4. Preparation:

Now we look at the preparation needed to ensure we achieve the tournament so enjoyed by players from the UK and abroad. We will here endeavour to identify what needs to be done by when and by whom. So in the end we identify tasks, roles, and the timeline.

Book the venue

The very first thing to be done when the tournament is over is to book the venue for the next year. They run a booking system using a computer program and so it is essential that we ensure that the venue is booked on the computer. The booking should be done by the TD early in January - do not wait for any invoice to do the booking. \timeline{Early January}

Produce the budget

The budget is produced by rolling over last year's accounts and assuming a cautious player entry level. This is a BGA event underwritten by the BGA so the budget must be approved by Council at a council meeting. The budget estimate should include the cost of a professional teacher. It is likely that we will not know the hiring fee till June so a modest inflationary increase in the hire charge should be built in. In the eyes of ISH, BGA is a non-profit organisation and gets a very handsome discount (as do full charities); we would certainly not be able to afford to pay their own commercial rates. \timeline{Mid May}

Update the web pages

The London Open web pages are uploaded to Drupal and from 2011 had URL's like:

The main page contains artwork showing the Chinese animals for the current year(old) and next year(young). This artwork is usually done by Jiri Keller - a London based Go player and portrait artist. The work should be commissioned in April.

The list of players attending is managed manually and players may opt out of the list when they register. Pictures taken at the event by various people { Jenny Radcliff, Tony Atkins, Jiri Keller, Kiyohiko Tanaka } are used to populate the pictures page. \timeline{ End May }

Seek sponsorship

Sponsorship helps to enliven the tournament by making it possible to invite a professional to teach at the event. It also helps to provide cash prizes which is an added incentive for strong players to travel from abroad. Seeking additional sponsorship is it seems a full time occupation and so far although various players have offered to try, no one has so far succeeded. In 2008 we were very fortunate to receive sponsorship from Winton; that sponsorship flew in from a clear blue sky as it were. We do get regular sponsorship from the Nippon Club which really does help to run the tournament. If sponsorship does arise it is important to get his finalised before the tournament fliers are printed in June.

A sponsor seeker should be appointed who pursues this activity throughout the year. \timeline{ End June }

Appoint a Professional teacher

In the past years Guo Juan has done a really excellent job of game analysis. Her fees have been provided by the BGA directly when no external sponsorship is available. We pay fees, travel, accommodation at ISH and meals. We set up a schedule for the teacher to follow and that schedule must be agreed with the teacher and published.\timeline{Mid June}

Produce the fliers

The template for this is found in the logc web space - see appendix D.

It is very important to produce good quality printed fliers on coloured paper for distribution to European players at the European Go congress and other later European tournaments - especially Tampere, Brussels, and Gothenburg. Distribution to USA players at their Congress in August is also useful.

The TD should arrange production of the fliers by the end of June. If there is sponsorship then sponsor reference should appear in this flier. There is an absolute deadline - mid July still allowing you to get fliers to the European Go Congress. \timeline{Early July}

Order the prizes

The prizes are cash prizes from any sponsorship we get, certificates for players winning 4/7 and trophies for better results. The trophies are currently engraved plates mounted on marble blocks made by Vladimir Danek in the Czech republic. The drawing for the trophy is referenced in Appendix D. These should be ordered no later than September leaving plenty of time for delivery. The current design for the certificates is referenced in appendix D. These are A5 in size, should be printed on good quality card and professionally cut. These should be completed in November. A spreadsheet which enables you to predict the number of prizes is also referenced in Appendix D. You should also send 10 fliers to Kiyohiko Tanaka with a letter of thanks for the Nippon Club sponsorship. \timeline{Mid September}

Appoint a New Year's Eve meal manager

A local restaurant needs to be booked well ahead of the event, especially if something Big is happening in London. The manager should also liaise with the restaurant during the tournament to keep them informed of likely numbers. Players sign up to the meal on a list which needs to close in time for the restaurant to prepare the meal. \timeline {October}

Appoint a Referee

The referee looks after the Portland room and the Theatre. Main duties are:

• ensuring players start their clocks when the TD gives the signal.
• monitoring late players.
• answering questions about tournament rules and rules of play.
• resolving disputes.
• monitoring heating and lighting, and informing TD if conditions deteriorate.

\timeline {October}

Appoint Drawmaster

The duties of the Drawmaster are:

• produce the draw on time for each round.
• collect results from the rooms and enter them into the draw program.
• verify that the entered results are correct.
• check the pink slips and make any register changes required especially players dropping out of rounds. Note that players above the bar cannot drop rounds.
• produce and print the draw.
• display two copies of the draw; one in the theatre and one in the foyer.
• mount a copy of the draw in the holders provided in the rooms.
• ensure a sharp pencil is available for players to record their results.

\timeline {October}

Appoint a Lightning organiser

The lightning tournament is run on a variant of the American draw system. We have a preliminary 5 round tournament to choose 2^n players and then an n round knockout. The entry to the lightning is based on McMahon Score and not grade, to create a playing field which is as level as possible.\timeline {October}

Appoint a Pair Go organiser

This is another side event early in the schedule. Usually 4 rounds with time limits of 20 min sudden death. There is no gender restriction in the pairs.\timeline {October}

Appoint a Rengo organiser

This is a fun tournament for those staying on beyond the closing ceremony. Teams of 2 and 3 are common. Format is 4 rounds 20minutes, sudden death.\timeline {October}

Appoint ghosts

Arrange for local players to volunteer. It is best to get 1 volunteer for each round. Reduced entry fee is an incentive.\timeline {October}

Order the equipment

Liaise with the BGA equipment supplier Tony Atkins to ensure enough boards are available. The GoBans are held by Keith Rapley in Harrow and the slotted boards are currently held by Geoff Kaniuk in Cambridge. You also need to arrange for a laptop to do the registration and the draw and if possible two laptops with ethernet connections to relay live games on Pandanet.\timeline {Mid November}

Process the entries.

Entries usually come in via email from the online entry form, but some are just emails, and some are by phone. Very few are by post. For each entry the procedure is as follows:

• print the email.
• reply to the email, answering any special requests or queries that may be made.
• file the printed email in chronological order and give it the next entry number .
• for some foreign entries you may need to write a letter of invitation and this may need you to collect additional information from the player.
• in batches update the online player list.
• in batches update the register in GoDraw.

\timeline {July -- December}