Role Definition

PYA Tournament Director

The Tournament Director oversees the planning and execution of PYA-hosted tournaments. This role focuses on organization, game flow, communication, and experience to ensure tournaments run smoothly for teams, umpires, volunteers, and families.

Purpose Responsibilities Boundaries

Purpose of the Role

The Tournament Director ensures PYA tournaments are well-organized, fair, and enjoyable. The goal is consistent execution—from registration through awards—while maintaining clear communication, rule enforcement, and a positive experience for all participants.

Primary Responsibilities

1) Tournament Planning & Setup

Plans tournament formats, divisions, and schedules (with board approval)
Coordinates field usage, time blocks, and contingency planning
Prepares run-of-show timelines and staffing needs

2) Game Operations & Flow

Oversees day-of-game flow to keep schedules on track
Coordinates start times, field changes, and bracket progression
Addresses operational issues that impact gameplay

3) Rules, Format & Communication

Publishes tournament rules, formats, and expectations
Conducts or supports coaches meetings as needed
Ensures consistent rule application across fields

4) Staffing & Coordination

Coordinates with umpires, field crew, concessions, and volunteers
Ensures roles and responsibilities are clear during events
Escalates staffing gaps or issues promptly

5) Issue Resolution & Experience Management

Addresses coach, team, or operational concerns during tournaments
Coordinates with Discipline/Safety leads when needed
Maintains a professional, calm presence during high-pressure moments

6) Post-Tournament Wrap-Up

Ensures awards, results, and records are finalized
Coordinates clean-up and field reset
Provides feedback or improvement notes to the board

Role Boundaries

The Tournament Director does not set organizational policy, approve budgets alone, or override board decisions. Tournament pricing, refunds, and major format changes require board approval. This role executes approved plans, coordinates operations, and escalates issues appropriately to ensure fair, well-run events.