Hosting Timeline

This timeline lists both suggested and required tasks related to hosting the NHSMTC and anticipates a "full length" (3 year+) hosting process. However some hosts may organize the event using a compressed timeline. The timeline for required tasks may be adjusted by contractual agreement with the NHSMTC, Inc. Board of Directors.

5 Years Out from Host

• Local host committee begins discussions regarding hosting capabilities agrees to present bid proposal in two years during National Competition; begins hotel search

4 Years Out from Host

• Work with Site Selection Committee to answer questions and prepare bid package

3 Years Out from Host

• 15 January
  • Letter of Intent to host submitted to Site Selection Chair

• 1 April
  • Submit bid to NHSMTC, Inc. Board of Directors through Site Selection Committee

• May Tournament
  • Present bid packet to National Board
  • If selected, "host" signs "Host Agreement" and sends to NHSMTC Board of Directors
  • Appoint a steering committee
  • Establish Committee Chairs/Committees for Advisory, Fundraising, Event, Case, Logistics
  • Work on National Case begins

• June
  • Determine budget for hosting tournament
  • Discuss social event ideas & research event sites
  • Submit grant proposals to identified foundations requesting a three year funding package
  • Contact corporations for sponsorships & determine process for funding

• July/August
  • Sign contract with hotel

• October
  • Visit with local government/businesses to determine their availability for sponsoring a national event
  • Submit pre-host report to NHSMTC board; submit pre-host article to newsletter chair for inclusion in fall newsletter
  • Host Director attend the NHSMTC 1st board meeting of 5 year HD term (10 meetings total)
  • Begin research on website design
  • Develop Theme and Host logo
  • Begin marketing your national tournament in various Bar publications and meetings (fundraising and volunteer recruitment)

2 Years out from Host

• January
  • Draft and approve theme/logo for tournament
  • Seek underwriters for special events and mementos
  • Begin recruiting volunteers through various organizations

• February/March
  • Submit tournament write-up to newsletter chair for inclusion in spring newsletter

• May
  • Submit pre-host report to NHSMTC Board
  • Submit case topics to National Board

• July
  • Assignments made for committees and chairs for Nationals
  • Continue Promotion of Nationals through publicity
  • Research (Identify and book) transportation, as needed, for events and competition

• October
  • Submit pre-host report to NHSMTC board; submit pre-host article to newsletter chair for inclusion in fall newsletter
  • Host Director attend National Board meeting mid-year meeting
  • Draft of case to be submitted for review by NHSMTC Case Committee
  • Committee chair notebooks distributed

1 Year Out from Host

• January
  • Contact law firms to underwrite Judges Reception, Welcome Reception, Friday night event, Awards Banquet & Dance
  • Contact law firms and individuals for sponsorship
  • Confirm underwriters for t-shirts, awards, event memento etc.
  • Begin recruiting judges to serve in tournaments (it is strongly suggested that all judging panel volunteers for nationals have at least 2 rounds of HSMT judging panel experience or have at least 1 year of coaching experience, so hosts should focus on recruiting volunteers who are currently active or have been active at the state level in recent years)

• February/March
  • Submit tournament write-up to newsletter chair for inclusion in spring newsletter

• April
  • Continue recruiting judges and event volunteers

• May
  • Submit pre-host report to NHSMTC Board
  • Co-Chairs and Host Committee members attend and judge at National Competition
  • Final draft of National problem due to NHSMTC Case Committee
  • Submit deposit to NHSMTC, Inc. for ½ anticipated team registration fees

• June
  • Make arrangements for Photographer, Videographer, and DJ, if desired
  • Begin preparing tournament forms

• July
  • Begin arrangements for program brochures, t-shirts, mementos, goody bags, etc. (ask your vendor to watch for sales because you can save substantial money; often there are many year-end deals)
  • Set framework for web-site
  • Design artwork for t-shirts

• August
  • Begin working on bench brief and judging panel information
  • Coordinate October Board meeting at hotel
  • Coordinate with courts and other facilities for tours for October meeting
  • Plan October meeting host logistics and events
  • Determine security flow and needs for courthouse
  • Determine courthouse communications and scoring room logistics
  • Determine method for selecting award winners for individual awards

• October
  • Host Committee members to plan and attend dinner or other social activity for the Board's October meeting in host city
  • Submit pre-host report to NHSMTC board; submit pre-host article to newsletter chair for inclusion in fall newsletter
  • Design and print "preliminary interest" brochure/form
  • Get website tournament up and running
  • Finalize bids for meals & events
  • Identify courtrooms and provide seating capacity to scoring team coordinator
  • Prepare and print all forms that will not require changes, e.g. Score sheets, Rules of Competition, Rules of Evidence, Timekeeper papers, Team Roster Form, Accommodation Form, Code of Conduct Form, Media Interest Form, Presiding Judge Instructions, Scoring Judge Instructions, Best Witness and Best Attorney nomination forms
  • Create and print Thank you note cards to be provided to judges for use of courtrooms

• November
  • Send Preliminary Interest Form/Brochure to State Coordinators (through newsletter or email) and link on website

Year Hosting

• January
  • Report to Hotel regarding increased numbers of rooms, hospitality suite, and additional numbers for Banquet
  • Secure Welcome letters for tournament brochure
  • Design tournament information program
  • Design Awards program
  • Design signage for 4 rounds of power matching assignments, and event signs
  • Order mementos, certificates, awards etc.; delivery in early February
  • Finalize logistics at hotel and secure Hospitality Suite, if desired
  • Arrange liability insurance coverage for event venues and NHSMTC
  • Determine prices for events
  • Determine Theme decorations for Awards Ceremony
  • Determine individuals responsible for Judges' Orientation, Judges' Check-in, Timekeeping Orientation, Registration desk, and individuals staffing the Sunday morning registration desk
  • Prepare Registration Packet information to put on website

• February
  • Confirm logistics & volunteers
  • Continue recruitment of judges
  • Determine panel of Judges for Championship round

• February/March
  • Submit tournament write-up to newsletter chair for inclusion in spring newsletter

• March
  • Assemble Timekeepers' packets
  • Assemble judges' packets
  • Provide Liability insurance certificate to NHSMTC
  • Registration packets downloaded from website or mailed
  • Provide electronic version of case to NHSMTC Website Coordinator
  • Confirm logistics and volunteers
  • Publish deadlines in registration materials
  • Determine supplies needed for registration desk, scoring room, judges' orientation

• April 1 at 12:00am
  • Post Case materials on tournament website
  • Distribute case materials, rules of competition, rules of evidence and judging instructions to all confirmed presiding and scoring judges

• April
  • Team Registration Deadline
  • Work with NHSMTC Scoring Team to Assign Team Codes to teams registered
  • Create Counsel Table Team Code cards
  • Create Badges for teams, judges, Board members, Host Committee members, and observers
  • Order T-shirts based upon registration information

• April 15
  • Request deadline for accommodation policy
  • Team Registration deadline
  • Contact each state to confirm student registration/tickets to events, etc.

• April
  • Assemble gift bags/registration packets for teams and participants
  • Preview (Conduct) orientation for volunteers (by end of month)
  • Print programs & brochures
  • Print Signage
  • Send Press releases to local newspapers and TV stations
  • Submit names of judges and rounds to NHSMTC scoring coordinator

• May
  • Mon-Wed of Tournament Week
    • Early arrivals
    • Assemble Team Boxes
    • (Wed & Thurs) Practice Rooms available
  • Thursday of Tournament Week
    • NHSMC Board meeting
    • State Coordinators' Round Table
    • State Coordinator's Meeting
    • Timekeepers Meeting
    • Registration of teams
    • Orientation Meeting Adult Sponsors
    • Accommodation Round if necessary
    • Welcome Reception for Teams
    • Judges' Reception
    • Hospitality Suite Sponsors, Coaches, Teachers, Judges
  • Friday of Tournament Week
    • Orientation breakfast for judges, volunteers
    • Round 1
    • Round 2
    • Team Event (evening)
    • Hospitality Suite for Sponsors, Coaches, Teachers, Judges
  • Saturday of Tournament Week
    • Orientation breakfast for judges, volunteers
    • Round 3
    • Round 4
    • Announcement of Top 2 Teams
    • Championship Round
    • Award Banquet/Reception/Assembly
    • Dance
  • Week after Tournament
    • Thank you's written
    • PR submitted summarizing event
    • Reports to local groups written and submitted

• May
  • Bills paid
  • Process evaluations received
  • Follow-up/Evaluation/Wrap-up meeting with host committee

• June
  • Clear all bills/reports with State Coordinators

• October
  • Host Director/Steering Committee prepare a "Post Host Report" to submit to National Board
  • Host Director attends October Board meeting to present post-Host report