Usenet 1994 January

home *** CD-ROM | disk | FTP | other *** search

/ Usenet 1994 January / usenetsourcesnewsgroupsinfomagicjanuary1994.iso / answers / table-tennis / 4_club-handbook < prev next >

Wrap

Internet Message Format | 1993-11-14 | 21KB

Path: senator-bedfellow.mit.edu!bloom-beacon.mit.edu!news.bu.edu!ttennis From: ttennis@bu.edu (Table Tennis) Newsgroups: rec.sport.table-tennis,news.answers Subject: rec.sport.table-tennis FAQ: club-handbook [Part 4/8] Followup-To: rec.sport.table-tennis Date: 14 Nov 1993 18:53:38 GMT Organization: Boston University Table Tennis Assn, USTTA Affiliate 43-90 Lines: 446 Approved: news-answers-request@MIT.Edu Distribution: world Message-ID: <2c5uri$djk@news.bu.edu> Reply-To: ttennis@bu.edu NNTP-Posting-Host: acs3.bu.edu Summary: This posting contains a list of Frequently Asked Questions (and their answers) about Table Tennis ("Ping Pong"). It should be read by anyone who wishes to post to the rec.sport.table-tennis newsgroup. X-Newsreader: TIN [version 1.2 PL0] Xref: senator-bedfellow.mit.edu rec.sport.table-tennis:1647 news.answers:14644 Archive-name: table-tennis/4_club-handbook Version: 2.3 rec.sport.table-tennis answers to Frequently Asked Questions and other news, posted monthly: Table of Contents: ================== 4.1 USTTA Club Handbook 4.1.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . 1 4.1.2 Why Start a Table Tennis Club? . . . . . . . . . . . . . . . . 2 4.1.3 Starting Membership . . . . . . . . . . . . . . . . . . . . . . 3 4.1.4 Putting It Together . . . . . . . . . . . . . . . . . . . . . . 4 4.1.5 Committees. . . . . . . . . . . . . . . . . . . . . . . . . . . 5 4.1.6 Selecting Committee Members . . . . . . . . . . . . . . . . . . 6 4.1.6.1 Instructing the Committee . . . . . . . . . . . . . . . . . . 6 4.1.6.2 Committee Operation . . . . . . . . . . . . . . . . . . . . . 6 4.1.7 Membership. . . . . . . . . . . . . . . . . . . . . . . . . . . 7 4.1.8 Club Regulations . . . . . . . . . . . . . . . . . . . . . . . 8 4.1.9 Clothing . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 4.1.10 Finances . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 4.1.10.1 Bookkeeping . . . . . . . . . . . . . . . . . . . . . . . . 10 4.1.10.2 Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 4.1.10.3 Club Dues. . . . . . . . . . . . . . . . . . . . . . . . . . 11 4.1.11 Where to Play . . . . . . . . . . . . . . . . . . . . . . . . 12 4.1.11.1 Facility Requirements. . . . . . . . . . . . . . . . . . . . 12 4.1.11.2 Availability . . . . . . . . . . . . . . . . . . . . . . . . 12 4.1.11.3 How to Find a Place. . . . . . . . . . . . . . . . . . . . . 12 4.1.12 Equipment. . . . . . . . . . . . . . . . . . . . . . . . . . . 13 4.1.12.1 Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 4.1.12.2 Nets . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 4.1.12.3 Balls. . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 4.1.12.4 Rackets. . . . . . . . . . . . . . . . . . . . . . . . . . . 13 4.1.12.5 Barriers . . . . . . . . . . . . . . . . . . . . . . . . . . 13 4.1.12.6 Where to Buy . . . . . . . . . . . . . . . . . . . . . . . . 14 4.1.13 Intra-Club Activities. . . . . . . . . . . . . . . . . . . . . 15 4.1.13.1 Playing Activities . . . . . . . . . . . . . . . . . . . . . 15 4.1.13.2 Team Matches . . . . . . . . . . . . . . . . . . . . . . . . 16 4.1.13.3 Coaching Clinics . . . . . . . . . . . . . . . . . . . . . . 16 4.1.13.4 Social Activities. . . . . . . . . . . . . . . . . . . . . . 16 4.1.14 Inter-Club Activities. . . . . . . . . . . . . . . . . . . . . 18 4.1.15 Publicity. . . . . . . . . . . . . . . . . . . . . . . . . . . 19 4.1.15.1 What Media?. . . . . . . . . . . . . . . . . . . . . . . . . 19 4.1.15.2 Mechanics of Publicity . . . . . . . . . . . . . . . . . . . 20 4.1.15.3 What is News?. . . . . . . . . . . . . . . . . . . . . . . . 20 4.1.15.4 Writing a News Release . . . . . . . . . . . . . . . . . . . 20 4.1.15.5 How to Prepare Copy. . . . . . . . . . . . . . . . . . . . . 21 4.1.16 Fund-Raising . . . . . . . . . . . . . . . . . . . . . . . . . 22 4.1.16.1 Legal Primer . . . . . . . . . . . . . . . . . . . . . . . . 23 4.1.16.2 How Not to Ask for Money . . . . . . . . . . . . . . . . . . 23 4.1.16.3 Final Note . . . . . . . . . . . . . . . . . . . . . . . . . 23 4.1.17 Tournaments. . . . . . . . . . . . . . . . . . . . . . . . . . 24 4.1.17.1 Types of Tournaments . . . . . . . . . . . . . . . . . . . . 24 4.1.17.2 Tournament Season. . . . . . . . . . . . . . . . . . . . . . 24 4.1.17.3 Entry Fees . . . . . . . . . . . . . . . . . . . . . . . . . 24 4.1.17.4 Awards . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 4.1.17.5 Entry Blank. . . . . . . . . . . . . . . . . . . . . . . . . 24 4.1.17.6 Tournament Format. . . . . . . . . . . . . . . . . . . . . . 25 4.1.17.7 Events . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 4.1.17.8 Seeding. . . . . . . . . . . . . . . . . . . . . . . . . . . 26 4.1.17.9 Final Note . . . . . . . . . . . . . . . . . . . . . . . . . 26 4.1.18 U. S. Table Tennis Association . . . . . . . . . . . . . . . . 27 4.1.19 Club Affiliation Benefits. . . . . . . . . . . . . . . . . . . 28 4.1.20 Club Affiliation Request . . . . . . . . . . . . . . . . . . . 29 Send comments, suggestions, contributions, revisions and criticisms regarding this FAQ list via e-mail to: ttennis@bu.edu 4.1 USTTA Club Handbook ======================== U. S. Table Tennis Association One Olympic Plaza Colorado Springs, CO 80909 Phone: 719-578-4583 FAX: 719-632-6071 Revised 01/93 4.1.1 Introduction ================== Table tennis is a sport that emphasizes individualism. Those who play table tennis are often independent, think-for-themselves kind of people. Yet, it is difficult to fully enjoy the game without the association and the comradeship found in a group of people sharing a common interest. In the world of organized sport, that group of players is called a "table tennis club". Some clubs are formal business-like structures, and others are no more than neighbors having fun. Some have a large membership and permanent playing site, and others have four or five players and hope from month to month that they can stay in the church basement. Every club has its own special set of problems, both in organization and operation. This manual is an effort to help you, the club organizer, come up with some effective solutions. To assist the community-sponsored club is this booklet's primary goal. If in the course of your work to start and run a club you come upon any unusual problems or successful solutions or projects, be sure to let us know so that the information might be shared with others. It's a challenge to start a table tennis club, but it's exciting, rewarding, and (most of the time) fun. Be persistent in your efforts, and you will be rewarded with a great deal of satisfaction. Good luck! 4.1.2 Why Start a Table Tennis Club? ==================================== There are only four feet behind each end of the table, the ceiling is brushing the top of your head, the lighting reminds you of a dungeon, and you've been playing the same guy for the past year. It's time to start a table tennis club!! A table tennis club can provide more room to play, better lighting, more competition, and the recognition that achievement brings. As an athletic event and social experience, organized table tennis is hard to beat. 4.1.3 Starting Membership ========================= The first step is to find more players interested in starting a club. Some good ways of doing this include: The names on the check-out cards in table tennis books at the public library. Response to posters put up at the YMCA, college union, community center, high school, and sporting goods stores. The sports editor of the local newspaper. There may have been a club in your town at one time, and he may remember some of the players. Keep in mind that many successful clubs have started with only three or four inexperienced players. However, the more people you can involve, the more fun you can have. 4.1.4 Putting It Together ========================= At your first organizational meeting, a steering committee should be established. The steering committee is a temporary group that will be responsible for the initial development of the club with regard to: Finding a place to play Finding equipment (i.e., tables and nets) Establishing meeting dates and times Trying to find a sponsor When the steering committee has accomplished its tasks, a meeting should be announced to those who have shown an interest and to the general public. At this meeting, a club name should be decided on (usually reflecting the locality or sponsorship) and officers elected. The club will need a president, vice president, and secretary/treasurer. Each officer has a defined role in the club. President Presides at all meetings of the membership or officers Appoints or determines all committees and chairmen Aids in conducting correspondence Makes periodic reports to the membership Vice President With the approval of the majority of officers, prescribes disciplinary action Acts as president in the absence of the president or at the president's direction Secretary/Treasurer Records minutes of meeting Prepares and distributes correspondence, notices, agendas, tournament reports, etc., that are not specifically assigned to others Responsible for the safe-keeping of club funds Keeps an accounting of the club 4.1.5 Committees ================ It isn't vital that the club's committees be established at the election meeting, but the president should be giving consideration to who will be appointed as committee chairmen. The committees should then be appointed as soon as it is practical to do so. To some people, committees are a necessary evil. However, working on a committee can be a rewarding experience for both the individual and the club. Committees can do the bulk of the club's work and provide a larger number of members with the opportunity to take part in the club's operation. Members will develop a feeling of worth and satisfaction, thereby becoming more active and the potential leaders of the club. Basically, there are two categories of committees: standing and special. Standing committees are set up to handle a specific part of the club's regular work. They have a limited term (usually the same as the officers) and a well-defined area of responsibility. They must report regularly to the president on their activity. For those situations that aren't covered by a standing committee (such as a fund-raising project or a special tournament), the president may appoint a special committee. Its term of existence will be until the completion of the assigned work. Standing committees appropriate for a table tennis club are: Equipment Committee Maintains equipment and playing site Recommends repairs and new purchases Tournament Committee Conducts matters pertaining to leagues and tournaments sponsored by the club Maintains the club ladder, team match records, etc. Membership Committee Develops membership materials (i.e., fact sheet, membership certificates, etc.) Acts as a welcoming committee for new members Activities Committee Conducts matters incident to intra-club activities Arranges for club banquets, picnics, etc. Publicity Committee Works with the other committees in developing press releases Responsible for the writing and dissemination of press releases, posters, etc 4.1.6 Selecting Committee Members ================================= When deciding who should do what, it is important to keep in mind an individual's personal interests and talents. Equally important is the combination of people who can work together. Don't leave the selection of committee members to chance - give it some hard thought. 4.1.6.1 Instructing the Committee --------------------------------- Each committee must have a clearly-defined area of responsibility. Try to be certain that committees don't step on each other's toes. It is best to put the assignments in writing and see to it that each committee member gets a copy. 4.1.6.2 Committee Operation --------------------------- The nature of a committee calls for informality and flexibility. Forget about parliamentary procedure. Keep the atmosphere relaxed and supportive. The chairperson's role is that of a discussion leader. He must be careful not to dictate or dominate the committee's activity. A written agenda will help keep the discussion on course. A committee secretary should be appointed to keep a detailed record of meetings. Each committee should have one of the officers as a member. He will have full voting rights but should not be expected to operate the committee in the absence of the chairmen. 4.1.7 Membership ================ When there is a foundation membership and the club is meeting regularly, each member should be inspired to attract new members. When that potential member comes to the meeting, make him feel comfortable. Pay attention to him. Don't be too pushy but see to it that he has an opportunity to get in on the action. Another nice touch for the guest and new member is a club fact sheet. It should include: A list of current members, addresses, and phone numbers A short history of the club Regular meeting times Copy of the by-laws (if any) Dues and any special fees List of events for the upcoming year In addition to the fact sheet, you may consider having membership certificates to present to new members. The club president and secretary should be keeping a membership file. A simple method is to use a 3" x 5" index card, or you may want to use a computer data base. The information which should be included is the member's name, address, phone number, date he joined, and birthday. Some additional thoughts on new members: Call to remind them of the meeting. In some cases, you might offer transportation. Be certain he/she is introduced to other club members. Let him/her know that he/she is an important asset to the club. Get his/her name into some of the club's activity stories in a club newsletter or the city paper. After he/she has been to a few meetings, put him/her to work on a committee or project. Remember - developing membership is an ongoing activity: "The road to success is always under construction". 4.1.8 Club Regulations ====================== Every organization needs a set of standards to which its members are expected to adhere. Without such regulations and their enforcement, each player will set his/her own standards of conduct and some will be unacceptable. Here are some rules that should be considered. Players will conduct themselves in a sportsman-like manner. Loud or offensive language will not be tolerated. Willful damage to the club's equipment or the facility will not be tolerated. Members will cooperate in setting up and taking down the equipment and in cleaning up the area before leaving. There will be no smoking or drinking of an alcoholic beverage at the playing site. Table tennis courtesies will be observed. A let will be called when a stray ball enters your court. No one will unnecessarily pass through a playing area in use. "Table hogging" will not be tolerated. The Laws of Table Tennis published by the USTTA will govern all games. 4.1.9 Clothing ============== To enhance the appearance of your club (making it more attractive to potential members), the USTTA dress code should be adopted. It calls for dark or deep pastel, solid-colored shorts and shirts and rubber-soled shoes. No tank tops or cut-offs are permitted. Players must wear shirts. 4.1.10 Finances =============== 4.1.10.1 Bookkeeping -------------------- Club bookkeeping requires a great deal of attention. While it is not expected that the secretary/treasurer become a CPA, the lack of accurate records can be the cause of friction among members. The secretary/treasurer, by election, becomes the club's chief financial officer. However, he/she should not be expected to work alone. Another member should be appointed to assist the treasurer in record-keeping and paying the bills. This will relieve the burden of responsibility if a mistake is made. There are three tools needed for the bookkeeping job. They are: Two-signature checking account. All bills must be paid by check. This will provide a record of payment. The two-signature check diminishes the opportunity for error. Permanently-bound, double-entry ledger book. This is used to keep a running total of expenses and income. It should be kept up to date with each item received and each check written. Large manila envelope. The envelope is used to file all bills and receipts. No item relating to the club's finances should be thrown away. 4.1.10.2 Budget --------------- The budgets of all clubs will vary, primarily due to the extent of the sponsorship. However, it is important that an annual budget be developed. The budget can be divided into two sections: Non-recurring expenses. These might include: Utility deposits Renovation costs Permits (plumbing, electrical, etc.) Recurring expenses. These might include: Capital expenses - Tables, nets, barriers, cleaning and refurbishing supplies Operating expenses - Maintenance supplies, office supplies, postage, printing costs, utilities Estimate the amount of money needed to satisfy each of the club's expenses, and this will give you an idea of how much income needs to be generated by your fund-raising activities, dues, and sponsorship. 4.1.10.3 Club Dues ------------------ Membership dues are an economic necessity to most clubs. If your club is fully sponsored and doesn't need the money, dues should still be required for membership. When a person pays for something, he pays attention to it. This brings up the area of free tournaments and coaching clinics - DON'T. Always charge something, even if no more than a token fee. To facilitate bookkeeping, the membership fee should be due once a year. New memberships can be pro-rated. This means that the fee should be easily divisible by 12. Some clubs collect dues semi-annually. More frequent collection becomes a bookkeeping nightmare. The individual membership fee for many clubs falls between $12 and $24 per year. Family memberships are usually twice the fee for individuals. Junior membership (usually for kids 17 years old and younger) is often one-half the annual fee for individuals. 4.1.11 Where to Play ==================== Finding a place to play is often one of the most difficult problems to solve in starting a table tennis club. It would be great to find a building fulfilling the requirements listed below. However, take what you can get to get started and keep looking for a better place. 4.1.11.1 Facility Requirements ------------------------------ Low Cost - This means that you will be looking for some kind of public building (i.e., city auditorium, school gym, or church basement). To provide funds for rental, it may be necessary to have a small per-night playing fee collected from each player. Physical Attributes - The minimum floor space for each table is 25 feet long by 13 feet wide. The ceiling should be no less than 10 feet high and uncluttered over the playing area. Wood floors are best, tile next, and then concrete (avoid carpet). Make arrangements to have access to a dry mop and a wet mop to clean the floor before and after you play. A clean floor will benefit the players, and the building proprietor will appreciate the club's efforts in caring for the building. Usually, you can do little to increase the lighting in a public building. It won't hurt to ask if you can clean the fixtures and install higher wattage bulbs. Incandescent lights are preferable over fluorescent, and all lights should be shade if possible. Make sure the playing site has restrooms. 4.1.11.2 Availability --------------------- Most clubs like to meet at least twice a week. Regardless of how often you meet, regularity is imperative. A table tennis club can't be successful if it doesn't have a r