[SBU Board] Tournament Sites Committee Work

Mon Jun 1 09:01:16 PDT 2015

Vasa has us pencilled in for Feb 26-28, but would like a commitment...

Ann Romeo
Personal email: annromeo at gmail.com
Local home/work: 425-392-8417
Work email: Ann.Romeo at ORCInternational.com
Work direct dial: 212-463-6331
My cell: 425-615-1413

On Sun, May 31, 2015 at 10:25 PM, Tim White via Sbuboard <
sbuboard at mailman.celestial.com> wrote:

> I apologize in advance for the length of this email!  Most all of it is
> directed to our committee members, but we would welcome input other board
> members make.
>
> John W., Ann R., David, Patti, (et al),
>
> It's important we continue to look and plan ahead on sites & dates for
> Unit 446 sectionals.
>
> I believe things are set for sites for the remainder of 2015 as follows:
> July 24-26 at Bothell (Open), October 16-18 at Bothell (Open), November 7 &
> 8 at North Seattle College CC1161 (NLM).  EVERYONE:  please advise of any
> obstacles or open actions with respect to securing these sites for these
> dates.
>
> For 2016, it is necessary to address our site planning in more detail.
>
> Sanctions--
> ACTION:   DAVID, please advise status of the five 2016 tournament
> sanctions (4 Open and one NLM) we have applied for.
>
> General Issue --
> An issue important for us to address is venue capacities.  As a case
> study, the Kent sectional showed the importance of matching venue capacity
> with anticipated peak session attendance during a tournament.  We scrambled
> Saturday afternoon at Kent to set up additional tables & chairs to
> accommodate the actual # of entries sold for that session.  In doing so, we
> max'ed out the capacity of the West Gym -- with entry sales table and
> partnership desk located out in the hallway.  The Kent West Gym space is 62
> x 101 = 6,262sqft, comfortably surpassing the Tournament Site Selection
> Criteria and Checklist's "desired" 6,000sqft space criteria, yet for this
> one session we barely squeezed all the players in.  Going forward, for each
> tournament/venue combination we should consider past tournament attendance
> history -- by session -- as well as contingency provisions for overflow
> capacity (growth would be good!).
>
> Winter Sectional -- Feb 26-28, 2016.
> Our committee has proposed to the full board that this tournament be held
> at the North Seattle College Old Cafeteria, with Vasa Park as a backup.
> (Bothell, too, could conceivably be a backup, though we will have held the
> prior two Open sectionals there.)  We need to identify and address whatever
> open items remain in order to finalize NSC as the venue or alternatively to
> adopt Vasa, the backup.  As I understand, the Old Cafeteria is
> approximately 5,400sqft in area.  This compares with space requirements in
> our Tournament Site Selection Criteria and Checklist of 6,000sqft "desired"
> and 5,500sqft "minimum" rectangular.  Our committee felt NSC was workable
> for this tournament because historically the winter sectional is not
> heavily attended.  However, a review of recent winter sectional attendance
> figures shows that since 2012 the peak session has been the Saturday
> afternoon session during which there has been 69.0, 69.5, 65.0 and 54.0
> tables.  We squeezed 70+ tables into the Ke
>  nt West Gym which has >800sqft more space than the NSC Old Cafeteria.
> For NSC to be viable, it appears we must line up additional space on top of
> the Old Cafeteria, to accommodate not only the Saturday afternoon peak
> session, but also Sunday where attendance since 2012 has ranged from 64.0
> to 45.0 tables.
>
> ACTION:  PATTI, please coordinate with Amy LaZerte to identify and price
> the best approach(es) to providing additional space (room(s)) at NSC, in
> proximity to the Old Cafeteria, that would increase total play area
> capacity up to ~6,300sqft total.  Please also confirm the shape
> (rectangular?) and length & width dimensions of the Old Cafeteria (a
> dimensioned drawing would be ideal).  Also we need to be sure NSC has
> sufficient chairs for an Open sectional (we should plan on at least 300
> chairs).
>
> ACTION:  ANN R please verify Vasa is available as a backup venue.
>
> ACTION:  ALL, please advise of any other issues to address WRT NSC.
>
> We the committee should go over remaining issues and relevant information
> at our next Tournament Sites Committee meeting and from there take forward
> to the full board a final recommendation on NSC vs Vasa for this tournament.
>
> NLM Sectional -- April 16-17, 2016
> Our committee has proposed to the full board that this tournament be held
> at North Seattle College CC1161, with no backup identified or required.
> Unless someone has an issue with this approach, we should proceed according
> to this plan.
>
> Spring (KO) Sectional -- May 27-30, 2016
> Our committee has proposed to the full board that this tournament be held
> at Kent Commons, contingent upon an assessment of its viability following
> the 2015 KO Sectional, with Bothell as a backup.  Tim & Mike have drafted
> and circulated our post mortem comments; others are requested to please add
> theirs.  Kent Commons capacity is an issue, as discussed above.  Saturday
> afternoon of the KO sectional is historically our most heavily attended
> session of the year.  A review of recent KO Sectional attendance figures
> shows that since 2012 this session has had 77.0, 80.5, 71.5 and 71.0
> tables.  Sunday attendance has ranged from 64.5 to 50.0 tables.
>
> ACTION:  TIM, acquire availability and pricing information for additional
> (overflow) space at Kent Commons to supplement the West Gym in order to
> accommodate peak session attendance and potential growth.
>
> ACTION:  TIM, get clarification from Kent Commons on their pricing, or
> their plans for pricing, for a 2016 rental.
>
> ACTION:  ALL, please review Tim's and Mike's post mortem comments and
> advise of any further issues to address WRT use of Kent Commons for the May
> 2016 KO sectional.
>
> We the committee should go over remaining issues and relevant information
> at our next Tournament Sites Committee meeting and from there take forward
> to the full board a final recommendation on Kent Commons vs Bothell for
> this tournament.
>
> Summer Sectional -- July 8-10, 2016
> Our committee proposed to the full board that this tournament be held at
> Forest Ridge Academy, with Mercer Island High School Upper Commons as a
> backup.  The most significant issue -- whether the Forest Ridge Gym has A/C
> (in light of the summer dates) -- has been resolved as Kim confirmed to Ann
> that indeed it does.  Finding Forest Ridge might present somewhat of a
> challenge to players heading there for the first time, but it is about as
> close to Eastgate as Vasa, and we can provide a map and good directions on
> the flyer.  As for capacity, I paced off the gym's length & width and
> estimated its area at 5,650sqft (compared with the minimum reqt of
> 5,500sqft).  The gym foyer should suffice nicely for entry purchase table
> and partnership desk.  I do not seem to have recorded gym length and width
> measurements which, when divided by 8 feet, yield the # tables per row and
> # of rows.  There is also a lower level below the gym where a nice kitchen
> will support hospitality needs and wh
>  ere there is substantial additional space for playing tables.  Verifying
> length & width measurement of both the gym and the lower level playing
> areas will yield a good estimate of total # of playing tables that can be
> accommodated.  Over the past three years, Saturday afternoon has also been
> the most heavily attended session of the summer tournament:  47.0, 57.0 and
> 37.5 tables respectively.  Another issue is locating and cleaning up a
> designated smoking area.  Kim has ideas for this and surely we can get a
> volunteer or two to inspect and sweep the area afterward.  Restroom
> allocations can be managed as necessary via markings.
>
> ACTION:  TIM, coordinate with Kim to document length & width measurements
> of the Forest Ridge Gym and the lower level in order to accurately project
> playing table capacity.
>
> ACTION:  ALL, please advise of any other issues to address WRT Forest
> Ridge.
>
> We should go over remaining issues and relevant information at our next
> Tournament Sites Committee meeting and from there take forward to the full
> board a final recommendation on Kent Commons vs Bothell for this tournament.
>
> Fall Sectional -- October 14-16, 2016
> Our committee has proposed to the full board that this tournament be held
> at the Bothell Union Hall, with no backup identified or required.  Unless
> someone has an issue with this approach, we should proceed according to
> this plan.
>
> I'd like to give our committee members some time to digest this and then
> we'll coordinate a time & place for our next meeting.
>
> Thanks,
> Tim
>
>
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