Organiser Manual Vol.3

(Internal SOP – For Organisers Only)

Pad Thai Padel Championship Vol.3 –

Organiser Manual (SOP)

1. League Mechanics

• Organisers (all): Must know the format of every division and explain it to players if asked.

2. Reschedules

Teams can let us know of 1 day they are unavailable at the time of sign-up.

Schedule numbers mean that every Wednesday and Sunday, we have one free time-slot to accommodate a rearranged match. So these are possible at the beginning, and ongoing if we can.

Teams can also ask for 1 reschedule once the league is underway.

Any reschedule request after that, must come at their own cost.

Process:

1. Team requests to Host or Reception → Host and Reception acknowledge

2. Host works with David to plan reschedule date and offer to both teams

3. Once teams agree → Reception updates Excel with new match and delete

• previous one.

4. Reception notifies David in Slack #ptp-championship-bookings with the

• confirmed new slot.

Slack Message format:

• Title: Reschedule request approved: Division/Category (e.g. Male D1)
• Team A names & team_code
• Team B names & team_code
• Original slot (day/date/court/time)
• New slot (day/date/court/time)

Reschedules will be limited to wednesdays and sundays. teams may then have to play twice in a day to accommodate.

3. Substitutions

• No subs will be allowed. Instead we will focus on reschedules, and see if improvements come with the ‘set-days’

Finals Day

• The finals day will be announced at the start of the tournament. If a team can not fulfil their team on finals day when they qualify, a sub may be chosen from the remaining 8 players from their league.
• The player must be of a lower level than the current player needing replaced, unless they are the lowest level player in the division. Then, we aim for the player closest in level.

4. Using the App

• Players must enter scores in the app.
• If no score → match doesn’t count.
• Organisers do not enter scores unless conflict.
• In disputes → escalate to David.

Responsibilities:

• Players: Enter scores after every match.
• Reception: Remind players at check-in/out.
• Host: Monitor and encourage players to do straight after match.
• David: Resolve conflicts in app scores.

5. Match Protocol

Before the Match

• Players check in 15 minutes before slot.
• Reception confirms balls, court, and slot.
• Host set up the court, balls and towels and materials, as well as the speaker

Delays

• 15 minutes late → opponent may claim walkover (2-0).
• If opponent agrees to play → slot cannot be extended.
• If match unfinished → score stands with games/sets played.

After the Match

• Teams must enter score in the app.
• If missing → match not validated.
• If conflict → escalate to Álvaro.

Responsibilities:

• Reception: Track arrivals/check-in, check with players court and reminder for the scores.
• Host: Set balls/court assignment, enforce walkover rule if team is late, remind about score entry.
• Álvaro: Handle escalated conflicts.

6. Roles & Responsibilities

Som (Host)

• Greet players and manage check-in.
• Ensure matches start on time.
• Handle substitutions (manage WA groups and communciations).
• Handle reschedules (manage WA groups and and communciations).
• Report incidents/disputes to Álvaro.

Reception (Pad Thai Padel)

• Keep Excel updated at all times.
• Record all reschedules and subs.
• Share slots in WA groups.
• Notify Álvaro only once changes are final.
• Support Host with player check-in and communication.

Álvaro

• Oversees official changes (reschedules, substitutions).
• Final authority in disputes.
• Updates app schedules and standings.

Important:

• Host + Reception must work as one team.
• Host manages players in WA groups; Reception updates Excel and communicates final info to Álvaro.
• This prevents mistakes and keeps the workflow clean.

7. Quick Conflict Resolution

• Late arrival: Reception checks time; if 15 min late → Host confirms walkover if opponent claims.
• Score disputes: Host/Reception escalate to Álvaro.
• Rain: Host/Reception trigger reschedule → WA group, Excel update, notify
• Álvaro with final slot.
• Aggressive behaviour: Immediate report to Álvaro → possible disqualification (per Player Handbook).