Hosting a Fundraising Softball Tournament

Great teamwork is the only way we create the breakthroughs that define our
careers.
- Unknown

Analeise Urquijo
Advisor: JD Bowman
Word Count: 3023

Page 1 of 19

Table of Contents

Acknowledgements..2
Introduction..3
Investigation.4
Planning...8
Taking Action10
Reflection...13
Conclusion.16
Bibliography..17
Appendix....17

Page 2 of 19

Acknowledgements
I would like to first thank a few incredible people; without their help, this project would
not have been as successful or thorough.
First, I would like to extend my gratitude to the experienced softball connoisseurs who so
willingly offered, not only their advice, but their assistance in making this tournament happen
when the time comes. Rick Doran, Marina Quiroz, I thank you.
I would also like to voice my appreciation for my mother in running me all over the city
to talk to experts, visit softball fields, and of course play the game I love. Thank you for being so
patient while I sat in offices with person after person, asking question after question. The
repetitiveness was exhausting, I know, so thank you.

Page 3 of 19

Introduction
In grade one, I began my softball career. I played for the Queen Bees with NYS Little
League, and I fell in love with what I was doing. In grade nine, I began my DECA career. I made
it to finals at state, and for a second time in my life, fell in love with what I was doing. They say
if you love what you do then you never truly work a day in your life, and through this personal
project, Ive found a way to bring together the two things I love which has made the work
extremely enjoyable.
I incessantly asked myself how I could potentially bring softball and the business of
DECA together as a basis for this project, and after weeks of experimenting with the idea, I
found myself at a softball tournament paying to buy a few softball bows. At first, I ran with the
idea of making and selling bows, but I later caught myself finding that I could do something even
greater than that. Instead of limiting myself to running a booth or station at a tournament to sell
the product, I could run the tournament entirely as a product; thus providing the genesis of my
official personal project.

Page 4 of 19

Investigation
Goals
The goal of my personal project is to acquire ample knowledge to the point of which I
reach the ability to host, and assist others wishing to host an organized and successful
fundraising softball tournament.
Part of my project was to share my expertise with my teammates and coaches through a
professional presentation with the goal for them to feel comfortable possibly hosting their own
tournaments in the future (with my assistance).

Global Context*
The global context that best matches my project is Identities and Relationships. This
context can be described as exploring identity, along with relationships including families,
friends, communities and cultures. Figuring out how to combine business and softball, two things
that make up much of who I am as a person, is definitely part of the exploration of identity
portion of this context. Forming new relationships with those previously unknown to me in the
softball community partnered with building different types of relationships between myself and
already known family and friends obviously exemplifies the piece of exploring relationships.
Essentially, the process of seeking large amount of information on successfully implementing a
fundraising softball tournament reinforced my understanding and connection to the importance
of identities and relationships as a global context.

*A list of global contexts to choose from was provided to each of us from our advisors.

Page 5 of 19

Research
Before beginning this project, I had attended several softball tournaments including
mens slow pitch, co-ed slow pitch, club benefit, and club competitive non-benefit tournaments.
This provided me with a basis of knowledge concerning what would be generally prevalent to a
consumer at a tournament; however, I had little-to-no knowledge about the logistics and behind
the scenes of hosting a tournament. To that end, I determined that I would need to interview
experienced hosts for information on these topics, especially due to the fact that you simply dont
know what you dont know, and go into further research on any new information brought about
in the interviews. I also searched online for blogs with general information and sporting goods
websites for pricing, brackets, and timelines for a tournament.
Most of my research was completed by interviewing two tournament hosts, each of a
different softball organization. My research can be divided into two main parts: learning about
logistics, and learning how to carry them out.
Though both interviews provided much information to me, neither really offered specifics
on the best, or most efficient/successful, things to use (i.e. best fields, concessions, cities, etc.).
For this, I turned to several city and sporting websites. The city websites showed that there are
numerous fields to consider when choosing one for a tournament and each is different so one can
be catered to your tournament specific needs.1 For example, some offer smaller fences for little
league teams, others offer anything from volleyball and basketball areas to plenty of parking with
lit fields, and many offer a combination of these.2 City websites also assisted in pricing; however,
in this case most fields are the same price per city, so its not as catered to your needs.3 Sporting
websites shed light not only on pricing for equipment and concessions4, but also what to offer as

Page 6 of 19

extra fundraising outlets and tournament organization such as offering raffles, stalls, and
sponsorship.5
The interviews provided information on numerous topics. The interview with Marina
Quiroz focused on the who. Who should I get to help run the tournament (concessions, scorekeepers, etc.), who should play in the tournament, and who should be spending money on the
tournament. Essentially, she suggested that I more so organize and manage others, while they
actually carry out most of the small tasks so I can focus on keeping the guests entertained and
everything running smoothly in case something doesnt go to plan.6 I also should enlist friends
and family members to do what they can to cut down on costs. She mentioned that anyone with a
team should be able to play as long as they are all under the same category of the tournament, for
example, if its an adult co-ed tournament, a team can be comprised of anyone over the age of 18
that will play without fear of imminent injury.7 The interview with Rick Doran gave a broader
look on the how-to. He offered information such as how to supply most equipment, what to do
for the winners, bracket options, and fields hes previously used with success.8 Primarily, all
other gathered knowledge was based off of these two interviews and led to acquiring more
knowledge than originally seen as necessary.
The origin of the interview information came from a primary source, Rick Doran, who
has hosted several fast pitch tournaments for his AZ FORCE Softball Organization. Meeting with
Rick Doran was for the purpose of acquiring knowledge on how to host a fundraising softball
tournament. He was willing to speak to me since I had previously played under an AZ FORCE
team and had consistently seen him for batting lessons during such time. He mentioned his
willingness to assist in hosting a tournament several times throughout the interview. Considering
Mr. Doran has successfully hosted quite a few tournaments, his help and knowledge is of great

Page 7 of 19

value. He is from Mesa, Arizona and currently heads a fast pitch organization, which may
explain why he repeatedly suggested hosting a fast pitch tournament in season rather than an
adult slow pitch tournament during spring. Mr. Dorans wealth of information is of great use,
especially when hosting a fast pitch softball tournament; however, this knowledge is limited
concerning how to host a slow pitch tournament. Most may still be useful, but it requires
additional outside information.

Page 8 of 19

Planning
Criteria
I created four measurements of success to be evaluated in a single survey: two for the
relay of information, two for trust in my knowledge of material. My goal was for 80% of the
viewers to have faith in my assisting or hosting a tournament with them, 65% of viewers to be
comfortable or maybe comfortable hosting their own tournament, and 90% of viewers to have
learned something new. I felt that if these goals were met, I would have enough of a following to
potentially assist in hosting future tournaments. Looking at results, it seemed reasonable for a
majority of my club softball team to be on board with the shared information since they had
experienced much of it firsthand while actually attending similar events.

Plan and Process

The plan began with first gathering as much information as possible in order to
eventually know enough about the process whereas I could successfully host my own
tournament. The next step would then be to share my knowledge with those in my community I
know would be interested in learning about the subject and relay it in such a way that they would
be comfortable doing what I plan to based on the information I can provide to them. Eventually, I
would like to start my own business planning tournaments for others, or at the very least host my
own. I will create business cards and a temporary website as my final product to reach the
greatest audience (and market) possible.

Page 9 of 19

Timeline
MONTH

ACTION

NOTES

DEMBER 2014

MEETING I WITH ADVISOR

TALK ABOUT INITIAL PROJECT AND

DECEMBER 2014

MEETING WITH MARINA QUIROZ

GOALS
DISCUSS THE WHO AND HOW OF
TOURNAMENT

JANUARY 2015

MEETING WITH RICK DORAN

DISCUSS BASIC LOGISTICS OF

TOURNAMENT

JANUARY 2015

ONLINE AND INITIAL MEETING RESEARCH COMPLETED

FEBRUARY 2015

BEGIN WEBSITE AND BUSINESS CARDS

MARCH 2015

SHARE TO TEAM

APRIL 2015

COMPLETE WEBSITE (GOAL)

(APRIL 2015)

MEETING WITH SCOTT STEVERSON

HELP WITH TOURNAMENT (AUGUST?)

(APRIL 2015)

MEETING WITH MIKE GRIMALDI

KILLER BEES TOURNAMENT

PPT, CARDS, AND SURVEY

POSSIBILITY

Page 10 of 19

Taking Action
Creating the Product/Outcome
After research was completed, I began work on my project. I developed business cards to
hand out to friends, family, teammates, and other interested persons in case they are ever wanting
to host their own tournaments. They can now easily contact me and I can direct them to certain
places for information or share my personal expertise.
My final product was put together using previous knowledge of how to create business
cards and websites through utilizing Microsoft Office programs. I created business cards using
Publisher, and Powerpoint/Word to create my website outline. The website will be comprised of
a page containing links to websites for easy access to useful information, links to tournament
websites for users to attend to watch or participate in, and a page dedicated to this learning
experience.
In my share experience, I handed out business cards to my team mates for them or
anyone they know to contact me with questions, etc. I also presented a PowerPoint on a general
outline of what I have learned.

Demonstrated Thinking
Over the four-month process and completion of my project, I was able to apply what I
had learned from my research to create an almost-ready-to-use website for easy access to how-to
host a fundraising softball tournament and business cards to easily spread my name and website
to others interested in hosting/learning how to host their own tournament. The sources that

Page 11 of 19

provided the greatest amount of information to allow the creation of these would be the
interviews. Due to the lack of information online about softball-specific tournament how-tos,
interviews became the most reliable source of information. It also helped that I had previous
relationships with those being interviewed I could verify their credentials and expand upon our
previous associations.
A major difficultly was trying to arrange interviews since they were incredibly busy, but
as soon as someone contacted me with an opening in their schedule I fortunately was able to find
a last-minute way there. My mother was extremely helpful in this situation since I could not yet
drive myself. Without her Im sure I wouldnt have nearly as much information as I was able to
gather. Ive come to realize the importance of having those that will assist you at a moments
notice.

Communication and Social Skills

My personal project demanded I use and further develop both my communication and
social skills. Through creating a website, I have demonstrated communication skills by sharing
ideas with multiple audiences using digital platforms and several forms of media (blog and links
list). By providing a comments and questions page on the website and survey, I am also receiving
meaningful feedback that I can translate into making my website and presentations more
effective. The personal project notebook helped keep this project organized and provide a place
to set goals and deadlines, thus demonstrating development in organizational skills. Furthermore,
where there was so much to be learned in the process of this project, I was able to work on my
information analysis skills to collect, record, and verify data by meeting with experts then

Page 12 of 19

meeting with another and checking on the internet to make sure all gathered information was
relevant and correct. By accessing information to not only be informed, but to also inform others
also helped to develop my information analysis skills through researching and sharing in my
share experience and website.

Page 13 of 19

Reflection
Final Evaluation
I created three measurements of success to be measured in a single survey: two for the
relay of information, two for trust in my knowledge of material. My goal was for 80% of the
viewers to have faith in my assisting or hosting a tournament with them, 65% of viewers to be
comfortable or maybe comfortable hosting their own tournament, and 90% of viewers to have
learned something new.
I met all three goals. Even though these goals were met, barely 68% of viewers felt they
would be comfortable hosting their own tournament. If given the opportunity, next time I would
improve upon the long term acquirement of information to others. I could do this perhaps
through creating a handbook, or team of trained tournament workers to assist in their endeavors.
Where I was successful in 90% of viewers learning something new, next time I would
survey what it was they learned that was new. Then I could branch off of that even further and
provide extra information on the new material, especially if most of the viewers were learning
the same thing for the first time.
Finally, all but one person felt they could host a tournament with my help. This is very
pleasing to me because it shows that people really do have faith that I could pull off a tournament
for them, which leads me to believe that after I do a couple, I could definitely have people
willing to work with me to put on their own and I could begin a business off of this when the
time comes.

Page 14 of 19

Knowledge and Understanding

My experiences throughout the personal project enabled me to further my knowledge of
the personal project process and improve my understanding of personal expression as a global
context. Through acquiring topic knowledge, I was able expand it to not only what goes into a
tournament, but how my team can participate more appropriately at such events and how I can
run such event more efficiently. I also was able to reach an audience with previous knowledge on
the topic area and expand their information on the subject as well.
On a global scale, learning about softball tournaments is pretty insignificant, but when I
was able to relay information I gathered in the process, it became much more than that. I now
know that I can successfully handle new information built on top of previous knowledge to pull
together as much as possible and make it relatable in such a way that others will understand and
utilize. I have reached more people than just myself, and on a global scale, thats a lot more
useful than me researching and putting together a website on hosting a softball tournament.

Personal Growth
As my project came to a close, I have had the opportunity to reflect upon my growth as
an IB learner. I have become more knowledgeable, a better thinker, and communicator. Research
in the personal project allowed me to acquire copious amounts of information about softball
tournaments, but also about communication styles, and how seemingly insignificant details or
skills can withhold global significance. Developing my thinking and communication skills came
hand in hand in this project. When there were issues with scheduling dates or times, I had to
think and figure out how to solve the situation should I reschedule? Who can I get to take me to

Page 15 of 19

where I need to be? Where should we meet after all? Then I would have to communicate back
to the interviewee, and to anyone helping me get from one place to another.

Page 16 of 19

Conclusion
My project was a satisfying challenge. Beginning with wanting to simply host a
tournament and expanding to informing and helping others to do theirs instead was possibly the
most important decision I made in the entire project. I learned that its not all about the outcome.
Its about how you get there and what you do with your skills along the way. I learned that one of
the most important tools you need to do just about anything is people. When you have those to
back you up or help you out with something you cant do on your own (like drivingyet) its
good to know someone to count on. Like Pat Riley once said, Great teamwork is the way we
define our careers. When we pick something we love to do and want to carry out our entire
lives, we cant do it alone. Eventually, youll need something someone else has to offer, or youll
have something someone else needs you to offer. Building relationships not only makes getting
through life easier, but helps once youve achieved your goals or found your career. Life is not
enjoyable when the only person you have to enjoy it with is yourself. Given the opportunity to go
through this project again, I would absolutely try to contact more people and ask for more
information from them and hopefully plan to host a tournament with my new team of individuals
that I could build through the project.

Page 17 of 19

Bibliography
1. "Recreation Centers and Sports Facilities." Mesa AZ. Accessed March 20, 2015.
http://www.mesaaz.gov/things-to-do/parks-recreation-commercial-facilities/recreationcenters-sports-facilities.
2. "Recreation Centers and Sports Facilities." Mesa AZ.
3. Ibid.
4. "Fastpitch Softballs." Dick's Sporting Goods. Accessed January 17, 2015.
http://www.dickssportinggoods.com/family/.
5. "Sports Fundraising Ideas." Better Fundraising Ideas. Accessed January 23, 2015.
http://www.better-fundraising-ideas.com/sports-fundraising-tournament.html.
6. Marina Quiroz. Interview. December 22, 2014.
7. Ibid.
8. Rick Doran. Interview. January 3, 2015.

Appendix

Page 18 of 19

SURVEY
Would you be more comfortable hosting your own tournament after viewing this presentation?
YES

NO

MAYBE

PREFER NOT TO ANSWER

Would you be willing to have the presenter assist in hosting a tournament for you?
YES

NO

MAYBE

PREFER NOT TO ANSWER

Would you be willing to have the presenter organize a tournament for you?
YES

NO

MAYBE

PREFER NOT TO ANSWER

On an overall scale how would you rate this presentation on a scale of 1-10 of how much youve learned? (1 learned nothing
new, 10 the entire presentation was new information)
1

10

COMMENTS/QUESTIONS/SUGGESTIONS:
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________

BUSINESS CARD: