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1705137889
· Contact campus cleaning staff to find out about opening and closing buildings and about cleaning needed during the weekend.
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1705137891
· Contact campus health clinic to let them know about the upcoming event.
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1705137893
· Reconfirm rooms on the campus, hotel rooms, meal service arrangements.
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1705137895
· Send confirmation letters to participating faculty from other schools.
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1705137897
· Create publicity materials.
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1705137899
2 WEEKS BEFORE THE TOURNAMENT
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1705137901
· Prepare copies of the general instruction sheet for judges.
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1705137903
· Create a master list of all competition rooms and send it to the Tabulation Director.
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1705137905
· Create a tournament map with a clear listing of the location and numbers of all of the rooms to be used for the tournament.
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1705137907
· Make copies of the tournament schedule and map (to distribute to all participants).
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1705137909
· Make copies of the evaluation forms for competitors and judges.
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1705137911
· Send a reminder about the registration deadline to all schools.
1705137912
1705137913
· Secure the use of a small laser printer for use in the tab room and test it with the computer to be used for printing.
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1705137915
· Acquire other necessary supplies for the tournament (computer for tabulation, spare toner cartridge for printer, extra reams of paper, a box of pens, and four rolls of tape).
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1705137917
· Post publicity materials on the university campus and in the local community.
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1705137919
THE WEEK OF THE TOURNAMENT
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1705137921
· Finalize the list of motions.
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1705137923
· Post “room use” signs outside all competition rooms (indicating hours and days of tournament).
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1705137925
· Print a list of all teams entered (software programs do this automatically).
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1705137927
· Prepare invoices for subsidies (if providing subsidies for the tournament).
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1705137929
· Determine the number of swing teams that will be needed for each division.
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1705137931
· Conduct a training session for volunteers.
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· Reconfirm entries.
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1705137935
· Discuss responsibilities with tournament staff.
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· Create the schedule for the opening ceremony.
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