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Meeting Planner Checklist
Initial Preparation
- Determine the dates of the tournament.
- Site-inspect the facility.
- Meet with tennis director to confirm dates and times.
- Announce tournament date six months out.
Planning a Budget
- Court fees, tournament fees, racquet rentals, tennis balls and unlimited use of the ball machines.
- Per tournament warm-up; Doubles strategy and stroke production.
- F&B (beverage station, box lunches)
- Awards and prizes
- Photography
Selecting a Tournament Format
- Determine objective: Improve client relationships? Boost company morale? Reward staff?
- Match the type of outing with your objective -resort staff will be helpful here.
- Prizes: Do you want to reward best players or reduce competition by giving everyone gifts?
- Which pre game warm-up and tournament format best suite your needs?
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Signing Contracts
- Book dates and times of courts with resort.
- Sign contracts with any promotional tie-ins: corporate sponsors.
- Determine number of participants.
- Finalize pre game warm-up & tournament format.
Two Months Out
- Order gifts or prizes.
- Schedule photographer.
- Mail out invitations.
One Week Out
- Ensure gifts/prizes have been delivered.
- Finalize count of players.
- Call resort and let them know of any changes.
Within 48 Hours of Event
- Get final list of players to Tennis Professional.
- Tell players to arrive 15 minutes early.
- Get gifts down to courts for distribution on tournament day.
During Event
- Oversee arrivals and registration.
- Oversee and conduct pre tournament warm-up & tournament.
- Supervise scoring results.
- Supervise awards ceremony.
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