TO: All VYSA Tournament Directors

FROM: Julie Caramanica, VYSA Administrator

SUBJECT: Important Tournament Information and Checklist

Tournaments are approved based on the information provided on the US Youth Soccer application to host tournaments or games. Changes to that form after approval such as deadlines, entry fees, the addition of guest players, or the addition of age groups, etc., must be submitted for further approval no later than 30 days prior to the start of the tournament.

Refer to the attached checklist below for items to be submitted when requesting approval to host a tournament.

Please refer to the US Youth Soccer Travel & Tournament Manual for information. The form for VYSA Team Types gives definitions of different types of teams. VYSA requires that a maximum number of guest players be identified.

Invitations should include a date that acceptance will be mailed. Allow enough time for paperwork to be processed and errors to be corrected. Advise all who are invited that nothing is final before written confirmation is received. Mail acceptance letters early to give those teams not accepted enough time to apply to another tournament. Permission to Travel forms are to be filed 30 days in advance of a tournament.

Virginia has a national reputation for good soccer. We want our visitors and our own teams to speak highly of the tournaments they attend in Virginia.

Any questions, please contact Lisa Wilson at the VYSA State Office at 703 494-0030

I. APPLICATION (You must submit the following)

                       A. Application to Host Tournaments or Games (Sanction Form)               
                       B. US Youth Soccer Tournament Hosting Agreement                      
                       C. Copy of Tournament Rules
                           (MUST include USYS Region 1 Travel Policy (see below) & US Youth
                            Soccer - Connecticut & US Youth Soccer New Jersey exception;
                            Housing information if applicable)
                      D. A Tournament can mandate a housing service, but the tournament must submit
                           housing information to the State Office with their tournament application and it
                           MUST be included in the tournament rules.
                      E.  All tournaments should have directions and local phone numbers at each site for 
                            area hosiptals and emergency care facilities
                      F.   VYSA Team Types Form 
                           (Please Note:  You must check "Other" on Application & type
                            in VYSA Team Types)                    
                     G.   If the tournament is inviting Foreign Teams you must complete A US Soccer
                            Federation Application to Host A Tournament or Games Involving Foreign
                           Teams Form, A US Soccer International Tournament / Games Hosting
                           Agreement, and the Ted Stevens Olympic and Amateur Sports Act and mail
                             these into the VYSA State office along with a check for $75.00 made payable
                             to US Soccer Federation  

II. INVITATION DISTRIBUTION

A. Clubs - Teams - Coaches
B. VYSA
C. US Youth Soccer (Restricted)
D. All Other Affiliates (AYSO, SAY, US Club Soccer, Super Y League) of teams being invited (Unrestricted)
E.  Foreign Teams

III. TOURNAMENT RULES DISTRIBUTION

A. Teams - Once a team has been accepted into the tournament, tournament rules should be sent to that team at least thirty (30) days in advance of the tournament
B. VYSA
C. US Youth Soccer

IV. CANCELLATION

If tournament is canceled - Notify VYSA State Office immediately at 703-494-0030 or Lisa@vysa.com

V. POST TOURNAMENT REPORT

The hosting organization MUST submit a post tournament report to their National State Association within thirty (30) days after the conclusion of the tournament or games. This report must include:

A. A list of State Associations whose teams attended your tournament and how many teams from each State Association attended
B. A list of winners and runners-up in each age group and/or division
C. A list of yellow and red cards issued and to whom.

VYSA will send the information in items B and C to each State Association that attended. Any incident of ejection in a final game, or any incident of referee abuse or referee assault, or any other incidents of a serious nature should be reported to the team’s or player’s home National State Association immediately, but no later than seven (7) days after the conclusion of the tournament.

D. Include in your report a copy of your tournament book and a patch (if available)