Convenor Survival Guide

The following is intended as a guide for conveners in FFMHA. As a convener you play a key role in setting the tone for your league for the year to come. As a convener you will be involved in the following:

Home Tournament Checklist and helpful hints.

CHA RULE BOOK please be patient for this to download.

FFMHA Board Meetings

The following people make up the FF minor Hockey each year. President, Past President, Vice-President, Treasurer, Secretary, Six Directors, Six League Conveners, and the Referee-in-Chief. Each individual has one vote. They meet monthly to discuss items of interest to the association. Regular attendance at the meetings is important. As a convener you should be prepared to give a brief report on what is happening in your league.

Player Registration

Player registration is normally held the second or third week in September in every year. Registering players fill out a player information sheet (supplied by HNO) and pay the required fees.

Division Conveners are required to collect the names of all players, oversee the division player evaluation, team drafts, and submit completed official player roster sheets to the FFMHA President as soon as possible.

Coach Selection

This is normally done at a regular meeting of the Board of Directors. All coaches must be approved by FFMHA have attended a speak out course and complete and submit a criminal background check prior to commencing their coaching duties.

Player Rating and Team Drafts

Player Movement

All requests for player movement should be dealt with in the initial two-week evaluation period at the start of each season. All requests for movement between leagues must be made in writing at the time of registration. Everyone must be evaluated in the age group they are required to register in by Hockey Canada. Players will be evaluated and moved only if or when FFMHA has given permission to the league convener or coach. Coaches from each league (presently registered and league requested to be moved to) along with the convener can make a recommendation to the board as to the skill level of the player and impact of team sizes. The final decision on player movement is made by FFMHA.

Team Uniforms

The equipment manager will give the equipment for your league to you. You are responsible to ensure that each team assigns a number to each player and the name of that player is recorded on an equipment form and returned at the end of the season. All jerseys are to be kept in the garment bags and are not to be worn outside FFMHA activities.

Ice Scheduling

Each month you will receive a master ice schedule from the ice manager. Ice should be scheduled equally amongst the teams in the league. The number or games vs the number of practices will be at the direction of the FFMHA board. Coach’s requests are always welcome but cannot always be accommodated. Try to reciprocate ice with other associations including Atikokan, I Falls, Emo, Baudette, Women’s hockey, etc. Obtain a list of teams and the out of town tournament they will be attending as soon as possible and let the ice manager know how many teams will be away on what weekends at least one month prior.

Time Clock

Timekeepers are no longer paid. Parents are responsible for running the clock and completing a game sheet for each game with referees. Time clock instructions are available here.

Travel Permits

Travel Permits are required for all out of town games. Local out of town or exhibition games are done on a running travel permit. Please advise the Travel Convener or all out of town or exhibition games. Providing a copy of your schedule once a month does this. Travel permits for out of town tournaments should be requested at least two weeks in advance. It is the responsibility of each team to pick up their travel permits prior to leaving town.

Coaches/Conveners Meetings

You are encouraged to communicate with your coaches early on. Establish guidelines for the year and provide a copy of relevant resources and information they will need for the year.

  • All out of town tournament require a travel permit or you will not be allowed to play. (Supply a list of all tournaments in HNO to coaches)
  • All games with refs must have game sheets
  • Supply a list of out of town tournament 3 max. Per year ASAP
  • Supply a roster with jersey number ASAP etc.
  • Make application and book hotels for all out of town tournament ASAP

Discipline

The FFMHA has a discipline committee that deals with areas of concern. This committee sits at the request of the president

Contact List

It is important to establish a list of contact for your division early in the year. Usually these people are from near by associations such as Emo, Falls, etc. If you share phone, email addresses and fax numbers and touch base prior to each months schedule being completed the scheduling is usually much simpler.

Year end Windup and Awards

FFMHA holds an annual awards banquet at the end of each season. Time and dates will be advertised.

FFMHA will if funding is available make available to each team the sum of $50.00 which is to be used towards an individual team windup party.

Esso medals are also available for the entire FFMHA. FFMHA will provide these to each team as long as the program is running.

Coaches/Convenors Meetings

You are encouraged to communicate with your coaches early on. Establish guidelines for the year and provide a copy of relevant resources and information they will need for the year.

All out of town tournament require a travel permit or you will not be allowed to play. (Supply a list of all tournaments in HNO to coaches)
All games with refs must have game sheets
Supply a list of out of town tournament 3 max. Per year ASAP
Supply a roster with jersey number ASAP etc.
Make application and book hotels for all out of town tournament ASAP

Contact List

It is important to establish a list of contact for your division early in the year. Usually these people are from near by associations such as Emo, Falls, etc. If you share phone, and fax numbers and touch base prior to each months schedule being completed scheduling is usually much simpler.

Home Tournament

There is a great deal of work that goes into your home tournament. The first thing you should do at the beginning of the season is check with Lynn Ross at the Sportsplex to see what ice has been booked already for your tournament weekend. If for some reason the number of teams entered the prior year were small the ice time may be reduced. You should consider booking additional ice ASAP that can be cancelled once your tourney schedule is complete. If you need to you can also trade or request time from regular FFMHA league time but this is not encouraged. All ice cancellations should be made through the ice manager and must be given to the sportsplex at least 7 days in advance to avoid financial penalty.

You should meet at least 2 months prior to your tournament. Have a list of all tournament duties prepared in advance. The following may be used as a guideline

Team 1
Door

Team 2
Timekeepers

Team 3
Tournament Room

Team 4
Penny Table

Team 5
Decorations
Other activities on ice skills shoot out etc.
Player draws/team draws

These are the major areas of responsibility. Individuals can also be asked to take on the following:

Tournament Treasurer
This person collects the cash throughout the tournament, provides receipts for cash taken and from whom (remain in relevant cash box penny table or door) and is responsible to submit a final financial statement to the FFMHA treasurer outlining all income and expenses throughout the tournament.

Program
This person sets up and types the tournament program with direction from the tournament convener.

The Convener may wish to assume responsibility for advertising, request and arrange delivery of trophies (see board member who oversees trophies), master results sheets, order and schedule delivery of juice, co-ordinate sponsor list, rules committee, provide schedule of program and rules to Referee-in-chief, (at least 2 weeks in advance and are paid for from tournament proceeds) and convening a meeting of the head coaches to decide on tournament rules. You should also arrange to get the floats and cash boxes from the FFMHA treasurer (at least one week prior). The tournament package that includes clipboards, mics, locks, etc, is available from the front desk at the sportsplex. The Convener should also find a coach from each team who is prepared to sit on the rules committee that settles any disputes throughout the tournament. A final thank you ad should go in the Fort Frances Times following your tournament thanking all individuals and businesses that sponsored the tourney.

Conveners should have a closing date of at least 5 weeks in advance for applications or when the tournament is full. It is unlikely you will be able to accommodate more than 16 teams.

Door
The team that has the door will be responsible for arranging passes to the tournament. You will need day passes; weekend passes, and coaches passes. Usually these are made to keep costs to a minimum.
A schedule is needed for workers to man the door throughout the weekend-usually two people at a time.
The tournament treasurer will supply the cash float may be able to supply additional change as needed. The treasurer will also pick up the cash every couple of hour and provide you with a receipt to record the amount taken. People are normally scheduled 2 hours and someone from the tournament room will relieve you is you son/daughter is playing during your shift.
Door people may also sell 50/50 tickets
See the tournament convener to determine the time the door will open and close each day.

Tournament Room (2 people minimum at all times)

The trophies, excess cash, game sheets, draw prizes, players refreshments, master results sheets and roster, travel permits from out of town teams, master tournament rules sheets and schedules for referees, time keepers, door schedule, penny table and tournament room are all kept here. This is also the first aid station.
Workers shall receive out of town travel permits, obtain contact numbers for out of town teams, and asked coaches to come up to the tournament room at least 30 minutes prior to all games to sign game sheets. Coaches will be given their coaches passes-usually 4 per team upon check in. Also provide them with a copy of the rules and explain any other activities at this time.

Prepare:
Game sheets for up coming games and collect completed game sheets and post results, ensure that each team is given one of the colored copies of the game sheet along with their juice following each game.
Complete player and or team draw as required and tidy dressing rooms
Maintain tournament results, prepare trophies to be handed out, post tournament sanction permit, and hand out trophies following final games. This room should be scheduled to run at least one hour prior to the start of all games and 1 hour following the conclusion of all games each day.

Time Clock and Game Sheet
This is an important job and is probably second only to the job of the convener. This team is responsible for scheduling individual to run the clock, keep the game sheet, and announce. Do not schedule parents during their own child’s game ask for others to assist you? These individuals should have a copy of the rules with them at all times. Instructions on how to run the clock are also available on this website or from the arena staff. Parents should practice running the clock prior to the tournament. Obtain the microphones from the tournament room.
Two people must be in the box at all times.

Penny Table

This group should start as early as possible. One person from the team should co-ordinate this job. This person will also keep a record of all donations and receipts for items purchased and penny table expenses. This should be submitted to the tournament treasurer. Obtain a list of sponsors for your league from last years tournament program or the minor hockey board. The list of potential sponsors should be divided amongst all parents on the team with each person taking 2 or 3 businesses to approach. It is best to go to the business in person (a sample donation letter is included on this website) Items or cash/cheque should be picked up as soon as possible to allow time to complete the sponsor list and do any shopping. The sponsor list must be submitted to the tournament convener at least 2 weeks prior to the start of the tournament to allow the program to be completed. Once all items are obtained meet prior to set up to divide them into equitable groups, prepare labels for coffee cans, and a master prize list for when you do the draw. FFMHA has coffee cans that are usually kept in the minor hockey lock up. Penny table tickets can be ordered through Bizarre Novelty in Thunder Bay and are the best and easiest to use. A book of lined paper is also needed to record the number of the tickets and purchasers’ names and phone numbers. Large signs should also be made to put on the wall advertising penny table sponsors.

Decorations

A few parents off of the team normally do this. In the past some type of decoration in a hockey theme has been made for each player on each team along with the name of his or her team. Inspirational hockey thoughts may also be posted around the facility. All decorations should be set up the night before or the morning of the tournament.

Other events

Player draws If you wish each player in the tournament can have their name entered to win one prize, perhaps a bike, walkman, etc. A major sponsor is usually found for this event and one team would be responsible for finding the sponsor and arranging the purchase of the item with the sponsor. Obtain the names of all players from the convener and prepare them for the draw.

Team draw if you wish each team can draw for a prize usually no more than $10.00 or so in value. A major sponsor is usually found for this event and one team would be responsible for finding the sponsor and arranging to purchase the items. Obtain the names of all players from the convener and prepare them for the draw.

Skills competition/shoot out Usually a major sponsor is found for this event. This team would be responsible for finding the sponsor, co-coordinating and carrying out the event.

REMEMBER TO SUBMIT ALL EXTRA EVENTS TO THE PERSON TYPING THE PROGRAM SO THAT THE SPONSORS CAN BE ADVERTISED AND INFORMATION CAN BE INCLUDED IN THE PROGRAM.