- Competition Rooms: Approximately 90 contest rooms are needed. The smaller the distance between rooms the better as it makes the tournament move more efficiently. The most rooms are needed for individual events which take place on Thursday and Friday afternoons, and Saturday and Sunday during the day. On Monday, the need for rooms drops as we have entered the elimination rounds (see below). We also need to have rooms for Lincoln-Douglas competition and they have most often taken place at times other than the individual event rounds so student may compete in both without any problems. The number of rooms needed for L/D is approximately 50 (more would allow for more L/Ders to be entered). The host will also be asked to provide information about the accommodation of presentational aids.
- Extemp Prep: A large space for approximately 175-200 extempers. The space should be large enough to hold tables so the extempers will have enough room for preparation. If there is a competition building with a number of rooms close to the extemp prep area, it will help the tournament remain on schedule. Ideally, the space will have access to plenty of electrical outlets as well as wireless internet, but these are not requirements.
- Elimination Rounds: On Monday, the tournament moves into elimination rounds, so the number of rooms drops to 20 as we begin the morning. These should be larger rooms so there is ample room for the audience. As we move through the day, the need for rooms decreases, but the rooms should be even larger so that in the final rounds, a large audience can be accommodated. In addition, the rooms used for the final rounds in the public speaking events need to be such that video taping will be easy (light, etc.).
- Tab Rooms: We need to have one very large room which would accommodate 5 tab stations. If one large room is not available, several smaller rooms that are located next to each other could also be used. These rooms will need to have a phone access, as well as be able to accommodate several computers.
- Ballot/Stuffing Area: We need to have a fairly large room where the ballots can be sorted for tabulation, and then after tabulation, stuff into the individual packets for the schools. This room/area should be located as close as possible to the main tab room.
- Ballot Drop/Pick up Area: This should be a large area which will make it easy for judges to drop off ballots and then pick up ballots. This area would also work best if it were located in an area that would be close to the main tab room, and be large enough to store the ballots for the tournament.
- Opening/Closing Assembly: We need to have a space large enough to accommodate approximately 1,000 to 1,200 people for the opening and closing assembly.
- Meeting Rooms: We need to have two (2) meeting rooms which will be used for the business meetings of the students and the coaches. These meetings have been held in the past few years on Friday afternoon, prior to the beginning of the IE rounds for the day.
- Computers: We will need several computers for use in the tab room and the ballot drop/pick up area. Tournament software is cloud-based, so computer platform does not matter (PC or Apple). At least 4 laptops or desktops are necessary, and all should be connected to the internet and to a printer (wirelessly if possible).
- Ballot/Stuffing Staff: It is necessary to have a staff available to sort and stuff the ballots. If this staff can be available throughout the tournament, it will be more efficient as the system will be understood everyone and less time will be needed to train new people. Approximately 6 people are needed.
- Judges: We need to have approximately 30-40 equivalent full time judges. It is best if these judges can judge any of the individual events as it makes it easier to assign them to rounds. We also need to have extra judges for L/D if at all possible as this is the hardest area to find judges. Hired Judges are needed on Thursday, Friday, Saturday and Sunday. They are paid for all preliminary and octafinals rounds judged. If any wish to be judges in additional elimination rounds, they may volunteer for such judging but are not paid for those rounds. The pay is $12.00 per round judged.
- Ballots: NFA is responsible for providing the ballots used in the tournament. The number of ballot packets needed is approximately 3,000 packets for IE and 500 ballots for L/D. (Will need to double check on the number of ballots needed based on previous year’s tournament.) If possible, we ask the host school to put the ballots into ballot packets.
- Printing: Access to fast printers is needed throughout the tournament. In addition, the tournament schedule and booklet need to be printed in as short a time period as possible (go to printer on Tuesday and back by Wednesday night) for distribution at Registration on Thursday. The Association will pay for the cost of the tournament schedule and the host pays for the cost of printing during the tournament.
- Video Equipment: The final rounds of the public speaking events and Lincoln-Douglas are to be video taped for the Association. If video taping equipment is not available at the host school, arrangements need to be made to rent the equipment. It works best if there are at least six video cameras and external microphones available so that the rounds can proceed without any problem.
- Food Service: While there are no formal food functions related to the tournament, arrangements for food service are necessary for the tournament. People attending are on campus and will need to have access to food service throughout the tournament.
- Motel Accommodation: Generally 250 to 300 motel rooms need to be available for people attending the tournament. In addition, the tournament staff arrives on the Friday prior to the tournament and will need to have at least three rooms to accommodate the staff and one large work room for scheduling the tournament. In the past, these rooms have been comp rooms provided by the motel picked to serve as the tournament headquarters. Naturally, the better the rate that can be arranged, the better.
This is the general information that is needed. The best advice that can be given to a host, is never promise more than you know for sure can be delivered. Also, the Association is open to adjusting the schedule if necessary in order to accommodate the situation at any host school. Should you have any questions, be sure to contact the President for any additional information.