Last week I cleared (so-to-speak) the Princeton waitlists. The following is a post I added to my Tournament Director's Toolkit. I was going to adjust it for the blog, but that seems like a lot of work for nothing, so here it is in its entirety.
With invitationals, I recommend that all registrations start out waitlisted. This allows you to control everything up front. Most importantly, it allows you to check out any entries that don’t quite click for one reason or another. As noted elsewhere, independent entries can be extremely problematic: you have no recourse if they don’t pay their fees or fines, and worse, they might be at your tournament without a real adult chaperone, making them your problem if there are any issues. (An eighteen-year-old college freshman judge, by the way, is not an adult chaperone.)
I also set tabroom up for registrants to prioritize their waitlist teams. At big bidfest tournaments where there are more noses pressed up against the windowpane than slots to accommodate them, you want to make it as easy as possible for schools to get their most important entrants in off the top, rather than their having to juggle names later.
The next thing to do in advance is to go into last year’s event to find anyone who still owes you money. (Maybe you’re good at chasing folks down after a tournament and squeezing those checks out of them and keeping track of it all in tabroom, but at least with the college tournaments, the day after the award ceremony everyone goes back to studying for their organic chemistry finals, and late fines and unpaid registrations are immediately forgotten.) What I do is grab the info from last year, both who owes us and whom we owe (yes, there are often overpays that go unsettled), and the amounts, and drop that into a Google sheet. This is the starting point for complete ongoing info on the registration, that can be shared with any interested parties.
Another thing I do in advance is create some dummy entries for emergencies. That is, I have a non-existent school that I enter into the tournament as soon as registration opens. This gives me a handful of extra slots for those just-in-case situations. If I don’t need them, it is no big deal later to delete them, and somebody else will be happy to get them. If I do need them—for example, one of my tab crew misses the deadline and gets shut out—I’ll be glad I have them.
Three or four weeks after registration opens, it’s time to clear the waitlists. The first thing to do is delete empty schools. There’s usually a bunch of these that accumulate over time, and one way or another they just get in the way.
[data/empty schools/sort by entries—carefully delete the full zeroes one at a time]
Next up, get the csv list of remaining schools and add it to your fines list Google sheet. I sort of integrate the two as I go along, but there are fancier ways of getting a clean list if you want to take the time in Excel. Lately I don’t bother. A simple sort and deleting duplicates as I go does the job. I have columns labeled School/Outstanding Fees/In?/Notes. As I let in schools I mark them “in” and, if they have fees/overpays, I add those to their invoice in tabroom. (I noted clearly in the invitation that I’m going to be doing this, and I remind people later, so that no one is surprised by it…much.)
You should have already set caps and school limits. You’re going to follow them now. If your registration number is less than your cap, result happiness. If your event cap is way short of your registration number, result misery.
NOTE: Unclick that box that notifies coaches that they’re off the waitlist. We do this for two reasons. First, it keeps big programs from getting two thousand email alerts. Second, if we have to do some fancy math, we want that math to have worked out on our end before letting people know it on their end. A general email telling folks that the waitlists are cleared is more than enough for everyone to get their information.
The process either way—whether the numbers work neatly or they don’t—is time consuming. We take it event by event. First, alphabetize the list by school. Now do the math. If your cap and registration are about the same, simply let in the set number of entries for each school according to the individual school cap. When you let a school in, mark them as such on your Google sheet, and enter any invoice sums. As you work through the list on tabroom, check out any school that doesn’t look official. Go to their tabroom registration and see who registered them. It’s pretty easy to figure if it’s a kid or a parent who did the entering. Sometimes you’ll have to go to a school’s website to find if the mysterious person who registered them with a Google address and not a school.edu address is on the faculty. Sometimes you have to do complicated searches, or check paradigms. Whatever. In any case, we’ll get to the people who don’t pass the smell test later. Mark the problem with them now on your Google sheet. And of course, don’t let them in.
Where it gets complicated is if you are way over your cap. Let’s say your event cap is 100, and your per school cap is 6, and your overall registration is 300. If you were to give everyone their per-school cap right off the bat, you might quickly blow out the event cap. Result misery. What we do here is go down the list and, after a little quick mental arithmetic, figure we can give each school, say, 2 entries each for a start. We do that, then save the list (remember, we unclicked that “notify coaches” button), and see how many got in. If we’re under the event cap, we can go back and give everyone another entry. If we’re over the cap, we stop now.
Let’s look at an example. When I did this process for Princeton in ’26, I ended up with the following:
NPF, for instance, had a 3 per school cap. But I started with 2 and, as it turned out, ended there. VPF, 6 cap; actually, folks got 2 first, then 1 more, so a total per school in the end of 3. So it goes.
At this point in the example, we still have lots of TBAs, and I have learned over the years that while there is a little loss when we delete TBAs, these days there’s not much and you can’t really count on it. So when I looked at this I figured that at best all the divisions would dwindle down roughly to the cap. I may have to juggle the odd room or two when the tournament actually happens, but I’m in the ballpark. That was concern number one. Concern number two is problematic: for all practical purposes, virtually no one still on the waitlists is getting in. And here is where things got hairy. I decided that since the remaining waitlist was almost completely dead in the water already, adding even more entries to the waitlist was pointless. Why allow people to register for a tournament they were guaranteed not to get into? So I shut down registration to all the debate events. (You can do that event by event in tabroom.) One of my colleagues questioned the dire nature of the action, but realistically, was there anything better? Next year I will make this very clear in the invitation, that once we’re full, we’re full.
I then sent out the following email to all the debate coaches. It is as transparent as I can get.
We have cleared the debate waitlists. (Speech is up next.) We did not send out individual emails on this, out of sympathy for the size of your inbox.
If you have a school with no debate entries cleared, it means that your registration does not seem to fit our requirement from the invitation: The Princeton Classic is only open to students officially representing their high schools. Independent/unofficial entries will not be considered, nor will registrations from students, parents, anonymous accounts (e.g., myteam@gmail.com or teamdebatecoach@gmail.com), etc. Those entries will be automatically discarded. (Schools with unique situations can apply for exemptions.) We have not deleted those schools yet. If you are one of them and feel that you were wrongly kept out, let me know ASAP.
IMPORTANT: As noted in the invitation, unpaid fees from previous years have been automatically carried over and entered into this year’s invoices. Ditto overpays. Please check your invoice now to make sure it agrees with your records and let me know if you have a question.
For some reason, registration this year is way larger than ever. Unfortunately, the number of rooms we have is not way larger than ever, and our overall event-wide caps are fixed. So while we expected certain numbers based on past events and thus set certain per-school caps, we seriously underestimated interest in attending. As a result, we have shut down registration to the debate events. No new entries will be added to the waitlists. And we also have had to trim the predicted per-school caps in consideration of fairness to everyone who signed up.
FYI, the following are the caps/the # of entries accepted/the # of entries on the waitlist:
JVPF 68/77/86
NLD 68/65/16
NPF 52/56/76
VLD 88/97/43
VPF 120/135/107
When TBAs get deleted, and reality sets in with certain programs, we will gain some space, which will be doled out as fairly as possible. We wouldn’t be surprised if NLD clears completely, but otherwise, I wouldn’t expect much, if anything, to change.
I’m happy to report that when I did the speech events, it wasn’t quite so bad. We were over caps with the registration numbers, but not so much that I wasn’t able to let most people in with their per-school caps except in one event. I didn’t have to close down registration, and I think that when the speech tab people get their clever little hands on it in a few weeks, they’ll get just about everybody in, one way or the other.
And that’s the process. At my regular local in-person events, I let everybody in, no limits, and devil take the hindmost. Piece of cake. At an invitational at an Ivy, or any tournament with lots of TOC and NIETOC bids, plus full-service offerings of divisions other than varsity in PF and LD, it’s a different story. And now you know it all, probably in more detail than you ever could have wanted.