National Tournament Hosting Policy
STAC NATIONAL TOURNAMENT HOSTING POLICY
A Bid to Host the National Sepak Takraw Championship Tournament Shall Consider the Following:
1. Facility
1.1. Host must book facilities that can accommodate at least two standard Sepak Takraw (doubles badminton) courts with a minimum of 6 m. of space in between and accommodate bleachers for spectators.
1.2. Host must book facilities that are as close to accommodations as possible.
2. Accommodations & Food
2.1. If possible, host should try to secure an optional plan to allow overseas and other long distance teams to have free or minimal accommodation expense, i.e., have teams bring their own sleeping bags/pillows and stay in billet homes or in a school gym, or a church hall, or dorm rooms, etc.
2.2. Host is responsible for getting at least three bids for accommodation, to be submitted with proposal to host.
2.3. Accommodations must be as close to the tournament site as possible.
2.4. Likewise with food, as much as possible, especially for teams that come from a long distance, host should try to provide free food for the players, or at least at a minimal cost, i.e., recruit Food Sponsors to provide meals/drinks, or perhaps a community association would like to put on a ‘Pot Luck’ style of meal, etc.
3. Transportation
3.1. Host will be responsible for transportation of participants, if required, from airport to accommodation and accommodation to tournament site.
4. Equipment
4.1. Standard nets, poles and balls must be used for all games.
4.2. Standard court boundaries, serving circles, forwards' semi-circles and center line must be clearly marked on all courts.
4.3. Note: all "standards" are as those sited in the ISTAF Rules of Sepak Takraw indicated on STAC’s web site.
5. Emergency Action Plan
5.1. An Emergency Action Plan must be prepared and included with the proposal to host the National Event.
5.2. This plan will be conveyed to participants at the scheduled coaches and officials meeting.
6. Schedule
6.1. Host will be responsible for scheduling coach's meetings and referees’ meetings.
6.2. If seven or fewer teams are registered in the National Tournament in a single division, a round robin format will be adopted. If eight or more teams are registered in a single division, the teams will be pooled or tiered for round robin play.
7. Teams
7.1. Ideally, each team entered into the national tournament will be from the same city and will have been playing Sepak Takraw together. But while Sepak Takraw is still in its development stages as a sport in Canada, so as to field as many teams as possible, if a there is a team from a Canadian city/province that wishes to participate but is 1 player short of fielding a full Regu of 3 or 4 players, it will be acceptable for them to register ONE other player onto their team from outside their city/province if need be, to enable them to enter and compete with a full 3 or 4-player Regu.
7.2. The above allowance in 7.1. is acceptable only if the ‘out-of-province’ player has no team to enter the tournament with from his/her own city/province … in other words, if the ‘out-of-province’ player’s own city/province needs him/her for their team that wishes to compete in the event, then he/she will not be allowed to register with another team in a different province.
7.3. The above allowance in 7.1. will not be acceptable if the team wishing to register an ‘out-of-province’ player already has 4 players from their own city/province.
7.4. As the Sepak Takraw becomes more developed in Canada, and provinces have their own regional associations for the sport and play-off tournaments leading up the national tournament, then all teams’ players must be from within their own province.
8. Official Referees, Linesmen, Scorekeepers, Volunteers
8.1. Host will be responsible for recruitment and scheduling of all tournament official referees, linesmen, scorekeepers, and other volunteers necessary for the hosting of the event, including capturing video and still picture records for future publicity purposes.
8.2. Should Referees be required from outside the host province, STAC must be notified within four months of the event.
9. TournamentConvenor
9.1. The Tournament Convenor shall be appointed by host or STAC within 4 months of the event.
9.2. The Tournament Convenor may be changed due to extenuating circumstances.
10. Judiciary Committee
10.1. The Judiciary Committee will consist of the Tournament Convenor and three others, appointed by the Tournament Convenor.
10.2. Appeal Process: Appeals or protests must be filed to the Tournament Convenor, in writing, within 30 minutes after the result of the match is announced. The Judiciary Committee must respond prior to the end of round robin or prior to the team's next playoff game.
10.3. Note: All other rules of the game to be followed will be as those published on the STAC website, which are the official international rules approved by the International Sepak Takraw Federation (ISTAF), 2007.
11. Publicity
11.1. Host committee will be responsible for local promotion of the event on television, radio and in newspapers.
11.2. All publicity must include: STAC logos and those of the National and Provincial sponsors, as required.
11.3. Proposals asking STAC to help the host with publicity may be considered, but needs to be submitted to STAC in writing 6 months in advance of the tournament.
12. Merchandise Sales
12.1. Host will be responsible for all merchandise sales at the National Tournament.
12.2. Where possible, merchandise should contain STAC's official logo and, as required, those of the National and Provincial Sponsors.
12.3. $1.00 per item sold that STAC does not supply will go toward STAC, with the host keeping the rest.
12.4. A percentage of each item sold that STAC supplies goes toward host, with STAC keeping the rest. The percentage amount will be disclosed to the host 6 months prior to the tournament.
13. Banquet and Awards
13.1. The host will have the option of being responsible for organizing a banquet and awards ceremony, in which case all proceeds for this event will go to the host.
13.2. All awards/medals will be provided by STAC.
13.3. STAC will provide bronze, silver & gold teams with medals for up to a maximum of 5 people, consisting of 3 players and an alternate as well as the coach/manager.
13.4. STAC will provide one award for the tournament Most Valuable Player.
14. Financial Items
14.1. A tournament budget must be prepared and submitted along with the proposal to host.
14.2. Budget must include: all revenues and expenses that the host committee expects to incur.
14.3. A follow up financial report must be forwarded to STAC no later than 60 days after the event.
15. Insurance
15.1. All players, officials, coaches, referees and volunteers MUST have their names listed on an official STAC registration form in order to be protected under STAC’s insurance. Players that are competing must be paid members (players MUST PRE-REGISTER for the tournament at the budgeted cost per team as disclosed each year – and membership is typically included in the tournament registration fee) and are insured under STAC's insurance policy.
16. Policy Leniency, Development Stages
16.1. While Sepak Takraw as a sport in Canada is still in its development stages, where most provinces do not have an official registered Provincial Sepak Takraw Association to govern the sport in their province, then certain policies mentioned above can be more lenient, or even waved altogether – as decided by the STAC board of directors, in efforts to be more conductive to the current situation and encourage more cities to host the event with as much team participation as possible from across the country.