Organizational Chart

INTRODUCTION

Organizational Chart is a framework for all operations at a Beach Volleyball event. Organizers should establish an Organizational Chart including all the people performing specific duties. This section will describe a template organizational hierarchy with the key personnel and their basic roles for a Beach Volleyball event. Obviously, this framework should be considered as a guideline, from which each organizer may adapt it to their needs and resources. All the roles in the organizational chart are crucial to ensure that your event runs smoothly and all aspects have been covered. The Organizational Chart presented below details roles for each key aspect, however some roles may be combined, and in a smaller organization/ event one person may be covering several functions. It is critical to determine the exact role of each person and create an efficient flow of information between all people concerned.

The Tournament Director`s role is to orchestrate the preparation in all aspects of the event – competition, media operations, marketing and promotion, etc. He should be working full time already before the event. It is recommended for other Directors (Finance, Administrative, Competition, Operational, Promotion, PR, etc.) also to be working for the organization and promotion before the start of the tournament. To avoid overlapping duties and to make sure tasks are successfully executed, ideally the Directors should not have more than one responsibility, except for the Tournament Director, whereas all the Managers in the Technical Area work under the coordination of the Competition Director. Another key person should be nominated for a Beach Volleyball event as soon as possible is the Media Operations Director.

In case the event is sanctioned by an entity, be it the FIVB, Continental Confederation or Zonal Association, etc., the sanctioning entity may appoint a Technical Supervisor to attend the event, assist the organizers and ensure that the terms and conditions of the event are being implemented accordingly. The sanctioning entity would then determine the needed delegates and their areas of expertise, and design their tasks facilitating a reporting system.

For communication purposes between the Organizers and the Participants, the Organizing Committee members and their contact details should be included in the event's regulations. This will help participants to direct any queries they might have to the person in charge directly.

A practice implemented in the FIVB World Tour events that has proved valuable, is the post event review conducted among the key people in the organizational chart to identify the success and the weaknesses of the event, and suggest improvements for the next edition of the event. Feedback from the people in the field (Promoter, National Federation's representative, Technical Supervisor and Referee Delegate, etc.) may facilitate valuable feedback that would help you to bring your event to the next level.

SAMPLE OF ORGANIZATIONAL CHARTS

The number of the members of an organizational chart depends on the importance of the tournament. In the highest levels (intercontinental, international and highest level continental or national circuits), managers should not be involved in more than one responsibility with the exception of the President and Tournament Director. In the lower level tournaments only a few managers for a few areas will be needed. Obviously the further detailed tasks will need to be adapted to the scope of the given Beach Volleyball event.

ORGANIZATIONAL CHART FOR THE LOWEST LEVEL TOURNAMENTS

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TOURNAMENT DIRECTOR / PROMOTER

The below tasks are usually carried out by a Tournament Director / Promoter. No matter what the category of the Beach Volleyball event is, Tournament Director / Promoter has a key role in the running of the event, as he / she:

Applies to hold a given Beach Volleyball event with a sanctioning entity (i.e. FIVB, Continental Confederation, National Federation);

Establishes a business plan for a duration of term of the sanctioning body – organizer agreement and a budget of the event;

Undersigns an agreement with the sanctioning entity undertaking all promoter’s responsibilities;

Implements any marketing regulations set out by the sanctioning entity;

Undersigns agreement (s) with the hosting city/region authorities, sponsors, suppliers, etc.;

Liaises with a sanctioning entity and a National Federation for any critical related matters;

Hires experienced and sufficient staff members to implement a successful event;

Develops and puts in place a venue plan;

Ensures an agreement of the Host Broadcaster.

Prepares any inspection visit (s), if required to be conducted by the sanctioning entity;

Organizes and attends the Preliminary Inquiry and the Technical Meeting of a given Beach Volleyball event;

Supervises and attends Public Relations, entertainment, promotional activities, and checks the contents and layout of all promotional material;

Prepares final reports, if required by the sanctioning entity;

COMPETITION DIRECTOR

Competition Director oversees the competition side of a Beach Volleyball event, as he/ she:

Is the highest authority at the venue under the Tournament Director and the delegate of the sanctioning entity;

Prepares and attends any inspection visit (s) (if applies);

Recruits and appoints the Technical Area Managers and volunteers;

Coordinates the Technical Area activities of the members of the Organizational Chart;

Coordinates with the Operational Director the installation (and dismantling) of the competition facilities and equipments;

Prepares the event’s regulations in collaboration with the Hosting National Federation;

Organizes the Preliminary Inquiry and the Technical Meeting;

Elaborates the competition program to satisfy the needs of on-site spectators, Host Broadcasters, etc.;

Ensures that the competition courts are set-up as per FIVB regulations;

Decides the court assignments in agreement with the Tournament Director, the sanctioning entity`s delegate, and the TV Coordinator;

Coordinates with the Press Director and the Administrative Director the preparation and distribution of the Daily Bulletin;

Gives instructions for the proper update of the competition brackets’ billboards;

Works with the Doctor, Court Coordinator and the Referees.

PRESS AND PROMOTION DIRECTOR

Promotional Director usually coordinates and is responsible for all activities related to promotional aspects of a Beach Volleyball event, as he/ she:

Collaborates with the Competition Director to prepare an effective marketing plan, including promotion, press and PR actions before a given events;

Acquires and/or trades out advertisement space in the media;

Contacts radios and television stations for promotion opportunities;

Produces and distributes the official event`s program, posters, brochures, media kits, etc.;

Promotes tickets’ pre-sale campaign (if any);

Coordinates the sport production of the event at the venue.

Prepares and circulates information from the Organizers to the local press, TV broadcasters, radios, etc.;

Collects and prepares biography info on local athletes to be given to media

Prepares and makes available tournament presentation article before the tournament;

Ensures that the press centre is set-up;

Organizes press conferences and prepares press kits to be distributed;

Invites and coordinated accreditations for local and foreign journalists to the press conferences and the event itself;

Writes press releases in the local language for local press and partners (and in English whenever requested);

Ensures that the Daily Bulletin and press releases are sent to local media as per a distribution list prepared previously;

Coordinates interviews with the athletes and VIPs attending the event;

Coordinates the work of the event photographer(s);

Ensures that results are constantly updated in the press centre;

Collects local press cuttings, finalizes a media report after the event.

COURT COORDINATOR

Court Coordinator in this scenario has to undertake all the responsibilities of the Technical Area, therefore he/ she is responsible to:

Set-up the courts and ensure the operation and maintenance (sound system, seats, panels, scoreboards, etc.);

Verify the status of the sand and apply the necessary measures to improve it;

Verify the protocol (marshal, security and access control, couriers, supply of water and towels, lockers room, working areas, VIP section and stands, awarding ceremony, etc.);

Check the equipment and supplies (availability of poles, nets, reserve balls, pads and, other sports material);

Check the status of the branding applied on the court;

Resolve contingency cases on the competition court.

Coordinate the information activities with the Administrative Director.

Assist the Competition Director to organize a Preliminary Inquiry and Technical meeting (i.e. drawing of lots, seeding, etc.)

Ensure that the necessary hardware and software are available at the venue to run the result recording system (i.e. BVIS at the FIVB events);

Ensure the timely recording of the competition data;

Guarantee the production and distribution of the Daily Bulletin in accordance with the local distribution list;

Verify a timely update of the overall information about the event (i.e. pictures, press releases, results, etc.) on a website.

organizational-chart-at-an-fivb-600-370

An-opening-press-conference-with-local-authorities,-organizing-committee-and-Russians-team-players-400-266
An opening press-conference with local authorities, organizing committee and Russian's team players of the CEV Continental Cup leg

ORGANIZING COMMITTEE

The Organizing Committee of a Beach Volleyball event is usually composed of a Tournament Director, a National Federation Delegate or a Beach Volleyball Coordinator and if the event is under the jurisdiction of an entity (Continental Confederation, etc.), possibly also a Technical delegate representing such entity. For example, at the Beach Volleyball Continental Cup events, Continental Confederations assign their delegates/ officials to attend the events and help the promoters to run the events.

Depending on the level / category of the event, there might be delegates also assigned by the sanctioning entity in other important areas to advise the Organizing Committee in the respective area of their responsibility: a Referee Delegate, a Media Operations Delegate, a TV Coordinator, a Medical Delegate (if any), or other entity`s representatives (if any). Having delegates / professionals in their respective field helps if the event is part of chain of events and consistency is required to have uniformed media coverage, TV broadcasting, marketing / “look” of the venue, etc.

In an event with a long competition schedule (9:00 am start until night matches), it is recommended to rotate the key players of an organizing chart. It will maintain efficiency and the most appropriate decisions.

An Organizing Committee of a Beach Volleyball event is responsible to secure the smooth running of the event (in all aspects) and to solve any contingencies that arise.

TOURNAMENT DIRECTOR / PROMOTER

The below tasks are usually carried out by a Tournament Director / Promoter. No matter what the category of the Beach Volleyball event is, Tournament Director / Promoter has a key role in the running of the event, as he/ she:

Applies to hold a given Beach Volleyball event with a sanctioning entity (i.e. FIVB, Continental Confederation, National Federation);

Establishes a business plan for a duration of term of the sanctioning body – organizer agreement and a budget of the event;

Undersigns an agreement with the sanctioning entity undertaking all promoter’s responsibilities;

Implements any marketing regulations set out by the sanctioning entity;

Undersigns agreement(s) with the hosting city / region authorities, sponsors, suppliers, etc.;

Liaises with a sanctioning entity and a National Federation for any critical related matters;

Hires experienced and sufficient staff members to implement a successful event;

Develops and puts in place a venue plan;

Ensures an agreement of the Host Broadcaster.

Prepares any inspection visit(s), if required to be conducted by the sanctioning entity;

Organizes and attends the Preliminary Inquiry and the Technical Meeting of a given Beach Volleyball event;

Supervises and attends Public Relations, entertainment, promotional activities, and checks the contents and layout of all promotional material;

Prepares final reports, if required by the sanctioning entity;

NATIONAL FEDERATION DELEGATE OR BEACH VOLLEYBALL COORDINATOR

A representative of a National Volleyball Federation usually supports the technical aspects of a Beach Volleyball events running by:

Is appointed by the National Volleyball Federation;

Follows up the National Federation`s tasks enlisted in the event`s organizational agreement;

Selects and appoints local referees, auxiliary officials and court personnel;

Collaborates with the Tournament Director on the promotion of the event through its Press Department;

Nominates a Referee Manager to coordinate the competition duties;

Collaborates with the Tournament Director on any inspection visits (if applies);

Prepares and sends out invitation letters (for all event`s participants) and the event’s regulations;

Assists the National Federation to issue visas for the participating athletes;

Participates in any press conferences organized before and during the event;

Corresponds with the sanctioning entity and the Tournament Director for any critical matters;

Implements National teams programs and National Beach Volleyball activities to promote Beach Volleyball at local and international level;

Secures the presence of a national anti-doping agency if required by the sanctioning entity.

ADMINISTRATIVE AREA

At a Beach Volleyball event, administrative support, usually to the Tournament Director, is provided by a Finance Director and an Administrative Director. Depending of the organizer`s resources, the two roles may be combined.

FINANCE DIRECTOR

Finance Director`s role is to support the Tournament Director on any financial matters related to a given Beach Volleyball event, as he/ she:

Is usually placed under the authority of the Tournament Director;

Assists the Tournament Director in implementing a business plan for the term of the sanctioning body – organizer agreement, and a budget of an event;

Follows-up on accounting matters as per an established Master Plan of the event;

Is responsible for all payments / costs related to a given Beach Volleyball event;

ADMINISTRATIVE DIRECTOR

Administrative Director`s role is to support the Tournament Director on any administrative matters related to a given Beach Volleyball event, as he / she:

Is placed under the authority of the Finance Director;

Organizes the event’s secretariat;

Assumes the general correspondence and communication with the officials, referees, and teams;

Coordinates any inspection visits (if applies);

Manages and attends the Preliminary Inquiry and the Technical Meeting;

Coordinates international (if requested by the sanctioning entity) and the local transportation;

Coordinates accommodation for officials, referees, teams, and other persons (if required);

Organizes distribution of any publications, promotional material and bulletins.

TECHNICAL AREACompetition Director

Technical area is composed of Technical Officials / Managers responsible for their specific field of expertise related to the Beach Volleyball competition. Each of these fields should work in a perfect symphony; therefore each role in the Technical Area is crucial.

COMPETITION DIRECTOR

Competition Director oversees the competition side of a Beach Volleyball event, as he / she:

Is the highest authority at the venue under the Tournament Director and the delegate of the sanctioning entity;

Prepares and attends any inspection visit(s) (if applies);

Recruits and appoints the Technical Area Managers and volunteers;

Coordinates the Technical Area activities of the members of the Organizational Chart;

Coordinates with the Operational Director the installation (and dismantling) of the competition facilities and equipments;

Prepares the event’s regulations in collaboration with the Hosting National Federation;

Organizes the Preliminary Inquiry and the Technical Meeting;

Elaborates the competition program to satisfy the needs of on-site spectators, Host Broadcasters, etc.;

Ensures that the competition courts are set-up as per FIVB regulations;

Decides the court assignments in agreement with the Tournament Director, the sanctioning entity`s delegate, and the TV Coordinator;

Coordinates with the Press Director and the Administrative Director the preparation and distribution of the Daily Bulletin;

Gives instructions for the proper update of the competition brackets’ billboards;

Works with the Medical Director, Referee Manager, Court Manager and Technical Manager.

The-medical-staff-treating-an-injury-affecting-Dane-Bo-Soderberg-350-273
The medical staff treating an injury affecting Dane Bo Soderberg

MEDICAL DIRECTOR

Medical Director is another critical role in any sports event, but especially in a Beach Volleyball event, where the weather conditions might affect the health not only of the athletes, but also the officials, staff and even spectators at the venue. Medical Director usually:

Is placed under the authority of the Competition Director;

Is a qualified physician certified in sports medicine

Provides the players and officials with the necessary on-site assistance, as well as 24-hour assistance at the players and officials hotels;

Checks the nutritional aspects of the food and beverages on site as well as at the hotel, and the environmental aspects such as the sun exposure, the hydration status and the safety for players, officials, volunteers, spectators, etc.;

Coordinates the medical and physiotherapy services for players;

Coordinates the first aid assistance for spectators and staff;

Ensures that medical staff is available at the venue from at least one hour before the start of play until the end of play;

Verifies that the closest hospital(s) are available to provide emergency specialist care in all relevant medical areas;

Verifies that an ambulance and equipment for advanced cardiopulmonary resuscitation (including defibrillator) are always available at the venue;

Verifies that equipment and qualified personnel is always available at the venue;

Keeps accurate medical records of all assessments and treatments provided by medical staff during the event, in accordance with national medical regulations;

Assists the Medical Delegate of the sanctioning entity and national anti-doping organization in preparing anti-doping controls, including the preparation of the Doping Test section;

Assists running the alcohol test for referees and auxiliary officials, when requested.

For more details about Medical matters at a Beach Volleyball event, please refer to Medical Area and Requirements.

The-ball-catchers-lined-up-after-the-Referee-Manager-and-the-second-referee-of-the-final-350-233
The ball catchers lined up after the Referee Manager and the second referee of the final match

REFEREE MANAGER

Referee Manager coordinates all matters related to the Refereeing at a Beach Volleyball event, and he / she:

Is under the authority of the Competition Director;

Assigns, instructs and trains local referees, auxiliary officials and court personnel;

Liaises between the Competition Director and the FIVB Referee Delegate;

Organizes referee clinics, as well as recruits line judges and scorers;

Organizes an extra referee clinic for local referees (if applied) and the extra clinic for auxiliary officials and key court personnel (if applied);

Coordinates daily referees’ meetings under the supervision of a Referee Delegate appointed by the sanctioning entity (if any);

Coordinates with a Referee Delegate appointed by the sanctioning entity (if any) all referee matters (i.e. assignment of referees, line judges, scorers);

Circulates referee documents and material.

For more details about Referee Manager`s tasks and duties at a Beach Volleyball event, please refer to Refereeing Structure.

A-ConocoPhillips-Grand-Slam-court-manager-works-with-a-young-volunteer-350-224
A Conoco Phillips Grand Slam court manager works with a young volunteer

COURT MANAGER

Court Manager at a Beach Volleyball event is under the authority of the Competition Director and coordinates all activities in connection with the playing area. Usually, he/she has one assistant for each court to:

Set-up the courts and ensure the operation and maintenance (sound system, seats, panels, scoreboards, etc.);

Verify the status of the sand and apply the necessary measures to improve it;

Verify the protocol (marshal, security and access control, couriers, supply of water and towels, lockers room, working areas, VIP section and stands, awarding ceremony, etc.);

Check the equipment and supplies (availability of poles, nets, reserve balls, pads and, other sports material);

Check the status of the branding applied on the court;

Resolve contingency cases on the competition court.

For more details about Court Manager tasks and duties at a Beach Volleyball event, please refer to Organizational Court Structure.

TECHNICAL MANAGER

Technical Manager, under the authority of the Competition Director, facilitates the technical aspect of the operations at a Beach Volleyball event, as he / she:

Coordinates the information activities with the Administrative Director.

Assists the Competition Director to organize a Preliminary Inquiry and Technical meeting (i.e. drawing of lots, seeding, etc.)

Ensures that the necessary hardware and software are available at the venue to run the result recording system (i.e. BVIS at the FIVB events);

Ensures the timely recording of the competition data ;

Guarantees the production and distribution of the Daily Bulletin in accordance with the local distribution list;

Verifies a timely update of the overall information about the event (i.e. pictures, press releases, results, etc.) on a website.

PROMOTIONAL AREA

Under the Promotional Area, the key people responsible for promotion, media operations and/ or Public Relations are enlisted.

PROMOTION DIRECTOR

Promotional Director, under the authority of the Tournament Director, coordinates and is responsible for all activities related to promotional aspects of a Beach Volleyball event, as he / she:

Collaborates with the Tournament Director, Media Operations Director and PR Director to prepare an effective marketing plan, including promotion, press and PR actions before a given events;

Acquires and/or trades out advertisement space in the media;

Contacts radios and television stations for promotion opportunities;

Production and distributes the official event`s program, posters, brochures, media kits, etc. with the help of an Administrative Director;

Promotes tickets’ pre-sale campaign (if any);

Coordinates the sport production of the event at the venue with the Announcer.

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Valeria Rosso (left) and Marta Menegatti (center) being interviewed by FIVB Press Delegate Doug Strauss

MEDIA OPERATIONS DIRECTOR

Media Operations Director, under the authority of the Tournament Director, oversees all the media operations/ activities related to a given Beach Volleyball event, as he / she:

Collaborates with the Tournament Director, Promotion Director and PR Director to prepare an effective marketing plan, including promotion, press and PR actions before the start of the event;

Liaises with the Media Operations Delegate appointed by the sanctioning entity (if any) on historical data, players’ biographies, players’ earnings, etc.;

Prepares and circulates information from the Organizers to the local press, TV broadcasters, radios, etc.;

Collects and prepares biography info on local athletes to be given to media

Prepares and makes available tournament presentation article before the tournament;

Collaborates with the Promotion Director on the content of the official program;

Ensures that the press centre is set-up;

Organizes press conferences and prepares press kits to be distributed;

Invites and coordinated accreditations for local and foreign journalists to the press conferences and the event itself;

Writes press releases in the local language for local press and partners (and in English whenever requested);

Ensures that the Daily Bulletin and press releases are sent to local media as per a distribution list prepared previously;

Coordinates interviews with the athletes and VIPs attending the event;

Coordinates the work of the event photographer(s);

Ensures that results are constantly updated in the press centre;

Collects local press cuttings, finalizes a media report after the event.

For more details about Media Operations Director`s tasks and duties at a Beach Volleyball event, please refer to Media Guidelines.

ANNOUNCERS – DJs & LIVE PERFORMERS

Announcers, DJs and live performers, under the authority of the Promotion Director, works for the sport production at a Beach Volleyball event, which is encouraged to be very entertaining to maintain public`s attention. Depending on the level of the Beach Volleyball event, a dedicated team to implement Sport Production may be introduced. In certain events a Sport Presentation Manager may be needed to coordinate all persons in the Sport Presentation area. In events with a long daily schedule, it is highly recommended to rotate between two announcers to maintain the level of the Sport Presentation on the centre court. The two announcers may then work together simultaneously towards the end of the event for bigger impact on the public. For more details about Sport Production at a Beach Volleyball event, please refer to Sport Presentation.

The main responsibilities of an Announcer are to:

Photographers-at-the-FIVB-SWATCH-World-Championship-in-Rome-2011-300-200
Photographers at the FIVB SWATCH World Championship in Rome 2011

Communicate to the on-site audience general information about the competition and the athletes from the Press Director;

Call the teams for matches whenever requested by the Competition Director, and introduce the athletes following the match protocol;

Provide continuous information about the score on the centre court and regularly on other courts as well;

Interview athletes and VIPs;

Entertain spectators on site;

Chose the best possible selection of music, play music during breaks (i.e. between matches , during time-out, etc.), play short pieces of music between rallies, during the competition and the awarding ceremony;

Coordinate entertainment activities on the Centre Court to create an enjoyable environment;

Play sponsors` jingles in the allocated slots.

GOOD TO KNOW

Photos mirror the success of your Beach Volleyball event!

PHOTOGRAPHER

Having a professional photographer, working under the authority of the Media Operations Director, ensures quality pictures, thus quality image of your Beach Volleyball event. Remember – pictures speak better than words!

The main responsibilities of a Photographer at a Beach Volleyball event are to:

Photographer

Liaise with the Media Operations Director to know when and where the best photos may be shot;

Provide pictures to satisfy sanctioning entities, sponsors, media, city, and promoter’s needs;

Provide photos of all aspects of the event: competition, back of the house, side event activities, etc.

For more details about Photographer`s tasks and duties at a Beach Volleyball event, please refer to Media Guidelines.

VOLUNTEERSwhy-people-volunteer-500-450

In today`s sport events, there are increasing opportunities to involve volunteers. A Beach Volleyball tournament is not an exception - to facilitate the smooth running of your event, make sure your organizational structure is supported with enough volunteers.

It is important to recognize the motives why people volunteer to place the volunteer in the position that is beneficial for both: the organizer and the volunteer.

After-the-awarding-ceremony,-Alison-Cerutti-and-Emanuel-Rego-celebrate-with-the-volunteers-at-the-Grand-Slam-in-Beijing-2011-350-233
Alison Cerutti and Emanuel Rego celebrate with the volunteers at the Grand Slam in Beijing 2011
Volunteers-at-the-CAVB-Continental-Cup-leg-in-Benin-400-225
Young volunteers at the CAVB Continental Cup leg in Benin

WHERE TO FIND VOLUNTEERS?

Here are some ideas to get you started:

STEP 1: Individuals who have been involved in Volleyball or Beach Volleyball at any level, i.e. former athletes, participants, coaches;

STEP 2: physical education teachers and school administrators;

STEP 3: students undergoing a physical education course;

STEP 4: relatives of the athletes,

STEP 5: fans of Beach Volleyball that would like to be spectators;

STEP 6: members of local volleyball clubs.

keep-your-volunteers-500-190

For any Beach Volleyball event, where the organization depends heavily on volunteers, it is important for the Organizing Committee, Technical Area, Promotional Area, Administrative Area and the volunteers to know their exact role. In addition, the attitude to cooperate and work together as a team, lead by strong leadership, would ensure the success.

STAFF HANDBOOK

A successful Beach Volleyball event is built on effective operations of each and every one of the staff members, from the Organizing Committee to the Volunteers. A recommended practice would be to compile simple guidelines to be distributed among your staff. This would ensure consistency, effective operations and a uniformed image. Of the meaning of Staff Handbook, London Organizing Committee Olympic Games states in its Staff Handbook: “Our people are important to us and we realize it`s important for us to know what we can expect from each other. Think of it in the same way you would the rules for any sport – they are there to make thing better, not get in the way of having fun and achieving great things.”

WHAT TO INCLUDE IN A STAFF HANDBOOK

When deciding on the content of the Staff Handbook, think of what sets your organization apart from the others, make known the values and objectives of your organization, and above that create an environment that people would be keen to work in.

proposed-topics-to-include-in-the-staff-handbook-500-249

GOOD TO KNOW

Take care of your staff and they will take care of your event!

The event industry in general, is primarily a service industry, which consists of intangible things like the customer service. Customer service at a Beach Volleyball event can make your event a failure or a great success. With a Beach Volleyball event, you are creating memorable experience for the spectators, therefore organizational structure and your staff is critical elements in delivering this memorable experience.

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