Introduction:
The first step in getting your tournament together is setting a date by reserving fields months in the future. This is an extremely important process as if it is not done right with attention to detail, it could mean trouble.
Audience: This is for areas that use the Minor League Coaching System
1. **Overview**
You will need access to your personal field database, be on top of you emails, and put the #happybaseball charm on the people you reach out to.
2. **Research:**
Your area will have a number of great fields and complexes from which you choose to reach out to. A great way to get started is googling “baseball complexes in insert your area.” Evaluate the condition and environment of these parks by looking at photos, reviews ect. The most sought after complexes typically have 4-5 fields, clean, and have good playing surface conditions. There will be private parks and complexes run by the city. What you NEED to do is create a field database for yourself
3. **Field Database instructions:**
The field database is a google sheet that you will go back and use throughout your time as a franchisee. It will become your best friend when planning the tournament and scheduling games. This is something you will have to create. It will consist of the city, complex name, abbreviation for scheduling, individual field names or numbers, the field size (some will have adjustable distances), the address, any unique notes about the field (portable mound? No spikes allowed? Maintenance crew?), and the name and contact method of the person in charge of renting out the field. Your field database should have every field you would consider using, so if something comes up and you need to get another field, you already have access to everything you need. Below is an example of a field database.
3. **High Level Instructions:**
- Different fields will have different methods for renting out the fields. For some you may need to have an in person meeting with said individual, sign contracts, make sure players and parents abide by the facilities rules. Others it will be a simple yes and then drop off a check. It is important to upkeep your professionalism in this process, as you want to keep a great relationship with these guys. These are people you will keep in contact for years, so it is very important they like you and MSM and hopefully vice versa.
4. **Timing:**
This can be a frustrating process, as you have to deal with your competition in the area. Most tournaments reserve fields as far as a year beforehand. So it is important that this gets done way in advance. Throughout the process, you need to keep in great contact with the complex managers.
**Best Practices:**
- Reach out early! Rather be too early than too late for this step
- Keep a great relationship with field managers. A yearly drop off of Krispy Kreme to their office close to the tournament will go a very long way.
- Remember you will get some skepticism and rudeness from some people. Just remember to spread the #happybaseball and be cool like Fonzie.
- Field sizes
**Frequently Asked Questions:**
Whats the best way to introduce myself and MSM?
- You can email or call your contact, and just project all the good energy you can. Give a brief intro to MSM and how amazing it is, and simply ask if their fields are available to rent for your desired weekend.
What if the field is already in use that weekend?
- If someone beat you to this complex and date, that's tough. Not much you can do except really establish a relationship with them, maybe even try to put MSM down for that time next year. Otherwise move on to the next field and try to get that one.
What specifically do i look for in field quality?
- Number of fields is a big deal because it will establish the entire environment of the tournament day. About 5 fields close to each other is the sweet spot. When it comes to turf of natural, it does not matter, both have pros and cons. If you have what you think is a good complex, it may be worth it to go to the field one day and imagine hundreds of kids and parents at the park, take note of how clean it is and if it's a good family environment. The dream is for the sun to be setting on sunday night, lights popping on, 4 or 5 semi final games running at close proximity, and for everyone to feel not only the ‘antsiness’ of late bracket play, but the tangible #happybaseball feeling.