Team registration must be completed by Friday, April 18th, 2025 @ 6pm EST.
If your materials have not been completed by Friday, April 18th then your team may be dropped from the tournament and you may receive no refund.
Here’s what needs to be completed:
1. Create a roster online using USA Ultimate’s (new) online rostering system [Note: This is NOT the score reporter system]. The online rostering system can be accessed by logging into the USA Ultimate membership page. ALL rosters MUST be created online by a team leader. Paper rosters WILL NOT be accepted.
The tournament is NOT YET online in the USAU system
When it’s online, it’ll looks like this:
Please remember that you need to first create a TEAM roster and then create an EVENT roster for the PVI2025. (You create one team roster per season. You create one event roster per event.)
Adding players to the roster: If players do not have a USAU account; Players should create a USAU account and provide the team manager with their USAU number. Accounts should have player’s information, not parents information. The team manager can then add the player to the team.Players will then need to confirm their spot on the team. They can do this by logging into their account and clicking on Pending Actions.
USAU Help docs:
How to Create a Team
How to Create an Event Roster
How to Make Event Payments
Note: The one-time-event fee is an option (it’s called “Single Recreational Event”), which costs ~$18 per player, allows for a non-USAU member to play in the event. If you want to follow this path, do the exact steps above but instead of paying for a full membership, only pay the one time event fee. Keep in mind that this “one time” event fee ONLY covers the PVI2024. Or…
2. USA Ultimate membership dues – All players must be current USA Ultimate members for 2025. Youth dues are ~$40. Membership status may be checked through the online rostering system. Membership dues should be sent to the USA Ultimate, NOT Josh Seamon. As an alternative to becoming a full member, all tournament participants have the option of using the one-time-event registration option which costs ~$17.
Teams using one-time event fees are still required to create online rosters. Note: Players can create accounts and complete the waiver online even if they will be paying the one-time fee. The waiver form for one-time fee players is the same as the online waiver. Note from USAU: “For this please remind teams not to just send random checks to USAU without all their team info and what event they are participating in. I would suggest that they make all payments for their players online instead of sending checks to USAU. It is much quicker and they would get memberships immediately.”
3. Liability waivers – All players must have a signed waiver on file for 2025. Waiver status may be checked through the online rostering system. A player can sign their waiver by logging into their USA Ultimate membership page. Minors (<18 years) must have their parent/guardian’s signature. All signatures can be done ONLINE through the membership page system. Helpful information covering how to complete your online waiver is online here.
We will be following USA Ultimate’s Covid-19 policies and procedures for regional events which you can read right here.
4. Medical authorization forms – You must show these at team check in on Saturday morning of the event. Copies must also be kept on site by the chaperone. Please indicate on your roster which players are 18 or older. You must have these forms at the tournament in order for your team to be able to play.
5. Chaperone background check – Each attending team must have at least 2 chaperones who are at least 21 years old. IMPORTANT : ALL team chaperones MUST clear an NCSI background check AND be listed on a team’s USAU roster. Full chaperone information can be found online right here. Please note that background checks can take up to two weeks to complete! Questions? Please check with USA Ultimate HQ at info@USAUltimate.org. (Chaperone help doc)
Chaperones will need to complete USAU chaperone requirements. You will need to create a USAU account, purchase a membership (any will do). This will give you access to SafeSport training. You’ll be able to submit your background check through your USAU account.
6. All chaperones must complete SafeSport training – This can be done through the USAU website. SafeSport training is free for those people with a USA Ultimate Membership.
Summary:
0) Get excited! 🙂
1) Rosters are created online in the PVI2025 event in the USAU rostering system. Note: This is NOT the score reporter system.
2) Membership dues are sent to USA Ultimate. (You can pay these online.)
3) Liability waivers are completed online.
4) A copy of each player’s medical authorization is shown at team check in on Saturday morning of the tournament.
5) At least two chaperones (Chaperone help doc) submit an NCSI background check to USA Ultimate. The chaperones must be added to the team’s online roster.
Materials sent to USA Ultimate should be addressed to:
USA Ultimate, Attn: Sanctioning
5825 Delmonico Dr., Suite 370
Colorado Springs, CO 80919
Any USAU questions can be directed to Leah at info@hq.usaultimate.org.
Theoretically the only thing you MAY need to send to USAU in the mail are membership fees, if for some reason you don’t pay them all online.
The ONLY thing you need to send me in the mail is your bid fee if you didn’t pay electronically. (Do not send me any USAU paperwork.)
If you have any questions at all about the process, please don’t hesitate to call or email me.
– Josh
802-748-9857
josh@pvinvite.org