Match Director Tips & Tricks

[Sarge]

Just took over as MD for our club. I'm looking for all the advice I can get. I thought this might be a good way of sharing pointers as well as pitfalls to watch out for.

[Nik Habicht]

1. Plan for your replacement. Recruit the right person. Teach them what they need to know -- ideally by having them be your primary assistant.

2. Delegate -- as much as you can. Mentor the people you delegate to. And let go of those responsibilities, even if they are doing it differently than you would.

Those two should pretty much keep you sane and allow you to do the job for a while.....

[Hamm]

1. Plan for your replacement. Recruit the right person. Teach them what they need to know -- ideally by having them be your primary assistant.

2. Delegate -- as much as you can. Mentor the people you delegate to. And let go of those responsibilities, even if they are doing it differently than you would.

Those two should pretty much keep you sane and allow you to do the job for a while.....

Amen

[rmerritt]

What he said. I have a few dedicated people that help make it all work, we are all 55+, i need to get some of the younger shooters more involved, for the day i hand over the keys.

[Seth]

Here's my take. I was MD at Fredericksburg for the last 2 years.

First thing is safety. Its your job to account for each and every round that leaves a competitors' gun. Course design need not be dangerous to be challenging.

Next, you have a monumental job. Get lots of help. Don't do more than you can manage...if folks won't volunteer to help, you will just have to have a less than satisfactory match -- We had a big match. Over 100 competitors per month, plus Area 8 and Va/ MD section. It takes a bunch of folks to get that much work done. Stats, Registration, Course Design, stage building, etc... We put 7 stages on the ground every month and it took an experienced crew of 8 to get it done, especially in the summer heat. As a rule, if you help, you shoot for free. There will be those who help a lot. Be accommodating of those folks... they're your greatest asset and will make you look good.

I enjoyed being MD, but my shooting suffered terribly. I was the first at the range and the last to leave. I rarely put a gun on before make ready on my first stage and was always done before the last shot was fired.

Mostly its a great opportunity to get to know a lot of good people. Enjoy their company and learn from them. There's a lot of interesting people in USPSA.

[Steve Anderson]

Our new PCSI model basically puts one person in charge of each stage, all the way from design to construction. As shooters arrive they are signed in immediately and sent to their first stage to help build it. It has been working very well. The added bonus is that we get stages that are radically different from eachother, much more so than when one person designs all the stages... good luck!

[Flexmoney]

Our new PCSI model basically puts one person in charge of each stage, all the way from design to construction.

It has been working very well. The added bonus is that we get stages that are radically different from eachother, much more so than when one person designs all the stages... good luck!

Yes, that is going well...takes a lot of pressure off the MD.

As shooters arrive they are signed in immediately and sent to their first stage to help build it.

That is new the last few matches. That really helps too. One, it takes a long time to get everybody signed in if you wait and do it all at once. Two, sign them in as soon as they get there, then the Stats Person can direct them right onto their bay to help with setup (many don't even know they are welcome to help setup...seriously).

[Sarge]

Our new PCSI model basically puts one person in charge of each stage, all the way from design to construction.

It has been working very well. The added bonus is that we get stages that are radically different from eachother, much more so than when one person designs all the stages... good luck!

Yes, that is going well...takes a lot of pressure off the MD.

As shooters arrive they are signed in immediately and sent to their first stage to help build it.

That is new the last few matches. That really helps too. One, it takes a long time to get everybody signed in if you wait and do it all at once. Two, sign them in as soon as they get there, then the Stats Person can direct them right onto their bay to help with setup (many don't even know they are welcome to help setup...seriously).

After meeting with a new "cadre" if you will, we are already trending towards the concept of one guy is responsible for a stage from design to tear down. But I had not thought of, and really like the idea of, signing in and being sent to your starting stage to help set it up. MRPC in the past has always done the bulk of the set up on Saturday afternoon but I think that makes it almost impossible to get much help setting up. Plus many of us now involved in the match, have other commitments on Saturday such as work, kids, etc. We are going to eventually move to an all Sunday set up but we still want to get started around 10:00.

Thanks for these tips Steve.

[GrumpyOne]

Our new PCSI model basically puts one person in charge of each stage, all the way from design to construction.

It has been working very well. The added bonus is that we get stages that are radically different from eachother, much more so than when one person designs all the stages... good luck!

Yes, that is going well...takes a lot of pressure off the MD.

As shooters arrive they are signed in immediately and sent to their first stage to help build it.

That is new the last few matches. That really helps too. One, it takes a long time to get everybody signed in if you wait and do it all at once. Two, sign them in as soon as they get there, then the Stats Person can direct them right onto their bay to help with setup (many don't even know they are welcome to help setup...seriously).

After meeting with a new "cadre" if you will, we are already trending towards the concept of one guy is responsible for a stage from design to tear down. But I had not thought of, and really like the idea of, signing in and being sent to your starting stage to help set it up. MRPC in the past has always done the bulk of the set up on Saturday afternoon but I think that makes it almost impossible to get much help setting up. Plus many of us now involved in the match, have other commitments on Saturday such as work, kids, etc. We are going to eventually move to an all Sunday set up but we still want to get started around 10:00.

Thanks for these tips Steve.

Sarge, you really need to talk to Corey Estill. He is the master at getting stages put up on Sunday morning, and having everyone shooting by 9:30/10:00am.

[Graham Smith]

Everything everyone else said. In spades. It's really easy to get so wrapped up in it that you stop having fun.

Here are my four best suggestions:

--Find someone to handle registration and scoring. This should be their ONLY job.

--Get at least one other person who can design a stage and have them recruit a couple others to help. Make them responsible for the setup of one field course level stage at each match. Just make sure that they submit the stage to you for review and that they understand that they can't have ALL the props in the shed.

--Get at least 6 other people who you can count on to be there early at the start of every match. These people should be able to take any stage diagram and, with minimal direction, get that stage set up to the point where you can come and tweak it and bless it.

--This last one may not be everyones cup of tea but you judge for yourself. Once the match gets going, take a break and get yourself together. Get your gear and walk around a chat with people. See how the stages are going. Make sure you watch the RO's and scorekeepers and make sure you are comfortable with them. As you are walking about, shoot each stage. Once you are finished shooting, continue to wander. Talk with people about what they like and don't like. Get people interested in becoming involved if you can.

[steel1212]

Don't have 7 chiefs and no indians! Since I've taken over the role about 4 years ago, I've slowely built up a dedicated group of people. They all design stages from paper to construction, there are several ROs that show up every month to help that part. I've got good guys that keep up with the rule books, I even have Tech guys to help with practiscore. LIke others have said deligate responsibility and let them do their job. Mentor a little but let them role with their ideas, good or bad everybody learns from it. I know I would be able to do BITB with out the staff, I'm just a figure head they do all the work!

[Sarge]

Everything everyone else said. In spades. It's really easy to get so wrapped up in it that you stop having fun.

Here are my four best suggestions:

--Find someone to handle registration and scoring. This should be their ONLY job. Done.

--Get at least one other person who can design a stage and have them recruit a couple others to help. Make them responsible for the setup of one field course level stage at each match. Just make sure that they submit the stage to you for review and that they understand that they can't have ALL the props in the shed. Well on the way to being done.

--Get at least 6 other people who you can count on to be there early at the start of every match. These people should be able to take any stage diagram and, with minimal direction, get that stage set up to the point where you can come and tweak it and bless it. About 75% done.

--This last one may not be everyones cup of tea but you judge for yourself. Once the match gets going, take a break and get yourself together. Get your gear and walk around a chat with people. See how the stages are going. Make sure you watch the RO's and scorekeepers and make sure you are comfortable with them. As you are walking about, shoot each stage. Once you are finished shooting, continue to wander. Talk with people about what they like and don't like. Get people interested in becoming involved if you can. Honestly never thought of shooting through like this. Makes a lot of sense. I might give it a look.

Maybe I am a little further ahead of the game than I am thinking.

Edited July 17, 2012 by Sarge

[Tim/GA]

I took over a year and a half ago (had no idea that when I started this game the former MD apparently had me tagged to take over as he got me involved in stage setup and then some design pretty quickly).

One thing I did not see above that helps me is to attend a 2nd match each month at another club. One that you shoot but are not in charge of anything other than the last minute help with setup or being RO/scorekeeper part of the time for your squad. As was said, my shooting at our own matches is not on par with the norm. Having another match to attend each month helps a lot.

Edited July 18, 2012 by Tim/GA

[Bentsight]

Just like in the business world:

1. Delegate - Don't try to do it all yourself

2. Trust, but confirm - Avoids surprises

3. Praise in public, question in private - Makes it easier to get good help

4. Consider giving the guy that always complains the responsibility to solve the problem - He'll either take care of it, or stop complaining about it...

[Flexmoney]

I see MD's burn out quickly when they travel to the match on a separate day for setup, then travel back again on match day. I try to get them to run it like we do at C-ville, where we setup on match day morning.

That may mean adjusting to the amount of help you have. Until everything is in place (lots of help/smooth) one might ease up on the stage design (props/work).

I wish I had a dollar for every MD that didn't follow the advice over the years. I'd have a nice steak dinner.

[Flexmoney]

--This last one may not be everyones cup of tea but you judge for yourself. Once the match gets going, take a break and get yourself together. Get your gear and walk around a chat with people. See how the stages are going. Make sure you watch the RO's and scorekeepers and make sure you are comfortable with them. As you are walking about, shoot each stage. Once you are finished shooting, continue to wander. Talk with people about what they like and don't like. Get people interested in becoming involved if you can. Honestly never thought of shooting through like this. Makes a lot of sense. I might give it a look.

That is a great tip. I use it at Major matches (that I run) too. I won't shoot on staff day (more stuff to do on staff day). I'll wait until the rest of the main match is running, then jump in after the little fires are put out and the tension dies down.

At a local match, you can wait 45 minutes and still get in with your squad on the first stage.

[Seth]

I see MD's burn out quickly when they travel to the match on a separate day for setup, then travel back again on match day. I try to get them to run it like we do at C-ville, where we setup on match day morning.

That may mean adjusting to the amount of help you have. Until everything is in place (lots of help/smooth) one might ease up on the stage design (props/work).

I wish I had a dollar for every MD that didn't follow the advice over the years. I'd have a nice steak dinner.

Its just not possible with a match as big as Fredericksburg. Setup takes a good 3-4 hours to build 7 stages. With an average of over 100 shooters on a Sunday, first shot needs to be fired at 9am to be off the range by 3:30-4. Its hard and I did the drive way more times than I wanted to... but its just the way it was.

[Chris Keen]

Just like in the business world:

1. Delegate - Don't try to do it all yourself

2. Trust, but confirm - Avoids surprises

3. Praise in public, question in private - Makes it easier to get good help

4. Consider giving the guy that always complains the responsibility to solve the problem - He'll either take care of it, or stop complaining about it...

I like each and every one of those ideas!

[Chris Keen]

I see MD's burn out quickly when they travel to the match on a separate day for setup, then travel back again on match day. I try to get them to run it like we do at C-ville, where we setup on match day morning.

That may mean adjusting to the amount of help you have. Until everything is in place (lots of help/smooth) one might ease up on the stage design (props/work).

I wish I had a dollar for every MD that didn't follow the advice over the years. I'd have a nice steak dinner.

Its just not possible with a match as big as Fredericksburg. Setup takes a good 3-4 hours to build 7 stages. With an average of over 100 shooters on a Sunday, first shot needs to be fired at 9am to be off the range by 3:30-4. Its hard and I did the drive way more times than I wanted to... but its just the way it was.

I would agree with you Seth. As far as Big Club matches. But in our case here in Ohio, we only run 5 stages, and are lucky to have 60-75 shooters at different clubs. (some average 35-45 shooters, while others have had as many as 95, but only average 75) so it's not too hard to setup in the AM.

Clubs like yours have to follow different protocol, but that can still take it's toll on MD burnout.

[Seth]

The funny thing was that I LOVED to hate it. If we hadn't been transferred, I'd still be there sweating and complaining. Its the greatest thankless job I ever had.

[Graham Smith]

I try to get them to run it like we do at C-ville, where we setup on match day morning.

The day before the match, two people go to the range and get all the steel and wall sections, target stands, stakes, etc out and distributed on the ranges. Since three of those ranges are in use, the best we can do on them is to get the props there and setting off to the side out of the way. That same day, I'm going through the stage diagrams and marking the backs of the targets to match the diagrams and putting the targets on sticks. The next morning, everything gets put in place and setup.

Doing it all the morning of the match is something that we have discussed and it just does not seem practical so there may be something missing in the way we are doing things.

[Sarge]

Well, the first match under my belt and all seems to have went well enough. We did go on Saturday and set up since it was everybody was used to. Next month and forever after will be on match morning. It took us three hours to set up five stages and with a little practice and a little more help we should be able to start set up at 7am and still shoot pretty close to 10. We had 75 shooters and nobody complained so I'll take that as a passing grade. We have a lot of good ideas floating around between those of us who are the core crew. If we implement things a little at a time we should be good to go.

One of my priorities is to find a way to get another stage in there somewhere. I would like to find a way to run five decent stages plus a classifier.

Delegation is not a problem with me and I am well versed in it. But seriously, being a career soldier and retired First Sergeant taught me how to be successful by building a team that works well together and shares the load. I have a dedicated IT/stats guy who takes care of all the scores, sign in sheets, and handles sign in on match day.

I have two great guys who are the prime movers of equipment and general repair and upkeep of props, etc.

I have more than enough stage planners who are also RO's to set up and run their own stages.

In short, I have a very good team and I hope they can stick with me and help our matches grow into even better events.

Thanks for all the tips and keep them coming so we can all keep learning.

[Graham Smith]

One of my priorities is to find a way to get another stage in there somewhere. I would like to find a way to run five decent stages plus a classifier.

If you've got room, one thing you can do is to put a speed shoot in the same bay as the classifier. Try and match the two and do the speed shoot first then move to the classifier and shoot it, then score both. It gives the shooter a chance to be "warmed up" a bit before shooting the classifier. This is particularly helpful for the squad starting on that bay.

[CHA-LEE]

1 - Recruit as big of a dedicated match staff crew that your club can afford. The more people you have dedicated to making the match run properly the easier it gets. You also need to take in account that not everyone on the match staff will be able to make it to every match. So its usually best if you have more than what you need if everyone shows up. There is no such thing as "Too Much Help".

2 - Set and maintain a consistent schedule of events. If you state that setup starts at 7AM, then make it happen every match at 7AM. When match staff and shooters know that a consistent schedule will be adhered to then you will get a lot more help. If the schedule continually gets jacked up and people are waiting around then they feel that their time is being wasted and will stop helping out. This also applies days before the match. Contact your match staff the week before the match to confirm who is going to make it and who won't. Once you know who is going to be there document each staff members responsibilities and send it out to the whole team. That way everyone knows what they are doing along with what everyone else is doing.

3 - Dedicate specific match staff to specific duties and let them own it. For example, if you have one person dedicated to each stage they can own the whole process of creating the stage, vetting its legality days before the match, setting up the stage on match day, and being the primary RO for the first squad that starts on that stage. Your job as the MD is to make sure that the process keeps rolling and making corrections as needed to keep the show on track.

4 - Let the match staff learn/fail within reason. For your match staff to take ownership of their responsibility you need them to learn and fail on their own. Obviously this has to be done within reason so it won't cause a catastrophic failure of the match. But if you see something that may not be optimal its usually best to let it happen/fail then after the dust has settled you can talk with them about how it could be done better. Doing this builds real life cause & effect experience for the match staff and usually promotes better decisions on their part down the road. If you try to micro manage everything and save everyone from screwing something up the match staff will eventually disengage and stop doing anything on their own until you spoon feed it to them.

5 - Treat everyone the same. This is a volunteer sport and once the match starts everyone needs to pitch in to make it happen effectively. Just because your match staff helps make the match happen does not mean that they should regularly get additional benefits during the match that would differentiate their match experience from the paying shooters. Its best to simply treat everyone as a paying shooter once the match starts. There will always be one off situations where some staff may need to shoot through or something like that. But the match staff should not feel like they are entitled to do whatever they want because they are helping work the match. If all of the shooters, staff and non-staff, are simply treated as paying shooters once the match starts then everyone is more willing to pitch in and help make the match run as efficiently and smoothly as possible.

6 - Lead by example. You set the tone and attitude of your match staff and shooters. Set a good example of how you would like things to be done and run. Praise others good example and let others learn from that. If you train your staff to come to you with an issue and a proposed solution then your life as a MD will always be a lot easier. Take a "Dictator" stance only when you absolutely have to. You will always get a lot more help and receptiveness when you ask the match staff their opinion on a solution verses mandating a solution.

7 - Deploy your match staff in a way that can best make use of volunteer help. For example, if you have a 5 stage match and you dedicate one match staff to each stage for setup. That way as volunteers show up to help they can go to any stage and help right away. I see a lot of clubs waste a lot of time in the morning by ganging up on one stage until its done then moving to the next stage. Doing it the "Gang Up" way always leads to people standing around doing nothing. If you start setting up every stage at the same time then there will always be a place for volunteer workers to effectively contribute right away.

8 - The job isn't done until the scores are posted or sent out. I see far too many times where a club will bust their hump very well making the actual match happen properly but then drag their feet on processing and posting the scores. Everyone wants to know how they did at a match and the sooner you can get the scores posted the better. A lot of shooters correlate the money they spent attending the match with the quick posting of the match results. You could have put on the best club match they ever shot while at the range then fail to send out the scores in a timely manner and most shooters would consider the whole club match a failure.

[Bill Nesbitt]

There were 3 of us that ran a USPSA club a few years ago. One guy did the stats and the other two of us set up the stages. We had a couple of sayings that we used when setting up. The first was WDDIM. That meant "What Difference Does It Make"? If it didn't make any difference we didn't worry about it. The other was CEN. Which stood for Close E Nough. Saved us a lot of hassle.

I was setting up an IDPA stage I designed a while back and an engineer was helping me. A target was supposed to be at 7 yards by the stage description. I just took 7 big steps and dropped a target stand. The engineer had a tape measure. WDDIM??? I said CEN.