As a tournament organiser you need to do the following (among other things, these are just the ones that require liaising with the BGA):
If you are planning a tournament and wish to choose a date for it, first look at tournament list and select a suitable empty spot. Preferably select an empty weekend, as there are less than 52 events per year, and a date that is not near another event in your area. When you have chosen it you should check with the tournament coordinator (tournament-coordinator at britgo.org) that it is acceptable and get to get it reserved on the calendar. Your event can be shown as provisional until you confirm the details. Note that most tournaments are annual events, so when planning an event more than a year in advance please be aware of this as events are not normally listed more than a year in advance, if they are annual events, unless a confirmed date is known.
It has been pointed out that it is easier for young players to attend multi-day events if they happen during the school holidays. The easiest way to discover when the school holidays are is check the web page of your local authority.
To achieve steps two to four from the list above, you need only tell the tournament coordinator about your event. He will add it to the list of forthcoming tournaments, which is the master list of tournaments. The Newsletter gets its information from the web site, so there is no need to inform the Newsletter editor separately, but ensure a contact phone number is listed for players who are not online.
If you need a web page setting up then the coordinator can do this too, including a form for submission of entries. Just supply your entry form and a description of what you require. Alternatively produce your own page and tell him the URL to link to from the BGA calendar page. A link to a map page is always advisable.
To get the entry form for your tournament circulated to BGA members, you need to send a master copy to the newsletter editor (newsletter @ britgo.org) in time for the relevant issue. Entry forms should be on one or two sides of A4. Send a copy on paper (to the address shown on the newsletter) or email a file (in, for example, Word (doc), rtf or PDF format).
Copy dates for the newsletter are normally near the start of even numbered-months (February, April, June, August, October, December). The general recommendation is that tournament entry forms should be sent out with the newsletter printed one to three months before the date of the tournament, however longer, residential tournaments may wish to give more notice. The cost of circulating your entry form is one of the services covered by the tournament levy. You may also find it in your interest to take copies of your entry form to hand out at other tournaments, but you will have to print those your self. Members who get the newsletter electronically will get most of the information from your event's web page.
Entry forms are not mailed to overseas members nor to those who receive their BGA Newsletters by email. Therefore an entry form on the web is essential.
The other service covered by the tournament levy (a fee per head paid by all tournaments to the BGA) is use of the BGA’s tournament equipment. You need to contact the tournament coordinator (tournament-coordinator at britgo.org) to arrange this.
These days, a contact email address for your tournament is essential. In fact, nowadays, every tournament on the list does have an email contact.
Providing a web page, hosted by yourself or by the BGA (see above), for your tournament is also a very good idea. Because as well as the BGA linking to it, you can also get local listing sites to point to it, and people can find it by web searching. Several events have had journalists find their event through their web page.
You may also announce your tournament on the gotalk e-mail list. We request that limit the number of emails you send to the list be kept within reasonable limits. (One should probably be sufficient).
The BGA will also announce your event to BGA members on Facebook by sending out an invitation a few months in advance.
You can promote go, and your local club, by getting a story about your tournament into the local media. The local press are always looking out for stories, especially with photographs. It is not hard to write a basic press release. The key elements are the phrases “Press Release: For Immediate Use” (or embargoed, but in any case you send it out a few days before the event); “Photo-call: (specific time and place)”, so they know when to turn up; a few paragraphs making up a half-written story about your event, which they can buff up; contact details for you, of which phone number is the most important. Fax this to the paper, marking it “for attention of” (name) if you have a contact there, otherwise “News-desk”.
Pictures taken with a digital camera can be e-mailed to local newspapers together with a press release. This saves them doing any work and can result in good coverage in the local papers.
Note: Fax is now very generally available in offices, in high street bureaux, and on people's PCs.
Local TV: may need more advanced warning to get a camera crew there.
Local Radio: are always hungry for interviews.
Make sure the web news editor (web-news-editor at britgo.org) gets a report of your event so that you will get a write-up of your tournament into his BGJ tournaments column and the news pages on this web site; this will also cause a report to appear in the next BGA Newsletter.
If you have used the GoDraw V6 program then you can get results to the web and ratings people easily by simply emailing your tournament file to the results officer (results at britgo.org). You will normally find the file in c:\GodrawSys\Tours and it will normally have a name including the year like MiltonKeynes_10.gdt for example.
When you do send the file it is helpful to include peripheral data such as location, komi, and time limits as these are needed for the ratings system. If you have new people entering the tournament as No Club, it is helpful for purposes of identification to state their nearest town.
You can follow up local paper publicity by faxing them the main results. The point of this is to have them use the information to complete a story based on an earlier press release, or to use as classified results on a sports page.
It is good practice to follow up any local publicity by asking whether it has generated any inquiries. Even better, though, is to try to get your contact details into the original story.
Please send any press releases to the BGA President, who will collate a database of the best (for putting on the web subsequently) so that people do not have to reinvent the wheel all the time.
You are encouraged to use the program because it encapsulates all the BGA/EGF rules for doing the draw. Such is the complexity that it would take a long time to do the draw manually sticking rigorously to all the rules. However if you do wish to run your tournament using the traditional card and pencil method then please review the BGA handbook on doing the draw.
We will still help you to get your results to the website and to the EGF ratings system if you do the following:
Of course 1. and 2. are standard practise if you are doing a manual draw. On getting this information the results officer will enter the draw and results into the GoDraw program and produce the files which for onward dispatch. The turnaround depends on the number of players and the number of rounds. Fitting in with work commitments, he can usually manage a typical 3 rounder of 50 players by Wednesday if he get the results Sunday night.
You can, of course, carry out this last step yourself (which is greatly appreciated) if you wish by downloading the program. Then all you need to do is email the file as described above.