If you are a TSAA member and are interested in conducting a tournament, this is where you can start to evaluate the process.
How to plan for participants and to submit results of your tournament
The registrations for each tournament will be controlled through the online registration forms the webmaster creates for the tourney. This registration process uses FrontPage Extensions to automatically update a spreadsheet file and to send emails to each person involved in the tournament organization.
The webmaster uses each registration email to manually update a database file and verifies the demographics and information. At that point the database automatically emails a confirmation to the registrant, and the registration html page is generated and uploaded to the website. Since the key process is manual the timeframe for a registration verification may not be immediate.
During the run-up to the event the Tournament Director (TD) can always view the current summary of registrants on the website, and can choose to save a copy as a local file if desired.
During this time the webmaster or secretary/treasurer will receive the payments from registrants and will if necessary will email the webmaster to update the database.
A few days prior to the event, when the TD is ready for it, he can email the webmaster to get a spreadsheet of the registrations including payment information. This is necessary to handle onsite registration check-ins and to plan target assignments, etc.. The spreadsheet is sorted by Division, Bow, then Gender and then archer name. It can be used to record the summary of scores if the TD wishes. See Example Link for Planning Spreadsheet.
Scoresheets for the TD to print out, so that archers can record their scores, are available on the TSAA website under Documents/Scoresheets.
The TD should enroll the support of several volunteers to help with the entry of scores to the spreadsheet, tabulation and verification of scoresheets, etc. Volunteers are important because the spreadsheet should be emailed in on the SAME DAY AS THE TOURNAMENT ENDS.
It is very important for the success of the tournament to provide a quick and accurate set of results to those that attended, via the web. The TD will be very busy on the last day of the event with other things and a good volunteer team with clear assignments made before the event will insure success.
Important: ALL scores must be submitted on a spreadsheet, on a single page. Don't break each group onto a separate page, for example. This makes conversion to html MUCH more arduous and difficult to accomplish. Also, don't list the archer "lastname, firstname" - better to list them "firstname lastname".
Outdoor Event Spreadsheet Example that can be used to print paper
scorecards and to keep scores digitally can be found on the TSAA
website here and another example at this link.