Scheduling Exception for “Special Tournaments”:

The City recognizes that a tournament director may wish to schedule City outdoor sports facilities for a special tournament. A special tournament is defined as a competitive sporting event in which the participants or teams are not allowed to participate unless they have met the sponsoring organization’s established qualifying guidelines. This typically involves placing in a preliminary tournament or event at a designated level (i.e., first or second). Special tournaments generally need to be scheduled farther in advance than other tournaments, and this exception is designed to accommodate this need. Some examples of special tournaments are Nationals, Regionals, Worlds, or State championships.

The director of a special tournament is to inform the sports staff as far in advance as possible of the intent to request this scheduling exception. When the City receives a special tournament request, the sports staff will organize a meeting of all known users or groups interested in reserving outdoor sports facilities that are affected by the request. This group will discuss the request and the feasibility of fitting it into the schedule. The input from this group will be considered before the City staff makes a final decision concerning the request.

The following parameters will be used in making a final decision concerning a special tournament:

1. All regularly scheduled local league play will have priority over a special tournament.
2. The ability to accommodate the needs of the special tournament and the impact the event may have on City staff and/or other park or outdoor facility users.
3. If the facility or facilities requested for a special tournament are available but requested by more than one group for the same dates, the conflict will be resolved based on the following prioritized criteria:

1. Use priorities set forth by these scheduling guidelines will be applied.
2. If the requesters have the same priority, the user who has scheduled City facilities for the longest time (seniority) will have priority.
   

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