sand vb operations manual

University of Washington

Sand Volleyball

2014 start-Up Manual

Table of Contents 2

Team Information 2014 Schedule…………………………………………………………………………………………………………………………….Page 3

2014 Coaching Staff…………………………………………………………………………………………………………………….Page 3

2014 Student-Athlete Roster……………………………………………………………………………………………………….Page 3

2014 Administrators and other Staff……………………………………………………………………………………………Page 4

Mailing Information…………………………………………………………………………………………………………………….Page 4

Facility Information Practice Facility Information………………………………………………………………………………………………………..Page 5

General Sand Volleyball Court Guidelines……………………………………………………………………………………Page 5

Steps to Constructing a Sand Volleyball Court…………………………………………………………………………….Page 6

Amount of Courts Needed…………………………………………………………………………………………………………..Page 6

Event Management Tickets and Admission…………………………………………………………………………………………………………………Page 7

Referees and Officials………………………………………………………………………………………………………………….Page 7

Match Day Staff…………………………………………………………………………………………………………………………..Page 7

Match Schedule…………………………………………………………………………………………………………………………..Page 8

Staff Arrival/Departure Times……………………………………………………………………………………………………..Page 8

Credentials………………………………………………………………………………………………………………………………….Page 8

Signage………………………………………………………………………………………………………………………………………..Page 8

Sound System………………………………………………………………………………………………………………………………Page 8

Match Day Equipment/Supplies………………………………………………………………………………………………….Page 9

Potential Outdoor Facility Layout………………………………………………………………………………………………Page 10

Marketing and Promotions Social Media……………………………………………………………………………………………………………………………..Page 11

Posters and Signage…………………………………………………………………………………………………………………..Page 11

Giveaways…………………………………………………………………………………………………………………………………Page 11

Camps……………………………………………………………………………………………………………………………………….Page 11

Public Appearances…………………………………………………………………………………………………………………..Page 11

Fan Involvement………………………………………………………………………………………………………………………..Page 11

Risk Management AEDs and Fire Extinguishers………………………………………………………………………………………………………Page 12

Prohibited Items……………………………………………………………………………………………………………………….Page 12

First Aid/CPR…………………………………………………………………………………………………………………………….Page 12

ADA Requirements……………………………………………………………………………………………………………………Page 12

Emergency Action Plan……………………………………………………………………………………………………………..Page 12

Team Information 3

2014 Schedule

2014 Coaching Staff

2014 Student-Athlete Roster

Day Date Opponent Location Time (PT)

Saturday April 12, 2014 Boise State Portland, OR TBA

Saturday April 12, 2014 Oregon Portland, OR TBA

Name Title Office Phone Email

Keegan Cook Head Coach (206) 543-0810 [email protected]

Jen Baklenko Volunteer Assistant

Coach

N/A N/A

Jim McLaughlin Director of Volleyball (206) 616-9060 [email protected]

Jimmy Bowen Director of Operations (206) 543-0432 [email protected]

No. Name Year Height Hometown

5 Melanie Wade Sophomore 6’4” Palo Alto, CA

6 Kaleigh Nelson Junior 6’0” Salem, OR

7 Katy Beals Sophomore 5’11” Austin, TX

8 Cassie Strickland Sophomore 5’8” Huntington Beach, CA

10 Lianna Sybeldon Sophomore 6’1” Folsom, CA

12 Carly DeHoog Freshman 6’4” Ontario, CA

13 Bailey Tanner Freshman 6’1” San Clemente, CA

14 Kim Condie Junior 5’5” Moraga, CA

15 Justice Magraw Sophomore 5’6” Redmond, WA

16 Krista Vansant Junior 6’2” Redlands, CA

22 Jade Finau Freshman 5’8” Marysville, WA

Team Information (cont’d) 4

2014 Administrators and other Staff

Mailing Information

University of Washington

(Person's name)

Graves Building Box 354070

Seattle, WA 98195-4070

Main Phone: (206) 543-2210

Name Title Office Phone Email

Scott Woodyard Director of Athletics (206) 543-2212 [email protected]

Stephanie Rempe Sr. Assoc. Athletic

Director

(206) 685-2634 [email protected]

Mike Bruscas Asst. Director of

Communications


Jim Hagland Equipment Manager (206) 685-3193 [email protected]

Dan Gaston Asst. Athletic Director

Events & Operations


Larry White Facilities Manager (206) 616-5932 [email protected]

Tyler Clay Grounds Lead (206) 616-9331 [email protected]

Brad McDavid Band Director (206) 897-1408 [email protected]

Shermin Davidson Spirit Squad Coach (206) 616-3599 [email protected]

Ryan Madayag Director of Marketing (206) 616-6194 [email protected]

Mike Dillon Assoc. Athletic Trainer (206) 543-9972 [email protected]

Henry Ruggiero Director of Olympic

Sports S & C


Stacy Slade Director of Ticket Sales (206) 221-0617 [email protected]

Bill Wong Director of Video

Operations


Facility Information 5

**Because this is the first year of the program there is still no facility for home matches and practices**

Practice Facility Information

Currently, the UW Sand Volleyball team practices at a few various locations in the greater-Seattle

area. The information for those facilities can be found below.

General Sand Volleyball Court Guidelines

These are some general rules and recommendations for when constructing a sand volleyball court

(courtesy of www.avca.org and www.sportsimports.com)

Court Dimensions - Actual court must be 8m x 16m with a free zone of 5-6m on each side.

Court Layout - Outdoor courts are generally built North/South with the net line running East/West.

Depth of Sand - Recommended depth for the court is 18in with 12in minimum depth in the free zone.

Net Systems - The NCAA recommends that the poles anchoring the nets be free from guide wires

and that the poles are padded. Also, all obstructions must be eliminated for maximum player safety.

Equipment included in a net system should include: uprights, upright safety pad, volleyball net, net

antennas, referee stand with padding, court boundary lines, and court barriers.

Sand Selection - It is extremely important to choose the right type of sand when constructing your

court. Be sure to consider:

>Washed: Sand should be double-washed, and free of silt and clay to prevent compaction

>Size: Sand particles should be between .5 and 1mm to allow for proper drainage and safety

>Shape: A sub angular shape will resist compaction and assist in drainage

>Color: In order to reduce heat it is recommended to get whiter sand

>Source: A granite based sand (non-calcareous; no calcium or limestone) remains stable under

all weather conditions and is unaffected by acid rain.

Construction Costs - Actual costs may vary depending on factors such as labor costs and site selection

but anticipated costs can range from $20,000 to $40,000 per court.

Facility Address Phone Email

Sandbox Sports Seattle 5955 Airport Way S

Seattle, WA 98108


Golden Gardens Park 8498 Seaview Pl NW

Seattle, WA 98117

(206) 684-4075

(206) 233-1509

N/A

Juanita Beach Park 9703 NE Juanita Dr

Kirkland, WA 98034

(425) 587-3300

(425) 587-3349

[email protected]

Facility Information (cont’d) 6

Steps to Constructing a Sand Volleyball Court

There is more to a sand volleyball court than a beach with a net. Here are steps to constructing a sand

volleyball court (courtesy of www.sportsimports.com).

1) Locate the Court - Consider how nearby buildings and shadows effect play.

2) Frame the Court - Choose a durable material to frame the outside of the court. Concrete and

lumber are sturdy, though lumber may need to be replaced from time to time.

3) Address Drainage Needs - The drainage point should lead away from the court, so water is not

trapped between the court and any inclined viewing sides.

4) Select a Net Support System - Sand volleyball net systems range from wooden posts to lightweight

multi-setting systems. It is recommended that the selection of a net system has a solid anchoring

system and multiple net heights to adapt, not only for men’s and women’s heights, but also for

gradual sand loss. The net height for women is 7' 4 1/8" .

5) Install Upright Support Anchors - It is recommended to install permanent sand anchors, which bolt

directly into cement piers below the sand. Piers and anchors should be set so that uprights are at least

28” outside each sideline to provide and appropriate safety barrier. Using less permanent bases or

sleds below the sand is another option. Although these bases offer the ability to move the net system

if needed, they tend to slide around which can negatively impact court dimensions.

6) Spread Gravel Layer - When the upright supports have been constructed, it is recommended that a

layer of gravel be installed as a base material. Gravel helps with drainage and maintains a solid stable

foundation for the sand.

7) Lay Landscaping Fabric - A layer of landscaping fabric, installed over the gravel, allows drainage and

prevents stones from mixing with the volleyball sand to maintain a soft playable surface.

8) Selecting and Spreading Sand - Different types of sand work better in different climates so be sure

to contact a sand provider to get their professional advice. The Federation of International Volleyball

recommends that sand be free of debris and neither packs nor produces dust. Light-colored sands are

suggested because they absorb minimal heat.

9) Install Boundary Markers, Uprights and Net - The final step of building a sand volleyball court is

installing the equipment. Boundary markers should contrast with the color of the sand and be placed

inside of the court dimensions. Boundary anchors should be buried to prevent injury. Uprights and

nets should be installed and adjusted to the same height settings as indoor volleyball.

Amount of Courts Needed

The NCAA requires that there are at least two courts for a facility so that two spate matches can be

played simultaneously. However, it is also recommended that a third court is constructed to be used

for warm-ups and in emergency match situations should one of the other courts become damaged.

Event Management 7

This section gives a basic description on preparation and set-up for a sand volleyball match and how different

areas should be managed during a match. It should again be noted that the University of Washington doesn’t

have an official complex for home matches yet so all of these guidelines are merely suggestions and

hypothetical.

Tickets and Admission

Entrance to all UW Sand Volleyball matches is free and seating should be on a first-come, first-served

basis. If benches or fixed seating aren’t immediately available then encourage those attending to

bring their own chairs and have the playing courts run parallel to an open field where patrons can sit.

Referees and Officials

According to the NCAA rulebook, each sand volleyball match requires at least one head referee, one

assistant referee, four line referees, and one scorer.

Match Day Staff

Staffing for UW athletic games and matches can be very different, especially depending on the sport.

For sand volleyball, a match day staff won’t be as large when compared to a football or basketball

game. Here are some recommended positions to fill with job responsibilities included (suggested

amount to hire in parenthesis):

Ushers/Customer Service (4-6) - Greet patrons as they enter/exit the facility, direct them to seating

areas, restrooms, concessions etc., distribute giveaways and other materials, answer questions. Assist

with pre-match set up (lay out tables, chairs, etc.).

Concessions/Merchandise (3-5) - Organize concessions/merchandise stands prior to match and tear

down at conclusion, sell food/beverage items and UW merchandise to patrons.

Custodians/Grounds Crew (2-3) - Ensure that the facility and surrounding area is clean prior to and at

the conclusion of matches. Assist with pre-match set up (lay out tables, chairs, etc.).

Ball Retrievers (2-3) - Stand courtside and be attentive at all times to ensure there is no delay when a

new ball is needed or must be retrieved. Volleyball experience and/or knowledge is recommended.

Sand Levelers (2-3) - Rake and groom sand courts throughout pre-match warm-ups and the match to

ensure it is a safe and playable surface.

Medical Staff (1-2) - Although each team will most likely have some members of their athletic training

staff present it is also highly recommended to have an EMT or another professional medical worker

on-site incase there were ever a serious injury. Having an ambulance on call is encouraged as well.

Security (1-2) - The location of the match may determine what sort of security staff to employ. If the

match is being played on University of Washington property then using a UW police officer may be

the best choice. If this is not the case then using officers from the Seattle Police Department may be

an option. Professional security companies may be used as well.

Event Management (cont’d) 8

Match Schedule

Here are rules and set-up for how a sand volleyball match is ran and how long it typically takes

(courtesy of www.ncaa.org).

Match Format - A sand volleyball competition will consist of five doubles teams competing in a

flighted dual or tourney competition. The dual meet winner will be the team winning three of the

five matches. A match is two of three sets, with the first two sets played to 21 points and the third, if

needed, played to 15 points. All sets must be won by two points with no cap and all scoring is one

point per rally.

Typical Duration Times - On average a single match will last 35-50 minutes. Warm-up time on the

court should be no shorter than 10 minutes.

Admission Time - Gates open to the general public one hour before the match begins.

Staff Arrival/Departure Times

Ushers/Customer Service - Arrive one hour before admission gates open. Depart once all patrons

have left and proper equipment is stored away.

Concessions - Arrive one hour before admission gates open. Depart once patrons have left and stand

materials are stored away.

Custodians/Grounds Crew - Arrive two hours before admission gates open. Depart once garbage and

waste is cleared from the area and proper equipment is stored away.

Ball Retrievers - Arrive one hour prior to match kickoff. Depart at conclusion of match.

Sand Levelers - Arrive one hour prior team pre-match warm-ups. Depart once courts are re-raked

after conclusion of match.

Medical Staff - Arrive 30 minutes prior to team pre-match warm-ups. Depart once all medical

procedures, if any, have been completed.

Security - Arrive 30 minutes before admission gates open. Depart once all patrons have left.

Credentials

Make sure credentials are created for all match-day staff so that they can be admitted to places in the

facilities that patrons are forbidden to enter.

Signage

Create signs that point out and direct people to important landmarks within your facility. Examples of

these landmarks could be restrooms, the entrance and exit, seating, and AEDs/fire extinguishers.

Sound System

Have a sound system installed that can play music and also be used for public announcements.


Match Day Equipment/Supplies

Certain pieces of equipment are needed to effectively run and manage a sand volleyball match. The

university may have most or all of this equipment but some may either have to be purchased or

eventually replaced.

Large Party Tents - These can be used for multiple purposes including both the home and away teams

bench areas, the concession stands, standing room for patrons to view the match, and a medical area

where trainers can apply to treatment to players. (Estimated cost = $3,000/per tent)

Large Fold-Out Tables & Chairs - Very common pieces of equipment for any kind of event. Tables

will be needed for the concession stands, training area, courtside, and other general locations. Chairs

are similar as well but if there are no bleachers or other patron seating available then they could be

set up for that as well. (Estimated cost = $70 for table, $20 for chair each)

Bleachers - Whether they are portable or permanent having some sort of bleachers/benches available

for patrons to sit on is highly recommended. These can be the difference from someone having an

enjoyable experience or a disappointing one and can definitely dictate on how many people show up.

(Estimated cost = $4,000/per set)

Portable Gates - Having portable gates are very valuable especially if the match is outdoors. These can

be used to separate the playing area from the crowd, help with the flow of traffic at the entrance to

the courts and in areas such as concessions, restrooms, and seating. (Estimated cost = $120/per gate)

Portable Restrooms - If the facility being used doesn’t have any permanent bathrooms in the area

then definitely make sure there are a few porta-potties on site. (Estimated cost = $500/each)

Speakers & Public Address System - A large speaker/stereo system to play music and other material

as well as having a microphone for the PA announcer to make calls and announcements can help

create a more enjoyable environment. (Estimated cost = $5,000)

Scoreboard - Having some type of scoreboard is a must though doesn’t necessarily have to be a

permanent fixture, just as long as it is easy to view and understand and has all of the proper statistic

categories included. (Estimated cost = $500)

Lighting - Because sand volleyball is an outdoor sport first and an indoor sport second it would be wise

to invest in a lighting set-up that is portable and cost effective. If this is not possible then perhaps it

would be better to schedule all home matches during the day to ensure there is no possibility of

having the student athletes compete as it gets darker. (Estimated cost = $5,000/per light)

Outdoor Shower - Install an outdoor shower so that athletes can rinse sand off of themselves at the

conclusion of matches. (Estimated cost = $700)

Food/Beverage & Merchandise - Coordinate with the Husky Authentic Store to figure out a plan on

selling UW merchandise and apparel for home matches. Also contact Aramark for food and beverage

deliveries for the concessions stand.


Potential Outdoor Facility Layout

This is a potential layout of what an outdoor sand volleyball facility could look like. Please note that

this diagram is not made to scale.

Court #1

(Match Play)

Court #2

(Match Play)

Court #3

(Warm-ups)

Offi

cial

s Te

nt

Home Team Tent Away Team Tent

Med

ia Tent

Concessions

Tent

Merchandise

Tent

Trainers/Medical

Tent

Announcer’s

Tent

Po

rta-

Po

tties

Po

rta-Po

tties

Entrance/Exit Area

Marketing and Promotions 11

Fielding a competitive team is one thing but they won’t get any coverage and recognition if you don’t have a

solid marketing plan. Here are some ideas and guidelines to help promote your product.

Social Media

In this day and age social media not only plays a large role in personal life but in the business world as

well. One of the first and easiest things that should be done when it comes to promoting UW Sand

Volleyball is the creation of official accounts in programs such as Facebook, Twitter, and Instagram.

Management of these pages is relatively simple and can be even be handled by an intern.

Posters and Signage

Creating visually appealing posters to help grab a person’s attention is a simple yet important strategy

when it comes to marketing. If you have the funds then contacting a professional company to help

design and create the posters may be the better option. However, if the budget is tight then this is

another area in which an intern could be put to work. Once you have the posters then go to every and

any business in the area and ask if they’d be willing to display them in their establishment. Also be

sure to have them distributed at all UW athletic events and advertised in local newspapers.

Giveaways

Distributing free merchandise or memorabilia at matches is a great way to increase attendance

numbers. These can be anything from coupons to t-shirts, just be sure to include the promotion on

the schedule in order to get the word out to the public as quickly as possible.

Camps

Hosting volleyball camps is a great way to gain some extra revenue and at the same time receive

valuable exposure. Campers will have the opportunity to learn more about the background and

culture of the program which can also cause them to become interested in potentially being recruited

to play there in the future.

Public Appearances

Having the team and/or coaches making appearances throughout the public is also a valuable PR tool

and can be accomplished in a few different ways. Being a guest on a local radio or news station can

give you opportunity to talk about how the team is doing and what expectations which can be used as

a catalyst to draw excitement from the fan base. Having players visit schools or volunteer at local

agencies (such as a food bank) is also beneficial because it shows that the program cares for the local

community. Another plus about public appearances is they are usually free or have minimal costs.

Fan Involvement

Fan interaction and involvement during the contest can assist with keeping attendance numbers up.

These activities can range from cheerleaders and/or the mascot tossing t-shirts into the stands or

having contests in between matches such as trivia or skill challenges.

Risk Management 12

Risk management plays a huge role in any sort of professional environment and is not something that should

be taken lightly. Although no official risk management plan can be made since the UW Sand Volleyball team

has no facilities here are guidelines and procedures to consider when creating your risk management plan.

AEDs and Fire Extinguishers

Once facilities have been constructed conveniently locate AEDs and fire extinguishers throughout the

area and put up signs to point people in the right direction should they ever need to be used. Be sure

to tell all staff where they are located so that if a situation should arise where either one is needed

there will be no confusion on where to find them.

Prohibited Items

Compile a list of items that would be prohibited to bring into the facilities and place them on large

sign next to the entrance so that it is clear on what is or isn’t allowed in. These items can range from

usual prohibited items like weapons or explosives but can even be something as harmless as outside

food that isn’t sold in the concession stand.

First Aid/CPR

Ask all of your match-day staff if they are licensed in first aid/CPR or not and then make a list of who is

and isn’t. Though this shouldn’t be a requirement for employment but it certainly helps to know who

is or isn’t certified just in case if it were to ever need to be administered.

ADA Requirements

It is very important to make sure the facility is up to par with all ADA requirements and specifications,

not just because of the potential legal ramifications that could arise if these aren’t followed correctly

but because customer service and satisfaction is essential to running a successful game-day

experience. Take the time to ensure that all restroom facilities and seating are wheelchair accessible

and that if there are stairs located anywhere there is a ramp as well.

Emergency Action Plan

Having an Emergency Action Plan, or EAP, is another must when making a risk management plan for

your facility. Definitely be sure to educate your staff on this so that there isn’t any panic or confusion

amongst them should an emergency situation come up. Steps in a potential EAP include:

1) Asses the situation, establish level of consciousness and extent of injuries.

2) Call 911. The dispatcher will have to know the name and phone # of the person calling, condition of

the injured person, treatment (if any) administered by a first responder, and the specific location of

the injured person.

3) Know where the AED locations are.

4) Send someone to meet with an EMS on arrival and always be sure to have someone standing by

with the injured person(s).

sand vb operations manual

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