Tournament Hosting Information

 


WHAT ARE MY RESPONSIBILITIES AS A TOURNAMENT ORGANIZER?

The Tournament Organizer is responsible for the following:

  1. Ensuring the tournament is played under Hockey Canada Official Playing Rules and complies with Hockey Canada, Hockey Alberta and Hockey Calgary Regulations and bylaws.
  2. Obtaining the official team roster and travel permit for any team attending from outside Calgary.
  3. Contacting the appropriate League Chairperson or Governor immediately if a suspendable offense or incident write up by the officials occurs.
  4. Adding the tournament games to the Hockey Calgary website by deadline listed so that officials can be assigned.
  5. Retaining the white (top) copy of the official game report, entering the game details and uploading a PDF copy of the official game report at the Hockey Calgary website within 24 hours of completion of the tournament.

According to Hockey Alberta Regulation 11.1(d), "Subsequent tournament sanctions may not be issued to any LMHA (Hockey Calgary) which has been found to have conducted a sanction tournament which has not conformed to those regulations which apply."

It is imperative that Tournament Coordinators understand and fulfill all their responsibilities as failure to do so may result in consequences to Hockey Calgary teams and associations wishing to host future tournaments.

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WHAT IS A TOURNAMENT?

A Tournament is an event consisting of games between three or more teams which follows an interlocking schedule and leads to an eventual winner in U11 and older age categories, U7 and U9 tournaments do not declare a winner.  There are three types of tournaments:

  • Branch Tournament - all teams attending are registered with Hockey Alberta
  • Inter-Branch Tournament - all teams attending are registered with Hockey Canada and one or more team is from another province
  • International Tournament - all teams attending are registered with their Ice Hockey Federation and one or more team is from a country other than Canada or the USA


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WHY DO I NEED A TOURNAMENT SANCTION?

A tournament sanction ensures the tournament will be played under Hockey Canada Official Playing Rules, complies with Hockey Canada, Hockey Alberta, and Hockey Calgary Bylaws & Regulations and that all teams participating are registered members of Hockey Canada or their International Ice Hockey Federation (IIHF).

It is the responsbility of the Tournament Organizer to obtain a copy of the official team roster and travel permit issued by their LMHA, Branch or IIHF.

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IS THERE A FEE FOR A TOURNAMENT SANCTION?

There is no fee to obtain a Tournament Sanction.

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IS THERE A DEADLINE FOR REQUESTING A TOURNAMENT SANCTION?

The deadline for requesting a tournament sanction depends on the type and location of your tournament.  Tournament Sanction requests may be considered after these deadlines provided the maximum number of tournaments has not been exceeded. 

  • Branch Tournaments within Calgary (all teams from Alberta)
    • Preseason (Sep 24 to Oct 21) - begin approvals on August 8 (deadline to submit request is August 27)
    • Season Break (Nov 21 to Dec 4) - begin approvals on September 30 (deadline to submit request is October 27)
    • Winter Break (Dec 22 to Jan 5) - begin approvals on September 30 (deadline to submit request is November 27)
    • Regular Season (Dec  5 to Dec 21) - begin approvals on September 30 (deadline to submit request is November 12)
    • Regular Season (Jan 6 to Feb 26) - begin approvals on November 14 (deadline to request January tournaments is December 12 and deadline to request February tournaments is January 12)
    • Post Season U7 & U9 (Feb 27 to Apr 30) - begin approvals on November 14 (deadline to submit request for is February 12 and deadline to request April tournaments is March 12)
    • Post Season U11 and up (Mar 23 to Apr 30) - begin approvals on November 14 (deadline to submit request for March tournaments is February 27 and deadline to request April tournaments is March 12)
  • Branch Tournaments outside Calgary (all teams from Alberta)
    • Preseason (Sep 24 to Oct 21) - September 12
    • Season Break (Nov 21 to Dec 4) - October 12
    • Winter Break (Dec 22 to Jan 5) - November 12
    • Regular Season (Dec 5 to Dec 21) - November 12
    • Regular Season (Jan 6 to Jan 31) - December 12
    • Regular Season (Feb 1 to Feb 26) - January 12
    • Post Season U7 & U9 (Feb 27 to Apr 30) - February 12
    • Post Season U11 and up (Mar 23 to Apr 30) - March 12
  • Inter-Branch Tournaments (one or more team from outside Alberta) - 60 days prior to the tournament in compliance with Hockey Alberta regulations
     
  • International Tournaments (one or more team from outside Canada & USA) - 60 days prior to the tournament in compliance with Hockey Alberta regulations


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IS THERE A LIMIT TO THE NUMBER OF TOURNAMENT SANCTIONS THAT HOCKEY CALGARY WILL APPROVE?

Submitting your tournament sanction request prior to the deadline does not guarantee your tournament will be approved. The number of tournaments during the Preseason, Season Break, Winter Break and Post Season periods is monitored closely to ensure:

  1. The availability of qualified officials so tournament games can be played in a safe manner.
  2. Tournaments are not cancelled due to lack of teams or interest.
  3. Calgary's ice pool is utilized in an effective manner.

Tournaments held outside Calgary

Tournament Sanction Requests for tournaments outside Calgary will be approved within 5 business days and will not be subject to any limitations.  Teams planning to host an out of town tournament are encouraged to review the Hockey Calgary Tournament Listing to ensure there are not too many tournaments already approved for their age category and tier and to apply for a Tournament Sanction as soon as possible.

*Note:  In the Banff/Canmore area, Tournament Sanctions for Body-Checking divisions in U15 and U18 will NOT be approved due to lack of available qualified officials.  

Tournaments held in Calgary - Male and Female Community

The number of Tournament Sanction Requests each weekend in Calgary will be limited to the following:

Tier U9 Tier U11 Tier U13 Tier U15 U18
1 4 HADP 3 1 3 BC1 2 2
2 4 1 3 2 3 BC2 2 2
3 4 2 3 3 3 BC3 2 2
4 4 3 3 4 3 NBC1 2 2
5   4 3 5 3 NBC2 2 2
6   5 3 6 3 NBC3 2 2
7   6 3     NBC4 2  


Tournament format must be a maximum of 4 teams and 8 games, excluding U7 (Timbits).  Exceptions may be made for tournaments with out of town teams attending where the total number of tournament games that weekend does not exceed the Central Region maximums.

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WHEN WILL I BE UPDATED ON THE STATUS OF MY TOURNAMENT SANCTION REQUEST?


Tournaments held in Calgary
  • Male and Female ELITE
    • Within 5 business days of submission
  • Male and Female COMMUNITY
    • Tournament Sanctions Requests will be reviewed after the deadline to ensure the number of tournaments does not exceed limitations
    • If the number of requests is within limitations all Tournament Sanction Requests will be approved within 24 hours after the deadline
    • If the number of requests exceeds limitations a random draw will be made from all Tournament Sanction Requests and those drawn will be approved within 24 hours after the deadline
Tournaments held outside Calgary
  • Male and Female ELITE
    • Within 5 business days of submission
  • Male and Female COMMUNITY
    • Within 5 business days of submission


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ARE TEAMS FROM OUTSIDE OF CALGARY PERMITTED TO ATTEND?

Teams from outside of Calgary are permitted to attend provided they are registered members of Hockey Canada or their International Ice Hockey Federation.  All teams from outside Calgary must provide an official team roster and travel permit issued by their LMHA, Branch or IIHF.

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CAN I HOST A TOURNAMENT OUTSIDE OF CALGARY?

Teams may host tournaments outside of Calgary.  These tournaments may only be a 4 TEAM Tournament.  The request for a tournament sanction is submitted the same as if your tournament was being held within Calgary however the deadline for submitting your request is different.

When securing ice in facilities outside of Calgary, they will often request a Certificate of Insurance form.  Hockey Canada has launched an online Certificate of Insurance form via BFL Canada.   This assures the facility that all participants are registered members of Hockey Canada or their International Ice Hockey Federation.  Once the request has been submitted, it will be reviewed by Hockey Alberta and submitted to BFL for processing. Once BFL has issued the Certificate of Insurance, it will first be sent to Hockey Alberta, and then forwarded on to the requesting member.  Please allow 10 business days for processing.

Please remind all Calgary teams attending your tournament, including the HOST team, to submit the "Play in a Tournament" form using their Team Manager user account.  A travel permit will be auto-approved and automatically sent to the team by email, and a Schedule Window will be created if appropriate.

Local ranked and certified officials must be organized through the Referee In Chief or their designate from the Local Minor Hockey Association in the jurisdiction where your games are being played.  You may not bring officials from Calgary without the permission of Hockey Calgary and Central Region and if officials from Central Region are scheduled for your out of town tournaments, mileage and expenses may apply.  It is recommended you make arrangements for officials as soon as you have your ice secured.

*Note: for tournaments in the Banff and Canmore area, you are required to contact Chris Bruce from Central Region to ensure availability of officials before committing to hosting a tournament.  Officials are not guaranteed, therefore your tournament may need to be cancelled if you do not make arrangements prior to commitment to facilities.  For the 2022-23 season, U15 & U18 Body-Checking Tournament Sanctions in the Banff/Canmore area will not be approved due to lack of available quailified officials.

*Note: for tournaments in the Edmonton area, you are required to contact the Referee in Chief for the area, Duncan MacDougall to ensure availability of officials before committing to hosting a tournament.  Officials are not guaranteed, therefore your tournament may need to be cancelled if you do not make arrangements prior to commitment to facilities. 

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WHEN CAN I HAVE A TOURNAMENT?

Tournament Sanctions may be granted at any time during the season except during the Seeding Round and Esso Minor Hockey Week.

In U11 and older age categories, it is not recommended that teams host tournaments between the end of the Regular Season and the end of City Championships.  Should a team decide to host a tournament during this period it is with the understanding that in the event of a conflict between a playoff game and a tournament game, the playoff game must be played as scheduled. There will be no exceptions made, and no league games will be rescheduled to accommodate tournament games. 

Submitting your tournament sanction request prior to the deadline does not guarantee your tournament will be approved. The number of games during the Preseason, Season Break, Winter Break and Post Season periods are monitored closely to ensure the total number of games does not exceed the maximum the Central Region can handle.

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WHAT ARE THE GUIDELINES FOR SCHEDULING GAMES?

Teams may not be scheduled to play more than three games in one day.  Where tournaments do require teams to play three games in one day, games must be no longer than 75 minutes in duration and teams must have at least one and a half hours in between the second and third games.

Tournament games do not have to follow the guidelines used for league games however they should be reasonable for the age category and location of the teams.  Games may not begin earlier than 7:00AM or after 10:15PM

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HOW ARE REFEREES AND LINESMEN ASSIGNED?
 

TOURNAMENTS WITHIN CALGARY

One of your responsibilities as Tournament Organizer is to add the tournament games using the user account login and password that was issued to you when your tournament sanction was approved.  This must be done by the listed deadline date of the month proceeding the month of the tournament or your tournament sanction may be revoked. It is imperative that the tournament games be entered in a timely manner so that the tournament schedules can be submitted to Central Region for assigning. Please be aware of the deadline dates when you receive your tournament sanction. 

Your schedule will be exported from the Hockey Calgary system and imported to the Central Region website for assigning.  All tournament games with the exception of U7 will be assigned in this method.  For U7 Junior Timbits tournaments – no referees are to be used, instructors are to be on the ice.  For U7 Senior Timbits tournaments – referees may be used at the discretion of the tournament and must be arranged through your Community Referee Coordinator.

Teams can be added right up to the day of the game however your schedule will be locked 48 hours after the tournament sanction deadline. Once the schedule is locked, you will not be able to make changes to the date, start time, duration or arena of any of the games so make sure you enter the games carefully.  Schedule changes are subject to a $15.00 per game charge by Central Region and a $10.00 per game charge by Hockey Calgary.  If you do require a change after your schedule is locked contact Hockey Calgary who will make the changes at both the Hockey Calgary and Central Region websites for you.

Every effort will be made to assign the same number of officials for your tournament games as during league games:

  • U18 - 3 man
  • U15 - 3 man
  • U13 - 3 man
  • U11 Tiers 1-3 - 3 man
  • U11 Tiers 4-7 - 2 man
  • U9 Tiers 1-2 - 3 man
  • U9 Tiers 3-4 - 2 man

The Central Region will send an invoice to the email on your tournament sanction and it must be paid prior to the first game of your tournament.  If you have not received an invoice within 7 days of the start of your tournament contact Central Region directly to inquire. Refer to the Central Region Officiating Rates for information on game and assigning fees.

Submitting your tournament sanction request prior to the deadline does not guarantee your tournament will be approved. The number of games during the Preseason, Season Break, Winter Break and Post Season periods are monitored closely to ensure the total number of games does not exceed the maximum the Central Region can handle. It is advised to submit your tournament sanction request as soon as possible.

TOURNAMENTS OUTSIDE OF CALGARY

Local ranked and certified officials must be organized through the Referee In Chief or their designate from the Local Minor Hockey Association in the jurisdiction where your games are being played.  You may not bring officials from Calgary without the permission of Hockey Calgary and Central Region and if officials from Central Region are scheduled for your out of town tournaments, mileage and expenses may apply.  It is recommended you make arrangements for officials as soon as you have your ice secured.

*Note: for tournaments in the Banff and Canmore area, you are required to contact Chris Bruce from Central Region to ensure availability of officials before committing to hosting a tournament.  Officials are not guaranteed, therefore your tournament may need to be cancelled if you do not make arrangements prior to commitment to facilities.  For the 2022-23 season, U15 & U18 Body-Checking Tournament Sanctions in the Banff/Canmore area will not be approved due to lack of available quailified officials. 

*Note: for tournaments in the Edmonton area, you are required to contact the Referee in Chief for the area, Duncan MacDougall to ensure availability of officials before committing to hosting a tournament.  Officials are not guaranteed, therefore your tournament may need to be cancelled if you do not make arrangements prior to commitment to facilities. 

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HOW DO I REQUEST A SANCTION?

All tournaments hosted by Calgary teams must be sanctioned by Hockey Calgary and once approved will be automatically added to the Hockey Calgary Tournament Listing.  When sanctioning a tournament prior your team being formed, you can sanction as an association and then make the changes through Hockey Calgary once the teams have been formed. Please contact Hockey Calgary to make this change. 

You will also receive an email notifying you of the updated status of your tournament as well as a user name and password that will allow you to manage your tournament at the Hockey Calgary website.  If you do not receive this email, check your junk folder as sometimes the automatic emails sent from our website get caught in spam filters.

Enter your user name and password  at the Hockey Calgary website to review the details of your tournament, add teams and games and also add content to your tournament homepage.  The Hockey Calgary Tournament Listing displays all the pertinent information about your tournament as well as the number of available spots remaining.  As you add teams to your tournament, the number of available spots will automatically be updated.

Teams can be added to the games right up to the day of the game however your schedule will be locked 48 hours after the tournament sanction deadline. Once the schedule is locked, you will not be able to make changes to the date, start time, duration or arena of any of the games so make sure you enter the games carefully.  Schedule changes are subject to a $15.00 per game charge by Central Region and a $10.00 per game charge by Hockey Calgary.  These changes can be very time consuming. If you do require a change after your schedule is locked contact Hockey Calgary who will make the changes at both the Hockey Calgary and Central Region websites for you.

REQUEST A TOURNAMENT SANCTION HERE

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WILL MY TOURNAMENT APPEAR ON THE HOCKEY ALBERTA WEBSITE?

Once a tournament has been sanctioned by Hockey Calgary it does not have to be sanctioned by Hockey Alberta unless your tournament is not full and you would like your tournament to be listed on the their website as well. To request a tournament sanction go to the Hockey Alberta Member Login and enter your associations username and password, note that both are case sensitive.

Make sure to enter your Hockey Calgary tournament sanction in the Special Requests box otherwise your request will be denied.

If you have problems with the Hockey Alberta Member Login or experience delays in receiving approval for your tournament sanction, please contact Hockey Calgary for assistance.

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TOURNAMENT PROGRAM PRINTING THROUGH HOCKEY CALGARY

We, at Hockey Calgary, want to help you with your tournament.   We know it takes a lot of organization to run a smooth tournament, so let us help you with the printing of your tournament programs.
There is a small cost for this service:
8 ½ x 11 paper size

  • Black and white copies, are 0.07 cents a sheet and you supply the paper.
  • Color copies are 0.25 cents per sheet and you supply the paper. 

11 x 14 paper size

  • Black and white copies, are 0.07 cents a sheet and you supply the paper.
  • Color copies are 0.30 cents per sheet and you supply the paper

Per sheet means, 8.5 x 11 front and back folded. 2 sheets front and back gives you an 8 page folded tournament program. Cost example:

  • The cost for 100 programs as above would be $14.00 for B/W
  • The cost for 100 programs as above would be $50.00 for color.

What we would need from you is the following:

  • You must supply the paper, please ensure you supply enough paper for your total print run
  • A properly formatted PDF copy of the program, ready to print.
  • A preprinted copy of the tournament program to ensure printing is the way you would like it.
  • Payment is requested at the time you drop off paper, we accept Credit & Debit only.
  • We require a minimum of 1 weeks’ notice in order to ensure that there is enough time to get the job done. Please contact Pam Douglas at Hockey Calgary for more information or to order.

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Upcoming Events

22 Aug

Perfect Skating Calgary - Eval Prep Clinic

5:15pm at Springbank Park for All Seasons

Find out more »

27 Aug

DEADLINE: Request to host an in town Preseason tournament (Sep 23 to Oct 21) U11+ (Community)

29 Aug

Timbits Learn to Play Program

11:45am at Max Bell Arena

Find out more »

12 Sep

DEADLINE: Request to host a tournament - October (Elite)

14 Sep

DEADLINE: All U13 players must be released by Elite to Community

12:00pm

View All Upcoming Events »