Tournament Host Resource Guide

Welcome to Hockey Saskatchewan's Tournament Host Resource Guide!

The following guide is a resource for tournament organizers to help consider important aspects of event hosting to ensure a successful tournament for all participants.

Have a great suggestion for tournament organizers you would like to share? Connect with Hockey Saskatchewan's Senior Manager of Culture & Inclusion Faye Matt to have it included in this resource!

Tournament Listings

Hockey Saskatchewan Sanctioning Requirements

All sanctioned tournaments MUST:

Post the Hockey Saskatchewan tournament sanction permit in the arena(s) during the tournament.
Submit the game sheets and tournament report to Hockey Saskatchewan within 72 hours of the tournament.

Important Resources To Have At The Ready

Registering Participants

Team allocations:

Determine the amount of teams you will register based on the tournament format.

Determine the tier level you will accept and encourage entrants to use fair judgement if they need to determine the skill level of their team if they are not tiered.

Consider offering a waitlist for extra teams that can backfill any cancellations.

Refund policy:

Determine a refund policy prior to opening registration that includes partial/full restrictions, deadlines, weather related clauses, etc.
Many tournament organizers who do not clarify refund deadlines, fall victim to teams who register in a number of tournaments and pull out with short notice leaving the organizers with an incomplete bracket/schedule that may be hard to backfill with short notice.
It is recommended that a full refund can be given up to 30 days before the tournament start date, and a partial refund can be provided within 14 days of the tournament start date.

Formatting Your Tournament

There are many tournament bracket options that optimize weekend play. Hockey Saskatchewan discourages tournament formats that require young players to be absent from school.

Typically, hockey tournaments are organized as a double elimination, or round-robin schedule where teams are guaranteed a minimum amount of games which involves the inclusion of consolation games. There are many online resources for making and sharing tournament brackets, as well as expert volunteers who can offer advice.

Ensure your tournament format includes the following, planned out in advance of registration:

Tournament format
Game format/overtime

Rules (refer to Hockey Saskatchewan Rules)

Home Team establishment & sweater colours

Tie-breaking procedure

Playoff format/overtime (if different than game format)

Mercy rule

Dressing room assignments

Where results will be posted

Contingency plans

Tournament Safety

Emergency action plan: Review the Tournament Emergency Response Plan Resource and apply it to tournament organizing and delivery.

Concussion Management: Include the Hockey Canada Concussion Education Sheets in the registrants’ package.

Weather-related contingencies

Have contingency brackets/formats to alleviate pressure on teams to travel in poor weather conditions.
Tournament organizers should set clear limits on travel to the event based on the Saskatchewan Highway Hotline report. Example: Tournament is modified/games are postponed when the highway report shows “Travel not recommended, or higher.”

Refund policy is clear in relation to weather impact.

Ensuring A Welcoming Environment At Tournaments

In addition to sharing and supporting a tournament code of conduct, consider how the tournament can be made welcoming to all types of participants. For example: Accessible spectator pricing, dressing rooms for participants of all genders, encouragement of positive cheering with visual aides and in-game announcements. Consider who will be attending and proactively consider their needs.

Review the Hockey Saskatchewan Welcoming Environment Intervention Plans for Minor Associations for ideas to implement into tournament planning.

Code of Conduct: sending the Hockey Saskatchewan Code of Conduct in the registrants package offers a timely reminder of the expected decorum of tournament participants.

Officials (Referees & Linespersons)

Sanctioned tournaments require the use of Hockey Saskatchewan-sanctioned officials.

Officials are paid according to the Hockey Saskatchewan Officiating Rates.

Safety plan

Ensure that the safety lead/tournament organizers collect emergency contact information from all Officials.

Brief Officials on the tournament emergency action plan.

Identify tournament organizers who will support Officials in confrontational situations beyond the scope of their role.

Appreciation

Typically tournament Officials have a long day. Create plans to show appreciation for officials in addition to their payment such as concession vouchers, or dressing room snacks.

Timekeeper manual & game sheet instructions

Print copies of the Hockey Saskatchewan Off-Ice Officials Guide to use as an orientation guide, and resource in the timekeeping booth.

Tournament Volunteers Recommendations

Scheduling: Applications are available for easy volunteer scheduling by role, and shifts. Do encourage or incentivize volunteers to ensure there are many supports across roles.
Identification: Nametags or accreditation tags help volunteers be easily identified and can also be utilized for access control in the tournament venue.
Orientation: Ensure that each volunteer is oriented to the tournament expectations, emergency procedures, and their specific role. Find or create job descriptions for each type of volunteer role.
Appreciation: Budget for volunteer snacks or meals; offer a secure space for volunteers to store their personal items; thanking volunteers promptly and thoroughly goes a long way toward creating a welcoming environment!
Team Leads: For larger tournaments consider having lead volunteers for particular roles who can answer questions and provide training to the volunteers in that area.
Communication: Use the scheduling application or another group messaging application to include all volunteers in important updates.