Questions Team Managers Should Ask Before Registering for a Tournament
Most surprises on a tournament weekend could have been caught with one email before registration. This checklist is what I'd want answered, in writing, before committing a team and a group of families to an event.
Pre-registration checklist
Lodging policy
- Is booking through a designated hotel, housing company, approved list, or portal required to participate?
- Is there a written lodging policy, and do I have a copy or link?
- Are there room-night minimums, buyout fees, or other penalties for staying elsewhere?
- Is there a local-team exemption, and do we actually qualify for it?
- If there's a team block, is it clearly described as optional?
Money and refunds
- What is the entry fee, and what does it include (game guarantee, gate fees)?
- What is the refund policy if we withdraw, or if the event is cancelled or shortened?
- When are deposits and final payments due?
Schedule and venues
- Which venues will be used, and how far apart are they?
- When will the schedule be released, and how early could the first game be?
- What is the game guarantee and format?
Roster and divisions
- Which age groups, levels, and divisions are offered?
- What are the roster limits, eligibility, and documentation requirements?
- Is there a sanctioning body, and do we need anything from it?
Registration and contact
- Where is the official registration page, and what's the deadline?
- Who is the tournament contact, and what's the best way to reach them?
Get the lodging answer in writing
A friendly "oh, you don't have to stay there" on the phone isn't much help if a buyout fee shows up later. Ask for the answer by email or point to the published policy, and save it with your registration confirmation. If the written policy and what you were told don't match, go with the written policy and ask for clarification.
Remember that a local-team exemption only helps local teams. If traveling teams are still required to book through the program, plan for that cost.
An email you can send the organizer
Hi,
We're considering registering our team for [event name, dates, division]. Before we do, could you confirm a few things?
- Is booking through a designated hotel, housing company, approved hotel list, or booking portal required for our team to participate?
- Are there any room-night minimums, buyout fees, or penalties for families who stay elsewhere?
- If there is a local-team exemption, what are the criteria?
- What is the refund policy if we withdraw or the event is cancelled?
- Which venues will be used, and when will the schedule be released?
Thanks, and a link to the written policy would be great.
[Your name, team, and phone]
Skip the email for listed events
Tournaments on No Stay To Play have already had their lodging policy reviewed for that specific edition, based on an official source or organizer confirmation. It's still worth confirming refunds, schedule, and divisions with the organizer.