Save Money for Forensic Programs
May 16, 1998
updated July 27, 2013
Prepared by Jim Hanson
This
document seeks to provide suggestions, encourage research, and present concrete
proposals to reduce financial barriers to participation in forensics. This
document is in progress and we seek your suggestions for improving it. Please
e-mail Jim Hanson at jim@wcdebate.com and
provide additional ideas or revisions to the ideas contained in this document.
Questions or Comments? Send mail to Jim Hanson at jim@wcdebate.com
On this web page, there are suggestions for the following:
1. Ways to Lower Fees at Tournaments you Host
2. Ways to lower the cost of Research
3. Reduce Costs of Travel to Tournament
1. LOWER
FEES AT TOURNAMENTS
TOURNAMENT
DIRECTORS--LOWER THE COST OF TROPHIES
- Get
bids for low cost trophies. Send out an RFP (Request for Proposals)
itemizing the desired trophies and asking local vendors for binding bids.
Choose the lowest bid.
- Use
local art for trophies. Consider encouraging students in your school's art
department to do projects to make trophies.
- Use
ribbons, certificates, flowers, old trophies, typewriters for awards
- Use
less expensive trophies like less wood and marble, more glassware, toy
animals, pottery, and t-shirts
TOURNAMENT
DIRECTORS-HELP NEW, POORLY FUNDED PROGRAMS
- Waive
or reduce fees for new programs and programs with small budgets
- Include
a statement in your invitation that explicitly requests poorly funded
programs to contact you about fee waivers.
TOURNAMENT
DIRECTORS-LOWER THE COST OF JUDGING
- Try
to get volunteer judges; encourage local business leaders to judge and
write letters for their efforts
- Require
teaching assistants, including those not in the speech-debate program, to
judge rounds for the program. Make it part of their job; it helps you and
gives them something to put on their Vita.
- Encourage
alumni judging as a "donation" to the program
- Make
a requirement in an undergraduate class (basic public speaking;
argumentation and debate class) to judge at your tournament (especially
your high school tournament). You can also give extra credit for judging
or establish an assignment in an undergraduate class to write critiques of
public presentations and let the students do judging at the tournament to
fulfill the requirements of the assignment.
TOURNAMENT
DIRECTORS-GET SPONSORS FOR YOUR TOURNAMENT
- Look
for sponsorships for the tournament; have them pay for trophies, ballots,
etc.
TOURNAMENT
DIRECTORS-LOWER TRAVEL COSTS FOR PARTICIPANTS
- Offer
discounts for long-distance travelers
- Offer
free lodging in residence hall rooms, student rooms, gyms, etc.
- Provide
transportation from the tournament hotel to the tournament site and from
the airport to and from the hotel. This reduces the need for expensive
rental vans and cars. You can save programs hundreds of dollars by doing
this.
- Design
your schedule so that other people need to spend the least number of
nights at a hotel. This can save programs hundreds of dollars in hotel and
food costs and it means students and coaches spend more time at home. As
you do this, maintain concern for safety for when people travel to and
from the tournament. For example, start your tournament Friday evening and
end mid-day Sunday.
- Arrange
discount rates at hotels for your tournament, especially if you have a
tournament hotel
- Work
with other schools to offer swings to provide most the rounds for the
buck. Consider hosting two tournaments at your school during one weekend.
For example, maybe a short IE tournament on Friday
before you begin your regular tournament on Friday evening.
TOURNAMENT
DIRECTORS-IDEAS AT THE END OF YOUR TOURNAMENT
- Send
portions of profits to groups supporting debate like the IMPACT coalition,
the Soros foundation, the Urban Debate League, and Daniel Webster
foundation.
- Send
letters to the administrations of programs who participated at your
tournament and laud the achievements of the students and coaches at the
program. This builds up support for the program.
2. REDUCE
TRAVEL COSTS TO TOURNAMENTS
COACHES-FIND
LESS EXPENSIVE HOUSING/HOTELS
- Share
hotel rooms. Be sure to check your school's regulations concerning this
- Get
roll-aways for hotel rooms so you can fit 5 in a
room
- Request
discounts from hotel chains that you frequently visit. Super 8, for
example, has a VIP program.
- Request
discount rates, AAA discounts, corporate rates, special rates, government
rates, etc.
- Stay
at cheaper tournament motels and hotels like Motel 6's etc.
- Drive
an RV on long trips. Watch movies on the way to nationals, eat without
stopping, and sleep in a bed.
- Stay
at homes of alumni, students, parents, etc.
- Stay
in residence hall rooms, a gym, etc., at the tournament you attend.
COACHES-REDUCE
THE COSTS OF FOOD
- Buy
an ice chest and fill it with sandwiches and cold drinks.
- Pack
lunches for the drive instead of fast food; it is healthier and cheaper.
- Buy
groceries instead of eating out all the time
- Go
to cheap food, fast food. Remember, as a coach, you may have more
disposable income than students
- Students
with food plans on their home campus can get meals packed to take along,
at least for the first day.
- Request
free food at tournament schools with meal plans from the same food service
company.
COACHES-REDUCE
TRAVEL COSTS
- Drive your own cars and have students drive their own
cars to tournaments.
- Share vans or rent a bus to tournaments. Have one coach
in the area work out the logistics and then other schools should
cooperate.
- Note: Be careful about driving
personal cars and sharing vans among schools Talk with your school about
their rules for this.
COACHES-GENERAL
TOURNAMENT COST REDUCTIONS
- Choose less expensive tournaments and tournaments with
lower fees
- Go to tournaments that are closer.
·
Questions or Comments? Send mail to Jim Hanson at jim@wcdebate.com