Tourney in a Box

Tourney in a Box

– Outline of an event
– Steps to do prior
– Items / Procurement
– Location
– Staffing
– Social Media
– Sample Schedule
– Pricing
Add up your costs. Divide by your playercount. Since you won’t know this in advance, it is important to reach out to people early, even before pricing, to make sure you have a core group of players. Try to target players within driving range, explaining to those that are hesitant that participating in events just as they first get started is key to building a long-lasting tournament culture in a region.
Try to price your event so that it pays for your materials, which will then allow you to run future events for much less.
Look at pricing for as many parts as possible as “per person”/”per table”: Since very few of your costs (event space, first aid, judging and staff material) are fixed, you can get a much better overview of costs.

Example pricing list (2024):

– Playing Area –
Folding table: $10/person (a table is $40, so that is $10/person for it)
or rental: $4/person
Chairs: $20/person
or rental: $3/person
Mahjong set: $22.50/person
Mahjong Mat: $20/person
Compass: $5/person
Water: $1/person
Paper/Pens/Printables: $1.50/person
Badging/Signage: $1.50/person

– Lunch (each day, so double costs) –
Sandwich Platter: $6/person (includes +30% overage)
Drinks (soda, etc): $1/person (includes +30% overage)
Chips: $1/person (includes +30% overage)

Total per person cost examples, not including staff material/event space:
Purchasing all items: $101.50/person, and then $20/person for future events
Renting tables/chairs: $78.50/person, and then $27/person for future events

Static costs:
First Aid Kit: $20
Trophies/Medals: $40 (for 4 trophies + 4 medals)
Event Space: research for your area

As you can see, purchasing a set/mat/compass adds $40/person, tables and chairs push it to $70 but then leaves you with materials for future events that are your own, with the appropriate savings.

– Reporting Software
You do not necessarily need reporting software to run your event, but it can greatly cut down on your between-round downtime. You need to:
– input scores quickly
– confirm they add up properly
– properly display a ranked order of players

This can be done in a spreadsheet program. At the simplest level, you can:
– make a list of the players in a column,
– have each column next to thhat list be a round of scores,
– at the top of the column show the total of the column so you can check that everything adds up,
– have the final column be each player’s running total,
– and then perform a RANK/VLOOKUP on that column and the player list to give a ranked list of the players and their scores.
– a sample is provided.
https://docs.google.com/spreadsheets/d/1SBXlFy1pjU5MPgnvyXi1cWor7MbPTi-zUAhU76dMj7g/edit?usp=sharing
– you can get much, much more complex. with table seating information and lookups, you can write a spreadsheet that gives you each table one at a time so you can easily type in the score with the correct person, automatically checks that they add up, and so on.

– Beginner Judge Tips
– Repeating the Tournament in the Future