A Beginner's Guide to Running
USA Fencing Sanctioned Tournaments

1. Introduction and Overview

Hosting a USA Fencing sanctioned tournament is a rewarding way to serve your local fencing community, provide competitive opportunities for fencers of all levels, and raise the profile of your club. This guide will walk you through every step of the process, from initial planning through post-tournament reporting.

Why Host a Sanctioned Tournament?

• Ratings and Classifications: Only sanctioned tournaments can award fencer ratings (E through A), which are essential for competitive advancement
• Convenience: Hosting a tournament at your club makes for an easy event for your fencers to attend.
• Community Building: Tournaments bring together fencers from multiple clubs and create networking opportunities
• Revenue Generation: Hosting tournaments can generate income for your club through entry fees, sponsorships, merchandise, concessions, and more.
• And much more!

What This Guide Covers

This playbook is designed for clubs hosting their first local sanctioned tournament. It does not cover divisional qualification, regional (ROC, RYC, SYC, RJCC) or national events, which have additional bid requirements and are managed through USA Fencing's national office.

2. Understanding Tournament Levels

USA Fencing tournaments operate at several levels, each with different requirements and oversight:

Local Tournaments

These are club-hosted events sanctioned through your local USA Fencing Division. They typically draw 15-50 fencers and are the most accessible level for first-time organizers.

• Sanctioned by your local Division
• Can award ratings based on field strength
• Require Access or Competitive USA Fencing membership for participants
• Must use at least one rated referee to issue classifications

Division Qualifiers

These are run by or under close supervision of Division officers and serve as qualification pathways for national championships (Junior Olympics, Summer Nationals). They have stricter requirements than standard local events.

Regional Events (ROC, RYC, SYC, RJCC)

These require a formal bid submission to USA Fencing's national office and are beyond the scope of this introductory guide. However, experience hosting local tournaments is excellent preparation for eventually bidding on regional events.

National Events

National events include North American Cups (NACs), Junior Olympic Championships, Summer Nationals, and other championship-level competitions. These are run entirely by USA Fencing's national office and require a formal bid process with extensive venue, staffing, and logistical requirements. Hosting national events is typically reserved for experienced organizing committees, sports commissions, and convention centers capable of accommodating thousands of fencers over multiple days.

3. Contact Your Division First

Before you do anything else, contact your local USA Fencing Division. Each Division has its own specific procedures, requirements, timelines, and fees for sanctioning tournaments. What works in one Division may not apply in another, so getting guidance from your Division early will save you time and prevent missteps.

Finding Your Division

USA Fencing is organized into geographic Divisions across the country. Find your Division at usafencing.org/divisions. Your Division is the governing body that will sanction your event and serve as your liaison to the national office.

What to Ask Your Division

When you first reach out to your Division Chair or tournament coordinator, be prepared to discuss:

• Sanctioning Process: What forms, timelines, and approvals are required?
• Calendar Coordination: What dates are available without conflicts?
• Equipment Resources: Does your Division have equipment available to borrow or rent?
• Referee Recommendations: Can they help connect you with rated referees?
• Reporting Requirements: What specific documentation will they need after the event?

The Sanctioning Request

Once you have preliminary details, you'll typically need to submit a formal sanctioning request. Most Divisions require:

• Proposed date and venue
• Events to be offered (weapons, age groups, rating restrictions)
• Entry fees
• Tournament organizer contact information
• Confirmation that you will comply with all USA Fencing rules

4. Pre-Tournament Planning (3-6 Months Out)

Once you've connected with your Division and understand their requirements, you can begin detailed planning.

Choose Your Date and Format

Working within the guidance from your Division, determine:

1. Tournament Date: Check your Division calendar, nearby Division calendars, and the USA Fencing national calendar to avoid conflicts with existing events. Most Divisions strongly encourage coordination to minimize scheduling conflicts.
2. Weapons Offered: Will you offer foil, epee, sabre, or multiple weapons? Consider your club's expertise and available equipment.
3. Age/Rating Categories: Common formats include Open (all ages 13+), Youth (Y10, Y12, Y14), Veteran (40+, 50+, 60+), and rating-restricted events (Unrated, Div III, Div II).
4. Expected Size: Estimate participation to plan strips, referees, and venue space. First-time events typically draw 20-40 fencers.

5. Division Sanctioning Requirements

While specific requirements vary by Division, most require the following for sanctioned events:

Core Requirements

• Advance Notice: Tournament must be announced at least 14-28 days before the event (varies by Division)
• Public Posting: Event must be posted on AskFred.net and/or the Division calendar
• USA Fencing Rules: All USA Fencing rules and regulations must be followed
• Membership Verification: All competitors must have valid USA Fencing competitive memberships
• Accepted Format: Tournament must use one of a few approved formats

Referee Requirements

All referees at sanctioned events must meet specific criteria:

• Pass the USA Fencing referee exam in the weapon(s) they will officiate
• Hold current USA Fencing membership
• If over 18: Complete background check through USA Fencing
• If over 18: Complete SafeSport training
• At least one RATED referee (not just P-rated) is required for the tournament to award classifications

Make The Request

Reach out to the division with your proposed event information, and await confirmation. Once confirmed, you can move forward with the preparation and planning process.

6. Staffing Your Tournament

Essential Positions

Tournament Organizer

Overall responsibility for the event. Coordinates all aspects, serves as primary contact, and handles any issues that arise. This is probably you, the person reading this article!

Bout Committee

Manages the technical running of events: check-in, pool assignments, bracket management, strip assignments, results entry. For small local events, this may be 1-2 people. The recommended ratio for larger events is 1:300 (one BC member per 300 registrations). This is also often a role shared with the Tournament Organizer.

Referees

An easy rule of thumb for smaller tournaments is to plan to hire 1 referee per strip you intend to set up, plus at least one extra referee for every 4 strips. Rated referees should be compensated for their time and travel. You can refer to USA Fencing's pay scale for a starting point, though we recommend paying above that if you want officials to return!

Armorer

Conducts pre-competition equipment checks and handles repairs during the event. For local tournaments, one experienced armorer is typically sufficient, and can be a club armorer for smaller events.

Registration/Check-in Staff

Handles fencer check-in, membership verification, and fee collection (if not pre-paid). This is usually a shared role with Tournament Organizers and Bout Committee.

Division Observer

Many Divisions require an officially designated Observer to oversee the event and ensure compliance with rules and regulations. This is handled differently for each Division and is something to inquire about. This is sometimes a paid role, and sometimes can be combined with other roles, such as Referee.

SafeSport Designee

For all sanctioned events, designate one person as the SafeSport contact. This individual must have current USA Fencing membership, completed SafeSport training, and background check clearance. They should be available throughout the tournament to handle any SafeSport-related concerns. For most events, this role can be performed by the Division Observer.

7. Equipment and Venue Requirements

Venue Considerations

• Space: Standard fencing strips are 14 meters (~46 feet) long and 1.5-2 meters (5-6.5 feet) wide. Add 2 meters (6.5 feet) of safety zone at each end. One standard basketball court can usually support 4 to 6 strips, for reference.
• Flooring: Smooth surface (wood, concrete, composition, or carpet) suitable for fencing strips
• Lighting: Even lighting throughout the venue
• Climate Control: Air conditioning/heating as appropriate for the season. Cold venues are far more tolerable than hot venues.
• Electrical: Sufficient outlets for scoring machines (one per strip). This is sometimes a hidden challenge worth proactively reviewing when you're looking for your venue.
• Spectator/Staging Area: Space for fencers to warm up and store equipment.

Strip Equipment (Per Strip)

• Suitable scoring machine
• 2 reels, 2 floor cords
• Timing device (often integrated into scoring machine)
• Strip boundary marking (painter's tape is usually sufficient for this)
• Optional: grounded fencing strip

Armory Equipment

• Weapon testing gauges (weight and shim)
• Mask punch tester (12kg)
• Ohmmeter for lame/cord testing
• Tournament stamps for marking checked equipment
• Basic repair tools and spare parts

8. Registration and Software Setup

AskFRED (Registration)

AskFRED (askfred.net) is the primary platform for local tournament registration. To create tournaments on AskFRED:

1. Create a Bout Committee account on AskFRED
2. Connect a Stripe account for payment processing
3. Create your tournament with all event details
4. Once you have Division approval, make the tournament live

AskFRED integrates with USA Fencing membership data and allows fencers to register and pay online. Registration lists can be exported for use in tournament software.

Fencing Time (Tournament Management)

Fencing Time is the official tournament management software for USA Fencing and the preferred platform for running sanctioned events. It handles:

• Automated seeding based on ratings and national points
• Pool generation with club separation
• Direct elimination bracket management
• Referee tracking (mandatory for sanctioned events)
• Results export in USA Fencing format (.results file)
• Live results posting via FencingTimeLive.com

Entry Fees

Common fee structures for local tournaments:

• Registration Fee: One-time fee per fencer ($10-20 typical)
• Event Fee: Per event entered ($20-40 typical)
• Division Fee: Some Divisions charge a small per-fencer sanctioning fee ($5-10) which should be included in either the Tournament or Event fee publicized

9. Tournament Day Operations

Pre-Event Setup

Arrive the night before OR early (2-3 hours before check-in opens) to:

• Set up and test all strips and scoring machines
• Establish armory station
• Set up registration/check-in area
• Configure Fencing Time with imported registration data
• Post schedule and strip assignments
• Brief referees and staff

Check-In Process

1. Verify Membership: Confirm each fencer has valid USA Fencing competitive membership (Access or higher)
2. Age Verification: For age-restricted events, check proof of age (passport, birth certificate, or age verified in USA Fencing profile) or other qualification requirements
3. Collect Fees: If not pre-paid, collect entry fees
4. Mark as Checked-In: Update Fencing Time to show fencer is present
5. Direct to Armory: Send fencer to equipment check

Equipment Check

The armorer checks and subsequently stamps the following items:

• Mask: check for passing 12kg punch test, check bib condition, check for conforming straps, check structural integrity
• Lame (foil/sabre): Conductivity test (5 ohms or less), no holes or dead spots
• Body Cords: Continuity and conductivity (1 ohm or less per line)
• Mask Cords (foil/sabre): Same as body cords
• Glove: No holes; 800N glove required for sabre
• Knickers: Ensure left-handed fencers have left-handed knickers, no stamp is required

10. Understanding Pools and Direct Elimination

Pool Round

Most tournaments begin with a round of pools where fencers are divided into groups of 6-7 and fence everyone else in their pool.

• Bout Format: 5 touches or 3 minutes, whichever comes first
• Seeding: Fencers are seeded based on national points (if applicable), then rating (A highest to U lowest), then rating year (more recent = higher)
• Pool Assignment: Uses 'snake' method to distribute seeded fencers evenly; separates clubmates when possible
• Scoring: Referee records results on pool sheet; both fencers sign after their final bout

Pool Results and Promotion

After pools, fencers are ranked by:

1. Win Percentage: Victories divided by bouts fenced
2. Indicator: Touches scored minus touches received
3. Touches Scored: Total touches landed

Promotion rates vary by event type. Youth events (Y10, Y12, Y14) typically promote 100%. Senior/adult events may cut the bottom 20-25%.

Direct Elimination (DE)

Single-elimination bracket based on pool seeding. First seed faces last seed, second faces second-to-last, etc.

• Bout Format (Y10): 10 touches, two 3-minute periods with 1-minute break
• Bout Format (Y12+): 15 touches, three 3-minute periods with 1-minute breaks
• Third Place: No fence-off; both semifinal losers receive bronze

11. Ratings and Classifications

Understanding the Rating System

USA Fencing uses letter classifications (commonly called 'ratings') to rank fencer skill levels:

• U (Unrated): No rating earned yet
• E: Entry-level rating
• D: Developing competitor
• C: Competent regional competitor
• B: Strong regional/national competitor
• A: Elite national/international competitor

Ratings are written with the year earned (e.g., C24 = C rating earned in 2024). Ratings decay one letter if not renewed within 4 years.

How Ratings Are Earned

Ratings are awarded based on tournament strength and placement. They are a high water mark system that tracks a fencer's best event performance. The key factors are:

• Total number of fencers in the event
• Number of already-rated fencers
• Where rated fencers place

Example (E1 event): 6+ fencers compete, no rating requirements. First place earns an E rating.

Example (C1 event): 15+ fencers, including rated fencers who place well. First place earns C, 2nd-4th earn D, 5th-8th earn E.

Requirements for Awarding Ratings

For your tournament to award ratings:

• Tournament must be sanctioned by your Division and run in full compliance with USA Fencing rules
• At least one RATED referee must work the event
• Results must be properly reported to USA Fencing after the event is completed

12. Post-Tournament Requirements

Required Reporting

Within 10 business days of your tournament, you must submit results to your Division and ultimately to USA Fencing:

If Using Fencing Time (Preferred)

• Export results using 'Export Results to USA Fencing' on the File menu
• Email the generated .results file to your Division officer
• Division officer reviews and forwards to USA Fencing

If NOT Using Fencing Time

You must submit all of the following:

• Referee and Officials Report Form
• Classification Change Form (if any ratings awarded)
• Complete results in Excel format

Post Results Publicly

Upload results to AskFRED or your club website so fencers can verify their results and ratings.

Financial Reconciliation

• Reconcile registration income against expenses
• Pay any Division sanctioning fees
• Pay referees and armorers
• Document for future tournament budgeting

13. Checklists and Quick Reference

Key Resources and Contacts

Websites

• USA Fencing: usafencing.org
• USA Fencing Rules & Compliance: usafencing.org/rules-compliance
• Tournament Organizer Hub: usafencing.org/tournament-organizer-hub
• AskFRED: askfred.net
• Fencing Time: fencingtime.com
• Fencing Time Live: fencingtimelive.com

Key Documents

• USA Fencing Rulebook
• USA Fencing Athlete Handbook
• Classification Reference Chart
• FenceSafe Handbook
• Minor Athlete Abuse Prevention Policy (MAAPP)

USA Fencing National Office

• General Information: information@usafencing.org
• Results Submission: Submit through Division officer

Your Local Division

Find your Division at usafencing.org/divisions. Your Division is your primary resource for:

• Sanctioning approval
• Local calendar coordination
• Equipment loan programs
• Results processing
• Referee recommendations

Good luck with your tournament!