This presentation provides training for the Tournament Observer program for the North Carolina Division of USA Fencing. This presentation was delivered on 09/08/12.

1. September 8, 2012
NCUSFA Tournament Observer
Training
1
Observer Guidelines and Tools
Tournament Best Practices

2. Agenda
2
Why Observers?
Obtaining Observers
Observer Duties
 Venue
 Referees
 Entries
 Results
Observer Practices
Observer Tools

3. Agenda
3
Observer Practices
 Tournament Operation
Observer Duties
 Results
Corrective Action
Observer Tools
 Observer Checklist
 USFA Documents

4. What is an Observer?
4
 Division Observer is the de facto chair
of the Bout Committee (BC).
 The Bout Committee’s responsibility is
to ensure that the tournament, and the
events within it are held according to
the rules of the USFA. The BC is
responsible for any protests of
applications of the rules during the
event.
 Do not confuse the Bout Committee
with the Tournament Committee (TC)!

5. Who can be an Observer?
5
 Each Division Observer must be a
member of USA Fencing.
 Each Division Observer must be a
member of the North Carolina Division
of USA Fencing.
 The $5 non-competitive USA Fencing
membership is sufficient for the Division
Observer Program.
 Each Division Observer must declare a
representative club.

6. Observers are Prohibited from:
6
Being a member of the Host Club or
being the Tournament Organizer
Running the Tournament
Refereeing the Tournament
Having final say in sanctioning an
event
Fencing in the event

7. Engaging an Observer
7
Tournament Organizer is
responsible for engaging a Division
Observer for their sanctioned events
Tournament Organizer is
responsible for Division Observer
expenses, including travel and
housing

8. Observer Responsibilities
8
Venue
 Safe Floor
 Strip Size
 Scoring Equipment
 Runoff

9. Observer Responsibilities
9
Venue-Safe Floor
 Appropriate Traction
 Dry
 Dust-Free
 Strips Clear of Obstacle
 If strips are unsafe, then the Organizer
should correct the issue immediately
(wipe up spills, dust mop)

10. Observer Responsibilities
10
Venue-Strip Size
 Optimally 14 meters, 1.5 to 2 meters
wide
 Worst case:
 Four meters between En Garde lines
 Two-Meter Warning Track
 Two feet of runoff

11. Observer Responsibilities
11
Venue-Scoring Equipment
 Scoring Machines should be all of the
same timing (ie., 2005 Chipset)
 Floor Reels should be secured to floor

12. Observer Responsibilities
12
Venue-Runoff
 Two Feet, at least
 Free of Obstruction (Equipment,
Furniture, Spectators)
 Good traction

13. Observer Responsibilities
13
Referees
 Quantity
 Dedicated
 Quality

14. Observer Responsibilities
14
Referees-Quantity
 Tournament Organizer is responsible
for securing an adequate number of
referees
 There should be an ample amount of
referees to let the event flow smoothly
(1.25 Rule)
 Flighting is okay in order to meet
referee needs, but must be
announced at registration

15. Observer Responsibilities
15
Referees-Dedicated
 Referees should be dedicated to the
event that the officiate
 Not a fencer in the event
 Not an observer
 Tournament Organizers can referee an
event

16. Observer Responsibilities
16
Referees-Quality
 Referees should be rated or
experienced at the level of the event
 Example: A1 Event without an official with
a national rating is not appropriate
 More experienced referees should be used
later in the competition, as much as
possible

17. Observer Responsibilities
17
Entries
 Participation Requirements
 Duplicate Memberships
 Age-Appropriate

18. Observer Responsibilities
18
Participation Requirements
 Competitive USA Fencing
Membership Required
 USFA Card
 At the Door Memberships
 FIE Licenses
 Organizer should have forms
available
 Separate checks payable to USFA,
or Credit Card on Form
 No Membership, no Fence!

19. Observer Responsibilities
19
Participation Requirements
(continued)
 Full fencing uniform
 Mask requirements

20. Observer Responsibilities
20
Entries-Duplicate Memberships
 If member has joined, but is not on
Membership List
 Take Duplicate membership form and
note it on the form
 Submit duplicate to Secretary with
tournament report
 Secretary will track any lagging
memberships

21. Observer Responsibilities
21
Entries-Age-Appropriate
 Athletes’ ages must be appropriate to the
event they have entered
 Minimum age for Open events is 13
years
 Consult with the athlete handbook to
ensure the appropriate birthdate ranges
for age-restricted events (Youth, Cadet,
Junior, Veterans)

22. Observer Responsibilities
22
Tournament Operation
 Formats
 Seeding
 Promotion Criteria

23. Observer Responsibilities
23
Tournament Operation-Formats
 Announce event formats before the
posting of pools - only formats listed
in the USA Fencing Operations
Manual can be used
 The Observer has the responsibility of
ensuring that this announced format
is followed
 Any deviation from the announced
format is grounds for desanctioning of
an event

24. Observer Responsibilities
24
Tournament Operation-Seeding
 Events can be seeded by ratings, or
based on national points for the event
fenced
 Points take precedent, then equal
ratings

25. Observer Responsibilities
25
Tournament Operation-Promotion
Criteria
 Announce criteria for promotion
before the start of pools
 Tournament organizer must follow the
announced criteria, regardless of
number of fencers or time constraints

26. Observer Responsibilities
26
Results
 Hard Copies
 Verify AskFRED results
 Certify Results to Division Secretary

27. Observer Responsibilities
27
Results-Hard Copies
 The Observer should obtain hard
copies for the results for the event
 Electronic copies of results obtained
at the site are acceptable

28. Observer Responsibilities
28
Results-Verify AskFRED results
 Tournament Organizer is responsible
for posting results within 24 hours of
last event
 Division Observer is responsible for
certifying results within 48 hours
versus hard copies obtained onsite

29. Observer Responsibilities
29
Results-Certify Results to Division
Secretary
 Send certification of results within 48
hours of last event using Division
Observer Form
 Certification forms are on the Division
website

30. Corrective Action
30
Onsite Corrective Action
Reasonable Amount of Time
Immediate Action
Remember: Sanctioning
Decisions are up to the Executive
Committee of the Division!

31. Corrective Action
31
Onsite Corrective Action
 In the case of infraction, notify
Tournament Organizer of issue
immediately, and ask politely for
correction
 Whenever possible, offer criteria that
need to be met to be within
compliance
 Offer a reasonable amount of time for
correction

32. Corrective Action
32
Reasonable Amount of Time
 The event should go on relatively
quickly after corrective action
 Take into account the needs of the
fencer

33. Corrective Action
33
Remember: Sanctioning Decisions
are up to the Executive Committee
of the Division!

34. Observer Checklist
34
Prior to the Event
 Check Entries on AskFRED.net
 Download latest Membership List
from USfencing.org
 Note any Classification discrepancies
 Note any Non-Members in
Preregistration List
 Note any Birth Year discrepancies for
limited events

35. Observer Checklist
35
The Day of the Event
Walk around venue, noting:
 Floor Condition
 Strip Size
 Scoring Equipment
Take new Membership Forms
 Note duplicates
 Collect Membership Dues

36. Observer Checklist
36
Correct any Ratings/Membership
Issues within Preregistration List
Ensure Tournament Format is
Announced before Event
Referees
 Dedicated to the Event they
Officiate
 Appropriate Number
 Appropriate Ratings
Receive Hard Copy of Results for
Each Event

37. Observer Checklist
37
The Day After the Event
Check Results versus
AskFRED.net
Submit certification email to the
Division Secretary
Mail membership forms to the
National Office and copies to the
Division Secretary