HOST APPLICATION & REQUIREMENTS

General Organization

• Host Chairperson: Assign a Chairperson responsible for organizing all aspects of the event, including off-field activities throughout the championship weekend.

• Emergency Action Plan (EAP): Provide an EAP to each team as part of the tournament package. The EAP should include:

  • Emergency phone number(s)

  • Host team manager contact number

  • Location of AED

  • Full address of the facility

  • Address and map to the nearest hospital with the quickest route

Facilities & Equipment

• Fields: Ensure diamonds are regulation size for the category, properly maintained, lined before each game, and made playable in case of rain.

• Additional Fields: Secure a second diamond if required by the tournament format.

• Washrooms: Provide accessible restroom facilities (permanent washrooms, portable toilets, or adjacent fieldhouse facilities).

• Dugouts: Provide covered dugouts (use of tarps is acceptable if needed).

• Water Access: Ensure access to clean, drinkable water for teams, umpires, and volunteers. If there is no on-site access to running water, please arrange to have bottled water available.

Accommodations & Amenities 

• Accommodations List: Share a list of available accommodations (hotels, camping, etc.) for visiting teams.

• Concession Services: Provide food services at the diamond (e.g., concession stand, food trucks). Ensure all food service providers are properly licensed for the weekend.

• Umpire Facilities: A private change room or trailer must be provided for umpires at the championship site.

Personnel & Operations

• Scorekeeping & Pitch Counting: Assign official scorekeepers and pitch counters for every game. These must be volunteers from the host organization, not parents from visiting teams.

• Protest Committee: Appoint three neutral individuals (not affiliated with any participating teams) with appropriate baseball knowledge and understanding of Baseball Alberta rules to serve on a protest committee.

• Umpire Fees: Responsible for payment of all umpire game fees.

Event Management

• Team Photos: Ensure team photographs are taken for all participating teams and submitted to Baseball Alberta by the following Friday.

• Pre-Tournament Meeting: Host a coaches’ meeting before the tournament (in-person or online format is acceptable).

• Awards Ceremony: Conduct an awards ceremony at the conclusion of the championship.

• Beer Gardens (if applicable): For Junior, Senior, and Twilite levels only, ensure the proper liquor license and liability insurance are secured if hosting a beer garden.

• Fundraising Activities (optional): If hosting 50/50 draws or raffles, you must obtain the necessary gaming/raffle licenses.

*The following points are optional/additional ideas and are NOT requirements to host. Outside of these optional items and ideas, feel free to include other ideas into your Provincials that aren’t already listed!*

Facility & Scheduling Support

• If the Provincial Championship format does not require a second field for gameplay, you can consider securing one for team warm-ups or practices. This can help keep the tournament schedule running smoothly and provide added value to visiting teams.

Ceremonial & Social Events

• Opening Ceremonies: Hosting an official opening to welcome teams and officials.

• Banquet or Barbecue: Offering a social event for players, coaches, and dignitaries (e.g., team dinner, BBQ, etc.).

• Awards Ceremony Enhancements: In addition to standard awards, the consideration of presenting additional individual or team recognition awards throughout the weekend.

Marketing & Community Engagement

• Official Program: Production of a printed or digital event program featuring the approved Baseball Alberta logo on the front cover (templates available upon request).

• Championship Apparel Sales: Apparel sales with approved Baseball Alberta logo and championship photography through community partners.

• Media Coverage: Arrangement for local media coverage and/or live game announcing.

• Sponsor Engagement: Inclusion of sponsors through signage, giveaways, or product placement. Tournament swag or ‘freebies’ are always appreciated by participants.

Team Experience & Hospitality 

• Change Rooms for Teams: Providing access to changing areas for teams.

• First Aid Tent: Setting up a basic medical/first aid station that could include anything from supplies for icing or muscle care.

• Raffles & 50/50 Draws: If pursuing fundraising through these methods, ensure you have the proper gaming licenses in place.

Awards & Medals

• Gold and Silver medals for first and second place teams.

• Championship MVP awards, subject to availability through sponsorship.

• A Provincial Championship trophy and banner.

Equipment

• A minimum of 3 dozen official Rawlings Baseball Alberta baseballs (subject to more based on availability and number of teams/diamonds).

Tournament Operations 

• Assistance with tournament operations such as tiebreakers and protests.

• Ongoing telephone support to the Host Chairperson throughout the event.

Officials 

• Assignment of umpires and a designated crew chief.

• Coverage of umpire travel and accommodations.