Job Summary
The Rochester Sports and Recreation Complex (RSRC), operated by Sports Academy, is Rochester’s premier destination for community programming and regional tournament competition. Opening in April 2027, the complex will feature eight diamond fields, two rectangle fields, twelve pickleball courts, a basketball court, concession facilities, operations offices, and a playground. Phase Two will add an indoor sports facility. The RSRC is purpose-built to host high-caliber youth travel tournaments alongside robust community programming, and the Baseball Tournament Director will be central to establishing the complex’s reputation across the Upper Midwest.
The Baseball Tournament Director is responsible for the end-to-end planning, sale, and execution of all baseball tournaments and events hosted at the RSRC. This is a high-ownership role that spans business development, event operations, team relations, staff coordination, and customer experience — functioning as the primary point of contact for coaches, teams, staff, vendors, sanctioning organizations, umpires, and families throughout the tournament lifecycle.
The ideal candidate brings hands-on experience operating travel baseball tournaments at a regional or national level — comparable to events run by organizations such as Perfect Game, Prep Baseball Report, USSSA, Triple Crown Sports, or Pastime Tournaments — and understands what coaches and families expect from a premier tournament experience. This role is both strategic and operational: building a competitive tournament calendar while also being on the field managing game-day execution.
Duties
Tournament Sales & Calendar Development
- Build, sell, and manage a competitive year-round baseball tournament calendar that maximizes field utilization and grows RSRC’s reputation across the Upper Midwest.
- Prospect, pitch, and close tournament hosting agreements with travel programs, club organizations, tournament operators (USSSA, Perfect Game, PBR, Prospect Select, etc.), and independent event organizers.
- Set pricing structures for entry fees, registration tiers, and package offerings that are competitive with the regional market while meeting revenue targets.
- Develop multi-year event partnerships with regional travel baseball clubs, high school programs, and showcase operators.
- Identify anchor events (marquee tournaments, showcases, college exposure events) that establish RSRC as a destination facility.
- Coordinate with the General Manager and Sports Academy leadership on event calendar alignment, revenue projections, and growth strategy.
Event Planning & Pre-Tournament Operations
- Lead all pre-event logistics: field assignments, bracket construction, schedule creation, umpire contracting, team communication, and registration management.
- Manage team registration through tournament software platforms; ensure rosters, waivers, eligibility documents, and payments are collected and verified.
- Coordinate with grounds crew on field preparation timelines, dragging schedules, infield moisture management, and pre-event walkthroughs.
- Develop and distribute pre-tournament communication packages: welcome letters, schedules, rules documents, local area guides, parking maps, and weather protocols.
- Contract, schedule, and brief umpire associations or independent assignors; confirm umpire counts, game fees, and escalation procedures.
- Coordinate facility logistics with concessions, retail, gate operations, scoreboard staff, and security for each event.
- Manage event-specific signage, sponsor activation displays, and facility presentation standards.
Game-Day & On-Site Tournament Execution
- Serve as the primary on-site tournament director for all baseball events; maintain visible, accessible presence throughout the event.
- Execute daily field assignments, schedule updates, bracket advancement, and rainout/delay protocols in real time.
- Manage coach check-in, team credential verification, lineup card collection, and pre-game field assignments.
- Oversee umpire deployment, conflict resolution, and rule interpretation in accordance with sanctioning organization standards.
- Direct scorekeepers and scoreboard operators; ensure accurate, timely score reporting to tournament software and posted brackets.
- Manage gate and parking operations to ensure efficient traffic flow, particularly during peak arrival and departure windows.
- Monitor field conditions continuously; make and communicate rain delay, suspension, or cancellation decisions in coordination with the GM.
- Resolve coach, parent, player, and staff issues quickly, professionally, and in alignment with RSRC policies.
- Ensure concession, restroom, and common area standards are maintained throughout the event day.
Staffing & Volunteer Coordination
- Recruit, train, schedule, and supervise event staff including scorekeepers, gate attendants, field managers, parking staff, and event support personnel.
- Create and distribute staff assignments, briefing materials, uniform/appearance standards, and role-specific instructions for each event.
- Manage event-day communication with all staff via radio, messaging app, or equivalent; maintain clear command structure during complex multi-field operations.
- Partner with the General Manager on broader staffing decisions, payroll tracking, and seasonal hiring.
Umpire Relations & Rules Administration
- Develop and maintain working relationships with local and regional umpire associations and independent assignors.
- Ensure umpire contracts, fee schedules, and assignment protocols are in place prior to each event.
- Serve as the primary rules administrator for tournament play; ensure all game operations align with sanctioning organization rules (USSSA, Perfect Game, NFHS, OBR, or applicable format).
- Manage protests, ejection procedures, and escalation in a consistent and documented manner.
Team Relations & Customer Experience
- Serve as the primary point of contact for all participating coaches and team representatives before, during, and after each event.
- Build long-term relationships with regional travel baseball programs, club directors, and independent coaches to drive repeat business and referrals.
- Solicit and review post-event feedback from coaches and families; identify recurring issues and drive continuous improvement.
- Champion a family-friendly, professionally operated tournament experience that reflects RSRC’s hospitality standards.
- Manage team experience details: dugout assignments, batting practice windows, bullpen access, warm-up protocols, and amenity access.
Sanctioning Organization & Partner Relations
- Serve as RSRC’s primary relationship manager with sanctioning bodies (USSSA, Perfect Game, PBR, Prospect Select, etc.).
- Manage sanctioning agreements, host facility requirements, reporting obligations, and compliance with each organization’s operational standards.
- Pursue sanctioned event designations, host site status, and ranking tournament classifications that attract higher-caliber teams.
- Maintain current knowledge of rule changes, age division structures, and travel baseball landscape shifts across relevant sanctioning organizations.
Financial Performance & Reporting
- Track and report tournament-level revenue (registration fees, gate, add-ons) and expenses against budget targets.
- Provide post-event financial summaries and operational recaps to the General Manager.
- Identify opportunities to grow per-event revenue through tiered pricing, add-on offerings (team photos, highlight video, on-site merchandise), and sponsorship integration.
- Support the General Manager in annual budget development for the tournament operations department.
Marketing & Communications Support
- Provide the marketing team with event details, schedules, key storylines, photos, and post-event recaps for use on social media, email campaigns, and the RSRC website.
- Maintain accurate, up-to-date event listings on tournament platforms, RSRC website, and sanctioning organization portals.
- Support sponsorship activation at events by coordinating on-site brand placement, PA acknowledgments, and partner hospitality.
- Represent RSRC at regional coaches meetings, travel baseball expos, and industry events to grow brand awareness and tournament pipeline.
Qualifications
- 3+ years of direct experience in baseball tournament operations, sports event management, or youth sports facility management.
- Demonstrated ability to plan and execute multi-field baseball tournaments with 20+ teams and multiple age divisions simultaneously.
- Strong working knowledge of travel baseball tournament formats, age division structures, and sanctioning organization frameworks (USSSA, Perfect Game, PBR, Prospect Select, or equivalent).
- Proficiency with tournament management software.
- Excellent organizational skills with the ability to manage simultaneous schedules, staff, and stakeholder communications under real-time pressure.
- Strong interpersonal and communication skills; comfortable managing coaches, parents, umpires, staff, and facility partners in high-stress situations.
- Demonstrated problem-solving ability and composure during weather events, schedule disruptions, and operational complications.
- Availability and willingness to work a schedule heavily weighted toward weekends, holidays, and extended event days throughout the baseball season.
- Valid driver’s license; ability to move across a large multi-field complex throughout the event day.
- CPR/First Aid/AED certified (or ability to obtain within 30 days of hire).
- Bachelor’s degree in Sports Management, Recreation Administration, Business, or a related field (or equivalent professional experience) preferred.
- Experience as a player, coach, or baseball operations staff member at the travel, high school, collegiate, or professional level preferred.
- Existing relationships with regional travel baseball clubs, coaches, tournament operators, and sanctioning organization representatives preferred.
- Experience as a host site coordinator or tournament director for a national or regional tournament organization (Perfect Game, USSSA, PBR, Triple Crown, Pastime, etc.) preferred.
- Background in umpire coordination, rules administration, or serving as a certified rules interpreter preferred.
- Knowledge of sports facility revenue strategies including sponsorship, hospitality, merchandise, and premium event packaging preferred.
- Experience managing large-scale multi-field events (50+ teams, 8+ fields, 500+ daily attendees) preferred.
- Familiarity with live-streaming platforms, scoreboard operations, and digital bracket management tools preferred.
Join us as a Baseball Tournament Director if you’re passionate about sports management and eager to create memorable sporting experiences! This position offers an exciting opportunity to lead impactful events that bring communities together through the love of baseball while honing your leadership skills in a vibrant environment.
Work Location: In person
