MEMO: DATE: May 9, 2011 TO: SUBJECT: FROM: Southern Championship, Designated and Interested Tournament Directors Sanctioning Process for 2012 Tournaments Roy Barth, Chairman Adult Sanction & Schedule Subcommittee Peter Lebedevs, Chairman Junior Sanction & Schedule Subcommittee Sanction and Scheduling Coordinator The USTA Southern Section is currently requesting bids for all 2012 Southern Championships. The requests must be completed between May 15 th and July 2nd and will be completed through the online sanction process. All bidders have to complete a 2012 Offer and Contract Form that is attached, to be considered for the 2012 schedule. Items included in this sanctioning packet are as follows: How To Use The TennisLink Online Sanction Process Schedule of all Southern Championship Tournaments for 2011 2012 Offer & Contract Form Guidelines and Requirements for Junior Tournaments ****Sanction fee ($100.00) must be paid online. Checks will not be accepted. There can be no exceptions what so ever. Those that cannot pay online will not be considered for approval. By submitting a sanction bid, the tournament director is agreeing to abide by all USTA Southern Section guidelines and requirements. A few important points of interest: 1. We have many bidders for these tournaments. Therefore, please be prompt in submitting your bid. Please note the sanctioning period deadline is July 2nd. 2. New bidders or Bidders on new tournaments: Please feel free to send in pictures, brochures or anything that you feel will better assist us in getting a clear picture and understanding of your bid and what you can offer. 3. All tournaments are open for bid. 4. A certified referee must be listed on the online form. This must be listed for your bid to be considered. I am sure there will be some questions. Please do not hesitate getting in touch with me, Sandy Hastings, at hastings@sta.usta.com, or by phone 770-368-8200. Thank you all ahead of time for a smooth sanctioning period. ***Please remember, the sanction fee must be done online by credit card. No exceptions! (Cards are not charged until the event has been awarded and approved)
HOW TO USE THE TENNISLINK ONLINE SANCTION APPLICATION PROCESS Finding the website: Go to www.southerntennis.com, or either the National or State websites. On the left hand menu, under either TennisLink/Tournaments This will bring you to the TennisLink Searchable schedule. Click on Login under Schedule Admin (Illustration #1) on the right hand menu. Logging in: Once you have been set up as a Tournament Director in the online system, use your USTA member number (or the non-member number that you have been assigned) as your login (Illustration #2). You will then be prompted to enter your password. Please write it down and keep it in a safe place where others do not have access to it. We have no way retrieving your information After you log in, choose the sanction period that you wish to work on, such as 2011, for the group of tournaments already approved or that you want to copy, or 2012 for sanctions that are incomplete, pending, or approved. You will then be presented with a list of tournaments that have been associated with your login number (Illustration #3). If you do not see a tournament that should be associated with you, email the linkteam@usta.com You can now choose to copy an existing tournament or choose to create a new sanction by clicking on the New Sanction Form link on the side navigation bar. Sanctioning: Existing Tournament or New Bid Existing Tournament (Illustration #3): If you are bidding on a tournament that you already host, click on the Copy button attached to the tournament you wish to copy. The system automatically puts the dates one (1) year in advance, but takes into account the day of the week that the tournament currently starts and changes the date to match for the following year. Please check to make sure the dates are correct. These dates can be modified later in the process. Click Continue. Click on the New Sanction Form link (Illustration #4): Enter the Tournament Name, Start Date, Tournament Director membership number, and Organizational membership number. Continue Summary page: You have now been directed to the online sanction Summary. This page is a snapshot of the information contained in the various pages that make up the complete sanction form. You do not enter any data on this screen. Now click on the Organization tab at the top. Organization page (Illustration #5): The system assumes that the sanctioning organization is the same for 2012 as it was in 2011. This is consistent across all areas of the Online Sanction Form. However, information can be modified if necessary. On this page, if the sanctioning information is different, you can modify by clicking on Change Organization. The Name and Address of the organization can be changed if the play at facility is different than the sanctioning organization address. Fill in the court information for the number of courts that will be used for this tournament. Contacts page (Illustration #6): This page contains information about the Tournament Director, the organizer (if applicable, otherwise, leave blank), and the Referee. The TD information is auto-populated based on the USTA membership database. You can modify for this
tournament only or if you want a permanent change to be made in all your tournaments, contact Member Services (memberservices@usta.com). The home address and home phone do not appear on the tournament home page. Items found on the tournament home page are designated by the little house with a ball inside. A red asterisk indicates required fields. Certain fields are not able to be changed by a tournament director once the tournament has been submitted or approved. The name and email of the tournament referee will be required this year before event will be considered. (Illustration #7). Dates page (Illustration #8): This page defines the start and end date of the tournament, entry open and close dates, time of day that entries close, and draws posted date. The start and end date may not be changed once approved. The entry open and close dates can be changed. For a new sanction request, it allows the requestor to specify 2 nd and 3 rd choices of start dates, in the event that the sanctioning body denies the original date. Enter the tournament start and end dates and the breaks/resumes dates, if applicable. Also, specify an entry open and entry close date, as well as the time you wish the entries to close. To save on confusion, please use the time 11:59 and either AM or PM. These dates are strictly enforced in the online registration system. Enter a date that you intend to post the draws. All required fields are denoted with a red *. A new function is the Alternate Cut Off Date. This is very beneficial to you as a tournament director, for it allows you to collect entry fees from alternates online. You can input a date up to ten (10) days after the entry deadline Entry Info Page: This describes the entry fees, the entry limits, and the entry method. In the fee description text box (Illustration #9), please briefly describe your fee structure. For example: First event $30.00, second event $20,00, and third event $15.00. This can be used for the export to a yearbook publication of the schedule. 1. There are 4 ways to define the entry fees (Illustration #10): 1. Flat fee: one flat fee regardless of the number of events/divisions entered 2. First/Additional: A separate fee is charged for 1 st singles and additional singles, 1 st doubles and additional doubles 3. By event: a different fee can be defined for different events (this requires set-up on the event definition page) 4. Fee Table: This will allow you to set up your fee structure. Most of our adult tournaments will set up their own fee table and if you need help with this, please contact Sandy Hastings or TennisLink. When using the Fee Table for your set up, put 0 in the Base Fee box. A maximum fee to be charged (meaning, not to exceed) can be set for the 2 nd thru 4th methods. The Entry Limits box (Illustration #11) on this page allows you to limit the number events that the player may enter. For example: 1 singles, 1 doubles, and maximum 2 events. This will limit the player from signing up for more than two events when entering online. If NTRP divisions are included in the tournament, the registration system will check the NTRP rating of the player and determine eligibility. You can also tell the system if junior players are allowed to enter NTRP events. If you require that players enter as a doubles team, you can check that option. If you do not wish for the list of applicants who have registered on line, to be visible from you tournament home page, you can turn off that feature by checking Hide Applicant List.
The Other table (Illustration # 12) allows you to trigger online registration, as well as determines if you will accept mail/phone in entries only, or a combination of the two. This has been a troublesome area this year. Areas to be aware: - Please remember that all Southern Section Championship (BullFrogs etc.) Tournaments require online registration. - All Adult/Senior tournaments are now required to use online registration.. - When only doing online registration, do not enter anything in the Make Entry Checks Payable To box or the Send Entry Checks To box. When you choose the Online Registration box (Illustration #13), a drop down box will pop up requiring your bank information that will include; Bank Name, Account Name, Account Number, Routing Number, and Bank Address. You will not be able to complete the process without the above information. - Entry type (Illustration #14) allows you to choose the type of entry, and drives a corresponding message to appear on the Tournament Home Page. This is for purposes of displaying a message, and for setting rules for online registration. 1. Open: Entry is open to all USTA members 2. Closed by Section: Entry is restricted to only members from the hosting section. (Southern Championships will be either Closed by Section or Open ) 3. Closed by District: Entry is restricted to only members from the hosting district 4. Invitational: Entry is restricted by invitation only. NOTE: The online registration system cannot validate entries for this entry type. 5. Restricted: Entry is open to only eligible players. Consult your local section/district rules for entry to this tournament. If you entry this event and you are not eligible, refunds are at the discretion of the Tournament Director. 6. There are also ways to use a selection process, Player Selection Type. Player Selection should be selected for tournaments with limited draws. In these cases, the credit card processing of the entrants is delayed until the selections are complete, thus eliminating the need for refunds to those not selected to play. They are: 1. No selection 2. USTA Selection 3. Tournament Director selection: Use by Junior Championships and Designated - Events page: Defines the events/divisions that are to be held for the tournament. You can potentially set up 3 different levels (levels are defined by the area holding the event. Some may not apply to your area.). You must define at least 1 event group. The process must be completed for each group that you wish to define. 1. Select a level if applicable 2. Click on the 3-dot lookup button. 3. Select the group of divisions that you wish to select from (juniors, adults, etc) (Illustration #15) 4. Highlight the first division you are selecting and then click the arrow that is pointing toward the Selected Divisions window (Illustration #16). The selected division will then show in the Selected Divisions Window. You can move multiple divisions by holding down the Shift key, and clicking on multiple divisions, then click the move arrow. You
can de-select by highlighting the division, and using the reverse arrow. You can move all, by clicking the double arrow, or de-select by clicking the double reverse arrow. 5. Select the Draw Type by clicking on the drop down, and clicking on the appropriate one. 6. Specify Draw Limit, if applicable. It will apply to all selected divisions 7. We want you to specify Surface. (#5,6&7 above: Illustration #17) Click Continue. This screen allows you to define different attributes for each division. IF you chose to define fees by division, a fee column will appear that will allow you to assign a different fee for each division. If you do not wish to further define the attributes, Click Continue. This takes you back to the EVENTS page where you can continue to add an additional group. General page (Illustration #18): Provides for an area in which you can add additional information about your tournament. You can add notes (up to 1000 characters), create a group of canned messages that you can use over and over, and add the canned messages to the tournament that you are currently working on. Messages are stored by your specific login. You can add your tournament website address, if applicable, and denote if you are a TDM user. Our strong recommendation is that you add your important notes thru TDM. Please click on Add Category (Illustration # 19) to set up the proper category for your event. For Southern purposes, most of you will be either Sectional Championship or Designated Event, plus District Event. For juniors, the following tournaments will indicate the National Level as well. Southern Open Championships will add category Level 3. The Southern Closed ( in June ) will also add category Level 3, the Southern Spring, Fall, & Winter Closed should add Level 4, and the BullFrog Designateds will add category Level 5. No one else should be adding a Level. Sanction fee page (Illustration # 20): Displays the sanction fee information, the sanction period, who is responsible for approving the sanction, and allows you to choose how you wish to pay the sanction fee. Online/Credit Card payment is mandatory for Southern Championships. Your tournament bid will not go before the Sanction and Schedule Committee this year without payment. When you use the online method, it allows you to input credit card information that ONLY THE PERSON INPUTTING THE INFORMATION has access to. An attempt to charge the card is not made until the sanction is approved. ONLY then does the tournament become part of the USTA Searchable Schedule. Click here to finish is located above the Sanction Fee tab. You will be taken back to a list of your tournaments. Go to the year dropdown and click on 2012. This should bring up a list of your 2012 tournaments. In this list, you should find the event you just completed. If you are ready, click on Submit and follow the prompts. You have then completed the application process.
OFFER AND CONTRACT FORM Year: 2012 THIS OFFER is made by the undersigned Tournament Director Organizer (Organizer) to the USTA Southern Section, and upon acceptance shall become a contract binding upon the parties hereto. WITNESSETH THAT WHEREAS the USTA Southern Section annually sanctions Southern Championship Tournaments for numerous categories and ages of male and female players; and WHEREAS Organizer desires to promote and stage the USTA Southern Section Championship Tournament (Tournament) hereinafter specified. NOW, THEREFORE upon acceptance by the USTA Southern Section, the Organizer agrees with the USTA Southern Section as follows: 1. Tournament. The official name of the Tournament shall be: Southern CHAMPIONSHIPS or Designated Title 1 Date: All references to the Tournament shall use such official name. 2. Tournament Facility. Name of Tournament Facility: Street Address: City: State: Zip Telephone:( ) FAX # ( ) Number of Courts: Hard Clay Lighted Indoor Back Up Alternate Sites and Number of Courts: 3. Sites and Facilities. Organizer agrees to furnish the site hereinafter named for the Tournament, including the following minimum facilities: (a) sufficient championship tennis courts for Tournament play and for practice use; (b) seating for spectators on the stadium or best court available; (c) appropriate bathroom, shower and locker facilities; (d) a special Tournament Operation Center with sufficient chairs and tables. Sufficiency shall be determined in the USTA Southern Section s sole discretion. 4. Tournament Personnel and Services. Organizer agrees to furnish the following: (a) knowledgeable and competent Tournament Committee, USTA Certified Referee, Deputy Referee for each satellite site, and umpires; (b) full and complete administration for the Tournament (required to utilize the software program selected by the USTA Southern Section) including the printing and distribution of entry applications, selection of entries in accordance with USTA and Southern Section Rules and Regulations, and publishing of results daily, with final results published within 24 hours from completion of tournament; (c) appropriate personnel to handle spectators, parking, security, player transportation,
registration, concessions, programs, maintenance, and all other duties required to stage a first-class Tournament; (d) Athletic Trainer & First Aid facilities for medical emergencies; (e) refreshments for players; (f) arrangements for discounted or complimentary accommodations and meals for players to the extent reasonably possible; (g) a Public Relations Committee, with a Chairman responsible for planning publicity and promotional activities and coordinating the same with the USTA/Southern Section. 5. Rules and Regulations. Organizer agrees to abide by the USTA Southern Section Constitution, By- Laws, Standing Orders, Rules and Regulations. 6. USTA/Southern Section Identification. Organizer agrees to permit reasonable identification of the USTA Southern Section on the Tournament Site, including, but not limited to, the display of a banner on the stadium court and on the Tournament grounds which upon request by the USTA Southern Section shall be erected by Organizer. All literature, including posters, news releases and other Tournament advertising shall include the official name of the Tournament. Organizer agrees to make regular mentions on the Tournament public address system that the Tournament is a USTA Southern Championship and is sanctioned by the USTA and USTA Southern Section. 7. Sponsorship. Please remember that the USTA Southern Section owns all sponsorship rights to your event. The Section Director of Marketing has the discretion to grant the right for tournaments to get sponsors in approved categories, but reserves the right to prohibit tournaments from selling sponsorships in categories that are in conflict with the National or Sectional Sponsors. The USTA Southern Section may require some sponsors to be listed as specific event sponsors, and receive event benefits, such as banners or to have material included in the player welcome packet. 8. Revenue and Expenses. Organizer shall be entitled to all revenue from the Tournament. Organizer assumes all risks and is responsible for all expenses relating to the Conduct of the Tournament. Nothing herein shall constitute the Organizer and the USTA Southern Section as partners or joint ventures. The television, radio and film rights for all sanctioned Southern Championships are reserved by the USTA/Southern Section but are negotiable. 9. Balls. The tournament will provide a new can of USTA approved balls for each match, and for matches that extend to three (3) sets, a new can will be provided for the third set. 10. Awards. The tournament will provide trophies in each age event commensurate with the Championship status of the tournament. USTA Southern Section shall provide awards free of charge for winners in each age division. (not to include Southern Sr. Cup winners). 11. Tickets. If tickets are sold for the Tournament, Organizer agrees to provide to the USTA Southern Section upon request eight (8) of the best seats for each session of the Tournament. 12. Indemnification. Organizer agrees that the USTA and USTA Southern Section grants sanctions for a USTA Southern Section Championship Tournament as a service to public tennis and as a benefit to the players and to local communities in which such Tournaments are staged. The USTA Southern Section shall have no responsibility for the actual conduct of the Tournament, and Organizer agrees to indemnify and save the USTA and USTA Southern Section harmless from any and all claims of every kind, nature and description in any way relating to the conduct of the Tournament, the facilities used by the Tournament or the players, officials (other than USTA Officials) and spectators at the Tournament. 13. Site Use. If Organizer is not the operator of the site of Organizer's Tournament, then Organizer has attached to this Offer written permission of the operator of such site for the use of the site and the appropriate facilities necessary for the staging of the Tournament.
14. Any usage of the USTA or USTA Southern logo must be approved in advance. 15. Tournament Data. Organizer certifies that the following data is correct: Name of Tournament Director: Street Address: City: State: Zip: Telephone: ( ) Email Address: Name of Tournament Referee: Street Address: City: State: Zip: Telephone: ( ) Email Address: 16a. Description of clubhouse facilities at tournament site available to players: Number and approximate size of locker rooms: Number of bathrooms: Shower facilities: Eating facilities: Lounge facilities: Other recreational facilities: Additional information: 16b. Description and dates of other tournaments held at this site and/or conducted by tournament organizer (including size of draw, type of tournament, etc.): 16c. Description of accommodations, food, lodging and transportation that will be offered to all main draw players: Tournament Hotel #1: Rate: Rooms in Block: Tournament Hotel #2: Rate: Rooms in Block: Tournament Hotel #3: Rate: Rooms in Block: Tournament Hotel #4: Rate: Rooms in Block: Tournament Hotel #5: Rate: Rooms in Block: Nearest Airport#1: Distance from Airport to Primary Site:
Nearest Airport#2: Distance from Airport to Primary Site: 16d. Description of tournament site location and mileage from center city, 16e. Description of community in which the host facility is located: 16f. Other pertinent information (please include brochures, maps, etc. if available: 17. Insurance. Organizer will obtain appropriate general liability insurance naming the organizer, the tournament, the site (club and stadium), the USTA, the USTA Southern Section, and the sponsor, if any, as named insureds. 18. Sponsor Support. The local sponsors who have agreements with Organizer to support the tournament along with all other community service groups who are supporting the tournament are listed as follows: _ 1 For Title Sponsorship, a Southern Championship must receive at least $5,000 in cash or wholesale product 19. Resolution on Discrimination. The sanctioned event shall be conducted and the host facility shall operate without regard to race, gender, or other prohibited basis. Any facility hosting a USTA Southern Section Championship shall be required to adhere to this policy. 20. Fees. The sanction fee for a USTA Southern Section Championship in which prize money is not offered shall be $100.00 plus a registration fee, which amount is to accompany the sanction application. If prize money is to be offered, the sanction fee will be $100, or 1% of the prize money, whichever is greater, yet not to exceed $2,000. One third of such fee, or $100, whichever is greater, must accompany the sanction application with the remainder to be paid within 30 days after the event. 21. Miscellaneous. Upon acceptance by the USTA Southern Section as evidenced by the signature of an authorized official of the USTA Southern Section, this instrument shall become a contract binding on the parties. In such event, this instrument contains the entire agreement of the parties and no representations or agreements express or implied, except those contained herein shall be valid or binding on the parties. Upon acceptance this Contract shall be construed in accordance with the laws of the State of Georgia. Special provisions of this agreement, if any set forth on Schedule A attached hereto and incorporated herein by reference.
Please mail this form to: USTA Southern Section Attn: Sandy Hastings 5685 Spalding Drive Norcross, GA 30092 Attn: Sandy Hastings Rec d by USTA Southern Section Office Date: Name: Received by Southern Sanction & Schedule Committee Date: Name: