Tournament Policies & Procedures

COVID Health and Safety

JVAA and ASC Events Health and Safety Plan

JVAA’s events are hosted in a variety of Texas cities, including Austin, Dallas, San Antonio, Houston. The Health and Safety Plan addresses generalizations for COVID precautions and prevention to be taken by JVAA event staff that are applicable to any general event venue. JVAA will adhere to, if not exceed, local, state, federal and other governing authorities’ recommendations related to COVID to ensure safety for all each event. The plan includes a myriad of efforts by JVAA staff with a focus on actionable steps from our own medical professionals’ panel as well as local, state and federal health guidelines in conjunction with municipalities and various host venues. This plan is subject to change given the dynamic aspects of COVID and our event assumes the responsibility of informing participants of the precautions, requirements and actions required of them to contribute to a safer event for all.

For any questions related to this plan, please email eventstaff@austinsportscenter.com.

 

We will be implementing many COVID health and safety measures at our events. To summarize our efforts and eliminate confusion, the most frequently asked about steps are outlined below:

  • Enhanced cleaning and sanitization of volleyballs and high contact areas/equipment
  • Designated mask wearing requirements of participants based upon role
  • Social distancing of chairs, team bench areas and courts whenever possible
  • Cashless and contactless ticketing

 

Current Spectator, Masking and Social Distancing Statement - as of 10/20/20

Registration Instructions

Submit tournament entry fees one of the following ways:

  • Online via Advanced Event Systems (AES) (any applicable transaction fees are nonrefundable).
  • E-check must be made payable to Austin Sports Center and email to eventstaff@austinsportscenter.com
  • Mail a check payable to Austin Sports Center to the below address:

Austin Sports Center
Attn: ‘Event Name’
425 Woodward St.
Austin, TX 78704

 

Deadlines

Registration Deadline - Teams registering or paying after this date will incur a $50 late fee.

Registration Closed Deadline - Teams registering or paying after this date will incur a $100 late fee.

Move Fee* - Teams that move divisions after the team has been accepted (before or after the deadline) will incur a $50.

The move and its fee will only be applied if the move is available. If the move benefits the tournament, the fee will be waived at the discretion of the tournament director.

Acceptance Criteria

Teams will be accepted on a first come, first served basis once a team has completed all registration requirements. Acceptance for all teams is always contingent on space available.

Registration Requirements:

  1. Register for the event on AES
  2. Submit entry fee payment
  3. *Fulfill stay to play - If a club/team is located outside 60 miles of the playing venue, they must reserve at least 5 hotel rooms within the tournament's block for the entirety of the event

*Only required to complete if the tournament is a stay to play event. This will be identified under the Club Director section of each respective tournament webpage.

Refund Policy

  • If registration is paid online via AES, the convenience fee is non-refundable.
  • All entry fees are nontransferable. A team may not apply this entry fee to any other tournament.

 

Unless stated on the specific tournament's website, below is the refund policy for local tournaments not held in convention centers.

 All but $25 will be refunded  If a team drops before the registration deadline
 All but $150 will be refunded  If a team drops between the registration deadline and the closed registration deadline
 No Refund  If a team drops after the closed registration deadline

 

Unless stated on the specific tournament's website, below is the refund policy for local tournaments held in convention centers.

 All but $50 will be refunded  If a team drops before the registration deadline
 All but $150 will be refunded  If a team drops between the registration deadline and the closed registration deadline
 No Refund  If a team drops after the closed registration deadline

 

Team Check-in

How to check-in on AES:

  1. Go to "My Events" - select event name
  2. Click on "My Teams"
  3. Click "Check-In" (to verify or make changes to your roster)
  4. Scroll to the bottom and click "Verify Roster" once updated
  5. Enter credentials - Name and Phone Number
  6. Click "Check-in"

Important Notes:

  • Once a team has checked-in online, they will be unable to make changes to their roster
  • If a change is needed to be made after submission, the team must contact the tournament director

Miss online check-in? Teams will no longer be able to check in on-site and will need to email eventstaff@austinsportscenter.com to request opening check-in. No paper copies will be accepted.

 

Verified Rosters: 

  • All rosters must be signed and include a phone number
  • All USAV #s must be verified (players and coaches)
  • All coaches must have a cleared background screen, signed USAV Junior Club Personnel Code of Ethics, SafeSport certified, and be IMPACT certified to sit on the bench
  • Contact information on the roster will be used for emergency updates

Events hosted within the Lone Star Region need to comply with the above requirements and their roster must include:

  • COACH – at least 1 coach; all coaches must have a cleared background screen, signed USAV Junior Club Personnel Code of Ethics, SafeSport certified, IMPACT certified
  • SCORER– can be “in-progress” by clinic attendance or pre-registration Scorer Chair
  • REFEREE – can be “in-progress” by clinic attendance or pre-registration with Referee Chair
  • MINIMUM of SIX (6) Registered ATHLETES
  • SAFE SPORT (if applicable)- athletes turning 18 during the season, whose teammates are minors, will be required to take "Core" Center for SafeSport training upon turning 18

How to satisfy requirements:

  • Background screen and signed Code of Ethics: complete in USAV membership portal.
  • To become IMPACT and SafeSport certified: take the course under USAV Clinics in the USAV membership portal.
  • To become a Scorer applicant: send application with anticipated clinic date and $25 clinic fee to Steve Crane, Scorer Chair, 18710 Appletree Hill Lane, Houston, Texas 77084.
  • To become a Referee applicant: send application with anticipated clinic date and $25 fee to the Thomas Hoy, Referee Chair, 3019 Nantucket Drive, San Antonio, Texas 78230 AND email copy of application and check to thoy@satx.rr.com.
  • To become a registered member, go to www.lsvolleyball.org and use the “Registration” menu option.