Event Logs & Documentation Standards

Purpose

To establish a uniform "paper trail" for every Prep Network event. Standardized documentation ensures that regardless of who is on-site, there is a clear, factual record of operations, incidents, and decisions.

Step 1: What Must Be Documented

Directors are required to log any deviations from the standard operating plan. If an event does not run perfectly, it must be captured in one of the following two formats:

1.1 The Incident Report (Asana)

Any event-related friction must be documented via the Incident Report Form. This includes, but is not limited to:

1. Team Issues: No-shows, late arrivals, early departures, or failure to meet game guarantees (specify impacted vs. no-show teams).
2. Logistics & Scheduling: Bracket errors, wrong court/field assignments, or significant schedule delays.
3. Officials & Staffing: Missing or insufficient refs; staff no-shows, tardiness, or lack of preparation.
4. Facility & Equipment: Unsafe playing surfaces, locked doors, double bookings, missing signage/balls/awards, or hardware/payment device failures.
5. Competition Flow: Score reporting errors or issues at the scores table.
6. Admissions & Registration: QR code failures, long lines, wristband shortages, or unpaid teams appearing on the schedule.
7. Safety & Conduct: Injuries (including trainer/EMS involvement) and behavioral misconduct (fights, removals, or coach/parent/player verbal abuse).

1.2 Admissions Refund Form (Asana)

Directors must use this specific form to submit any customer admissions refunds. This is the only authorized way to initiate a refund for spectators or participants at Prep Network tournaments.

Step 2: Where Documentation Lives

To ensure real-time visibility, all documentation is centralized within Asana.

1. Access Points: Links to both the Incident Report and the Admissions Refund Form are provided to Directors via:
2. Director Email: Sent directly to the Director’s inbox leading up to the event.
3. Director Dashboard: Accessible at any time during the event for immediate reporting.
4. Data Destination:
5. Incident Reports populate the Customer Feedback Board on Asana.
6. Refund Forms populate the Admissions/Customer Service Board on Asana.

Step 3: Review & Audit Process

Documentation is useless without a follow-up. Prep Network utilizes a daily review cycle to ensure no issue goes unresolved.

1. 3.1 Daily Review & Assignment: Following the event, the team reviews the Asana boards on a daily basis.
2. Each incident is reviewed for urgency and factual clarity.
3. Tasks are then assigned to the appropriate staff person.
4. 3.2 Closing the Loop: The assigned individual is responsible for updating the status of the incident in Asana.