Tournament Guidelines – SWSAD provides an outline of what each tournament requires to run for SWSAD.

A. Dates
a. The annual tournament shall be scheduled any weekend in June or July.

B. Field(s)
a. Each field shall be a minimum of
i. three hundred (300) feet, unless not available
ii. lights at night
iii. bases and ground equipment ready and set.
b. There shall be a minimum of three (3) fields each park/complex.

C. Scoreboard(s)
a. Field(s) or Complex shall have scoreboards available or ability to rent/obtain scoreboards when not available.

D. Softball Balls
a. Each Tournament shall make available softball for teams to purchase.

E. Umpires
a. Each umpire shall
i. Represent the local Umpires Association or Official Rules in Softball Rules & Regulations, Section 1.
ii. Submit document of confirmation on availability
iii. Be paid an amount determined by the Executive Board.
b. Each game shall have
i. One (1) umpire for Round Robin per game.
ii. One (1) or Two (2) umpires per Bracket games
iii. Three (3) umpires for Championship games

F. Emergency and Assistance
a. Each tournament shall list medical facilities near field(s) or headquarters in case of emergencies or needing assistance.

G. Illustrations/Posters
a. Field(s) or Complex shall have large posters for each Softball Division showing game time/schedule, round robin, brackets and other necessary information.

H. Tournament Report
a. There shall be one (1) to three (3) months tournament updates on the planning of the tournament.

I. Meetings/Headquarters
a. Each tournament shall provide meeting space or headquarter for the following meetings, if necessary.
i. Annual Meeting
ii. Executive Committee
iii. Coaches Meeting

J. Lodging
a. Each tournament shall provide a list of available lodging
i. For Executive Officers for Four (4) nights with two (2) double beds for a three-day tournament or Three (3) nights with two (2) double beds for two-day tournament
ii. A group rate for discounted rooms for teams and fans

K. Transportation
a. Each tournament shall cover the cost of transportation for each Executive Officer
i. The lowest round trip airfare or mileage reimbursed at forty cents ($.40) per mile from house to headquarters
ii. The lowest transportation cost expenses by airfare or mileage shall be considered and compared.
iii. Any Executive Officer living within fifty (50) miles from the headquarters may not be reimbursed.

L. Scorekeepers
a. Each game shall have a competent scorekeeper except for Round Robin games.
b. Each scorekeeper shall
i. Be used if needed
–Be paid at ten dollars ($10.00) per game by SWSAD.
–Cooperate with the Tournament Director.
–Use official SWSAD scoresheets.

M. Inspection
a. The Commissioner or Any Executive Officer who lives close by shall investigate the site of the official softball field complex, lodging, facilities and headquarters selected by the tournament host 120 days in advance of the tournament and report it to the Executive Board for its decision and approval.
i. Shall be reimbursed for transportation and one (1) night lodging.

N. Registration Form
a. Each registration Forms shall
i. Be official SWSAD registration forms
ii. Be numbered in order sequences (001, 002, 003 )
iii. Be held accountable upon the request of the SWSAD Treasurer at the close of the tournament (either Saturday afternoon or Sunday morning)
iv. Be signed by each registrant.
b. If any registration forms are wrongly marked, it should not be destroyed, but instead marked VOID and saved.
c. Registration Form shall be NCR forms with 2 parts in numeric order.

O. Registration Fee
a. There shall be a registration fee of all such as fans/spectators, committees, executive board, students attending school or college, etc.) at twenty dollars ($20) per person.
i. The breakdown of twenty dollars ($20) shall follow:
$5 to Men Prize; $5 to Women Prize; $5 to Coed Prize; $5 to SWSAD funds
b. Twelve (12) years old and under shall not pay and may be admitted free to all games, with parent/guardian signature.
c. The sum of registration fees shall be remitted to the Secretary/Treasurer with a list of all combo and individual tickets sold, including all the players, coaches, etc..

P. Combination Ticket/Tournament Prices
a. There shall be tournament prices determined to include registration fee
b.There shall be a special fee for Lifetime Pass Holders, Hall of Fame and Executive Board.
c. This includes combination or one day events

Q. Awards
a. The tournament shall have awards and/or plaques for the following:
i. Sam Lane (Men) individual sportsmanship player (1 for men division, 1 for coed division)
ii. Imogene Christofoletti (women) individual sportsmanship player (1 for women division, 1 for coed division)
iii. Most Valuable Player (1 for each division)
b. The tournament shall recognize the following:
i. First through Third Place teams
ii. Manager of the Tournament
iii. Ten (10) First(1st) First all Team All-Tournament for Men,Women, and CO-ED
iv. Gene Carr Memorial Team Sportsmanship (1 for each division)

Host Guidelines – SWSAD provides an outline for Host, what the host will be responsible for.
A. Host Eligibility
a. The host of the annual tournament to hold that year shall be open to team and/or non-team of the deaf
b. SWSAD shall be allowed to host if there is no host bid.d below.

B. Host Bidding
The host who wishes to bid shall present following to the meeting:
a. A letter from the sponsorship showing the intent of the host ship and signed by at least two (2) of the Officers and a business check and/or money order.
b. A letter of confirmation from the recreation department or institution or from private organization, if needed by, of the availability of a bona-fide softball field or complex.
c. A letter relating to hotel headquarters providing the sleeping rooms and meeting rooms.
d. Optional, a letter showing proof of 501c3, a non-profit organization status, for sponsorship

C. Host Withdraw
a. The host who withdraws the hostship shall be fined automatically for one thousand dollars ($1,000.00), unless waived with majority vote by the Executive Board.

D. Host Responsibilities
a. The host shall have the following responsibilities:
i. Select a chairperson to be a liaison between SWSAD and the host.

  1. Shall have a right to voice and vote in the general meeting.
  2. Shall work with the Executive Board and/or Tournament Director making sure all Tournament Guidelines are met.
  3. Shall inform Executive Board if there are issues on fulfilling the the Tournament Guideline obligations (example: financial)

ii. Provide financial obligations to cover:
Fields
Lodging
Meetings/Headquarters
Transportation
Site Inspection
Submit Registration Fee to SWSAD
Awards
Illustration/Posters

iii. May increase Combination Ticket/Tournament Prices up to twenty dollars ($20)
NOTE: Changes to the Tournament and Host Guidelines shall be made in writing to the SWSAD Executive Board for final approval.