FAQ

Have a question that isn’t answered on this page? Email us: info@pvinvite.org.

Should we carpool? What will parking be like?
How do I submit my team’s payment? Where can I get a W-9?
Is it true that the tournament fee is $0 if my team flies in?
What paperwork does my team need complete?
How do I submit a bid?
What’s the bid deadline?
What’s the tournament format and schedule?
When is the tournament?
Who is allowed to play in the tournament?
Do players need to be USA Ultimate members?
Who is in charge of this tournament?
How do you decide which bids to accept?
Where is the tournament?
What do we get for our money?
Where will we stay if we receive housing?
Do we need an adult chaperone?
When are bids due?
When will accepted teams be notified?
What happens if it rains?
What happens if my team needs to drop from the tournament?
I want to submit a bid but I don’t know how many players I will be bringing to the dinner!
Can my team play without registering with USAU?
Where can my team shower?
What is the Saturday night event schedule? Where is the event?
How are tie breakers done?
Where can I find a field map?
Where can I get a W9?
What food is provided at the tournament?
What’s the entrance road like to the fields?
Can I bring dogs to the event?
What are the rules for teams at the Oxbow?
What’s in the team boxes?
What food will be available at tourney central during the day for free?
Will food be available for sale?
Why is there now a housing fee?

 

Should we carpool? What will parking be like?
Yes, you absolutely need to! We have a decent amount of parking, but we need to keep traffic in and out of our various field sites during the tournament to an absolute minimum.

How do I submit my team’s payment? Where can I get a W-9?
The tournament fee is $475 per team. Checks should be made out to “Ultimate Good” and sent to: Josh Seamon, PVI2018, 3 Payson Ave. #1, Easthampton, MA 01027. You can download our W-9 right here.

Is it true that the tournament fee is $0 if my team flies in?
Correct! If your team has to fly in for the event, your tournament fee is $0!

What paperwork does my team need to complete?
You can read all about required PVI2018 paperwork right here.

How do I submit a bid?
Fill out the online bid form.

What’s the bid deadline?
Bids are accepted on a rolling basis until April 9th or until we hit our cap of 52 teams. After March 5th the bid fee will become $525.

What’s the tournament format and schedule?
The tournament schedule is online right here. [Will be posted in April]

When is the tournament?
Saturday and Sunday, May 19th and 20th, 2018.

Who is allowed to play in the tournament?
Like at the Amherst Invitational, we will (for the most part) be using the USA Ultimate Juniors Team Guidelines to determine if your team is eligible to attend our tournament. The guidelines state that ALL members of a team in the Boys or Girls Division must attend the same high school. We may consider an exception to the rule for a team in the Girls Division, a newly created team, or for a team traveling a great distance to the tournament. If you’d like to be granted an exception to the single-high school rule, please ask.

Do players need to be USA Ultimate members?
Yes. The Pioneer Valley Invitational is USA Ultimate sanctioned. This means that all players must be USA Ultimate members, or pay the one time event fee. You can sign up on the USA Ultimate web page.  Accepted teams will need to submit a roster for USA Ultimate membership verification by Friday, April 13th. All teams will be REQUIRED to use USA Ultimate’s online rostering system to submit their roster.

Who is in charge of this tournament?
The tournament organizing committee is comprised of Melinda Shaw, Paul Jahnige, Sheldon Snodgrass, Lee Feldscher, Elliot Levine, and Josh Seamon. The committee can be reached at info@pvinvite.org.

How do you decide which bids to accept?
Our goal is to create a geographically diverse tournament made up of organized, enthusiastic teams. We are also specifically looking for teams that have contributed to the growth of Ultimate in their school, town, or area. We are also impressed by organized teams that respond to emails promptly and get their bids in early.

Where is the tournament?
The tournament will take place at the Oxbow Marina located in Northampton, MA.

What do we get for our money?
The money we collect goes towards team boxes, trophies, lunches, trainers, field fees, discs, program printing fees, tents, as well as many other miscellaneous costs. Additionally, 20% of what we earn is donated to Ultimate Peace.

Where will we stay if we receive housing?
If we are able to find housing for your team, your hosts will most likely be Northampton Ultimate team members and their families. Teams must indicate in their online bid form whether or not they need housing, and how many people are on the team. Some teams will be able to stay together at one house, others may be split between two houses. Visiting teams must bring sleeping bags, pillows, etc. Most likely you will be sleeping on a floor. All showers will be taken at JFK Middle School, not at host families houses. All teams that are assigned hosts must stay with their host(s). While it’s almost guaranteed that we will be able to find you local housing, there is a small chance it won’t be possible. 

Do we need an adult chaperone?
Absolutely. You must have an adult chaperone if you want to play in the tournament, and the chaperone must be with your team for the entire weekend. Failure to have a chaperone may result in expulsion from the tournament. It is HIGHLY recommended that each team have at least two chaperones. (If a player is sent to the hospital, a chaperone MUST travel with that player. A second chaperone MUST be present at the tournament for the team to continue to play while the first chaperone is away at the hospital.) Also, please keep in mind that at least one of your chaperones must be cleared by the USA Ultimate NCSI background check system.

When are bids due?
The bid window is now open and closes on 4/9/18. Teams are admitted to the tournament on a rolling basis, but the tournament fee of $475 must arrive in Easthampton for a spot to be 100% confirmed. Teams will be admitted after 4/9 if there is still space. That being said, we fully expect to completely fill up by 4/9.

When will accepted teams be notified?
We are aiming to notify teams of the status of their bid within 3-5 days of receiving the online bid submission.

What happens if it rains?
As with all outdoor sporting events, the Pioneer Valley Invitational can be canceled or shortened due to weather. The tournament is held on athletic fields used by many teams during the spring and cannot be permanently damaged. Because of the size of the tournament, it is impossible to arrange a rain-date and many of the items needed to run the tournament must be paid for well before the event. If the tournament has to be shortened or canceled due to inclement weather we will not be able to provide full refunds. We will make every effort to provide as much of a refund as possible but no specific refund amount is guaranteed. It is possible that no refund will be possible.

What happens if my team needs to drop from the tournament?
Before 2/1/18: Full refund
2/1/17 – 4/9/18: A full refund will only be given if another team can take your place.
After 4/9/18: No refunds

I want to submit a bid but I don’t know how many players I will be bringing to the dinner!
Don’t worry! You don’t need to finalize that number until mid-April.

Can my team play without registering with USAU?
Nope. All of your team members must become full members of USAU or pay the (one time) event fee.

Where can my team shower?
Teams will be able to shower from 5-8pm on Saturday night at a location in or very close to Northampton that will be announced by mid-April.

What is the Saturday night event schedule? Where is the event?
All times listed below are current best guesses. Verified times will be posted by mid-April.
Showers: 5-8pm
Dinner: 6-8pm
Dance: 7-10pm
Social activities: 6-10pm
All Saturday night events take place at a location in Northampton.

How are tie breakers done?
We will follow the USAU manual to determine tie breakers.

Where can I find a field map?
The field map will be posted by mid-April.

Where can I get a completed W9?
You can download one right here.

What food is provided at the tournament?
Teams will be provided with team boxes that contain fruit, various items (apples, bananas, bread, brownie bites, Nutella, peanut butter, plastic knives, pretzels, Twizzlers). Additionally, the following items will be available for tournament participants at tourney central: bagels, cream cheese, gatorade mix, red lemonade, Nutella, paper towels, peanut butter, and watermelons. A minimal amount of other food will be for sale at the event. Please plan your meals accordingly.

What’s the entrance road like to the fields?
Island road, the only entrance to the fields, is quite narrow and houses are right up against the road. You MUST travel at 15mph or slower on the entire road. Please go slowly. If you are found to be traveling faster than 15mph on Island road, your entire team will be asked to leave immediately.

Are dogs allowed at the event?
Unfortunately, no dogs are allowed anywhere at the Oxbow Marina. Please do not bring your dogs to the fields.

What are the rules for team at the Oxbow?
– Always have an adult supervising
– No loitering before or after practices and games
– Parking on grass on left only, never on asphalt
– No drugs or alcohol
– No dogs
– Do a trash sweep when you leave a field
– Drive 15mph or less on Island Rd.
– Always carpool
– Limit your trips down Island Rd. (leave your car at the end near Rt. 5 and walk in when possible)
– Do not disturb the marina or the boaters (it’s their space, we are guests)
– Do not use the marina facilities, they are for the boaters
– Do not pee in the woods – use the port-a-potties
– Be kind if you interact with Island Rd. residents (even if they aren’t)

What’s in the team boxes?
6 apples, 8 bananas, loaf of bread, pound of peanut butter, pound of Nutella, clamshell of baked brownie bites, big bag of pretzels, bag of Twizzlers

What food will be available at tourney central during the day for free?
Sandwiches (PBJ nutella), bagels & cream cheese, apples, bananas, watermelon slices, lemonade, gatorade

Will food be available for sale?
Yes, at least one food truck will be present.

Why is there now a housing fee?
Once we started providing housing for 25+ teams every year, we ended up having to cover non-trivial costs associated with finding low-cost housing for 600+ people. We were able to absorb those costs for the past several years, but now the costs have grown beyond what we can fold into our existing budget. We work hard to be able to provide housing for all teams that make the request, and the new housing fee should make it possible for us to continue our streak of always being able to find housing for all teams that need it.