- Before the season
- The proposed organizer and potential hosts set the same readiness standards, decision deadlines, and relocation rules. Test different campus sizes, winter conditions, and academic calendars—not just the easiest venue.
- Before selection
- Campus and local operations teams document paid staffing, security, medical cover, lodging, transport, field readiness, and student access. Identify who pays for unused reservations and cancellation costs.
- When a team advances
- Run a timed rehearsal using the proposed turnaround. Confirm actual supplier availability and visiting-team travel, then record activation time, staff gaps, cost, student access, and recovery conflicts.
- If readiness fails
- Rehearse the neutral fallback with the same travel and recovery checks. Publish the failed requirement, decision owner, notification timing, and added cost. An unfunded or unworkable fallback means the test has not passed.
Keep this gate open until the evidence meets the published criteria. If it fails, change the operating plan or calendar and test again.