Match Director


1. Objective: The objective of this document is to ensure consistently safe, successful, and enjoyable matches.
2. Scope: This document outlines MWT match director responsibilities.
3. MD Requirements: A Match Director (MD) must be a current IDPA Safety Officer, an HSC member in good standing, and a person currently active in MWT.
4. General: As a leader of the event preparation, MD will:
 
  • Set the number of stages, pits selection and layout
  • Compile Courses of Fire (CoF)
  • Recruit a volunteer work crew
  • Set a positive attitude for the match
  • Commit to the schedule outlined in this document
  • (Recommended) Recruit an assistant match director (AMD) to help with the outlined duties
5. Goals: MetroWest Tactical has become known for high-level stages at all of its matches and intends to continually earn this reputation. Efficient execution of high-level stages requires careful planning and preparation.
6. Courses of Fire(CoF) Guidelines:
 
6.1. Sources of Courses
  A MD has an option to create his/her own stages, solicit input from the staff and other group members, or find good ideas on-line.
6.1.1. CoF descriptions with detailed notes on applicable rules and possible questions ensure a smoothly run stage, efficient match flow, and consistent officiating. An advance, pre-match discussion of the stages with the match staff will save countless hours on the match day.
6.1.2. Low-light stages are a trademark of the sport and MDs are expected and strongly encouraged to include one indoor, low-light stage in every MWT match. In order to avoid bottlenecks, indoor range CoF should be kept simple enough for quick reset and scoring.
6.1.3. CoF Template is Stage design sample.doc
6.1.4. Helpful graphics templates are in Props_template.doc
6.1.5. To prevent squad backups during the match, review stage designs for excessive resets and balance the overall match to avoid both very long (due to multiple strings, long reset times, etc.) and very short stages.
7. Timeline: Unless specified otherwise, MWT matches follow the same timeline:
 
7.1. If at all possible, recruit some staff to set the props out in the pits the evening before the match to shorten the match day setup.  Typically, 4-6 people for an hour or so is all that is needed to make the next morning’s work much easier.
7.2. MD/AMD Preparation 7:30 am
7.2.1. MD and AMD should arrive at HSC the day of the match at least prior to requested setup time to prepare as many props and supplies as possible outside the trailer for immediate disbursement to arriving setup crews.
7.3. Setup: 7:45 am.
7.4. Registration 9:15-9:45 am.
7.5. SO Walkthrough 9:00-9:45 am.
7.6. Safety Briefing by MD in Action Pits: 9:45 am.  If needed, MD leaves the walkthrough to perform the briefing; AMD completes the walkthrough with the staff and later briefs the MD on CoF changes, if any.
7.6. Match Start: 10 am sharp.
8. Work Crew:
 
8.1. Recruit the following staff using the Yahoo Groups e-mail list at least 4 weeks prior to match.
8.1.1. Set-up/breakdown crew
  For Club matches each stage should have a designated Stage Setup Officer (SSO) responsible for actual implementation of the CoF. SSO does not have to be the original CoF designer but should well understand the design details and assume responsibility for the setup.
8.1.2. SO/ASO teams to run the expected number of squads
  A recommended practice for Club matches is to rotate SO/ASO team with the same squad through all pits. For large sanctioned matches pit crews assigned to stages is a better option.
  Should you encounter problems with getting enough SO/ASO assistance please reach out directly to the MWT core team by e-mailing staff@metrowesttactical.com and ask for their help.
8.1.3. Recruit a person responsible for registration, fee collecting, and accounting of all proceeds.
8.1.4. Remind the person responsible for registration to:
 
(a) ask competitors at time of registration if they can volunteer to help at upcoming matches.
(b) if interested, collect their contact information.
(c) offer IDPA Applications to non-members.
8.1.5. Explain to registration person that colored MWT vouchers are good as cash for match entry fee.
8.1.6. Arrange match scoring. Recruit a responsible person, arrange for the computer, dongle, software, posting instructions. Start with John C.
8.1.7. Recruit a separate person to monitor competitor squad sign-up to address any squad balancing issues. This person would be responsible for making sure all the squads have a similar number of shooters. Special requests from competitors, such as squadding together, should certainly be considered and met if possible, but only as long as the squads are balanced.
8.1.8. During hot summer months, arrange for a person responsible for setting up water coolers in pits.
8.1.9. Arrange for a back-up person (e.g. AMD or a Registration person) to do match briefing if you are tied up with walkthrough. Make sure the person has all the talking points in writing.
8.1.10. Ask one of the MWT core members that aren’t setting up stages to walk through the pits during setup to see if anyone needs specific help with specialized props and to look for SO traps, scoring/rules, or other issues. This should occur with sufficient time to correct any problems prior to the walkthrough.
9. Paperwork:
 
9.1. CoF should contain the following
9.1.1. Stage Description/Name/Pit
9.1.2. Scenario, when applicable
9.1.3. Number/Type of Targets, including Non-threats.
9.1.4. Scoring instructions: How the stage is scored
9.1.5. Start Position: Details on how the stage is to be started.
9.1.6. Stage Procedure: Detailed instructions for the stage.
9.1.7. Notes: Be as detailed as possible in regards to possible officiating calls and penalties. Answer all anticipated questions. Strive to make the walk through quick and easy.
9.1.8. Customize the scoresheet template with stage names and delete/add number of strings/targets for each stage as needed.
10. Preparation:
 
10.1. Four weeks before the Match
10.1.1. Check on lunch arrangements 3-4 weeks prior to the match. Contact our lunch vendor, Adrienne Roszik (aka The Slush Lady) at (978) 502-6890 or theslushlady@aol.com. Adrienne has gate key and has access to the Club grounds and the clubhouse.
10.1.2. Review Match info on MWT website, contact Joe C. with any corrections, changes, or additions.
10.1.2. Send John C. match info to put on the website (number of stages, indoor/outdoor, specials such as DMG stage, side match, etc.)
10.2. Three weeks before the Match
10.2.1. Send CoF for safety/compliance review to Michael J. (see contact info below), Gene G. and Bob B..  Collect feedback and discuss if/as neeed.
10.2.2. Send reviewed and approved CoF to John C. for posting on the IDPA and MWT sites.
10.3. Two weeks before the Match
10.3.1. Get the keys to the gate, trailer, and the indoor storage room in advance from Michael J.
10.3.2. Verify that the range truck starts up, drives, stops, and appears in general working order one week prior to match date. Keys are in the trailer. Report all issues to Gene G. or Rick E.

Check inventory of props against the COFs. Make a copy of the spreadsheet saved on-line Match Checklist Template.xls and customize it for the match.
10.4. A week before the Match
10.4.1. Organize an SO box for each pit. As a minimum, SO boxes should contain: Stapler, staple refills, 2 Pens, clipboard, brown tape, black tape.
10.4.2. Prepare for possible rain.... Check the local weather report. If rain is forecasted or suspected, arrange for additional supplies (target bags, timer bags) . Weatherproof writing pads are in the trailer.
10.4.3. Prepare and print all CoF. Edit the footer to add MD and AMD cell phone numbers along with Boxborough Emergency (978) 263-2628 to the bottom of each CoF Page.
As a minimum, Each SO/ASO crew should have a full set of CoF for the match (2 per crew). And one CoF copy per SO box (1 full set). Each setup crew should have a copy of their stage CoF (1 full set). MD and AMD should have a complete set for use during the day (2 full sets). One Spare (Example: for a 6 stage match print out 22 sets, separate one into individual sheets for setup, and another for SO boxes). Use economy (black and white) printing; there is absolutely no need to waste money on fancy printing services.
10.4.4. Check with the person responsible for registration that he/she will provide scoresheets and sign-up sheets with MWT liability waiver, and squadding sign-up sheets
11. Prepare your crew. The crew is what will make or break the match. Keeping them well informed of their responsibilities will ensure a well run match.
 
11.1. 5-7 days prior to match date send email to ALL volunteers with their defined roles and start times. An Excel spreadsheet works well for this (see 10.3.3).
11.2. Request that all match staff pre-register in advance and provide the contact name (usually John C.). All it usually takes is an email to the person responsible for registration with name/division/class information.
11.3. Open an e-mail dialogue on CoF questions and other preparation steps. Anything that can be done 3-5 days in advance will pay off during the match.
11.4. Stage and Pit numbers should be assigned.
11.5. Chief and Assistant Safety officers (CSO/ASO) and setup teams should be defined
11.6. Assign Stage Setup Officer (CSO) for each stage. If enough help is available, this person does not have to be a CSO/ASO during the match. Remind SSOs that setup starts at 8AM sharp
11.7. Assign deputy SSOs as backup.
11.8. Attach COFs to your email.
11.9. Mention any specific conditions, warnings, or changes, if any.
12 Match Day:
 
12.1. Open the gate and trailer upon your arrival to allow non-HSC members entry to the club. Give clubhouse storage keys to assigned chief setup officer on the indoor stage.
12.2. Supervise initial disbursement of props/targets to your chief setup officers. Take advantage of the 30 minute window to disperse as many stages outside the trailer as possible. Everyone is there to help but keeping people on their assigned task is key to the scheduled timeline.
12.2.1. Assign to your AMD the task of dispersing stage props and then walking around checking on stage crews for any needs or issues. The AMD should pay particular attention to where the props are taken from so that they are returned to their proper, original locations.
12.3. Walk SOs through all stages before the Match suggested time to do this is 9:30am Sharp
12.3.1 Inform your SOs to meet at the registration area or the starting pit for the walkthrough at 9:30AM sharp.
12.4. At 9:45am conduct a Safety Briefing according to MWT standards outlined in Safety Briefing.doc The safety briefing could be done by the person running registration or another designee (see 8.1.9).
12.5. Line-up SOs with squads. Make sure each squad knows their starting pit.
12.6. Notify competitors what time lunch will be available and that we will not be stopping the match for a lunch break.
12.7. 10:00am First shots should be fired.
12.8. As soon as the match starts, lock the gate down to prevent unauthorized access to the club grounds.
13. During Match:
 
13.1. Float between pits to observe the match flow. Be available to answer any questions from SOs or help with any issues.
13.2. Be prepared to address questions on the rules, their interpretations, scoring disputes, and the penalty calls. Have a copy of the current Rulebook handy to verify the rules. Don’t simply rely on the claims that “the rulebook says…” Be prepared to make an informed, decisive call but, if you yourself are not completely certain (rules are indeed confusing!), accept the question and take time to find MWT core staff or at least experienced competitors to discuss a contentious point. Some issues may have already been agreed upon and accepted as MWT policy guidelines. In general, when in doubt - decide in favor of the shooter. When not in doubt - support your SOs.
13.3. Actively managing match flow In case of backups, an AMD should act as an auxiliary CSO. If a slow squad is causing backups, the AMD should take small groups of competitors who have finished the bottleneck stage to the next, empty pit, do a walk-through and personally run them through the stage. This should continue until the backup is cleared and normal flow resumes. In rare cases when problems on a certain stage cause a backup, at the discretion of an MD, AMDs may jump small groups of waiting competitors to the next empty pit and personally run them through the stage there.
14. After the Match:
 
14.1. Supervise cleanup after the match. The AMD should remain at the trailer to ensure proper re-stocking of props and supplies to their original locations.
14.2. Make sure no valuables or overflowing trash bins were left in the pits, all props and supplies are accounted for and properly stored, trash put in the dumpster, storage facilities locked, gate closed, keys returned to the IDPA Committee chair (Michael J.) or his appointee.
14.3. Award vouchers to additional helpers, if any, who went above and beyond to help the staff during and after the match.
14.3.1. Vouchers should be issued on the day of match to “walk-in” volunteers who help setup/break down or step up to fill in for absent SOs.MD, AMD, SSOs, CSOs, and ASOs should have pre-registered for free already.
14.3.2. Compile the list of the actual match staff and forward it to IDPA Chair. We plan to recognize and reward active MWT contributors.
14.4. Make sure the scorekeeper has all the scoresheets and the registration sheets with the waiver.
14.5. Verify that the results are posted on www.metrowesttactical.com
14.6. Upload CoFs to the COF Archive on the group site.
14.7. Report to IDPA Chair all the supplies that need to be replenished and any other improvements and suggestions that you may have.

Thank you for being a MWT Match Director! Contact info

Michael J., IDPA Chair michaelj@metrowesttactical.com (617) 803-1307

Gene G., IDPA Vice-Chair geneg@metrowesttactical.com 617-901-0461

Rick E. ricke@metrowesttactical.com 978-897-5863

John C. johnc@metrowesttactical.com

Bob B. robertb@metrowesttactical.com 978-399-9036

Joe C., Webmaster joec@metrowesttactical.com