Documentation
Fundamentals
Facility SOPs by Quarter
📊 Facilities SOP (Quarterly by Sport)
🏀 1. Prep Hoops / Prep Girls Hoops / Prep Hoops Next
Q1 (January–March)
Tournaments
- Secure any remaining HQ venues
- Secure secondary venues as needed (20–30% drop rate buffer)
- Review team counts vs court space
- Update max team counts in EA
- Manage facility deposits and payments
- Update facility payment details in EA
- Send COIs to facilities
- Facility outreach for winter tournaments
- Create/update events in Exposure
- Send facility questionnaires and update EA
- Conduct touch base calls (14–30 days prior)
- Update age/division by facility in EA
Showcases
- Secure dates/facilities for all fall showcases
- Pay deposits as needed
- Send COIs to facilities
Q2 (April–June)
Tournaments
- Secure secondary venues as needed (oversell buffer)
- Manage facility payments
- Update facility payment details in EA
- Send COIs to any new facilities
- Continue facility outreach (winter pipeline)
- Send questionnaires for new facilities and update EA
- Conduct touch base calls (14–30 days prior)
- Update age/division by facility in EA
- Secure tournament dates for the following year
Showcases
- Secure remaining facilities for summer/fall showcases
- Pay deposits as needed
- Send COIs to facilities
Q3 (July–September)
Tournaments
- Manage facility payments
- Update facility payment details in EA
- Send COIs to new facilities
- Facility outreach for winter tournaments
- Facility outreach for the following year
- Send questionnaires and update EA
- Conduct touch base calls (14–30 days prior)
- Update age/division by facility in EA
Showcases
- Conduct touch base calls (7–14 days prior)
- Secure remaining summer/fall showcase facilities
- Pay deposits and facilities
- Send COIs to facilities
- Send questionnaires and update EA
Q4 (October–December)
Tournaments
- Secure remaining HQ venues
- Secondary facility outreach
- Manage facility payments
- Update facility payment details in EA
- Send COIs to new facilities
- Send questionnaires and update EA
- Update age/division by facility in EA
- Create registration pages in EA
- Create event pages in Exposure
- Assist with event budget planning
Showcases
- Conduct touch base calls (7–14 days prior)
- Secure facilities for winter showcases
- Pay deposits as needed
- Send COIs
- Send questionnaires and update EA
🏈 2. Prep Redzone
Q1 (January–March)
Tournaments
- Conduct touch base calls (1–2 weeks prior)
- Secure additional fields as needed (20–30% drop rate buffer)
- Secure tournament dates for the following year
- Send facility questionnaires and update EA
- Review team counts vs field space
- Update max team counts in EA
- Manage deposits and payments
- Update facility payment details in EA
- Send COIs to facilities
- Update age/division by facility in EA
Showcases
- Conduct touch base calls (1–2 weeks prior)
- Secure dates/facilities for spring showcases
- Gather backup weather dates
- Complete showcase launch tasks
- Create registration pages in EA
- Send COIs to facilities
Q2 (April–June)
Tournaments
- Conduct touch base calls (1–2 weeks prior)
- Secure additional fields as needed
- Continue securing next-year tournament dates
- Review team counts vs field space
- Manage facility payments
- Update facility payment details in EA
- Send COIs to new facilities
- Update age/division by facility in EA
Showcases
- Conduct touch base calls (1–2 weeks prior)
- Secure dates/facilities for winter showcases
- Gather backup dates (weather/low registration)
- Send questionnaires and update EA
- Send COIs to facilities
Q3 (July–September)
Tournaments
- Secure tournament dates for the following year
- Pay venue deposits
- Send COIs to new facilities
- Update venue database in EA
- Create registration pages in EA
Showcases
- Secure dates/facilities for winter showcases
- Gather backup weather dates
- Send questionnaires and update EA
- Send COIs
- Create registration pages in EA
Q4 (October–December)
Tournaments
- Secure additional fields as needed
- Send COIs to new facilities
- Update venue database in EA
- Create registration pages in EA
- Assist with event budget planning
Showcases
- Secure remaining winter showcase facilities
- Gather backup dates (weather/low registration)
- Send questionnaires and update EA
- Send COIs
- Create registration pages in EA
🏐 3. Prep Dig
Q1 (January–March)
Tournaments
- Conduct touch base calls (1–2 weeks prior)
- Secure tournament dates for the following year
- Send questionnaires and update EA
- Review team counts vs court space
- Manage deposits and payments
- Update facility payment details in EA
- Send COIs to facilities
- Update wave times in EA and AES
- Update age/division by facility in EA and AES
Showcases
- Secure dates/facilities for summer showcases
- Secure facilities for USAV-partnered showcases
- Complete showcase launch tasks
- Pay deposits as needed
- Send questionnaires and update EA
- Send COIs
- Create registration pages in EA
Q2 (April–June)
Tournaments
- Conduct touch base calls (1–2 weeks prior)
- Continue securing next-year tournament dates
- Manage facility payments
- Update facility payment details in EA
- Send COIs to new facilities
- Update age/division by facility in EA and AES
Showcases
- Secure dates/facilities for winter showcases
- Pay deposits as needed
- Send COIs
- Send questionnaires and update EA
Q3 (July–September)
Tournaments
- Secure tournament dates for the following year
- Create registration pages in EA and AES
- Update facility payment details in EA
- Send COIs to new facilities
Showcases
- Conduct touch base calls (1–2 weeks prior)
- Secure remaining winter showcase facilities
- Pay deposits as needed
- Send COIs
- Send questionnaires and update EA
Q4 (October–December)
Tournaments
- Secure secondary venues for the following year
- Conduct touch base calls (14–30 days prior)
- Send COIs to new facilities
- Update venue database in EA
- Monitor division sizes in EA and AES
- Assist with event budget planning
Showcases
- Conduct touch base calls (1–2 weeks prior)
- Secure remaining winter showcase facilities
- Pay facilities
- Send COIs
- Send questionnaires and update EA