KBF PARTNER EVENT PLANNING GUIDE
Who? KBF Partners are clubs, tours, and events that align with Kayak Bass Fishing, LLC (“KBF”) with benefits and commitments laid out in an annual KBF Partner Agreement. This page is for KBF Partners that are exploring hosting a KBF-sanctioned event.
What? This is a guideline with job aids (e.g., check-lists, data sheets), instructions, resources, policies and procedures that a KBF Partner uses in planning and conducting a KBF TRAIL Series Tournament, a KBF OPEN, or other KBF-affiliated competitive event.
When? After an organization commits to be a KBF Partner, it can explore opportunities for mutually-beneficial events that run from January through November each year.
Where? KBF-sanctioned events are hosted by KBF Partners on lakes and rivers in their own backyards. Ideally, it’s in an area where a local chamber of commerce, tourism bureau, or economic development council or agency can support and help defray the expenses of organizing, promoting, and hosting an event that draws competitors from a multi-state region.
How? Below are resources, advice, and guidelines that explain the steps involved in organizing and running a KBF-sanctioned tournament: what you should expect from KBF, and what you will be expected to contribute in order to run a successful event.
Event organizers and directors are asked to use an online KBF Event Planning Data Form to provide and update information KBF needs to create and communicate about your event.
Why? KBF-sanctioned tournaments and events increase awareness of kayak bass fishing in general and the Partner, specifically, on a local and regional level. They reinforce the Partner’s brand and increase the number of active club or tour participants. These events also recruit new KBF Members, support KBF sponsors, and enable KBF to fulfill its mission to grow the sport of kayak fishing, build community, provide rewarding competitive opportunities, and drive innovation.
In addition, KBF has in 2018 added another big “Why?” in a new rewards program.
KBF TRAIL TD REWARDS PROGRAM
- One active Tournament Director for each KBF TRAIL Series will receive a paid KBF Annual Membership for the calendar year in which the event takes place—a $50 value. ($50 KBF Gift Card if the TD is a Lifetime Member or has already paid his KBF Annual Membership Dues for the year.)
- Tournament Directors who actively engage with and provide significant assistance to KBF Leadership in securing Sponsorship, Venue/Tourism Grants, or other event or series monetary funding are eligible to receive a percentage of the funding as a Referral Reward.
- For funding amounts of $1,000 to $4,000, the Tournament Director will receive 10% of the funding amount as a cash payment may elect to receive KBF Sponsors’ Products worth 14% of funding based on retail value.
- For funding amounts of $4,000 or more, the referral rewards percentage doubles. The Tournament Director will receive 20% of the funding amount as a cash payment may elect to receive KBF Sponsors’ Products worth 28% of funding based on retail value.
- Tournament Directors may choose to redirect the Referral Award to the Partner club, tour, organization, or business they represent.
There are many ways to plan, prepare, and run a kayak bass fishing tournament. A few of them offer a high probability of success. Here’s KBF’s approach:
- Partner aligns with KBF; executes Partner Agreement
- Partner meets minimum requirements for hosting a KBF-sanctioned event:
- In existence at least one year
- 20+ Members
- Officer or Member commits to coordinate and direct event
- Partner formulates its own mission, goals and objectives and identifies how hosting a KBF-sanctioned event will help it achieve its ends (leading to ground-level organizational buy-in and commitment)
- Partner identifies venue
- Venue host chamber, bureau, or agency, with contact information
- Public-use lake and/or river suitable for 30+ participant competition, with public access
- Potential tournament HQ, with suitable facilities
- Identifies required permits, rentals, user fees, authorizations
- Identifies three potential tournament dates (“T-Day”) with which local/regional events do not conflict
- Partner prepares and submits proposal to KBF (MemberPlant KBF online form)
- KBF follows up with Partner Contact in a conference call:
- Coordinate event with KBF schedule
- Strategic planning, Q&A
- Preliminary plan and straw-man budget
- KBF and Partner develop and submit an event proposal to Venue Host; follow up, establish goal congruencies, schedule, and obtain grants or other funding. [KBF’s NATA 2017 Event Liability Insurance Policy] (NATA Certificate of Membership] Note: NATA’s policy renews on March 18 of each year.
- Draft, finalize, and execute agreements
- KBF Partner Event Host Agreement
- KBF – Venue Host Agreement
- Develop comprehensive Project Plan (3-month ramp-up to event)
- Identify tasks, timelines, critical path, roles & responsibilities, resource requirements, and deliverables.
- Develop administrative, marketing and operational assets and collaterals
- Coordinate ad-hoc and through project conference calls at T-12 weeks, T-9 weeks, T-3 weeks, T-2 weeks, T-1 week
- Prep—When it comes to awards, you have only one shot to get it right. so this checklist should be followed to ensure that you get it right the first time. Here’s what you’ll need:
- List of KBF Members and non-members participating in the event, plus names of registered KBF BONUS BUCKS Participants
- The number and amounts of Cash Prizes and BONUS BUCKS awards.
- KBF Presentation Check
- Expo dry-erase marker (black, big-nib)
- Rubbing alcohol swabs or bottle and soft paper towels
- Photographer & camera
- Adequate front lighting and event banner or setting that promotes venue host or event sponsors
- Competitors (keep them around by awarding door prizes last)
- IRS W-9 forms to be complete by each one who wins cash, bonus, or products
- Mailing label for shipping carton.
- Conduct captains meeting on-site, unless a virtual captains meeting was produced and is available on YouTube.
- Distribute KBF Identifier Forms and provide Event Codes (TRAIL in bottom-center box, Brawl in bottom-right box)
- Ensure all competitors are present or accounted for at check-in time.
- Review scoring and identify prize and bonus winners
- Use Expo dry-erase markers to fill out presentation checks and select or set up photo backdrop
- Award prizes and bonuses before distributing any door prizes to encourage competitors to remain for the entire ceremony.
- Post-tournament wrap-up/follow-up
- Prize and bonus disbursements, AOY Points allocations, KBF-NC Slot awards
- Reporting to sponsors, venue hosts
- Lay foundation for future events
- Announce one cash prize for every ten registrants
- Refer to the 2018 KBF TRAIL Series Prize Payout Chart [Open PDF]
- Distribute a W-9 Forms to every prize winner and request that he fill it out completely, including his SSN and signature.
- Mail completed W-9 forms to KBF, 170 E Main St Ste D, Hendersonville, TN 37075; or for faster payout, scan and email them to firstname.lastname@example.org.
KBF BONUS BUCKS
- BONUS BUCKS are awarded ONLY to KBF Members who place 1st and 2nd, and sometimes 3rd (for 75 or more registrants). Refer to this chart:
- NOTE: No KBF Members (or non-member competitors) who finish below 3rd place are eligible for KBF BONUS BUCKS in KBF TRAIL Series Tournaments
Presentation Checks & Photo Ops
- You will receive, by USPS or UPS, a carton with a 3-foot wide presentation check and an email from KBF with a return/forwarding shipping label in PDF format.
- Unpack the check and save the bubble-wrap packing material and carton for a return or forwarding shipment. It either goes back to KBF or to the next KBF TRAIL Series Tournament Director.
- Recruit someone with decent equipment and good photography skills to take a photo of each prize winner holding a giant check.
- Referring to the illustration on this page, print (A.) host organization, (B.) the date, (C.) recipient’s name, (D.) amount of the prize + bonus (if any), and then (E.) event name printed in black dry-erase marker.
NOTE: KBF’s presentation checks are mounted on PVC board and laminated with a clear film. Please use only EXPO dry-erase markers, the brand most compatible with the check’s laminate film and leave the least residue on the surface.
- Between presentations and after you’re finished, clean the surface with rubbing alcohol and a clean cloth or soft paper towel. (Dry-erase board spray cleaners contain abrasives, which will damage the laminate surface.)
- Wrap the presentation check with bubble-wrap, insert it in the shipping carton you saved earlier, tape it, attach the mailing label that KBF will email to you as a PDF, and take it to a US Post Office or mail drop.