I have "a little" experience with starting an off-season comp (Beantown Blitz in Boston)
. Depending on the organizer's specific situation; there are many different ways of putting a off-season FIRST event together. However, since your team is affiliated with a university (as is mine) I might be able to give you some direct insight on how to host a competition in a university venue.
PM me and perhaps we could arrange for a phone call. There is a lot of information I can pass along, but at the moment its too much to type.
erin