Yoyo Contest Planner Guidelines


This document summarizes comments and lessons learned from running previous yoyo contests:  Vancouver RT Contest, WCR, NATs, BC Provincials.  It also includes CANYA guidelines for structuring a contest.


List of Volunteer Positions

Generally a team of 10 - 15 people would be ideal.  A good source of volunteers are the parents of the junior players.


Host

  • Does not have any specific task.  Main job is to help other staff with doing their work smoothly.  Chief timekeeper of agenda, main contact person, etc.


MC

  • Self-explanatory. Be sure to train them on how to announce the players:  “Judges ready, music ready, player ready, Ladies and Gentlemen…..”


Judges

  • Minimum 3 for regional, 5 for nationals, otherwise judges will have to do double duty evaluating both Tech and Performance

  • Should have more than two judges in Tech and Perf for averaging the results

  • Manual recording on paper forms is most convenient and simple but requires manual data entry

  • Determine a head judge who reviews all scores, accuracy of data entry, and declares the results.  Heads judge should be familiar with the scoring spreadsheet

  • CANYA has adopted the IYYF scoring template for recording scores and tabulating the results.


DJ and AV (1 volunteer)

  • Lines up all the songs on a laptop.  This is very time consuming and online pre-registration and pre-loading of songs are very helpful.


Computer Support

  • Individual vs networked computers.  Some contests have laptops networked together for quick data entry, but this requires someone with computer knowledge to keep things running.  Excel 2010 allows for shared spreadsheets which are accessible in a network.


Scoring Spreadsheet

  • CANYA has adopted the IYYF Excel template for scoring


Data Entry (2 volunteers)

  • Ideally separate volunteers would be available to manually enter data into the scoring spreadsheet so the judges could concentrate on their work

  • Break it up so that manual entry can be done right after each division is completed and while the next division is started.


Registration Desk (2 volunteers)

  • Handles disclaimer forms

  • Last minutes registration and collection of music.  Encourage online pre-registration.

  • Make sure there is enough time from closing of registration for head judge to enter players in the scoring spreadsheet and determine/printout the player order.  Very important.


Concessions (1 or 2 volunteers)

  • Coffee, tea, water, snacks


Fundraising Staff

  • Sends out requests and collects prizes


Graphic Design

  • Banner

  • Brochures


Public Relations

  • Press releases

  • Organizing media appearances (local newspaper, radio stations, TV, etc.)

  • Social media postings:  Facebook, Instagram, Twitter, etc.


Venue Considerations

  • Indoors

  • Public access handy for increased audience

  • Vendor Tables - some venues do not allow for vendor tables

  • Sound system - needs to have some punch.  A subwoofer is recommended.  Wireless mics is best.  MC could have a headset mic to free hands for holding the agenda and player list, etc.

  • Practice area with visibility to main stage

  • Near public transportation - many young yoyo’ers will be coming on their own by bus (no parents driving)

  • Check for restrictions on raffles at venue


Fundraising

  • Raffles:  Door prizes, 50/50

  • Cash Sponsorship


Prizes

  • online retailers usually good for GCs

  • manufacturers provide yoyo’s and accessories

  • local restaurants are usually good for GCs or food discounts


Budget Considerations

  • Nominal $1,500 to $2,000 operating budget

  • Charge for a nominal entry fee: $20??

  • Venue: $800 to $1,500 is most expensive (includes house sound system)

  • Banner: $200

  • Printing $200

  • Insurance: $150 - $200


Ancillary Activities

  • Pre-party - Often at a private home, to save on costs and often times, it is a potluck.

  • After-party - Family-friendly restaurant with open spaces, separated from the main area is best.

  • Hangout Day - often in a public place (park) the following day for a relaxed get together, picnic-style.  We have seen hosted and non-hosted BBQs


Structuring the Contest (from CANYA)

  • Divisions

    • 1A - most popular and can easily have its own division.

    • Combining remaining divisions into an Open Division: 2A, 3A, 4A, 5A.  This will not allow for seeding to World contest if these are combined.


  • Proposed Guideline for Allocation of Divisions

  • A minimum of 3 registered players applying for a given division will, under the discretion of the organizers, result in a separate division allocated for the contest and a minimum of 5 registered players shall have a separate division allocated for the contest.

  • A minimum of 15 register players applying for a given division, will result in a preliminary round further allocated for that division



Song Criteria


Your file name must meet the following format:

Firstname_Lastname_Division.mp3

For example, If your name is John Doe and you are competing in 4A your music file should be named:

John_Doe_4A.mp3

Please designate "prelims" or "finals" after the division for 1A music files.


All music must be considered G-rated (appropriate for all audiences) and shall not contain offensive lyrics including but not limited to: obscenities, racial, ethnic or sexual slurs, violence advocacy, etc. If you are unsure about your music, a judge will be available to listen to your music and make sure it is appropriate. Music used in many video games, television segments, and other media does not necessarily meet this standard. With the concurrence of the Contest Director and the Head Judge, use of inappropriate music by a contestant shall result in their disqualification.









Canadian National Yoyo Association

Terms of Reference

(approved by the Board)


CANYA is:

The Canadian National Yoyo Association is a not-for-profit federally registered organization.


It’s purpose as stated in its constitution is:

  1. To promote the sport of Yo-yoing in Canada. To encourage and support local clubs and groups and;

  2. To facilitate the organizing of contests and events and to provide standard rules for contests.



Canadian National Return Top Competition (the Nats)

CANYA owns the national return top competition, aka the Canadian NATs

CANYA delegates the execution of the Canadian NATs to “pre-qualified” organizations, typically regional or civic yoyo clubs.

Recognized by the IYYF as the official Canadian body that “crowns” the National Champions in 1A, 2A, 3A, 4A and 5A divisions and the IYYF accepts the CANYA seed to the World Yoyo Contest

CANYA endorses Regional, Provincial, and Civic contests by recognizing seeding.*


*Note:  US Nats did not recognize seeding in the 2014 contest.


Membership

Canadian Yoyo clubs are eligible for membership to CANYA  and must apply to CANYA to become a member.  A club is defined as having  3 or more members.  Clubs do not need to be registered.  A club must have a minimum of 1 adult member to qualify for a voting seat(s) on the CANYA membership. Voting seats will be allocated through application and approved by the board.

  1. clubs that run regular contests get 3 voting seats on the CANYA membership for the current fiscal year of CANYA.  Regular means, they must have run a contest in the previous 2 calendar years, or be intending to run a contest in the current calendar year.  

  2. clubs that do not run regular contests get 1 voting seat on the CANYA membership.




Resources Provided by CANYA

Knowledge base

Membership base who can participate in organizing and/or running a contest



Application Process for Hosting the National Contest

Written request to CANYA expressing interest

Submitting proposal/application showing all requirements are met