Pre-Event Prep & Readiness Check-Ins

Purpose

To ensure all events are fully prepared prior to event week through a structured readiness cadence, standardized check-ins, and clear go/no-go decision standards, minimizing last-minute issues and execution risk.

1. Pre-Season Outreach

The foundation of a successful event season is established during the pre-season phase. The ROM is responsible for ensuring all leadership roles are locked in and briefed on the seasonal roadmap.

• Director Confirmation: Validate and finalize the roster of Tournament Directors (TD) and Site Directors (SD) for all regional dates.
• Seasonal Launch Email: Distribute a comprehensive "Season Outlook" communication to all confirmed directors. This email outlines the communication cadence, introduces the regional support structure, and provides the event calendar.

2. Regional Event Schedule (Example: Southeast Region)

• Outline confirmed event name, dates, location, and type (tournament vs site director)

Section: Director Training & Touchpoint Timeline

To ensure operational consistency, the ROM will facilitate a tiered training schedule leading up to every event.

Phase 1: Outreach & Scheduling (T-Minus 4 Weeks)

1. Initiation: ROM reaches out to the assigned Director to schedule the First Training Call.
2. Compliance Check: Verify the Director Information Form has been submitted (Required for all TD events).
3. Travel Audit: Ensure accommodations are booked via the official Prep Girls Hoops or Prep Hoops travel portals.

Phase 2: Director Training Calls (T-Minus 2 Weeks)

A 45-minute mandatory sync to align on technical and logistical expectations.

1. Dashboard Review: Comprehensive walkthrough of the Director Dashboard and real-time reporting tools.
2. Logistics Deep-Dive: Review venue-specific layouts, staffing plans, and local Shared Services support.
3. Resources: Direct the Director to the formal Training Document for self-paced review of SOPs and expectations.

Phase 3: Final Readiness Sync (Event Week)

A final check-in to clear any remaining hurdles. Time allocation depends on Director experience:

1. First-Time Directors: 30-minute comprehensive review.
2. Repeat Directors: 15-minute "high-level" update.

Meeting Agenda Items:

1. Event Specifics: Final team counts and schedule locks.
2. Shipping: Confirm tracking and arrival status of all event kits/equipment.
3. Print Location: Finalize local printing plans for brackets, signage, or rosters.
4. Continuous Improvement: Address any outstanding questions or specific issues identified during the previous event cycle.

Section: Action Items & Resources

Mandatory Links for Directors:

1. [Director Information Form] - Must be completed per event.
2. [Prep Girls Hoops Travel] / [Prep Hoops Travel] - Official booking portals.
3. [Master Training Document] - Expectations, processes, and FAQs.