What are the responsibilities and job description for the Tournament Director position at Prep Baseball Tournaments?
The Tournament Director serves as the primary on-site operational leader for assigned Prep Baseball tournaments and facilities. This role is responsible for ensuring each tournament is executed safely, professionally, on schedule, and in accordance with Prep Baseball operational standards and customer experience expectations.
The Tournament Director manages on-site staff, oversees game and field operations, and serves as the primary point of contact for coaches, umpires, facility partners, vendors, and families throughout event weekends. Major operational issues, financial decisions, and customer escalations are elevated to the Regional Tournament Director and/or Vice President of Operations as necessary.
This role requires strong leadership, sound judgment, calm decision-making under pressure, and the ability to travel regularly to tournament and facility locations.
Position Responsibilities
Tournament & Facility Operations
- Manage all complex operations and daily event scheduling.
- Coordinate all field and game operations with teams, coaches, facility partners, and umpires.
- Conduct pre-event readiness checks, including field conditions, signage, equipment, staffing plans, scorekeeping coverage, parking flow, and communication plans.
- Lead daily staff huddles and assign responsibilities for field operations, customer service, scoring, site cleanliness, and issue escalation.
- Monitor weather conditions and coordinate delays, schedule modifications, field closures, and communication updates in partnership with the Regional Tournament Director and Operations leadership.
- Submit post-event recaps outlining attendance, operational issues, staffing performance, customer feedback, facility concerns, and recommended improvements.
- Ensure all Prep Baseball policies regarding safety, sportsmanship, game operations, and customer experience are consistently enforced.
Staff Leadership & Development
- Oversee hiring, onboarding, training, scheduling, and development of quad managers, scouts, interns, and event staff.
- Develop and implement training programs and operational standards for new employees and seasonal staff.
- Provide direct supervision and performance feedback to on-site personnel during events.
- Foster a positive, accountable, and team-oriented culture.
Business Operations & Revenue Accountability
- Own annual operating performance, including tournament volume, field utilization, rental revenue, labor management, customer satisfaction, and budget performance.
- Build and maintain a year-round facility calendar maximizing tournaments, leagues, camps, rentals, practices, sponsorships, and community-use opportunities.
- Develop and execute local and regional sales strategies to grow participation from travel organizations, schools, camps, leagues, and rental partners.
- Prepare operating forecasts, monitor budget-to-actual performance, manage purchasing and labor controls, and identify opportunities to improve profitability and customer experience.
- Manage tournament administration, including registrations, payments, contracts, scheduling, and event logistics.
Relationship Management
- Serve as the primary point of contact for coaches, organizations, facility partners, and customers during events.
- Work directly with umpire assignors, retail vendors, sponsors, hotel and housing partners, and other event stakeholders.
- Build and maintain relationships with local, regional, and national travel baseball organizations.
- Maintain and grow marketing partnerships and sponsorship relationships.
- Identify and develop new revenue opportunities for existing and future events.
Brand & Customer Experience
- Protect and enhance the Prep Baseball brand by maintaining a professional, solutions-oriented presence with coaches, players, families, vendors, and facility partners.
- Ensure facilities and events consistently meet Prep Baseball standards for presentation, cleanliness, professionalism, and customer experience.
- Successfully resolve conflicts and customer concerns while maintaining professionalism and operational consistency.
Basic Qualifications
- Bachelor's degree preferred; equivalent experience in sports operations, venue management, parks and recreation, event management, or related fields will be considered.
- Reside in or be willing to relocate to the Richmond metropolitan area.
- Demonstrated professionalism, accountability, sound judgment, and personal integrity.
- Excellent communication, problem-solving, organizational, and interpersonal skills.
- High energy level with a strong work ethic and willingness to work in a fast-paced environment.
- Flexible and adaptable schedule, including evenings, weekends, holidays, and travel as required.
- Self-starter with the ability to build and maintain strong relationships.
- Proficiency with Microsoft Office and Google Workspace applications.
- Proven leadership experience managing teams and developing employees.
- Ability to present oneself in a professional manner in all settings.
- Demonstrated experience in conflict resolution and customer service.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.