Prep Network Docs


Director Dashboard		Dashboard Training video All information pertaining to your event will be found on the dashboard. (checklist/staff/venue/ event details/check-in link)
RAMP VCC	VCC Rule: The VCC is only for approved on-site expenses. (Staff meals, printing, supplies). DO NOT use it for travel. New Card per Event: You will be issued a new VCC for each specific event you work, and it will expire once the event concludes. Access the Card: You can download the Ramp app and add the VCC to your phone wallet for easier access. Enter the Memo: After a purchase, you will immediately receive an email or text requiring a memo (i.e. staff meals, print order, etc.). You must enter this memo and upload a picture of the receipt.
EZ Cater (Staff Meals)		To ensure all event personnel are fed and logistics remain within budget, please follow the standardized EZ Cater process for all meal coordination. Eligible Personnel Meals are provided for non-managerial event staff only: Included: Admissions, Band Checkers, Check-in Staff, Flex Workers, and Directors/Site Directors. Excluded: Trainers, Security, Assignors, and Officials. Meal Schedule All orders must be placed and scheduled in advance: Saturday: Lunch at 11:30 am \| Dinner at 4:30 pm Sunday: Lunch at 11:30 am Budget Requirements Target Cost: $10 – $12 per person, per meal. EZ Cater ordering instructions
Incident Form		Prep Network Incident form Safety & Compliance: Incident Reporting To maintain professional standards and ensure participant safety, Prep Network adheres to a strict incident reporting protocol: Requirement: An official Incident Report must be completed for any injury, medical emergency, or behavioral incident occurring during the event. Mandatory Deadline: All reports must be filed no later than the Monday immediately following the event. Documentation: Reports must include a detailed description of the incident, witnesses present, actions taken by staff/medical personnel, and follow-up requirements. Accountability: Event Directors are responsible for ensuring all trainers and field staff submit documentation within the designated window.
Equipment from HQ		Branding Prep Hoops Please verify all equipment that has been shipped is correct if you have any issues, contact your Regional Manager.
Print order	FedEx Office Print Center you enter in the Director Information Form Team Directory - b&w - qty 2 - 8.5 X 11 (Stapled if needed) Team Check-In - b&w - qty 2- 8.5 X 11 (Stapled if needed) Score Sheets - b&w - quantity 1 - 8.5 X 11 (single sided and not stapled)' Court Signs - b&w- quantity 10 - 8.5 X 11 (single sided and not stapled) Media Requests - b&w- quantity 2 - 8.5 X 11 (single sided) Schedule Grid- b&w- quantity 2 - 8.5 X 11 (single sided) College Packet- b&w- quantity 10 - 8.5 X 11 (Double Sided and Stapled)
Speaker (Music)		Prep Network Music link The speaker will be provided by a facility or retained by an outside company. Use an iPod in equipment shipment or phone.
Admission Refund Form		The Admissions Refund Form is the official method for spectators to request a return of funds. duplicate purchases, incorrect ticket types transition to volunteer status.
Team Designated Volunteer		Volunteer scorekeepers will receive a discount or complimentary admission based on the number of games worked. Reimbursements are issued based on games worked at the scorer's table: Admission Refund Form 1 Game Worked: $10 Refund 2 Games Worked: $20 Refund 3+ Games Worked: Full Weekend Refund
Facility reach out	Can be found on the director dashboard under venue, facility point of contact will also be found under venue, and also in the notes under the Event Directors information (staffing tab)
Event Schedule		Displayed on the director dashboard under the events tab. Game Schedule will be on; Exposure basketball link username: pndirector Password: pndirector Entering Scores Exposure How to Do A Game Fill on Exposure
Prep Hoops & Girls Hoops Tournament Rules	Prep Hoops Prep Girls Hoops	All referees, flex workers, and site directors must be fully familiar with the official tournament rules prior to the start of play. Compliance ensures a professional environment and minimizes on-court disputes. Rule Access & Availability Digital Access: All staff should review the rules via the Prep Hoops / Prep Girls Hoops QR code before arriving on-site. Hard Copies: Physical copies of the official rules will be placed at every scorer’s table. These are for immediate reference by officials or site directors only. Game time 65 minute intervals
Spectator Admissions check-in		Front of House Overview All spectators need to be checked in with QR code. If the QR code is not working, look for the spectators names on the Then try to check-in manually. That does not work notify Regional Operation Manager
Stripe Reader		On-Site Spectator Ticket Purchases How to Use: Turn on the stripe reader and make sure it is connected to the hotspot. Navigate to the Staffing tab → Click ‘Copy Check-in Link’ at the top right corner. Paste check-in link in a new browser window. You will have the option to ‘Scan QR Code’ or ‘Collect Attendance Payment’ (both options are used at admissions). Click ‘Collect Attendance Payment’. Spectator ticket options will appear and select the tickets for the spectator. The stripe reader will automatically update with the number of tickets selected. Click checkout → process payment on stripe reader → green check will appear once complete.
Team Check-in &	Location: Look for the Coaches' Registration Table (this is separate from the general admissions line to keep things moving quickly). Wristband Allocation: Each team is strictly limited to three wristbands in total: 2 Wristbands: For the coaching staff. 1 Wristband: For the designated volunteer assigned to the scorer's table.
Media Check-in		Team media filling out Prep Network Media Request Form Team media will receive a wristband Paid/Prep Network Media will receive a media lanyard.

Director Dashboard: Event Checklist To ensure a professional and seamless Prep Network event, Director Dashboard must be 100% completed.
Pre-Event Phase	Task to be completed	Dashboard or tasked to	How Many Days Before the Event Starts	Check Off
Staff Outreach	Contact all staff via text or phone call	Staffing Tab - Messaging	7 days before	☐
Staff Outreach	Confirm court coaches and arrival times	Staffing Tab - Messaging	7 days before	☐
Staff Outreach	Confirm check-in workers and arrival times	Staffing Tab - Messaging	7 days before	☐
Staff Outreach	Confirm clock/book workers and arrival times	Staffing Tab - Messaging	7 days before	☐
Staff Outreach	Confirm athletic trainer and arrival time	Staffing Tab - Messaging	7 days before	☐
Staff Outreach	Confirm BallerTV staff for event	Staffing Tab - Messaging	7 days before	☐
Staff Outreach	Ensure all staff are fully confirmed	Staffing Tab - Messaging	5 days before	☐
Staff Outreach	Notify Prep Network if any staff drop out or do not respond	Regional Mgr - prepNetwork Staffing	3 days before / Thursday morning event week	☐
Officials Assignor	Call assignor and confirm coverage	Staffing Tab	7 days before	☐
Venue Outreach	Reach out to the venue and introduce yourself. Answer any questions about the event.	Staffing - Notes under Event Dir.	7 days before	☐
Venue Outreach	Confirm logistics with venue Arrival times Equipment provided by the venue. Supplies shipped pick-up location	Staffing - Notes under Event Dir.	7 days before	☐
Venue Outreach	Verify onsite contact for concerns that arise during the event.	Staffing - Notes under Event Dir.	7 days before	☐
Print Order	Pick up print order	Emailed by Prep Networks	3 days before	☐
Print Order	Verify print order items and quantities before leaving FedEx	Print order items email from PrepNetwork	3 days before	☐
Supplies Shipped	Confirm total number of HQ boxes (red tape) are in your possession	Shipping Tab	3 days before	☐
POS Kits	Stripe Reader	Set-up instructions in shipping	2 days before	☐
POS Kits	Charge Stripe Reader	EVD	2 days before	☐
POS Kits	Connect Stripe Reader	Front End	2 days before	☐
POS Kits	Test Stripe Reader	Front End	2 days before	☐
Event Day Set-Up	Re-test Stripe Reader: charged, connected, and functioning	Front End	Event day	☐
Event Day Set-Up	Set up 2–3 front check-in tables	Set-up Tab	Event day	☐
Event Day Set-Up	Put table skirts on front check-in tables	Front End	Event day	☐
Check in QR code admission	Send the check in link to check in staff. Scan QR code to make sure it works	Dashboard - Staffing	Event day	☐
Coaches Check-in	Mark coaches and teams off team list and verify scorekeeper volunteer	Check in table coaches	Event day	☐
Marketing / Branding / Signage	Set up branded table skirts on used courts	Event Set-up	Event day	☐
Marketing / Branding / Signage	Set up branded backdrop for headshots	Event Set-up	Event day	☐
Marketing / Branding / Signage	Place branded pop-ups between courts	Event Set-up	Event day	☐
Marketing / Branding / Signage	Post court number signs (Feather Flags)	Event Set-up	Event day	☐
Marketing / Branding / Signage	Place rules on score tables	Event Set-up	Event day	☐
Event Staff	Ensure check-in workers arrive on time	Staffing	Event day	☐
Event Staff	Train check-in workers on POS kits	Staffing	Event day	☐
Event Staff	Train check-in workers on upsell distribution	Staffing	Event day	☐
Event Staff	Provide staff shirts to check-in workers	Staffing	Event day	☐
Event Staff	Staff Meeting	Staffing	Event day	☐
Referee	Ref Meeting	Referee	Event day	☐
Check-in	Check-in sheets are ready for team check-in (2-coaches per team)	Event	Event day	☐
Team scorekeeper	Make sure coaches have a score keeper designated for their team	Front End	Event day	☐
Flex Workers	Train Flex workers on schedule and run of show	Staffing	Event day	☐
Flex Workers & Ref	Review expectations: know rules	On court	Event day	☐
Event Staff	Confirm all staff are wearing branded t-shirts	Staffing	Event day	☐
BallerTV	Confirm BallerTV is present and setting up on time	Baller Staff	Event day	☐
BallerTV	Notify Regional Mgr. ASAP if BallerTV is late or absent	ROM	Event day	☐
Athletic Trainer	Confirm trainer is on time and present	A.T.	Event day	☐
Athletic Trainer	Notify Regional Mgr. ASAP if trainer is late or absent	ROM	Event day	☐
Officials	Confirm officials are on time and present	Official Assignor	Event day	☐
Officials	Confirm officials have read and understand rules	Official Assignor	Event day	☐
Check-In Process	Start check-in 1 hour prior to event start time	Front End	Event day	☐
Check-In Process	Confirm QR codes and stripe reader are working	Front End	Event day	☐
Check-In Process	Direct participants to Exposure tool for Schedule	Front End	Event day	☐
Start of Event	Start check-in on time	Front End	Event day	☐
Game Play	Games start on time and not early	PrepHoop Rules	Event day	☐
Game Play	Scores are entered into Exposure	Exposure	Event day	☐
Game Play	Generate Brackets	Exposure	Event day	☐
Game Play	Championship Game	Exposure	Event day	☐
Game Play	Championship Shirts	Shipped to facility	Event day	☐
Event End	Thank participants for attending	EVD & Staffing	Event day	☐
Event Wrap Up	Pick up and throw away water bottles and trash	Staffing	Event day	☐
Event Wrap Up	Take down/fold all branding and signage	Event Pack up	Post Event	☐
Event Wrap Up	Put POS kits back in cases	Event Pack up	Post Event	☐
Event Wrap Up	Box all marketing, POS kits, leftover shirts.	Return Shipping	Post Event	☐
Event Wrap Up	Box all folders, markers, and pens	Return Shipping	Post Event	☐
Event Wrap Up	Tape boxes shut and attach return shipping labels	Return Shipping	Post Event	☐
Post-Event	Ship boxes back to HQ	Return label in clear envelope outside box	No later than 1 day after / Monday after event	☐
Post-Event	Complete Event Survey from Prep Network.	EVD & Staffing	No later than 3 days after / Wednesday after event	☐

Staffing
Role	Responsibility Overview
Event Director	Oversees the entire event operation, manages staff, ensures schedule runs on time, handles issues with teams, coaches, and facilities.
Site Director	Oversees the entirety of the event operation, manages personnel, ensures adherence to the schedule, and resolves issues concerning teams, coaches, and facilities. This responsibility extends specifically to multiple site venues. For Single venue tournaments no Site Director will be assigned.
Front of House	Manages team/player check-in, distributes event materials (wristbands), verifies registrations, and answers participant questions.
Athletic Trainer	Provides on-site medical coverage, evaluates injuries, administers first aid, and determines return-to-play status for athletes.
Scout	Covers the event for Prep Network media, evaluates players, gathers notes and stats, and contributes to scouting reports and rankings.
Flex Workers	Float staff who assist where needed (check-in, score reporting, equipment setup, crowd flow, etc.).
Security	The Security Officer is responsible for safeguarding an organization’s assets, property, and personnel. This role requires a vigilant individual who can maintain a professional demeanor while enforcing company policies and responding to incidents with composure. Not all events will have security.

Run of Show
Task	Duration	Brief Summary
Staff Arrival	–	All staff should arrive 90 minutes before check-in to allow time for setup, equipment checks, and role assignments.
Staff Setup & Preparation	45 min	Staff prepare the check-in area, verify equipment, ensure QR codes and technology are functioning, and confirm materials are ready.
Flex Worker	10 min	Held 30 minutes before doors open. Review field responsibilities and answer any questions.
Front-End & Check-In Staff Meeting	10–15 min	Held 15 minutes before check-in opens. Review check-in process, confirm QR code scanning works, verify registration lists, and answer questions.
Team Check-In	Check-in begins 1 hour before the first match. Coaches must check in their teams at the designated team check-in table and confirm the roster. Coaches will receive wristbands for their team; players listed on the roster do not require a wristband.
Referee Meeting	10 min	Held 20 minutes before the first match. Review event rules, referee expectations, equipment usage, rules, and court assignments.
Pool Play Games	All pool play games follow the official schedule listed in Exposure Basketball. EVD Directors and Flex workers will manage ROS on the courts they oversee.
Score Reporting	Immediately after the conclusion of the game, Flex workers will collect scorecards to have EVD enter scores into Exposure Basketball to maintain real-time standings.
Bracket Creation	The bracket schedule is predetermined; upon the entry of all pool play scores, the bracket will be automatically generated.
Competition Format	Competition Format 10U-14U: Bracketed Tournament Bracket Playoff 15U-17U: Showcase Singular games - matchups with no playoff.
Championship Ceremony (Per Division)	Prep Hoops & Girls Hoops Championship Shirts Sizing Chart Champ shirts are only for the 10U-14U Boys Hoops, 10U-13U Girls Hoops Immediately following each championship game, complete the following steps: Distribution: Hand out championship shirts to the winning team. Photography: Take a high-quality team photo with players wearing their championship shirts. Reporting: Upload the photo to the dashboard under My Events > Champion Photo tab. Note: You must include the Division and Team Name in the upload details.

Post Event Procedures
Prep Network Equipment Return	Pack all Prep Network equipment securely into boxes. Ensure all items are accounted for before sealing boxes. Include: Event materials Signage Tabletop items Any reusable equipment
Prep Network Equipment Shipping	Take all sealed boxes to a UPS Store location or leave at the facility for Pick-up. Drop off using the pre-attached return labels No additional payment should be required if labels are present
Return Labels	Return labels will be: Attached to the outside of the box Placed inside a clear packing slip pouch Marked as “RETURN” If Labels Are Present: Do not remove or alter the label Ensure it is clearly visible Boxes are ready for drop-off
Shipping Process (UPS Store)	Shipping Process USP Store Take all sealed boxes to a UPS Store location Drop off using the pre-attached return labels No additional payment should be required if labels are present. Missing Labels / Box Issues If: Return Labels are missing Boxes are damaged or unusable Then: Use RAMP VCC to: Purchase new boxes if needed Pay for return shipping

Staffing Management & Documentation	Event Directors are responsible for the end-to-end oversight of hourly personnel. To ensure payroll accuracy and operational transparency, you must: Timekeeping & Verification Check-In/Out: Physically check all staff in and out daily. Hourly Tracking: Manage and maintain a daily log of hours worked for every staff member. Verification: Use text confirmations as a digital trail to verify shifts and hours. Final Review: Ensure all recorded hours are 100% accurate before final submission. Documentation Requirements Paper Logs: Maintain a physical paper copy of all staff hours and daily totals as a primary record. Digital Reporting: Update the Staffing Notes section with relevant details regarding hours worked, including any adjustments or discrepancies.
Director Reimbursement process		The Event Director is eligible for reimbursement for all gas expenses incurred traveling to and from the event. Please follow the standardized process below to ensure timely payment. Submission Process Platform: All requests must be submitted through Paycor. Instructions: Follow the step-by-step guide via [this link] to upload receipts and log mileage. Requirements: Ensure all receipts are clear, legible, and include the date of purchase. Processing Schedule Reimbursements are reviewed and processed twice weekly: Tuesdays & Thursday

Prep Hoops & Prep Girls Hoops Director Booklet

Director Dashboard: Event Checklist

To ensure a professional and seamless Prep Network event, Director Dashboard must be 100% completed.


Logistic Information
Director Dashboard		Dashboard Training video All information pertaining to your event will be found on the dashboard. (checklist/staff/venue/ event details/check-in link)
RAMP VCC	VCC Rule: The VCC is only for approved on-site expenses. (Staff meals, printing, supplies). DO NOT use it for travel. New Card per Event: You will be issued a new VCC for each specific event you work, and it will expire once the event concludes. Access the Card: You can download the Ramp app and add the VCC to your phone wallet for easier access. Enter the Memo: After a purchase, you will immediately receive an email or text requiring a memo (i.e. staff meals, print order, etc.). You must enter this memo and upload a picture of the receipt.
EZ Cater (Staff Meals)		To ensure all event personnel are fed and logistics remain within budget, please follow the standardized EZ Cater process for all meal coordination. Eligible Personnel Meals are provided for non-managerial event staff only: Included: Admissions, Band Checkers, Check-in Staff, Flex Workers, and Directors/Site Directors. Excluded: Trainers, Security, Assignors, and Officials. Meal Schedule All orders must be placed and scheduled in advance: Saturday: Lunch at 11:30 am \| Dinner at 4:30 pm Sunday: Lunch at 11:30 am Budget Requirements Target Cost: $10 – $12 per person, per meal. EZ Cater ordering instructions
Incident Form		Prep Network Incident form Safety & Compliance: Incident Reporting To maintain professional standards and ensure participant safety, Prep Network adheres to a strict incident reporting protocol: Requirement: An official Incident Report must be completed for any injury, medical emergency, or behavioral incident occurring during the event. Mandatory Deadline: All reports must be filed no later than the Monday immediately following the event. Documentation: Reports must include a detailed description of the incident, witnesses present, actions taken by staff/medical personnel, and follow-up requirements. Accountability: Event Directors are responsible for ensuring all trainers and field staff submit documentation within the designated window.
Equipment from HQ		Branding Prep Hoops Please verify all equipment that has been shipped is correct if you have any issues, contact your Regional Manager.
Print order	FedEx Office Print Center you enter in the Director Information Form Team Directory - b&w - qty 2 - 8.5 X 11 (Stapled if needed) Team Check-In - b&w - qty 2- 8.5 X 11 (Stapled if needed) Score Sheets - b&w - quantity 1 - 8.5 X 11 (single sided and not stapled)' Court Signs - b&w- quantity 10 - 8.5 X 11 (single sided and not stapled) Media Requests - b&w- quantity 2 - 8.5 X 11 (single sided) Schedule Grid- b&w- quantity 2 - 8.5 X 11 (single sided) College Packet- b&w- quantity 10 - 8.5 X 11 (Double Sided and Stapled)
Speaker (Music)		Prep Network Music link The speaker will be provided by a facility or retained by an outside company. Use an iPod in equipment shipment or phone.
Admission Refund Form		The Admissions Refund Form is the official method for spectators to request a return of funds. duplicate purchases, incorrect ticket types transition to volunteer status.
Team Designated Volunteer		Volunteer scorekeepers will receive a discount or complimentary admission based on the number of games worked. Reimbursements are issued based on games worked at the scorer's table: Admission Refund Form 1 Game Worked: $10 Refund 2 Games Worked: $20 Refund 3+ Games Worked: Full Weekend Refund
Facility reach out	Can be found on the director dashboard under venue, facility point of contact will also be found under venue, and also in the notes under the Event Directors information (staffing tab)
Event Schedule		Displayed on the director dashboard under the events tab. Game Schedule will be on; Exposure basketball link username: pndirector Password: pndirector Entering Scores Exposure How to Do A Game Fill on Exposure
Prep Hoops & Girls Hoops Tournament Rules	Prep Hoops Prep Girls Hoops	All referees, flex workers, and site directors must be fully familiar with the official tournament rules prior to the start of play. Compliance ensures a professional environment and minimizes on-court disputes. Rule Access & Availability Digital Access: All staff should review the rules via the Prep Hoops / Prep Girls Hoops QR code before arriving on-site. Hard Copies: Physical copies of the official rules will be placed at every scorer’s table. These are for immediate reference by officials or site directors only. Game time 65 minute intervals
Spectator Admissions check-in		Front of House Overview All spectators need to be checked in with QR code. If the QR code is not working, look for the spectators names on the Then try to check-in manually. That does not work notify Regional Operation Manager
Stripe Reader		On-Site Spectator Ticket Purchases How to Use: Turn on the stripe reader and make sure it is connected to the hotspot. Navigate to the Staffing tab → Click ‘Copy Check-in Link’ at the top right corner. Paste check-in link in a new browser window. You will have the option to ‘Scan QR Code’ or ‘Collect Attendance Payment’ (both options are used at admissions). Click ‘Collect Attendance Payment’. Spectator ticket options will appear and select the tickets for the spectator. The stripe reader will automatically update with the number of tickets selected. Click checkout → process payment on stripe reader → green check will appear once complete.
Team Check-in &	Location: Look for the Coaches' Registration Table (this is separate from the general admissions line to keep things moving quickly). Wristband Allocation: Each team is strictly limited to three wristbands in total: 2 Wristbands: For the coaching staff. 1 Wristband: For the designated volunteer assigned to the scorer's table.
Media Check-in		Team media filling out Prep Network Media Request Form Team media will receive a wristband Paid/Prep Network Media will receive a media lanyard.