Layout

The premises consists of a number of rooms providing Congress facilities as well as in-house low cost accommodation all within the International Students House buildings. The rooms relevant to the London Open are shown in the table:

ROOM	LOCATION	PURPOSE	POPULATION
Theatre	Basement	The main playing area	150 playing
Foyer	Basement	Bookshop, Office	50 browsing
Side Entrance	Ground Floor	Registration	30 queuing
Portland	Basement	Top 16 boards,live broadcast	32 playing
Nash	Basement	Game Analysis	30
		Pro teacher
Gulbenkian	First floor	Closing Ceremony, Party	100
Bistro	Basement	Refreshments and meals	100
Bar	Ground floor	Social	100

Management

Booking

Booking of the premises is managed by Karen Bramley (in Jan 2017) who is the Conference Manager for the Park Crescent Conference Centre (PCCC). A different department seems responsible for invoicing. She is kept informed of project progress at critical points like web page going live and there is always a meeting in early December to finalise logistics.

IT Support

This is managed by Chris Stracey. He sets up the Ethernet ports in the Portland (live game broadcast) and Nash (pro teaching and analysis) rooms, if needed.

Accommodation

All accommodation issues are managed by David Wilde who is the Deputy Front Office Manager. Players normally book accommodation by themselves, but contact the TD when there are problems. These are then relayed to David usually by email or phone when it is urgent.

Troubleshooting

Day to day operations are under the control of the duty manager. There is a rota system and staff may change daily. If there is any problem contact the ISH front desk and ask to speak to the duty manager. He or she will be paged.

Table set-up and room maintenance

ISH staff are responsible for setting up and taking down the tables and chairs. We provide them with drawings for the layout. They also lock up and tidy the rooms overnight.

The following table provides a template for the yearly tournament schedule as seen by the players.

DAY	ACTIVITY	TIMES	COMMENT
0	Arrivals	18:00 - 22:00	Resolve room problems. Ensure there are boards for friendy games.
1	Registration	12:00 - 14:00	In side entrance on the ground floor. Registration closes on time!
	Opening Ceremony	14:15 - 14:30	Snappy, so players do not get bored.
	Round 1	14:30	Top players in Portland, rest in Theatre. Nash room is used for analysis and teacher's office.
	Round 2	18:30
2	Round 3	10:00
	Round 4	14:15
	Pair Go	19:00	Side event in Theatre.
	Teaching	19:00	Possibly pro simuls in Nash.
3	Round 5	10:00
	Round 6	14:15
	Lightning	19:00	Round Robin prelims and then knockout in Theatre
	Teaching	19:00	Usually a lecture, well attended.
4	Round 7	10:00
	Pack up	14:00	We completely pack up downstairs area by 14:00.
	Game Commentary	14:00	Pro Commentary in Gulbenkian - well attended.
	Prize giving	14:45	Certificates, trophies and cash prizes in Gulbenkian.
	Rengo	15:30	Casual tournament in Gulbenkian.
	New Year's Eve Meal	19:30	Local restaurants.
	Party	22:00	In Gulbenkian. Drinks must be pre-ordered from the ISH bar- this is to satisfy their licence requirements.

During the round, players are able to get snacks, refreshments at the Bistro in the basement. They can get meals in between rounds. They may be able to buy Go books from the stall which is set up in the foyer of the Theatre. The congress office is also set up in the Foyer.

Now we look at the preparation needed to ensure we achieve the tournament so enjoyed by players from the UK and abroad. We will here endeavour to identify what needs to be done by when and by whom. So in the end we identify tasks, roles, and the timeline.

Book the venue

The very first thing to be done when the tournament is over is to book the venue for the next year. They run a booking system using a computer program and so it is essential that we ensure that the venue is booked on the computer. The booking should be done by the TD early in January - do not wait for any invoice to do the booking. \timeline{Early January}

Produce the budget

The budget is produced by rolling over last year's accounts and assuming a cautious player entry level. This is a BGA event underwritten by the BGA so the budget must be approved by Council at a council meeting. The budget estimate should include the cost of a professional teacher. It is likely that we will not know the hiring fee till June so a modest inflationary increase in the hire charge should be built in. In the eyes of ISH, BGA is a non-profit organisation and gets a very handsome discount (as do full charities); we would certainly not be able to afford to pay their own commercial rates. \timeline{Mid May}

Update the web pages

The London Open web pages are uploaded to Drupal and from 2011 had URL's like:

URL	DESCRIPTION
/tournaments/2011/logc/	Main page
/tournaments/2011/logcplayers.html	List of players attending
/tournaments/2011/logcentry.html	Entry form

The main page contains artwork showing the Chinese animals for the current year(old) and next year(young). This artwork is usually done by Jiri Keller - a London based Go player and portrait artist. The work should be commissioned in April.

The list of players attending is managed manually and players may opt out of the list when they register. Pictures taken at the event by various people { Jenny Radcliff, Tony Atkins, Jiri Keller, Kiyohiko Tanaka } are used to populate the pictures page. \timeline{ End May }

Seek sponsorship

Sponsorship helps to enliven the tournament by making it possible to invite a professional to teach at the event. It also helps to provide cash prizes which is an added incentive for strong players to travel from abroad. Seeking additional sponsorship is it seems a full time occupation and so far although various players have offered to try, no one has so far succeeded. In 2008 we were very fortunate to receive sponsorship from Winton; that sponsorship flew in from a clear blue sky as it were. We do get regular sponsorship from the Nippon Club which really does help to run the tournament. If sponsorship does arise it is important to get his finalised before the tournament fliers are printed in June.

A sponsor seeker should be appointed who pursues this activity throughout the year. \timeline{ End June }

Appoint a Professional teacher

In the past years Guo Juan has done a really excellent job of game analysis. Her fees have been provided by the BGA directly when no external sponsorship is available. We pay fees, travel, accommodation at ISH and meals. We set up a schedule for the teacher to follow and that schedule must be agreed with the teacher and published.\timeline{Mid June}

Produce the fliers

The template for this is found in the logc web space - see appendix D.

It is very important to produce good quality printed fliers on coloured paper for distribution to European players at the European Go congress and other later European tournaments - especially Tampere, Brussels, and Gothenburg. Distribution to USA players at their Congress in August is also useful.

The TD should arrange production of the fliers by the end of June. If there is sponsorship then sponsor reference should appear in this flier. There is an absolute deadline - mid July still allowing you to get fliers to the European Go Congress. \timeline{Early July}

Order the prizes

The prizes are cash prizes from any sponsorship we get, certificates for players winning 4/7 and trophies for better results. The trophies are currently engraved plates mounted on marble blocks made by Vladimir Danek in the Czech republic. The drawing for the trophy is referenced in Appendix D. These should be ordered no later than September leaving plenty of time for delivery. The current design for the certificates is referenced in appendix D. These are A5 in size, should be printed on good quality card and professionally cut. These should be completed in November. A spreadsheet which enables you to predict the number of prizes is also referenced in Appendix D. You should also send 10 fliers to Kiyohiko Tanaka with a letter of thanks for the Nippon Club sponsorship. \timeline{Mid September}

Appoint a New Year's Eve meal manager

A local restaurant needs to be booked well ahead of the event, especially if something Big is happening in London. The manager should also liaise with the restaurant during the tournament to keep them informed of likely numbers. Players sign up to the meal on a list which needs to close in time for the restaurant to prepare the meal. \timeline {October}

Appoint a Referee

The referee looks after the Portland room and the Theatre. Main duties are:

• ensuring players start their clocks when the TD gives the signal.
• monitoring late players.
• answering questions about tournament rules and rules of play.
• resolving disputes.
• monitoring heating and lighting, and informing TD if conditions deteriorate.

\timeline {October}

Appoint Drawmaster

The duties of the Drawmaster are:

• produce the draw on time for each round.
• collect results from the rooms and enter them into the draw program.
• verify that the entered results are correct.
• check the pink slips and make any register changes required especially players dropping out of rounds. Note that players above the bar cannot drop rounds.
• produce and print the draw.
• display two copies of the draw; one in the theatre and one in the foyer.
• mount a copy of the draw in the holders provided in the rooms.
• ensure a sharp pencil is available for players to record their results.

\timeline {October}

Appoint a Lightning organiser

The lightning tournament is run on a variant of the American draw system. We have a preliminary 5 round tournament to choose 2^n players and then an n round knockout. The entry to the lightning is based on McMahon Score and not grade, to create a playing field which is as level as possible.\timeline {October}

Appoint a Pair Go organiser

This is another side event early in the schedule. Usually 4 rounds with time limits of 20 min sudden death. There is no gender restriction in the pairs.\timeline {October}

Appoint a Rengo organiser

This is a fun tournament for those staying on beyond the closing ceremony. Teams of 2 and 3 are common. Format is 4 rounds 20minutes, sudden death.\timeline {October}

Appoint ghosts

Arrange for local players to volunteer. It is best to get 1 volunteer for each round. Reduced entry fee is an incentive.\timeline {October}

Order the equipment

Liaise with the BGA equipment supplier Tony Atkins to ensure enough boards are available. The GoBans are held by Keith Rapley in Harrow and the slotted boards are currently held by Geoff Kaniuk in Cambridge. You also need to arrange for a laptop to do the registration and the draw and if possible two laptops with ethernet connections to relay live games on Pandanet.\timeline {Mid November}

Process the entries.

Entries usually come in via email from the online entry form, but some are just emails, and some are by phone. Very few are by post. For each entry the procedure is as follows:

• print the email.
• reply to the email, answering any special requests or queries that may be made.
• file the printed email in chronological order and give it the next entry number .
• for some foreign entries you may need to write a letter of invitation and this may need you to collect additional information from the player.
• in batches update the online player list.
• in batches update the register in GoDraw.

\timeline {July -- December}

5.1 Setup

Game Relay

In the past the London Open was a Pandanet Major and as such we were required to relay the top games on boards 1 (and 2 if possible) for every round. Whether Game Relay is provided is dependent on resources (cost and man-power).

Boards 1 and 2 are located near a port in the Portland room and ISH will provide ethernet cables and a hub for connection to recording laptops. There is supposed to be wireless access in the Portland, but if you wish to avoid loss of connection it is best to stick to copper wire! It is essential that the connection to the Internet is checked well before the start of registration and if possible even on the previous day.

Chris Stracey will provide you with a list of login codes that are needed for connecting to the ISH system. Once you have established connection to the web, you will then need to connect to the Pandanet server and instructions for doing that are provided in Appendix C.

Board layout

Playing equipment arrives by several cars during the morning of 28th. Any players hanging around are asked to help move equipment into the Theatre and Portland, which are the main playing areas. The Nash room is used for analysis and professional teaching. Tables and boards are laid out in each of these areas as set out in the layout diagrams referenced in Appendix D. The diagrams indicate the board numbering.

Portland	The 16 GoBans are placed in Portland along with the smart black clocks. Games on the top 2 boards may be recorded live.
Theatre	The 15 slotted boards along with their black clocks are placed in the Theatre, boards 17-32, and the remaining BGA equipment occupies boards 33 - 72.
Nash	Any club sets provided should be placed in the Nash room for post-game analysis. The large demo board is placed by the far wall in front of the whiteboard. The professional teacher uses this room for game analysis and will want to be near the port along the left back of the room.

Office and bookshop

The office is set up on three small tables in a corner of the foyer adjoining the Theatre. ISH provide an extension lead to supply power for the computer and printer. The screens forming the office walls are also useable for displaying notices. The bookshop is run from the small desks shown arranged along the wall.

Notices

All the notices and player information are put up on the panelled wall down the right hand side of the Theatre. This collection of published notices (which includes the latest rank list) is called the Information Centre The aim is that the information centre answers as many of the player's questions as possible. In addition, copies of the schedule are placed near every door leading out of the building. The aim is to ensure that players cannot leave the building without seeing a schedule and thereby getting an instant answeer to the question: when does the next round start?

Result sheet holders are placed in each of the playing rooms. The position of these is marked in the room diagrams. A pencil must be attached to each result sheet holder. The draw for the room is placed in the holder and collected when all games in the room are complete.

5.2 Start

Registration

We start registration at Noon on 28th December. Players queue at the registration desk located at the side entrance to the theatre at ground level. Three people are needed:

• Cashier Collects player's payment and checks their details. The cashier is provided with a register stating how much is due, and what concessions are applied, and whether the player is a member of the BGA or local go association. The register is annotated to show how much is actually paid if different to the due amount. The cashier is given a cash box and float.
• Registrar Updates the BGA laptop to show that the player is registered and makes any changes required to player's details.
• Minder The minder manages those people who have not pre-registered, or where clarifications are needed in player's details. They are asked to complete a pink slip giving all their details. The completed slip is given to the Cashier, who then collects the payment, marks the slip with the amount paid and hands it to the Registrar. When the Registrar has entered all the details of the new player, the slip is then ticked to show it has been processed. The slips are kept in the cash box. The minder ensures that players leave the registration area promptly - they are directed downstairs to the Theatre.

Registration closes at 14:00 sharp, allowing 30 minutes to finalise the register, sort out any McMahon bar issues and publish three copies of the draw!

Appoint adjudication committee

This is a committee of three respected stronger players who will be required to judge a dispute should a player disagree with a refereees decision. We choose one from the UK (usually Francis Roads) and two from Europe. This committee should be set up during registration or immediately after its close, and its composition published in the information centre before the start of the round.

Opening Ceremony

The opening ceremony starts at 14:15 and lasts at most until 14:30. The opening speech must include the following points:

• Warm welcome to all the players attending.
• Point to the information centre and explain its purpose.
• Players above the bar cannot drop rounds. All changes to the register (including dropping rounds for players below the bar) must be written on the pink slips provided, and placed in the box below the register. Explain that these will be processed 15 minutes before the start of the round.
• Results must be written on the result sheets placed in the holders in the Theatre and in Portland for the top 16 boards. Onus is on the winner to report the result.
• Ask players to register for the side events and the meal.
• Identify where players can get refreshments.
• Explain how the bookshop works (if present).
• Introduce players to their professional teacher and emphasise that she will analyse games of every strength no matter what grade. Players must go to the analysis room with a game record to get their game analysed.
• Thank our sponsors - mention Nippon Club and any others.

Draw for Round 1

If any families have entered and if there is a chance that they may be paired then it is best to put them into a group which does not play each other. Otherwise the draw itself should be straightford, but it is necessary to ensure that two players from the same (foreign) country or same UK club do not play each other in round 1. There is no agreed EGF ruling on the subject of whether likely winners should be kept apart in early rounds.

The Drawmaster will produce 3 copies of the draw before the scheduled start of round 1. One copy is placed well spread out in the Theatre near the doors. Another copy is placed in the foyer well spread out next to the Theatre doors. The third copy is separated out into rooms and each sheet placed into its own holder in the relevant room.

The referee will get all clocks started five minutes after the sheet is placed in its holder . Once the tournament is under way, say 5 minutes after the clocks have been started the spare copies if the draw must be taken down. The only place for recording results is on the result sheets placed in their holders.

Corrections to the register

It is vital that this process is managed carefully to ensure the smooth running of the tournament. Players like to tell the TD 'Oh I am not playing in the next round', or write corrections to the spelling of their name on the register. However the TD is usually too busy to repond or to remember such requests and the action does not get taken or the wrong action gets taken. In order to manage these changes to the register we have developed a system whereby a player fills in a pink slip with the details of any changes that need to be made, including dropping any rounds.

The pink slips are placed in a box below the published register. Fifteen minutes before the draw for the next round the pink slips must be collected by the pink slip monitor and given to the drawmaster. The drawmaster then updates the computer with this information, marks the pink slip as 'done', and places it in the register change box sitting on the drawmaster's desk. If there have been several changes the register should be republished, but after the draw is done and published.

Ghosts

Ideally you should have 1 ghost for each round, but in any event you will need to allocate a ghost if necessary before the draw is done each round. The program complains and will not do the draw if there is an odd number of players. If no one is prepared to volunteer to ghost for a round then the TD will just have to choose some local London player below 15k if possible to be the ghost.

Draw

Once the pink slips are processed, and the ghost sorted, the draw can be produced. Check the top boards for any seeding issues and check the lower boards for same club games - the program identifies these.

Once the draw is done and checked, print three copies and publish them in exactly the same place as was done in round 1.

Five minutes after the start of the round, take down the spare copies and sharpen the pencils attached to the result sheet holders.

Collect and publish results

The referee monitors the state of the results sheets and brings completed sheets to the drawmaster's desk. Normally one can wait till all the sheets are completed before entering them into the program. It is vital to get the results checked by reading out your version of the results to an assistant who verifies that your input agrees with the handwritten sheet.

Once the results are entered and verified, print a rank list and publish it in the information centre. The next step will be a return to the section headed Corrections to the register. Do not do the draw in the evening: people do tend to drop out by the morning; and you will get interrogated at the bar!

Professional Game analysis

Players on the lower boards start finishing games quite early - sometimes within half an hour from the start. They should be encouraged to record their game and then ask the professional teacher for analysis. Some coaxing may be needed at first.

Now and then check in on the teacher in the Nash room. Ensure there are enough refreshments and that everyone is getting a fair crack at having their games analysed.

Live recording

People who record games are heros. Every now and then check to see if the recorder needs refreshment.

Pair Go

The Pair Go event is the first of the side events and occurs on the second evening. Any kind of pairs are allowed and the tournament format is usually 4 rounds with time limits of 20 minutes sudden death. You will find a suggested set of rules referenced in Appendix D.

Lightning

The Lightning occurs on the third evening, and where there are cash prizes, the entry is based on current McMahon score (rather than grade) to lessen the impact of any sandbagging. The format is usually a round robin elimination session of 5 rounds to provide 8 finalists who then play a 3 round knockout to determine the winner. Aids to running this tournament are referenced in Appendix D.

7.1 Closing Ceremony Preparation

Sign certificates

In a tournament with 130 players, you can expect to award 33 ertificates for 4 wins out of 7. These certificates should be signed before the last day by the TD. Then on the last day, as results become known you can start entering winners names on the certificates. Some players will want to leave early and take their prize with them!

Prepare cash prizes

Any cash prizes are placed in an envelope with the prize designation written on it. Use £20 notes, not £50 as players may have problems breaking £50.

Arrange prize table

It is nice if the prize table can be covered with a clean cloth - ISH usually have blue ones for this kind of display. You will be handing out prizes in this order: Side Events, Certificates, Trophies, Cash Prizes, and the London Open Cup (this stays in the UK). So the arrangement should conform to this ordering to avoid confusion during the ceremony.

A section of the prize table should be setup as a temporary office for entering final results and printing final rank and prize lists .

Set up demo board for analysis

The Pro teacher will comment on a game from the tournament of her or his choice and you need to make sure the lecturer has a printed copy of the game record. The comenatry has traditionnally been done on a large demo board and this will need to be set up in font of the fireplace in the Gulbenkian.

You are now ready for a the busy pack-up time!

7.2 Packup

It is required that we vacate all the downstairs rooms: Theatre, Portland, Nash, Foyer by 14:00 on 31st December. It helps if players are asked to bring their equipment to a designated table in the room at the end of their games.

Packup equipment and remove from ISH

Items supplied by the BGA should be packed in their original BGA crates and loaded into Tony's car. The GoBans, stones, and clocks are collected together and loaded into Keith's car. The slotted boards are moved to Gulbenkian for use in the Rengo side event and evening games. Any boards left in the bar must be collected and removed from ISH. These are roll-up boards and are currently looked after by Jenny Radcliffe.

Move all items to Gulbenkian

Any equipment which is not being immediately removed from ISH must be relocated upstairs in the Gulbenkian. All notices on the downstairs walls must be removed, bundled and placed in the temporary tournament office in the Gulbenkian (some of these are needed for reports: don't think just keep the lot!).

Entertain sponsor

If the sponsor is on the premises at the start of packing up, then arrangements must be made to take the sponsor to a pub or lunch during the packup process. This is a busy, chaotic period and no fun for anybody not directly involved.

7.3 Closing Ceremony

This starts at 14:00 in parallel with the final stages of packup. Players should be encouraged to migrate upstairs to Gulbenkian, after helping with moving equipment to cars of course!

Game lecture

The Game lecture is usually well attended sometimes exceding 80. This lecture entertains the players while final preparations are made regarding the prizes. Lecturer and players involved in the game can get caried away, so you may have to bring the lecture to a close with a gentle reminder to lecturer "we stop in five minutes" given at 14:25.

Prize-Giving

The prizes are disbursed by the sponsor (if present) helped by an organiser who reads out the names. Every effort should be made to pronounce foreign names correctly and it will help to peruse the prize list during the lecture to become a bit familiar with the names.

There will usually be someone around to take pictures, but this needs to be competently done so as not to hold up proceedings. If the sponsor is present it is essential to get a picture showing both sponsor and winner when getting the London Open Cup.

Rengo

Once the actual prize-giving is over, the chairs are rearranged for the afternoon fun Rengo event, using the slotted boards. The organiser for this must be someone different from the TD, who by now has collapsed into a babbling heap!

Meal

Players who are staying over on New Years Eve should gather in ISH reception at about 19:00 to walk to local restaurants for evening meals. There may be more than one group, and restaurants should have been booked as early as possible.

Party

After the meal, players can return to Gulbenkian just for fun friendly games. Any drinks consumed on the premises must be pre-ordered from the ISH bar, and this should be done during the afternoon.

8.1 Accounts

Final Accounts

These are prepared in a spreadsheet and should be presented to the BGA Treasurer as soon as possible, and in any event by Jan 15. The spreadsheet for the final accounts is the same as for the budget, only with the exact expenditure filled in.

Budget

The budget uses the same spreadsheet and rolls over the last 2 years for comparison. The budget guesses an approximate premises hire fee because PCCC set their fees to cover the period October to October and it may not be easy to get an earlier price. Cautious estimates of attendance are used in calculating the budget.

8.2 Review

The purpose of this report is to keep track of the things that went wrong at any stage of the tournament so that they can be corrected or improved for the next event. It is also useful to keep track of what went especially well so that it can be repeated again. The following is a template for the report constructed after the 35th London Open 2008. Each item references a section in the Plan by name and contains a recommendation for action.

PREPARATION - Order the equipment	Some equipment is needed ahead of time so that early arrivals can have friendly games. In the past when the CLGC was located at ISH this was easy to arrange, but following their move to Samuel house it is no longer. Many of the CLGC spare boards have disappeared and we had to arrange a special trip by Kiyohiko Tanaka to bring some sets to ISH before Xmas as he was on holiday abroad over Xmas to New year. The computer and two dozen sets stayed in Greenwich after the Wanstead tournament and extra effort was needed to set the arrangements in place to get these transported to ISH on 28th December. The slotted sets were housed in Hemel Hempstead after the Candidates' and communication there was not easily achieved - eg. phone number not working. It would help for TD to have the BGA computer available before the tournament to carry out basic tests including making sure the printer works properly.	Action Ensure all equipment is accessible
PREPARATION - Appoint a New Year's Eve meal manager	Kiyohiko Tanaka booked the venue at the Shah Tandoori, but was not present for the tournament. As I was taken ill during the tournament, the liason with the restaurant was less than satisfactory.	ActionThere must be a deputy restaurant liaison organiser
PREPARATION - Process the entries	The final step in processing the entries once they are entered into the computer is to check that player's entry grades are realistic by comparing with European ratings where these exist. I had run short of time, what with family visits and a cold before the tournament. I had planned to do this on the afternoon of 27th at ISH. However when I arrived the internet port had not been set up. On the following day it took ISH over an hour to get he port working so I became too busy to attend to this. Two Spanish players subsequently complained that they were playing against fake grades.	Action Appoint a grade - rating checker
PREPARATION - Appoint ghosts	I had great difficulty finding local people willing to be ghosts and a lot of effort was spent trying.	Action Widen the search nationally and request volunteers at at tournament
SET UP - Board layout	There are two air conditioning units in the Theatre and one of these malfunctioned producing a draught of cold air. An attempt was made switch the unit off, but we were not being aware that these were computer controlled. Instead, the halogen theatre lights by got switched off by mistake. Another player then attempted to switch the lights back on, not realising that they were halogen, and required a significant cool down period before being switched on again. The result was a blown fuse and darkness stopped play for about 20 minutes while ISH staff sorted the problem.	Action Re-arrange the table layout in the theatre to avoid the air-conditioning units
START THE TOURNAMENT - Registration	Keith Rapley did an excellent job of recording what people actually paid and passing information to Will Brooks who was operating the computer. I had only a few late arrivals to deal with.	Action Registration is well managed as is
TOURNAMENT PROGRESS - Corrections to the register	There were one or two occasions where some Pink Slips were not processed before the draw and someone was left without an opponent. On most occasions a stand-in was found. This really ought not to happen.	Action Appoint a pink slip monitor
TOURNAMENT PROGRESS - Draw	After the event a strong player complained that potential finalists should not be paired in early rounds. Above the bar the pairing is random and what is being asked for is a seeding based on rating or grade. Now there are no EGF rules about this, but the practice is I think common in Europe.	Action Investigate
TOURNAMENT PROGRESS - Publish results	The BGA printer started misbehaving by refusing to print. A Cannon portable printer was purchased as an emergency.	Action Consider arranging for hardware backup of printer and laptop
TOURNAMENT PROGRESS - Lightning	The 'American Draw' for the Lightning was extremely well managed by Will Brooks. He took over from me because I had taken ill. He selected the players for the round robin phase effectively at random. Players were entered with grades adjusted to reflect their performance up to round 6 in the main tournament.	Action Update the rules to reflect the method
PACKUP - Entertain Sponsor	The Winton sponsor's representative appeared by arrangement for prizegiving. She was well looked after by Toby Manning and Edwin Brady in the busy period between end of games and closing ceremony.	Action Build into plan

See Appendix C for location of the spreadsheet. Here we explain the meaning of the entries.

INCOME	COMMENT
Nippon Club	Contact Kiyohko Tanaka.
New Year's Eve Tab	Drinks money contributed by players. Unsold items are returned to the bar for a refund.
Entries	The zero items are placeholders for accounts.

EXPENSE	COMMENT
ISH	Hire fee is allocated to Theatre by ISH in their invoice.
Internet port	Ethernet connection in Portland. ISH provide cables and hub.
Levy	BGA levy with 50% concession.
Entry forms	Distributed at EGC. Packaged for distribution in Europe at local events after EGC. 10 posted to Kiyo Tanaka.
Art	Artwork by Jiri Keller for entry forms and web pages.
Postage	Some fliers to British players going to US Go congress; letters of invitation to non-EC nationals.
Phone-Fax-email	Includes international calls or fax for managing invitations.
General Stationary	Hard copy of each entry by email. Includes printing of notices.
Printer cartridge	For BGA printer.
Phone topup	BGA phone and may need topping up.
Game recording	Includes travel expenses for non-playing recorders and refreshments for all recorders.
ISH parking	All day parking for equipment delivery on the first or last day. Includes bookshop parking in the past.
ISH safe	Storage of trophies and petty cash during the tournament.
New Year's Eve Tab	Actual cost of the drinks purchased from ISH bar.
Sponsors lunch	Entertaining the sponsor during pack up.
PRO	Paid in €.
Prizes	Prizes are distributed in £ for any local sponsorship.
Trophies	5 top, remainder for 5 or more wins out of 7.
Certificates	Awarded for 4 wins and produced on stiffer paper.

PRIZE ESTIMATION

Suppose we had 2 rounds and N players. At the end of two rounds then, we have this distribution of results:

wins	0	1	2
population	N/4	2 \times N/4	N/4

Luckily there is a spreadsheet for doing these calculations (see Appendix D). It shows the number of wins for a population ranging from 120 to 150 players for 6, 7, and 8 round tournaments. This calculation does not take the fine details of the draw into account and tries to cut players into fractional pieces -- so it is rough!

Once you have a good idea of your actual entry, say a week before the tournament, you can run a simulation using GoDraw. This has a feature whereby results can be plausibly predicted from player's grades and you do get a fair assessment of the number of wins after 7 rounds.

If games on board 1 are broadcast live on Pandanet after the tournament any games which were broadcast should be published by emailing .sgf records to the EGCC centre \webfont{office@go-centre.nl} and to Tony Atkins.

Laptops are set up in the Portland room on tables near to boards 1 and 2. ISH will provide Ethernet cables and a hub. It is essential that the cabling be kept neat and tidy and must be tied down using gaffa tape. You do not want somebody trpping over cables and dragging the laptop onto the floor during a tense moment on the Go board!

Instructions for relaying on Pandanet can be found at: http://gobase.org/information/PandaNet/www2/PandaNetInc/Sponsoring/EUTour/

The brief summary following may be useful for people relaying games at the London Open for the first time.

ISH has a firewall and the only client that works there is the old Panda egg client which you download from http://www.pandanet-igs.com/communities/pandanet. Once you have set up the client by following their on-screen instructions, you log in using an account name and password supplied by EGCC.

The desktop will be populated by several windows. The one you really want is a very small one entitled "Window bar"

Click the Telnet button. You now get a simple window displaying a text drawing of a Panda at the bottom of which is a simple command line where you enter the following commands and data. This can be done once you actually know the pairing.

• teach 19 Sets up a 19x19 board containing player names and game control buttons including Pass, Resign and Undo.
• title Player One vs Player Two - London Open rnd 3
  For Player specify the Name, Grade and colour,for example: Andrea Beacon, 7d(B)Once this is done you can start placing moves on the board. You have to double click to place a stone!
• kibitz Interesting chat for onlookers. But keep alert, moves can come suddenly!

When the game is over you stop the broadcast by clicking the Resign button in the game diagram window. You then send a pre-configured game end message. Another window pops up inviting you to save the game. Do so quickly, for the window soon vanishes if you do nothing.

You are well advised to practise this process a week before the tournament. If you are not used to the Pandanet client you will need time to iron out any software creases. In particular, please see the full relay instructions given in the gobase link above for what to do if the connection drops out.

There is quite a large collection of documents needed for managing the London Open. Some are spreadsheet tools, like the prize estimator and lookup table for determining the seating in the round robin preliminaries. Others are printed and handed out to players like the Flyer and Certificate where deserved. The rest like registration lists, notices and rules are tacked to the walls in the Theatre. The source for all these documents is available in the document_source archive. All of these are Open Office format.

TOOLS	FILENAME	COMMENT
Budget	Budget37_2010.ods	Spreadsheet approved by council.
Accounts	Accounts.xls	Reported to council
Premise	Theatre56.ods
	NashFoyer.ods
	Gulbenkian.ods
Booking	gocongresslayout	Specifies layout (from 2007)
Prizes	prize_calc.ods	Prize estimator
	trophy_drawing.odt	Engraving and Marble

MAIN TOURNAMENT PUBLICATIONS

	FILE (pdf)	FILENAME (editable)	COMMENT	QTY
Places	InfoCentre.	InfoCentre.odt	Simple notices to	1
	CongressOffice	CongressOffice.odt	identify locations in ISH	1
	Brds1To16Portland	Brds1To16Portland.odt		4
	Brds17On	Brds17On.odt		2
	GameAnalysisNash	GameAnalysisNash.odt		2
	Ranklist	Ranklist.odt		1
	NoSmoke	NoSmoke.odt		6
	no_mobile	no_mobile.odt		2
Main	TourRules	TourRules.odt	Timing and behaviour	1
	PlayRules	PlayRules.odt	AGA-Style with EGF changes	1
	Canadian	Canadian.odt	Detailed procedure	1
	Schedule	Schedule.odt	Large type with sponsor logos	8
	ProProgramme	ProProgramme.odt	Daily teaching sessions	2
	Adjudication	Adjudication.odt	The list of three	2
	opening_speech	opening_speech.odt	Skeleton	1
	Ghosts	Ghosts.odt	Request for volunteers	2
Registration	RegHereLogo	RegHereLogo.odt	Locates regdesk with all logos	2
	RegCorr	RegCorr.odt	Instructions	1
	PinkSlips	PinkSlips.odt	12 per page	3
Prizes	CashPrizes	CashPrizes.odt		1
	Certificate	Certificate.odt	For 4 wins	40

SIDE EVENT PUBLICATIONS

	FILE (pdf)	FILENAME (editable)	COMMENT	QTY
Lightning	LightRules	LightRules.odt	Detailed rules	1
	LightReg	LightReg.odt	Sign up	1
	LightTables	LightTables.ods	Lookup tables needed	1
	KnockoutTree8	KnockoutTree8.ods	KO 8 player	1
	KnockoutTree16	KnockoutTree16.ods	KO 16 player	1
	RoundRobinResults	RoundRobinResults.odt	One per table	10
Pair Go	PairGoRules	PairGoRules.odt	Detailed rules	1
	PairGoReg	PairGoReg.odt	Sign up	1
	PairGoWall	PairGoWall.odt	Results	1
Rengo	RenGoRules	RenGoRules.odt	Detailed rules	1
	RenGoReg	RenGoReg.odt	Sign up teams	1
	RenGoSinglesReg	RenGoSinglesReg.odt	Sign up singles	1
	RenGoWall	RenGoWall.odt	Results	1

This appendix lists the Go players who help run the London Open along with the tasks that they have recently been responsible for.

NAME	TASKS
Tony Atkins	Equipment, Pair Go, Draw Support, Website/news, pictures
Gerry Gavighan	Demo Board
Martin/Helen Harvey	Pro Support
Geoff Kaniuk	Godraw Support, Player Validation, Rating
Toby Manning	Organiser, Venue Liaison, Sponsor liaison, Finance
Matt Marsh	Organisational Support
Richard Mullens	Advertising, Early welcome
Jenny Radcliffe	Draw Master/Tournament Director, Rengo, Lightning, pictures
Francis Roads	Adjudication committee, Opening Ceremony
Kiyohiko Tanaka	Pictures, meals
Nick Wedd	Referee, Pair Go