Day-Of
Hour-by-hour run-of-show.
Saturday, October 10, 2026. Print this. Bring it. Cross things off. Every committee member and shift lead should have a copy.
6:30 AM Early Setup Crew Arrives
- Unlock venue with Tejas staff; walk through to confirm court availability and AC.Co-chair
- Stage signage, banners, registration tent, auction table supplies.Setup crew
- Coffee & donuts station ready by 6:45 (Round Rock Donuts pickup).Food lead
- Sound system tested; mic check; playlist queued.Sound · Emcee
7:00 AM Volunteer Briefing
- All volunteers assemble; assign final stations and shifts.Volunteer lead
- Distribute volunteer t-shirts, name tags, and shift cards.Volunteer lead
- Walk through emergency procedures, lost-and-found, point-of-contact.Co-chair
7:30 AM Check-In Opens
- Two check-in tables staffed; printed roster & bracket boards posted.Check-in lead
- Wristbands distributed for players; spectator entry separate.Check-in lead
- Auction table opens.Auction lead
- Food trucks on-site & serving by 8:00.Food lead
8:30 AM Opening Ceremony
- Emcee welcome; thank presenting sponsor by name.Emcee
- RRFF chair / fire chief brief remarks (2–3 minutes).Foundation
- National anthem (recorded or live).Sound
- Tournament rules & safety reminder.Tournament director
9:00 AM Bracket Play Begins
- Men's, Women's, Mixed Doubles, Singles, First Responder brackets running in parallel.Tournament director
- Court monitors at every two courts; scoreboards updated live.Court monitors
- Photo & social posts every 30 minutes; tag sponsors when relevant.Social lead
11:00 AM First Auction Reminder
- Emcee reminds guests to visit the auction table and place bids.Emcee
- Photograph auction packages with donor logos visible.Auction · Photo
- Sponsor spotlight: thank Lieutenant-tier sponsors by name.Emcee
12:00 PM Lunch Window
- Food trucks at peak; coordinate refills if needed.Food lead
- Volunteer lunch comp tickets distributed.Volunteer lead
- Brackets continue on staggered schedule to avoid empty courts.Tournament director
1:30 PM Second Auction Reminder
- Bigger prizes; longer announcement; sponsor spotlight #2.Emcee · Auction
- Encourage final bids and remind guests when the auction closes.Emcee
3:00 PM Bracket Finals
- Championship matches on showcase courts; spectators gather.Tournament director
- Emcee builds the moment; photographer ready for winner shots.Emcee · Photo
4:00 PM Awards & Grand Prize
- Trophies / medals to bracket winners (1st, 2nd, 3rd per division).Awards lead
- Grand prize auction close.Emcee · Auction
- Final sponsor thank-you; Chief presenting sponsor on stage.Emcee · Chair
- Total raised announced (provisional).Treasurer
4:30 PM Tear-Down Begins
- Tear-down crew arrives; banners and signage packed.Tear-down crew
- Trash sweep of all zones; venue returned to pristine state.Volunteer lead
- Equipment loaded; vendor checkouts.Setup lead
- Final walk-through with Tejas staff.Co-chair
6:00 PM Done
- Committee debrief huddle: 15 minutes, what went well / what to fix.All
- Go home. Sleep. Recap email goes out Monday.Everyone