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SA MASTERS BASEBALL ASSOCIATION CONSTITUTION
APPENDIX B


TOURNAMENT AIDE-MEMOIRE


SECTION 1: GUIDELINES TO PLAN FOR AN SA MASTERS BASEBALL TOURNAMENT:


(Circa 1990) Rev 1 : 2009 01 07


Activity

Min Time to IPT

By Whom

Estimate number of teams participating

6 months

SAMBA

How many fields are reqd

6 months

Host province/SAMBA

Select venue able to cater for number of fields reqd

6 months

Host prov chairman

Fix dates for IPT

6 months

SAMBA

Appoint IPT Management - namely:

6 months

Host prov committee

IPT Co-ordinator, Asst Co-ordinator and Secretary. Finance, Administrator, Media, Catering, On-field Mgr, Off-field Mgr.  Guideline tasks for each of the Management committee are listed below.

IPT Management to meet monthly

 6 months to go

Host prov committee

Standard Pre-Tournament Meeting Agenda

Action By

1.   Confirm following present

SAMBA Chairman

      1 manager or coach (not both) from each team

 

      Convenor of Umpires and Scorers

 

      SAMBA Executive committee and LOC

 

2.   Issue Programmes (1 per each participant)

Tournament Director

3.   Confirm each team has paid tournament entry fee

SAMBA Treasurer

4.   Confirm each team’s lineup

SAMBA Secretary

5.   Confirm tournament rules

SAMBA Chairman

6.   Identify fields and confirm ground rules for each field

Conv of Umpires

7.   Confirm meetings and social programme

Tournament Director

8. Confirm Tournament, Disciplinary and Protest Committees

SAMBA Chairman

9.   Confirm Selection Committees.

SAMBA Chairman

10.   Distribute Game Balls

SAMBA Chairman

11.   Spin for Home Team Games (when appropriate)

Convs Umps & Scorers

Tournament Committee

1.   Tournament Director - Host Province Provincial co-ordinator.

2.   Tournament Manager - Host Province Asst provincial  co-ordinator.

3.   Convenor of Scorers - Host Province Scorers Association

4.   Convenor of Umpires - Host Province Umpires Association

Conduct/Disciplinary Committee                                   Protest Committee

1.   Convenor – Tournament Director                                     Convenor – Chairman SAMBA

2.  1 x Visiting Chairman                                                        Convenor of Scorers

3.  1 x Visiting Chairman                                                        Convenor of Umpires

 

 

PLANNING FOR A TOURNAMENT

SAMBA IPT WED-SAT 7-10 OCTOBER 20..

CO-ORDINATOR - ‘Tony’.  ASST CO-ORDINATOR - ‘Theo’.  SECRETARY - ‘Marilyn’.

Finance

‘Mishi’

Administration.  ‘Mike’

Media /

PRO.‘Steve’

Catering

‘Piet’

On-Field

‘Bruce’

Off-Field

‘Ken’

Overall Finance Control

Medical facilities perm manned tent

Print programme

Catering for officials, scorers and umpires

Groundsmn - bakkie vehicle for full tnmnt

Change rooms cleaned regularly each day

Provide players & officials tickets  

Identify VIP guests for Opening and Prizegiving

IPT banners for bridges etc

Catering for players and

public

Replenish players water before each game

Parking demarcated.  VIP/ officials area.Parking security.

Keeper of game balls

Arrange entertainment for each evening

Fax and Telephone Lines for scorers

Large tents for catering

Scorers tables,  chairs & umbrellas.

Clean dugouts and public areas twice daily

SAMBA to order game balls

... Doz

Schedule opening game - if required

Officials ID eg special Shirts

Bar - control and assistants

Bases (tied down)

Identify and mark umpires change rooms

Send local accomm costs visiting  provinces

Commentary, music and PA system for Open-

ing / Closing

Tournament pennants

Order drinks, cold drinks, snacks etc

Quality & condition of mounds incl rain covers

Overnight security

SAMBA to order medals

Obtain logs blackboard

TV, radio and press publicity

Liquor licence

Score board for each field

Install safe.

Insurance cover for all Stock during  IPT

Send field directions map to provinces

Identify and authorise sales points for  franchises

Ensure sufficient fridges and ice availability

Mow fields day before IPT.  Mark daily if reqd

PCs, printers and photostat machines for scorers

Print entrance tickets

Identify local convenor of umpires

Direction Boards to fields

 

Score boys

Identify and mark scorers room

Identify gate keepers

Identify local convenor of scorers

DSTV receivers & VCR

Separate Ice bag for injuries

Flagmasts on foulball lines /home-run fence

Spot lights towards parking lots

Recover trophies - if required

Draft fixtures to be ready at least 2 wks before IPT

2-Way radios

 

Fence-off scorers areas

Identify venue for pre-IPT meeting & AGM

Provide floats for catering, etc

 

Advertising boards on homerun fences

 

Cold drinks for scorers &

umpires in  games

Decorate club - plants, posters, etc

 

SECTION 2 : TOURNAMENT RULES:


1. Games:

All games played shall be governed by the Official Rules of Baseball and rules laid down in the most recent revision of the SA Masters Baseball Constitution.


2. Format:

The competition format is prescribed by the number of teams entered, the number of fields available and the number of games which can be played per field per day.Therefore, leagues can be scheduled as a Single Round-Robin, Double Round-Robin or straight league with/without Playoffs.The fixtures will be promulgated by SAMBA at least two weeks prior to a tournament, provided that provinces can confirm the number of teams being entered.


3. Duration of Games:

All games shall be 1 hr 40 mins duration or a maximum of 7 innings, whichever occurs first. No new frame shall commence thereafter, even if the game is tied.(Inning in progress to be completed, unless team batting second is ahead).


4. Pitchers:

Pitchers may pitch a maximum of 4 innings per game.



5. Speed-Up Rule:

A courtesy runner may be substituted for a pitcher or catcher any time they are on base, however when there are two out the runner is compulsory. The runner must be a player eligible to play in the team and currently on the bench. Where only 9 players are available, the last fielding player (ie not pitcher or catcher) out will be the courtesy runner.


6. Suspended Games:

In the event that a game is stopped due to rain or for any other reason before it becomes a regulation game (3 completed frames), it is ruled incomplete, and will be resumed from point of interruption. If the game cannot be continued or replayed a tie will be declared with the score at 3-3 and 1 point per team.


7. Mercy Rule:

If a team is losing by 10 or more runs after having batted in at least 3 innings, and consensus has been reached by the management of the participating teams, the game mayis to be terminated at that point.


8. Home Team:

In the event of a Single Round-Robin being scheduled for any league, a spin forHome Team takes place at the pre-tournament meeting. In the event of a Double Round-Robin, Home teams will be scheduled in the fixtures and no spin is necessary – in this case the 2nd named team in the programme is the Home Team and bats 2nd. Teams participating in Playoff games must spin a coin before each game.


9. Teams Ending in a Tie Position on the Log:

In the event of teams being tied after a completed round (single round), the result of the game between those two teams will decide which is the higher team. It the tie persists, the team with the fewest runs scored against in all games played, will be given the higher position. If the tie still persists, the team with the most runs scored for in all games will be given the higher position. If the tie still persists, the spin of a coin shall decide which team is in the higher position. In the event of a tie between two teams in a double round, the results of the games between these two teams will decide the higher position. If the tie persists (eg each team won a game against the other) then the runs against are taken into account (only for the games between the two relevant teams). Thereafter runs for are considered.Thereafter runs against in all games, after which runs for in all games, after which, spin of a coin.


10. Allocation of Points:

2 Points for a win.

1 Point for a draw/tie.

0 Points for a loss.


11. Umpires:

Where umpiring duties have been allocated to provinces, One x Plate and One x Base Umpire will be required.In the event of an official umpire being available, teams allocated only have to provide one base umpire.Umpires are to ensure games start on time and hustle throughout.


12. Squad Size:

Provincial squads are limited to a total of 18 persons, including management, who may also be registered as players.


13. Qualification for Select Teams:

Statistics are only required for the Elite and Junior Masters sections.

Selections for Elite and Junior Masters may commence immediately after Round Robin stages and do not take the stats from Playoff games into account:

Batters Qualification - At Bat 1.5 times the number of games played by your team (1.5 x 8 = 12 or more).

Pitchers Qualification - Pitch the same number of frames as games played by your team = 8 or more frames.

Catchers Qualification - Catch the same number of frames as games played by your team = 8 or more frames.

The same calculation process applies for Junior Masters Qualification.


SECTION 3 TOURNAMENT GUIDELINES


1. Tournament Packages:

Host provinces should avoid the ‘compulsory sale of tournament packages or handouts to each participant prior to tournaments. Sponsored gifts may be handed out provided they are not sold.


2. Pre-Tournament Meetings:

They must start on time and should be arranged in a venue away from the interference of any other function taking place at the same time. In the event of an Opening Game, the pre-tournament meeting should be scheduled for at least two hours prior to the game start time.


3. Selectors:

The convenor of selectors will be one of the Executive Members of the SA Masters committee (normally the Sec/Treasurer). Each province is to nominate one selector per team, or a minimum of 1 selector per province, at the pre-tournament meeting. Due to the general non-availability of neutral or non-participant selectors, it is expected that nominees will be one of the province’s coaches,managers or its chairman.


4. Awards and Stock:

Trophies, miniatures, medals, merit caps and tournament baseballs are to be in the personal possession of one of the SAMBA Executive Committee members not less than seven days prior to a tournament.


5. Game Times:

Start times of the first game each day of a tournament should always be the same, if possible.


6. PA Systems:

Microphone, amplifier and speakers to be available for both Opening and Closing ceremonies.


7. Ground Rules:

Ground rules should be provided in the printed programme as well as at the pre-tournament meeting.


8. Showers & Ablution Facilities:

Showers and toilet facilities should be of a standard acceptable for use by persons of Masters status.


9. Fields Layout:

It would be preferred if all fields could be identical in size and facility (eg mounds, dugouts, homerun and catch fences, etc). If this is not possible fields for use by Elite and Junior Masters should be identical and fields used by Social Masters should be identical – in both size and facilities. Where cones are used for homerun boundaries, and these have to be recovered on completion of each day, the boundary should also have some form of chalk markings. The accuracy of measurements of infields and outfields should be verified by more than one person from the Local Organising Committee (LOC).


10. Mini-Catering Facilities:

Where fields are widely dispersed the LOC might consider establishing catering facilities providing bare essentials at distant fields.


11. Catering Prices:

If prices are reasonable the facility will be supported. If prices are considered exhorbitant support will be minimal.


12. Printed Programmes:

These must be available for distribution at the pre-tournament meeting. One copy for each player, coach, manager, scorer, umpire, catering staff and other officials, as well as some for spectators.


13. Programme Contents:

To include team SAMBA; LOC welcome, lineups, list officials, ground rules, local hospital directions and telephone numbers, advertising, etc.


14. Garbage:

The more garbage drums the better.The more frequently they are emptied the better.


SECTION 4 : GENERAL GUIDELINES – CONVENOR OF SCORERS:


1. Convenor:

The Convenor of Scorers is to be available for the Pre-Tournament meeting and for the duration of the tournament. In the event of an emergency where the Convenor has to leave the venue, a suitable Secundus must be identified to the Tournament Director.


2. Masters Rules:

The convenor should be provided with an SA Masters Baseball Constitution at least a month before the tournament. The convenor should also read the Tournament Rules in this Appendix. Thereafter he/she should be aufait with the event and ‘Masters Tournament Specifics’. The convenor should also try to identify as many participating scorers as possible before the tournament, and provide these rules and regulations to those persons.


3. Log Sheets:

To be drawn up for each of the leagues and updated after each game. If the convenor is going to be too busy to update same,then two other scorers to be nominated to take on the task and to cross check each other. These two scorers with the convenor to balance and check same after completion of the day’s games and give an update to the tournament director.


4. Statistics & Logs:

Games stats to be captured after each game. Logs to be updated and published on large (eg A3) size material at least twice daily. The Selection Process cannot be delayed due to the late availability of final stats.


5. Scorers Table, Chairs, etc:

The host province is to supply table, chairs and umbrellas at each diamond. If possible supply a small cooler box at each field with a water or juice for each scorer for each game.


6. Spare Game Balls:

Extra game balls to be kept at the scorers table. This guideline is specifically meant for venues or fields where it is likely to lose balls over a wall or fence, this would assist with time loss in the game. Under normal circumstances, if a team loses it’s allocated game ball, the team is obliged to provide another ball, preferably previously used in the current tournament.


7. Team Scorerpersons:

Provinces are to ensure that they have one scoreperson registered for each team entered. Failure to comply will result in teams being penalised as decided upon by the Tournament Disciplinary Committee at the relevant pre-tournament meeting.


SECTION 5 : GENERAL GUIDELINES -CONVENOR OF UMPIRES:


1. Convenor:

The Convenor of Umpires is to be available for the Pre-Tournament meeting and for the duration of the tournament. In the event of an emergency where the Convenor has to leave the venue, a suitable Secundus must be identified to the Tournament Director.


2. Masters Rules:

The convenor should be provided with an SA Masters Baseball Constitution at least a month before the tournament. The convenor should also read the Tournament Rules in this Appendix. Thereafter he/she should be au fait with the event and ‘Masters Tournament Specifics’.The convenor should also try to identify as many participating umpires as possible before the tournament, and provide these rules and regulations to those persons.


3. Ground Rules:

The convenor will promulgate the ground rules at the pre-tournament meeting.


4. Field Measurements:

Prior to the commencement of any tournament, the convenor should confirm that the fields to be used are properly laid out and marked.Where possible bases should be tied down.


5. Daily Field Checks:

The convenor should confirm that all fields are legal and correct prior to commencement of play each day. This verification can take place in conjunction with a member of the host committee, whose responsibility it was to lay out the fields initially.


6. Umpiring Duties:

The convenor can decide which fixtures he wishes to participate in, however, his primary role is to ensure that umpires are available, are on time and are carrying out their duties in accordance with the fixtures programme. This mainly concerns player-umpires who are identified in the fixtures programme.