Tournament To Do List
Apply to the tournament early – they fill up quickly. The applications are usually available a couple of months before the event.
Make hotel reservations (you can always cancel them, but the closest ones fill up quickly). You may want to avoid hotels with swimming pools as they wear the kids out and you'll want to save their strength for the games.
If you need guest players (and the tournament allows them), you will need to make a tournament roster that includes them.
If the guest player is already playing for a Stamford Hurricanes team, you need to submit a copy of the player’s pass and your current roster with the guest player’s name written in as guest player to Rich Astacio. This needs to be done no later than two weeks before the tournament. He will approve and submit the roster to the club registrar (currently Jackie Johnson) and Rich Astacio will contact you when the roster is ready to be picked up. The tournament roster must then be brought into the SWD office to be verified and stamped.
If the guest player is from another club you will need permission from that club’s president for the player to participate in the tournament with you. You can get this "Permission To Play form" from the SWD Office. Add the player’s name etc., to your current roster and submit the roster, the Permission to play form and a copy of the guest player’s pass to Rich Astacio. This needs to be done no later than two weeks prior to the tournament.
Rich Astacio will approve and submit the roster to the club registrar and he will contact you when the roster is ready to be picked up. The tournament roster and Permission to Play form must then be brought into the SWD office to be verified and stamped.
Remember to bring all player passes - including the guest player’s - to the tournament. Medical Release Forms must be filled out and signed for each player by their parents. Some tournaments require these to be notarized; some do not.
If the tournament (or game) is out of state, you must get a "Permission to Travel" form. It can be obtained on-line at cjsa.org. Click "forms center," fill in the appropriate form and make a print out to bring to the tournament.
Send in roster information to the tournament and other information they require.
Get game and field schedules and directions to each field. Provide this info to parents. Get directions to hotel and provide to parents.
Plan a team dinner. (Optional)
Register for tournament. This can usually be done the morning you arrive, but some tournaments require that you do it the day before.
You will need all player passes, Medical Release Forms, Permission to Travel (if applicable), and your roster.
Get a phone number of someone to contact if there is a problem at the field, such as no referees. Usually there’s a field marshal or a tent you can go to in case of any problems.
All or a portion of the outdoor tournament fee is paid for by SYSL. This is done via refund. The remaining costs are up to your team. SYSL will only refund one outdoor tournament fee per fall season (classified as September 1st - November 30th) and one outdoor tournament fee per spring season (classified as April 1st - June 30th). There is no refund for any winter tournaments. The refund amount is currently $500 per team. If the tournament fee is less than $500 you will not get the remaining balance.
To receive the refund you must send a letter to Rich Astacio including the name of the tournament, amount paid, your name and address, a copy of your cancelled check and a copy of the acceptance letter.
Rich Astacio will approve and send it to the treasurer, who will mail the refund to you. Some teams have lost their right to refunds because their registrations were not submitted on time.
Arrange with Rich Astacio for patches if needed for your tournament. You get one set of patches per tournament per spring and fall. If you go to more than one tournament per season and you need more patches you may purchase them. Currently the price is $1 per patch.
Understand that you are representing Stamford and coaches, players and parents should act accordingly.
It is SYSL's policy that if a tournament is cancelled due to the weather, and you are entitled to the tournament fee; you will have to send us back the reimbursed money and the information in a timely manner.
We will pay for any processing fees kept by the tournament, but, if you choose to do another tournament that season the fees kept by the prior tournament will be deducted from the $400 given for the new tournament that season.