Evergreen Region Volleyball
P.O. Box 159
Cheney, WA 99004
(509) 235-6285
FAX: 509-235-3424
   



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Tournament Schedules for 2008 Season

Girls: U12 Youth | U12 | U14 | U16 | U18

Tournament sign up is Saturday, December 8. Sign up will begin at 8 am (PST).

This year we have made several changes with the SIGN-UP process.  All region tournaments, with the exception of the Yakima Northwest Jamboree, must be entered using the online system, AES (www.advancedeventsystems.com).  Any team that wishes to sign up for an Evergreen Region tournament, must have a CLUB DIRECTOR account with AES.  (Click here if you have NOT yet set up an account.)

Another change for this year is that there will be specific times for each age-division in which teams may sign up for tournaments.  TEAMS CANNOT REGISTER PRIOR TO THE TIME LISTED FOR THAT AGE GROUP!  This was done in hopes of alleviating some of the pressure for registering. The schedule for sign-up is as follows:

8:00 – 9:50 AM – U12

10:00 – 11:50 AM – U14

12:00 – 1:50 PM – U16

2:00 – 3:50 PM – U18

PLEASE BE INFORMED THAT TEAMS SIGNED UP PRIOR TO THEIR AGE GROUP’S START TIME WILL BE DELETED FROM THE SYSTEM WITHOUT NOTIFICATION!

**If you have not done so already, you should bookmark the AES website on any computer you will be using during the tournament sign-up time.

**Your club director account can be utilized by multiple users throughout sign-up.  The only stipulation is that the users CANNOT attempt to sign-up the same team for the same tournament.  This may cause an error in the system.  Please make sure your volunteers know which tournaments they are responsible for during sign-up.

Directions for sign-up are below. (PRINT THEM OUT FOR REFERENCE.)   It would be a good idea to experiment with the sign-up procedure prior to Saturday.  The tournament Region Test -12/25 is open for teams to practice entering.

TO ENTER TOURNAMENTS:

  1. Print out the tournament schedules from the EVERGREEN REGION Schedules pages. (There are still a few more tournaments that will be added in the next few days, so check back on Dec. 7 to make sure your printed copy is the most current.) 

 

  1. Use those schedules as a guideline when choosing the tournaments you’d like to enter. (On AES, all tournaments are listed in one list and ARE NOT separated by age group.)
  1. Log in with your CLUB DIRECTOR account (If you are also a tournament director, make sure you use the correct account!).

 

  1. All of your club’s teams should show up.  If necessary, add the teams that are not there.
  1. Click on Enter Events (on the top tool bar).

 

  1. Click on the word Date in the Date column of the tournament listings.  This will arrange the tournaments in chronological order by date.
  1. Choose the Location (Washington or Idaho) for the tournament you wish to enter.  Tournament type should be set to All.

 

  1. Click on the name of the tournament you wish to enter.
  1. Click the REGISTER NOW button.

 

  1. This should show all of your teams that are eligible (age-appropriate) for this tournament.
  1. Choose the Division (U12, U14, U16, U18) for ALL TEAMS  you wish to enter into this tournament.  **PLEASE NOTE:  YOU MAY REGISTER AS MANY ELIGIBLE TEAMS AS YOU’D LIKE BY CHOOSING THE DIVISION FOR EACH TEAM.  BUT PLEASE REMEMBER THAT SOME TOURNAMENT DIRECTORS RESERVE THE RIGHT TO ONLY ALLOW A CERTAIN NUMBER OF TEAMS (same age-group) FROM THE SAME CLUB INTO THEIR TOURNAMENT.

 

  1. Click REGISTER TEAMS FOR THE EVENT.
  1. A screen will pop up stating when your fee must be received and some other information about Google.  This means that your team has successfully been entered into the tournament (BUT THIS DOES NOT MEAN YOU ARE ACCEPTED!)…but please DISREGARD THE INFORMATION IN THAT BOX!  Tournament directors will be contacting you directly with the specific information about THEIR tournament(s):

 

            1. Payment information
            2. Entry Status (ACCEPTED, WAITLISTED, or NOT ACCEPTED)
            3. Other information unique to each tournament director
  1. DO NOT CLICK Continue if you wish to enter more events.  Instead click Enter Events in the top tool bar, and begin again, starting with #7.

 

Once you have heard back from the tournament director concerning your team’s status, you need to print out the tournament entry form, update the contact information on the form (you will need to print it out and manually write in any changes), and send this form, along with the payment to the address on the form.  TOURNAMENT ENTRY FEES ARE DUE WITHIN 7 DAYS OF SIGN-UP.  If a tournament director DOES NOT receive payment within this time, he/she will attempt to contact you before dropping your team(s) from the tournament(s).  Many tournament directors will contact you when they receive your payment, but it doesn’t hurt to check with them after sending payment.

You can also view your status on AES, but since this is a new system, the message from the tournament director will serve as the FINAL confirmation.  If there is a discrepancy between what you see on AES and what your message from the tournament director said, CONTACT THE TOURNAMENT DIRECTOR immediately to make sure everyone’s on the same page!
To view your status for tournaments online, log in to your CLUB DIRECTOR account if you are not already logged in.

  1. Click on My Events (top tool bar).
  2. This will list all the tournaments for which your team(s) is registered.  For each tournament you wish you check the status, click on My Teams.
  3. In the STATUS column, you will see one of the following words:  ACCEPTED, PENDING, NOT ACCEPTED.
  4. **PENDING can mean that your team is waitlisted OR that the tournament director hasn’t marked the tournament yet and that all teams are still listed as pending.  THE FINAL CONFIRMATION COMES FROM THE TOURNAMENT DIRECTOR!**

Club directors:  Please remember that the contact information that the tournament directors have is whatever you entered when you set up your club director account.  All correspondence concerning your teams’ status into tournaments will be coming to this e-mail address.  It will be up to you to forward this on to whoever is responsible for setting each of your teams’ schedules!!

NOTE:  Don’t worry about signing up for Regionals until after you have taken care of all of your other tournaments.  There is no limit on entries for Regionals, so do it later in the day when you aren’t thinking about getting into other tournaments.

**IMPORTANT** - Several teams sign up for multiple tournaments that have the same date, in hopes that they get their “first choice,” but still want to have an option for another tournament if they don’t get in.  If this applies to you, please keep reading!!

For any tournaments you have “double booked,” AS SOON AS YOU RECEIVE CONFIRMATION THAT YOU ARE ACCEPTED/NOT ACCEPTED into one of those tournaments, please let the other tournament director know!!  It is our hopes that all of these logistics can be taken care of during the 2 hour time frame devoted to each age group.  That way everybody is able to have their schedules set on Saturday.