Hosting a Tournament
Thank you for considering hosting a tournament with us! It's an honor to have so many people willing to help with our mission, and we'd love to welcome you aboard! Hosting can be a bit overwhelming without any guidance, so we've gathered some information to make the process much easier. For a printable checklist to help you plan your tournament, click here.
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Still need to add
microphone/PA system
fees charged by the school vs. Gateway Chess budget per tournament
parent/student volunteers
cancellation due to weather or building issues
damages, negligence, extra cleaning
01
Space Requirements
Tournament Hall:
You'll need one large space for the tournament hall, as well as enough tables and chairs to accommodate 200-250 players. While not preferable, as it increases costs considerably, tables and chairs can be rented and provided through Gateway.
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Skittles/Staging Space
A secondary space must be provided for players, coaches, sponsors, and parents to hang out in between rounds. This can be another large space with tables and chairs, or several smaller spaces, such as classrooms. ​
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02
Building Access
Gateway tournaments are all-day affairs, with the exception of the blitz tournament, and we'll often need access to the building from approximately 7:00 a.m. to 8:00 p.m., depending on the tournament format (See note below). Be sure to schedule your reservations accordingly and make sure there are no conflicting events.
Note: tournament length varies considerably, so be sure to visit the event page for the event you're hosting and check the time of the awards ceremony, then plan for about an hour and a half from that time for administering awards, cleaning up, and breaking down.
03
Internet Access
Our team needs internet access on site, so contact your building's IT specialist ahead of the tournament to ensure access. If internet access is unavailable, be sure to let us know in advance so that we can plan accordingly.
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While not required, it's also nice to provide internet access to participants as well. Open access (meaning no passwords required) is preferred, but if your IT specialist requires one, posting signs around the building with the access password would suffice.
04
Custodial Services
Contact your building's event coordinator for information about custodial requirements. Many schools and other event spaces will require custodial services on site for a minimum amount of time. Some schools and organizations will cover these costs for the group who is hosting the event, or lump these services into the cost of renting the space. Once you find out, contact us and we can determine whether that cost is reasonable enough to consider hosting a tournament in your space.
05
Concessions
Concessions should be provided for at least part of the day, primarily during lunch times. Our hosts will usually provide some basic drinks and snack items, such as candy, cookies, donuts, chips, and nachos, as well as some lunch items, such as pizza, hot dogs, burgers, or chicken sandwhiches. (Include a more detailed handout to help event organizers here)
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If your group doesn't plan to run a concession stand, or can't provide lunch items, let us know and we can schedule local food trucks for the event.