You have just started a volleyball club and to raise money you would like to host an OVA event, but you don’t know where to start. The following is a step-by-step guide to hosting Ontario Volleyball events.  It will detail what you need, who to contact and what to expect.

Step 1 – Picking a Date

Take a good look at the competitions calendar and determine which event would be best for your club to host.

Step 2 - Booking a Gym

It is the clubs responsibility to book a gym for the tournament.  Please refer to the minimum facility requirement page on the OVA website.  Contact the school board and apply for a permit for the dates that your club is interested in hosting. Your permit may have to include the use of the volleyball poles, referee stands, score tables, benches, score cards, antennae, nets and possibly the use of the changing rooms and an additional classroom.  You may also have to ask for permission to set up a concessions stand. The school board you are dealing with may require a Certificate of Insurance.  As a member in good standing with the OVA your club is fully covered by our insurance.  Please contact an OVA program coordinator and they will be happy to help out and request your certificate of insurance.   You may have to pay for the permit/use of the gym prior to the event.  The OVA will reimburse your club once the hosting expense claim has been sent to the office.

Step 3 – Submitting Your Hosting Bid

Email the OVA with the dates or tournaments you are interested in hosting.  Please include the school that you would like to use, the number of courts that c an be set up, as well as the gym dimensions.  Gym Dimensions should include the amount of free space along the baseline and sidelines, as well as ceiling height, and type of flooring.  Please include a list of near by hotels and directions; possibly even arrange for rooms a number of rooms to be blocked off.   Once you have sent in your bid, the Host Selection Committee will do there best to confirm your bid.  Only Clubs that have been awarded to host will be contacted.

Step 4 – Running Your OVA Event

The Host Selection Committee has just informed you that you won the right to host the “14U Boys Challenge Cup”. Here is what you can expect, as well as a brief description of your responsibilities as tournament host. Prior to the tournament you will receive a hosting package from the OVA.  This package will include, tournament schedules, score sheets, line-up cards, pool and playoff boards, accident report forms, results sheets, one BADEN game ball for each court and a hosting expense claim. Your Club is responsible for gym set up, tournament coordination, providing scorekeepers and providing a tournament director.  A concession stand is recommended but not required. Your club must identify a Tournament Director; they will be the “go to person” during the event and should have prior experience running a tournament, scheduling, and scorekeeping and posting results.  Refer to the Provincial Indoor Competitions Manual for more details The OVA is responsible for assigning and paying for officials, providing a tournament schedule. Medal Presentations are not only important to the athletes, they are also important to the coaches, spectators and parents. Make sure to set aside a time after the gold medal match to recognize the winning teams.

Step 5 – Tournament Wrap-up

Congratulations you have just finished hosting your tournament!! Now it’s time for your tournament wrap up. Tournament results must be submitted to the OVA via email (preferred) or fax by the Monday after the tournament.  Score sheets, extra medals and BADEN game balls must be returned to the office, postage fees for the return of the tournament package will be reimbursed. The hosting expense claim details the fees that the OVA will pay your club, please be sure to submit the completed form in a timely manner.  Please be sure to attach all invoices. 

If you have any questions, please contact the This e-mail address is being protected from spam bots, you need JavaScript enabled to view it .