so that the funds can be used.
The treasurer will be given an invoice for lunches. This needs to be included on the
reconciliation, but TMHA will pay this invoice.
The treasurer will be given the invoice for medals. This needs to be included on the
reconciliation, but again, TMHA pays this invoice. The treasurer is also responsible for keeping
track of the cash on the tournament weekend, making sure that too much cash does not
accumulate in the cash box and personally holding the cash until it can be submitted to the
TMHA treasurer along with the reconciliation.
If you are using the hockey office do not leave cash in there overnight. There are many people in
and out of the office, especially when Riverkings games are hosted. It is best to take cash home
in the evening for safe keeping.
LEAVE THE HOCKEY OFFICE IN THE CONDITION YOU FOUND IT!!
After your tournament has been completed be sure to take the time to tidy up the hockey office.
This means cleaning up, taking out the trash, removing all perishable food items left over.
Anything that remains in the hockey office, will be considered “fair game” to be used for a
following tournament.
After the tournament:
Complete a final tournament report and financial statement and submit to the TMHA
Treasurer Liaison within seven (7) days following the event.
Helpful hints to take into consideration when preparing the tournament schedule.
Step 1; How many hours of ice do I have? How many teams can I invite? Find out from
your Division Director how much ice time you have each day of your tournament.
For all Junior Division teams, running time games are the norm with the exception of U11
Development. Most visiting teams will expect all or most of their games to be running time
in the House Divisions.
Recommendations for game times:
U7 running time, three 15-minute periods (depends on ice available), three-minute buzzer, no
playoffs.
U9 running time, three 15-minute periods (depends on ice available), three-minute buzzer, no playoffs.
U11 House full ice, running time, three 15-minute periods (depends on ice
available), playoffs.
U11 Dev, full ice, running time or stop time or mix, three 15 to 20 minute periods (depends on
ice available), playoffs.
F
or all Senior Division tournaments, it will be expected that there will be playoffs. For all Rep
level teams format is stop time.
FLOOD INFORMATION
Warm up Time
Allow for at least a 3-minute warm up for all teams. For all Senior Division teams, allow for a 5
minute warm up.
Leave a Little Slack in the Schedule
Things happen that are beyond your control such as on ice injury, equipment failures, OT
requirements in playoffs etc. Leave a few minutes at the end of each day to allow you to catch
up on the schedule if you have fallen behind. You shouldn’t need a lot, but a 10 to 15 minute
flex time is more often than not useful.
Your timekeepers have a tremendous responsibility to keep the tournament on schedule and may
have to adjust playing time, either running or stop, to allow the rest of the schedule to be
maintained. They should only do this in consultation with the tournament manager for your team
although they may have to do it on the fly in scorekeeper’s box.
Miscellaneous
Here are a few things to remember to do prior to the tournament:
Make sure there are enough pucks in the office for your puck toss and get the tickets
taped on them.
Make sure there are enough tickets for your raffles and 50/50 in the office.
Make sure there are tape, pens, markers, envelopes and buckets in the office to use
during the tournament.
Ask the rink attendant to make sure there are tables out for you to use.
If you are going to be using a microphone, you must sign it out at the Sportsplex office no
later than the Friday before at 4:00 pm and signed back in Monday morning. Rink
attendants do not have access to the microphone equipment on the weekend.
Here are a few things to remember to do the night before or the morning of the tournament.
Give the rink attendant a copy of the schedule. You may even want to make a list of the
specific times and arenas you want your floods on.
Give the concession a copy of the schedule.
Hang copies of the schedule on the dressing rooms and around the rink.
Put a copy of the rules, schedule and rosters in the time clock boxes.
Set up tables.
Hang posters.
Decorations
It is always nice to recognize the teams in your tournament with banners with their names on
posted somewhere in the arena.
Remember to add a poster telling the teams which dressing room that they have been assigned
to as well. The older the division, the further the separation of the rooms, the better.
GOOD LUCK AND HAVE FUN and don’t be afraid to ask questions!
RISK MANAGEMENT
INSURANCE
All players, coaches, assistant coaches and other on-ice personnel including managers and
trainers must be registered and have HC Insurance coverage. Insurance is provided to the
TMHA members upon application through the NWD to Hockey Canada.
Players must never be left unsupervised while on the ice surface. Players, coaches and officials
may not enter the ice surface until ice cleaning equipment has left the ice surface and the
access door is completely closed. During practices and games, coaches will ensure that all
doors to the ice surface are kept closed at all times to prevent injury to players. Players may
only enter onto the ice AFTER the referees have entered the ice and only if they give the okay.
Teams are not to be on the ice if the referees are not present.
All teams (home and visiting) must ensure they have a certified Hockey Canada Safety Person (HCSP),
that has current Hockey Canada Safety Certification, in the facility with the team at all times.
INJURED PLAYERS
This information is intended as general information only and should not form the basis of
legal or medical advice or opinion of any kind. Medical or legal advice should be obtained by
consulting a professional. In the event of serious injury, call 911 immediately.
If there is any question of a neck or back injury to any player, they are NOT to be moved.
Call 911 immediately. Notify the rink attendant, parent/guardian of the player and the
TMHA Risk Manager as soon as possible.
Players must be made aware by their coach that if they are hurt and experiencing back or neck
pain, or any buzzing or tingling in their neck, back, arms or legs, they MUST NOT move. Players
experiencing nausea, dizziness, headache, light headedness, blurred or double vision or other
symptoms of possible concussion must inform their coach immediately. They will be escorted
from the ice immediately to receive medical attention.
Players suffering an injury, which results in a stoppage of play, but is not deemed serious shall
be removed from the ice when safe and shall not be allowed to return until they have sat out a
minimum of one complete rotation of line changes.
Players who have been knocked unconscious, or have blacked out, no matter the duration will
not be allowed to continue to play in that game nor return to the ice without medical clearance
from their doctor.
Players taken from the ice by ambulance shall not return to the ice without medical
clearance from their doctor.
Players who suffer from non-hockey related illness or injuries or who have been injured in any
manner whereby they could not play hockey, shall not return to playing without medical
clearance from their doctor.
REPORTING INJURIES
Hockey Canada Injury Report forms must be completed by injured players parent/guardians
and submitted to the TMHA. These can be obtained from: Hockey Canada Injury Report Form 2012-05-17.pdf (bchockey.net)
and must be submitted within 90 days of initial injury.