How To: PH/PGH/PHN Tournaments

Creating a New Prep Hoops / Prep Girls Hoops / Prep Hoops Next Tournament

Use the Automated Registration Creator function here. Review the checklist below to ensure everything is correct before running the automation.

1. Clone an Existing Event

• Open an old tournament from the past year.

• Scroll down on the event page and click “Clone Event.”

2. Edit Event

• General

  • Tournament Name → Update to the new event’s name.

  • Website → Select Brand

• Event Type

  • Type → Tourney

  • Ages → 10-17U

  • Tournament Type → Club

  • Circuit Event → Yes

  • Circuit Region → Select Region

  • NCAA Certified → Yes or No Pending if it's Certified or not

• Ages

  • Classification Type → Age Group

  • Classification Suffix → U

  • Starting Age / Ending Age → 10 / 17

• Status

  • External (Live?) → Yes

  • Internal → Open

  • Hide from API → No

• Dates

  • Enter start and end dates, including the times.

  • Season → Enter the correct year

  • Registration Deadline → PGH and PH: 10 days prior to the event start date, if event is on 3/28, online registration closes at 1:00PM CST on 3/16

• Address

  • Search and select the venue (type venue name to select from list).

• Notifications

  • No Emails to Add

• Logo

  • Upload Logo for that Event

Description

• No Early Bird Pricing for Tourneys

• NEW: Event descriptions are now applied via event registration page templates. Only edit for event-specific details if necessary. General info (coverage, format, etc.) is already included in the template.

3. Settings

Registration

• External Registration TURN OFF > If enabled, the primary registration button will link to an external site.

Fees

• $3.00

Payments

• Offline Payments are not allowed for tourneys. This should always remain off.

Invoice

• Turn on Automated Invoices
• Select the Earliest Invoice Date based on registration deadlines below
  • 18 Days Prior to Event Start Date (always Monday at 11:59AM)

College Coaches

• Allow RSVP → Yes
• Non-D1 Price: $50
  • Note for Live events, you will need to add in D1 Price
  • Upload College Commit Graphic (Get from Graphics Team)

Event Activation

• Nothing

BallerTV

• Turn on streaming. Add BallerTV link once provided. (This should be the individual landing page for all events)

  • EX: https://ww.baller.tv/organizations/prep-hoops

Exposure

• Add the 6-digit Event ID from Exposure Basketball once the event is created in Exposure

• Event Strength (how is this determined?)

• Schedule Type (pool or bracket)

Accounting

• Nothing

Lodging

• Leave Blank unless you have the individual SAP Event ID and Booking Link from Event Connect.

• This is the link for hotels that should be added to all showcases.

• The hotel link can also be found on this page here:

  https://docs.prepnetwork.com/events/helpful-links#showcases-all-brands

Sports Commissions

• Nothing

Checklist

• Use the PH/PGH/PHN Tournament Checklist.

• Owner = Regional Events Op Owner

• Attendance = OFF

Staffing

• Use the staffing template (typically Base Grid FRI–SUN (7pm Friday)).

Maximum Teams

• Add a limit if applicable (note this will copy to all events if not imported)

4. Fields

• Fill in fields required for team registration.

• Use the PH/PGH/PHN Fields listed on this doc HERE.

5. Colleges

• Nothing needed.

6. Orders

• Nothing needed.

7. Tickets

Team Registration

• Add New → Make Ticket for Both HS and MS

  • Ticket Name = Event Name Team High School Team Registration or Event Name Team Middle School Team Registration

  • Start Sale Date = First day teams can register

  • End Sale Date = Last day teams can register

  • Amount =

    • Standard $550 for High School | $400 for Middle School

    • Type = Registration

  • Available for Pre-Purchase = Yes

Weekend Pass (Admissions)

• Add New →

  • Ticket Name = “Tournament Name” Weekend Pass

  • Start Sale Date = First day teams can register

  • End Sale Date = Tournament Sunday @ 12am

  • Amount = Standard $30 (PH/PGH)

  • Type = Spectator

  • Available for Pre-Purchase = Yes

Sunday Pass (Admissions)

• Add New →

  • Ticket Name = “Tournament Name” Sunday Pass

  • Start Sale Date = 12am on final day of tournament

  • End Sale Date = 12am day after tournament

  • Amount = Standard $15 (PH/PGH)

  • Type = Spectator

  • Available for Pre-Purchase = Yes

8. Attendance

• Nothing needed.

9. Upsells

• Nothing needed.

10. Schedule Requests

• Nothing needed.

11. Venues

• Go to Venues.

• Under “Name,” search for the correct venue.

  • Venue must already exist in EA (see Event App Training Guide to add a venue if needed).

• Enter Age Group (e.g., 15–17U).

• Courts, Rate, and Rate Type should auto-populate.

• Enter Hours the venue will be used.

12. Checklist

• Nothing needed.

13. Helpful Links

• Use Helpful Links for PH/PGH/PHN Tournaments.