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Getting started,
follow these steps to get your club ready!


You will find information on preseason meetings, activating your club, tryouts and all things junior club volleyball for club administrators. 

Scroll through the page for a step-by-step guide on preparing for the upcoming club season. 

Still have questions? Contact us: office@evergreenregion.org or 509-290-5552

ERVA Tournament Calendar

 

The Junior's Division event calendar is compromised of club hosted events and Region hosted events.
 
Clubs may choose to participate in the ERVA events or travel to participate in additional USAV Sanctioned events such as National Qualifying events, other USAV Region events etc. 
 

The linked calendar is the TENATIVE ERVA sanctioned events for the upcoming season.

 

Tournament calendar is adding events in August-October with completed view by October/November of each season.  These events are SUBJECT TO CHANGE.

ERVA Event Calendar

This is a link to an overview off events, tournaments, meetings, clinics & other deadlines for the current season.

Specific event details, entry fees, location etc. will be available on the Calendar portion of the website as hosts submit their event information to the Region. CLICK HERE

New to Club Volleyball?
 

Step-by-step through the process and procedures of starting a Junior Volleyball Club with the Evergreen Region of USA Volleyball. We are here to help! If you have questions, please contact our Region Office, office@evergreenregion.org.

 

1. Submit a Club Activation Form & Club Director Code of Conduct. 
 

Submit this form EVERY season to activate your club.

  • Returning clubs MUST have this form submitted by August 31st to remain ACTIVE.
  • Clubs will be moved to INACTIVE on September 1st if not received.
 
2. Submit Tryout Form
  • Clubs may hold open tryouts, positional tryouts or makeup tryouts if needed.
  • Tryouts are NOT required, if you have a team you may activate the club.
  • ERVA will approve submitted tryouts and post on ERVA website. Approved tryouts will be covered by USAV/ERVA insurance as long as other requirements have been met
  • Tryouts must abide by ERVA tryouts policies/guidelines. See Participant's Handbook & Offer & Acceptance Agreement.

2025-2026 Tryout Form

Submit this form to the Region Office to receive approval for your tryouts and post on the ERVA website (if desired)

3. Register/renew your USAV Requirements to be a Club Director.
 
Additional requirements may apply to be a coach on top of the requirements listed below.
  • Minimum membership required for Club Director is ERVA Adult with Safety Requirements if you are NOT coaching OR ERVA Coach Membership if you plan to coach.
    • Background Screen MUST be current
    • SafeSport Certification MUST be current
    • Additional USAV & ERVA waivers

 

Renew/Purchase Membership

2025-26 Memberships are available on August 4, 2025.

4. Attend Preseason Meetings
 
  • MANDATORY | Tournament & Club Director Meetings
    • To better support clubs during the busy preseason, we've restructured the main club meeting into smaller, topic-focused meetings. This format is designed to break the information into manageable sessions aligned with your upcoming tasks and areas of focus.
    • The meetings will be offered online via Zoom.
    • Please plan on having a club representative attend the following meeting dates, additional club staff/coaches are welcome to attend as well. 

Individual Help Sessions can be scheduled anytime between meetings to assist with specific club needs. Click here to schedule
 

Meeting Information

Date & Time Topics Meeting Links & Recordings
August 17, 2025, | 11:00 AM 2025-26 Membership Renewal Club Assignments & Adult Eligibility Team Registrations Fall Club Programming & Tryout Prep Tournament Requests & Calendar Date Changes/Shifts Recording: https://us02web.zoom.us/rec/share/JMiBoLsQ7P7devhFVv-71FteK8668Lt8umOWGHMtBdMTy_CEvPYtNaxmt99zG7Cz.IzUI6DKCgnsRDty3 | Passcode: fK95^m+4
October 19, 2025 10:00 AM | Tournament Directors Junior Tournament Procedures Recording: https://youtu.be/-W8opXL7QPs?si=KFPRVpunhSPrGWrh
October 19, 2025 11:30 AM | Club Directors Junior Tournament Procedures, SE HQ Managment, Ref/Score Requirements Recording: https://youtu.be/QX1o6XvOGAY?si=OPkTswDg6jF_9e2a
OPTIONAL: November 30, 2025, | 10:00 AM Tournament Sign Up Help, Admin Help, Open Q & A https://us02web.zoom.us/j/4892673101?pwd=NEw5Z3gxV3ZxVllwVklLYUZ2c1puQT09
5. USAV Insurance Request
 

As a Region of USA Volleyball, ERVA is able to provide member benefits to our Member Clubs, including:

  • Facility Evidence of Coverage Insurance for your event venue

  • Individual Sports Accident Coverage for participants during all ERVA/USAV sanctioned events

  • Enforcement of participant eligibility, requiring all individuals involved in sanctioned activities to meet ERVA/USAV Membership and Eligibility Guidelines, as well as adhere to any other applicable policies in effect during the sanctioned event timeframe.

 

Request Insurance Certificate

ACTIVE clubs may submit insurance certificate requests for evidence of coverage, additional insured and endorsements as needed. Please allow 24-48 business hours after submission for ERVA staff to respond.

Interested in Hosting a Tournament? 
 
  • Historic Tournament, same host club, dates/weekends | Deadline: Opens August 17, 2025- September 15, 2025.

    • Only one tournament per age group will be approved initially.

      • Multiple requests for the same age division from the same club/event promoter will not be considered until all new (first-time) requests have been reviewed.

      • Please indicate which tournament in each age division is your 1st choice for scheduling priority.
         

    • NEW tournament requests
      • NEW weekends/events can be submitted starting September 16, 2025 
      • First Come, First Served for new events
      • EARLY submissions WILL NOT be accepted. Applicants MUST submit on or after September 16th to be considered and timestamped in order received. 

2025-26 Tournament Request Form

Application will open on August 17, 2025

  • See our Tournament Resources page for more info on hosting: CLICK HERE
  • Ready to host? Click the Tournament Request link to submit your request. 
6. Submit Team Rulebook Request 
 

  • NEW Rulebook season 2025-2027

  • Any FULL Coach or Adult with SafeSport-Background Membership Type may receive a rulebook.

  • Clubs hosting tournaments are required to have a physical copy onsite at their events for reference.

  • Online Rulebooks are available if members would prefer a digital copy. View HERE

 

2025-2027 Rulebook Request Form

Submit requests for your club coaches and tournament directors

7. Submit Team Registration Form & Pay Fees- Available October 1, 2025
 
  • Any boys/girls tournament playing team in or out of Region must submit the Registration Form & Fees each season.  Team fee is $60/team.
  • Scrimmage or youth teams do not need to submit fees.

2025-26 Team Registration Form

Activate and pay for your team fees for the season. | REQUIRED for all tournament playing team

8.  Ref/Score Clinics
  • Club Hosted In Person Clinic | Submit a Request Form
  • Register for In Person  Region Hosted clinic in your area.
  • Online courses are available as needed. 

Monday, December 8th is first day a clinic can be requested.

Access Your Club Management Systems

Club Directors will have access to a shared Google Drive folder, which contains essential training materials, club management documents, and other helpful resources to assist you throughout the season. This folder will be regularly updated with guides, templates, and important information to support your club’s operations and compliance with ERVA/USAV policies.

Please ensure you are checking the folder periodically for new resources and updates.

Club Director Google Drive Access

This Google Drive provides access to club administrative forms, templates, tutorials and MORE all in one place. Material added throughout the season as needed.

ERVA REQUIRED club management systems
 
  • SportsEngine HQ | Member management & event rosters
  • Advanced Event Systems (AES) | ERVA Region/Club Tournament registration, www.advacedeventsystems.com
  • OTHER sites may be required depending on which events you are signing up for. Create accounts in advance of registration open dates to ensure your teams are ready to be registered. 

Add ERVA Office as a CLUB ADMIN to your SportsEngine HQ account so the Region Office may assist with training, troubleshooting etc.
 
​​​​​​Accessing YOUR SportsEngine HQ
 
  • NEW CLUBS: Once you activate your club using the form above within your club will be approved and given access to the USA Volleyball portion of the SE HQ.  You will receive an activation link from SportsEngine. 
    • You will use your SE login to access the club HQ by clicking on MY ORGANIZATIONS once logged in.  
    • Your USAV Eligibility Requirements MUST be completed for you to have FULL access to the SE HQ.
       
  • NEW DIRECTOR on Existing Club
    • Have an existing Administrator add you to the club admin using the instructions on the left. 
Club Administrator-SportsEngine Playbook
 

These topics are some of the crucial pieces to getting ready for the season. Tutorials and step-by-step guides are available in the Google Drive linked above OR in your SportsEngine HQ Need Help tab.
 

  • Sending Public Club Assignments
  • Verifying Eligibility
  • Setup your Season Management
  • Building Rosters
  • Printing Valid Rosters

Still need help? Contact office@evergreenregion.org and we are happy to help you!
 
Advanced Event Systems (AES)
 

ERVA uses AES for event management & tournament registration for any of the club hosted or ERVA hosted events.  You will need access to this system to sign up for events on ERVA Tournament sign up day.
 

Other events outside of ERVA may use different tournament management software, make sure you check with the tournament website to see how you register for their specific event. 
 
AES Team Setup
 

The USAV MMS is integrated with AES, our tournament management system.  You will use your SportsEngine login to also access the AES system. 

  1. Sign in to the AES dashboard. 
  2. On the top of the screen, click Management > Clubs. 
  3. In the list, find and click the desired Club Name.
  4. On the left navigation under Club Details, click on the Teams tab. 
  5. Click on the desired team name to edit individually, or edit directly on the team list (only if not registered).
  6. Team Names MUST match in your SE Season Management AND AES prior to tournament sign up day.

What is 'Rank'?
If you have more than one team in a given age division, then rank equals the strength of the team within that division for your club.  For example, if you have two 16 & Under teams, Rank "1" would be the better team within that age division.  If you have only one team in a given age division the rank is ALWAYS "1".

 

Tournament Registration Day


This is when you will register your teams to participate in any ERVA Sanctioned Tournaments during the season. (Some events open in October for registration such as ERVA Regional Championship, Region Rumble & Power League)
 

You will use your SportsEngine account login to access/create an AES account. Prior to Tournament Sign-Up Day, you will need to make sure your account is setup and active with Advanced Event Systems (AES). 

 

Additional Resources
USAV UNIFORM REQUIREMENTS & REMINDERS MODULE
 

This presentation, built through collaboration with the USAV Officials Commission and regional leadership, provides the most current information and examples of pitfalls to avoid. It will assist teams and vendors design uniforms that are legal for USAV play and we strongly urge all clubs and teams to review this short presentation before purchasing uniforms! A wise investment of 10 minutes.

 

Create a Club Handbook
 

The ERVA requires each club has their own Handbook that includes the required ERVA/USAV policies, procedures and any additional club specific policies. This should be reviewed with club members and we recommend acknowledgement forms are kept on file each season.