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AYSO Region 42 – Newbury Park, CA

Post-Season

Post-season tournaments

  • Panther Shootout: This is the tournament we host, held the Friday and Saturday after Thanksgiving. Participating teams must pay the tournament fee.
  • League Playoffs: The U10–14 winners and runners up may be invited to play in the Area League Playoffs, which take place in December. There is no cost.
  • All-Star Tournament: All-Star teams are created for U10–14 divisions. The tournament takes place in January. There is no cost.

Regional tournaments

Often, All-Star teams will play in tournaments hosted by other AYSO regions in Southern California or elsewhere. A full tournament listing can be found at the AYSO National web site. Participating teams are responsible for all tournament costs.

It is also possible to participate in tournaments organized for club teams, but those are done on a case-by-case basis. Approval from the Regional Commissioner (RC) is required.

Tournament logistics

Almost all AYSO tournaments operate in a similar manner, although the details will vary. Teams are placed into pools and will play a set number of games against the other teams in the same pool. The top team(s) in each pool will then advance to playoff or championship rounds. Thus, your entry fee guarantees you a certain number of games. Teams that enter tournaments may be All-Star, Extra, Select, or even Challenge teams. It is not unheard of for Core (regular season) teams to participate as well. Some tournaments try to balance the pools so that all the pool play games are competitive, while others will mix higher- and lower-level teams to ensure that the playoff rounds are competitive (similar to FIFA World Cup or UEFA Champions League).

Most, but not all, tournaments will require each team to supply referees. They do this by requiring a "referee deposit", which means you pay the deposit amount and if your referees complete all their assignments, you get that money back. Partial refunds may also be given in case you can only find one or two people, or if someone becomes unavailable at the last minute. Most tournaments that require referees will also ask that you bring at least one referee who is certified to be a center ref for your team's age division. Sometimes you get lucky and the tournament has such a large number of referees that your team's refs don't get any assignments, in which case you still get your referee deposit refunded.

In case tournament games must be cancelled due to bad weather or other circumstances beyond the organizers' control and cannot be rescheduled, you will get a partial refund of the tournament fee/referee deposit based on the number of games that were played.

Payment details

AYSO tournament fees must be paid by a check issued by the Region. No personal checks will be accepted. To get the Region check issued, you will need to pay that amount to the Region first, accompanied with a check request form (see below). Only one check per team, please. Payment does NOT have to be done by the coach, so you may delegate that task to a team manager, for example. We strongly suggest the person handling the payments keep detailed records about who has paid what amount and by what method. Nothing engenders bad feelings more quickly than getting the money wrong.

Tournament application instructions

Plan ahead! Although most tournaments have an application deadline of one month before the tournament starts, many of the popular ones will fill up long before then. For example, in Ventura County, Region 68 Camarillo's Strawberry Cup is usually full about two months before the tournament start date.  You'll want to turn in your paperwork to the tournament treasurer about one week before you plan to mail it to the tournament organizers.

Items you will need

For the treasurer (missing items will cause delays):

  1. Check request form (link below)
  2. Tournament information sheet and completed application form (download from tournament web site)
  3. One single check for the total amount (application fee + referee deposit if applicable) payable to AYSO Region 42

For the regional referee administrator (RRA):

  • Referee nomination form (download from tournament web site; not all tournaments require this). It is preferred that this is done in electronic format. If the tournament does not provide you that option, scan and email the completed form instead.

For the registrar (send via email, cc the Regional Commissioner):

  • Roster of players, listed in jersey number order and including coaches. This does NOT have to be final. All tournaments will accept roster changes up to a few days before the tournament starts (deadline depends on the tournament). That being the case, it's perfectly fine to include your All-Star tournament roster as part of the application and then wait until you have your final roster for this step.

Process

The process to issue the checks and obtain all signatures takes two days. Emergency situations can be accommodated, but not if that becomes the norm. A spreadsheet is used to track all the activity for each coach and is used to monitor referee refunds. It helps to know tournament dates and costs to track that accurately.

Please take advantage of the fact that because the Regional Commissioner will be the second signature on your check, that you put all documents requiring the Commissioner’s signature in the package with your check request. One stop gets most everything you need signed done which will make you closer to sending your package to the tournament directors. Instructions for dropping off and picking up the check request package are on the check request form itself.

Once you have all your paperwork ready (check issued by the Region, application form and roster both signed by the RC, and referee form signed by the RRA), you are ready to mail it to the tournament organizers. If you have any special circumstances, please let them know, and they will likely make arrangements for you. For example, if you are unable to recruit enough referees, they may allow you to send that form in later so that your team can at least get a spot.

Notes

Referee refunds are an important cash flow tool. If you place the correct address on the form (as noted on the example) the money will get to the PO Box quickly and a check refunding your referee fees will get issued timely. It would help greatly that if you know that at a specific tournament you won’t get the refund; send an email letting the Treasurer know that fact. This way the spreadsheet can be updated to show that tournament won’t have a refund for you. If a referee refund is expected, it takes 4-5 weeks for the refund check to be received and then a check issued back to you. If you are planning to do multiple tournaments, you may opt to have the refund amount applied to fee for another tournament.

The Treasurer is providing the funds for your request based on the fact that the check you provide will clear the bank. This privilege will continue to be extended until a check is returned from the bank unpaid. At that time, check deposits will be verified prior to any tournament checks being issued. This will lessen your success of entering into tournaments timely. You will also be responsible for any bank charges to the region from the returned check.

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AYSO Region 42 – Newbury Park, CA

P.O. Box 709 
Newbury Park, California 91319

Email Us: administration@aysoregion42.org
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