Regional Ops Email Templates
Purpose
The email templates below are sent from ROMs to assignors, facilities, or directors.
Assignors Email
Copy and paste the email template below when reaching out to assignors regarding upcoming events. ROMS → Assignor.
Hello (NAME),
We are excited to partner with you for our 2026 (SPORT) tournament season. As you know, the officiating experience plays a critical role in shaping the overall event experience for our customers.
Before we get started, we would like to do two things to make sure we are aligned for the season:
- Send a contract which outlines partnership expectations and guidelines.
- Set up some time, 14 days out from the first event to cover an agenda and to ensure both sides are prepared.
I will reach out to set up some time in the near future to cover the pre-event agenda. Please let me know if you have any quesstions.
Thank you and we are looking forward to a great (YEAR) season!
---
Travel Email
Copy and paste the email template below when reaching out to directors regarding upcoming events. ROMS → Directors.
Hello!
As we gear up for the (BRAND / SEASON), we want to share some key updates regarding travel and lodging. Our goal is to streamline the process so you can focus on what you do best, running top-tier events for our players, coaches, and families. Please review these updated (YEAR) guidelines carefully:
Director Information Form:
- LINK DIRECTOR INFORMATION FORM
- This form collects event-specific logistical information including shipping and printing locations.
- This form will need to be completed per each event that you are the tournament director.
Hotel Accommodations:
Directors are now responsible for booking their own lodging using our official partners. Please use our dedicated booking link for all reservations:
- HOTEL BOOKING LINK
- Comp Rooms & Reimbursement: We will work with our hotel partners to secure a complimentary room for your stay. If a comp room is unavailable, we will reimburse your lodging up to $150 per night.
Transportation & Rental Cars:
- If you require a vehicle to reach your event destination, you are able to book a rental car.
- We provide reimbursement for rental cars up to $75/day.
- Ensure you submit a copy of your itemized receipt through Paycor for processing.
Stipend & Reimbursement:
- Your stipend now encompasses travel-related costs, such as meals outside of event hours.
- You will be reimbursed for gas, be sure to submit gas receipts via Paycor.
We truly appreciate the dedication you bring to the (BRAND). If you have any questions regarding these updates, please reach out.
Facilities Email
Subject: Prep Network – Upcoming Event at [VENUE NAME] on [DATE]
Hello [NAME],
My name is [NAME], and I am the Operations Manager for the [REGION] at Prep Network. We are excited for the upcoming event at your venue on [DATE]. I have also copied [NAME], who is the tournament director for the upcoming event.
We wanted to connect to align on some pre-event items that will help all parties involved. If you could answer the following questions when you have a moment, that would be greatly appreciated!
1. Can you please provide the name and number of the person that will be on-site at your venue for the event?
2. What is the best time for the director to get into the facility to set up for the event?
3. We have [X] supply boxes that will be delivered to the venue on [DATE]. All boxes will be addressed to Attn: [VENUE CONTACT NAME] so they can be signed for and kept together in one location. Can you confirm where our directors can retrieve the boxes when they arrive?
For reference, our boxes are easy to identify by their tape:
• Prep Network boxes → red Prep Network tape
• Vendor (TeamBilt) boxes → black and yellow TeamBilt tape
All boxes belong to Prep Network and should be stored together.
If you have any questions or need anything from us, please let us know.
Thank you!
Director Information Email - PGH / PH Tourney
Copy and paste the email template below when reaching out to directors regarding upcoming PH/PGH events. ROMS → Directors.
Hi Directors,
Below is all the relevant information for the Brand Name – Event Nametournament taking place this weekend. Please review all details and reach out if you have any questions.
Action Items & Dashboard
Log on to the Director Dashboard to find all information related to your event. Start working through your checklist as soon as possible and check off items by their due dates.
Review the PH / PGH Field Guide.
Venue Schedule & Breakdown
Staff should arrive approximately 90 minutes before the first game. Use your discretion if you need more time for setup. Doors open one hour before the first game — be sure to have everything set up and ready before doors open.
Venue Name
Friday staff arrival time | doors open time | first game time
Saturday staff arrival time | doors open time | first game time
Sunday staff arrival time | doors open time | first game time
Shipping & Print Order
All items will be shipped to your site — check through them once they arrive. Boxes include supplies, technology, staff shirts, A-frames, and signage.
Supply box counts: VENUE — # boxes | VENUE — # boxes | VENUE — # boxes
Championship shirts from Teambilt are shipping directly to the venue (attention: site director).
The print order will be placed on Thursday, and you will receive a separate email.
Ramp Credit Card
Going forward, all approved event expenses will be handled through a dedicated virtual credit card (VCC) issued via Ramp.
- Approved uses: Print orders and miscellaneous event supplies only. Do not use this card for personal travel or meals.
- Getting started: You'll receive an email from Ramp to set up your profile. Once logged in, your VCC details will be available there.
Receipts: Attach a receipt to every purchase and include the event name and a brief description of the purchase in the memo field.
Staff Meals
Staff meals are provided for non-managerial front-of-house staff, field managers, directors, and site directors. These meals should be coordinated in advance using the EZ Cater instructions.
Meal schedule:
Saturday — Lunch at 11:30 a.m. and Dinner at 4:30 p.m.
Sunday — Lunch at 11:30 a.m.
Budget: $10–$12 per person per meal.
EZ Cater Instructions — Place the order on Thursday. It will prompt you for a 2-step verification code. Contact ROM when placing the order for assistance: YOUR NUMBER
Your EZ Cater login:
Admissions
Locate the admissions QR codes in your event boxes/folders and test them immediately to ensure they link to the ticket page.
Use this guide to access the QR code and Stripe Reader scanning link: Admissions Access Link
Use this form to track all customer refund requests: Refund Form
Schedule, Exposure, Rules & Championship Games
All game scores MUST be entered by the end of each game.
Exposure Events Login: basketball.exposureevents.com/login
Tournament Rules — Please review thoroughly. Staff, teams, and officials all need to understand the nuances:
Difference in half length among age groups
Ball size among age groups
Tournament Format:
10U – 14U: Bracketed
15U – 17U: Showcase
Championship Games (Sunday): Ensure all shirts are moved to the main championship court.
Championship t-shirts will be distributed in your supplies — make sure these get passed out. These are for certain 10U–14U divisions only.
Shirt Breakdown: Shirts must be split by division. Make sure you have the correct sizes ready for the winning teams. Reference the Championship Shirt Breakdown and locate the correct event tab name.
PHOTOS: Please take your best photo and upload it to your dashboard.
Contact Information
Contact the following people from our team for these issues:
Please let me know if you have any questions!
Director Information Email - PRZ Tourney
Copy and paste the email template below when reaching out to directors regarding upcoming PRZ events. ROMS → Directors.
Hi (NAME),
Below is all the relevant information for the (EVENT NAME) taking place this weekend! Please review all details and let me know if you have any questions.
Action Items & Dashboard:
- Please log in to the Director Dashboard (LINK), where you will find all information related to your event. Start working through your checklist as soon as possible.
- Review the PRZ Field Guide (LINK)
Venue Schedule & Breakdown:
Staff should arrive approximately 90 minutes before the first game.
- Venue Name - Director Name (ROM NOTE - REPEAT THIS BULLET POINT SECTION IF MULTI-VENUE EVENT)
- Saturday staff arrival time | doors open time | first game time
- Sunday staff arrival time | doors open time | first game time
- (LINK VENUE FIELD MAP HERE)
Shipping & Print Order:
All items will be shipped to (SHIPPING LOCATION), check through them once they arrive. Boxes include:
- PRZ equipment, trophies, championship shirts, technology, and supplies.
- Championship shirts from Teambilt are shipping directly to (LOCATION), attention (NAME).
- Championship trophies are shipping directly to (LOCATION), attention (NAME).
- The print oder will be placed on (DAY), and you will receive a separate email.
Ramp Credit Card:
- All approved event expenses will now be handled via a Virtual Credit Card issued through RAMP.
- Approved expenses: print order, event supplies. DO NOT use the credit card for personal travel.
- Look for an email from RAMP to set up your profile.
Staff Meals:
- Staff meals are provided for non-managerial staff, directors, and site directors. These meals should be coordinated in advance using the EZ Cater instructions.
- Meal schedule: Saturday - lunch and dinner. Sunday - lunch.
- Budget: $10 - $12 per person per meal.
- EZ Cater Instructions: (LINK HERE).
Admissions:
- Please locate the admissions QR codes in your event boxes/folders and test them to make sure they link to the ticket page.
- Use the guide to access the QR code and stripe reader scanning link: (ADMISSIONS ACCESS LINK).
- Use this refund form to track all customer refund requests: (REFUND FORM LINK)
Sports Thread:
We will be using Sports Thread for all scheduling, scoring, and team check-in. (LINK)
- Director Login & inputting scores: (LINK)
- Login: events@prepnetwork.com
- Password: PNDirectors
- Scan only account for check-in workers:
- Login: staffing@prepnetwork.com
- Password: redzone
- Slack - utilize the slack channel when you have an issues with player check-in. Slack can be accessed via the app or web browser.
- Score entry - remember to update the scores after each round of games.
- 7on7 rules - review the tournament rules here (LINK).
Director Emails - PRZ Showcase
Hi (NAME),
Below is everything you need for this weekend's event. Please review all details and reach out with any questions.
Event Details
VENUE NAME · City, State
DAY · STATE
TIME
Session Layout
Action Items
Log on to your Director Dashboard — find all event info, start your checklist ASAP, and check off items by their due dates.
PRZ Check-In Sheet & Practice Plan: Open Sheet
Shipping & Print Order
All items will be shipped to SHIPPING LOCATION — check through them once they arrive. Boxes include:
PRZ supplies, branding, and equipment
The print order will be placed on DAY, and you will receive a separate email.
Ramp Credit Card
Going forward, all approved event expenses will be handled through a dedicated virtual credit card (VCC) issued via Ramp.
- Approved uses: Print orders and miscellaneous event supplies only. Do not use this card for personal travel or meals.
- Getting started: You'll receive an email from Ramp to set up your profile. Once logged in, your VCC details will be available there.
Receipts: Attach a receipt to every purchase and include the event name and a brief description of the purchase in the memo field.
Position Breakdown — Registered Athletes
X athletes pre-registered across the following positions:
QB — X
WR — X
TE — X
RB — X
OL — X
DL — X
LB — X
DB — X
Total — X
Your Team Contacts
Have a great showcase event — thank you for everything you do to lead events at Prep Network!
Thanks,
Director Emails - PH/PGH Showcase
Hi (NAME),
Below is everything you need for this weekend's event. Please review all details and reach out with any questions.
Event Details
PH/PGH Showcase Event Name HERE
VENUE NAME · City, State
DAY · STATE
TIME
Session Layout
Check-in
TIME
TIME
Action Items
- Log on to your Director Dashboard — find all event info, start your checklist ASAP, and check off items by their due dates.
- Please review the event Rules for 3v3 and 5v5 play.
Shipping & Print Order
All items will be shipped to SHIPPING LOCATION — check through them once they arrive. Boxes include:
- PH/PGH supplies, branding, and equipment
- The print order will be placed on DAY, and you will receive a separate email.
Ramp Credit Card
Going forward, all approved event expenses will be handled through a dedicated virtual credit card (VCC) issued via Ramp.
- Approved uses: Print orders and miscellaneous event supplies only. Do not use this card for personal travel or meals.
- Getting started: You'll receive an email from Ramp to set up your profile. Once logged in, your VCC details will be available there.
Receipts: Attach a receipt to every purchase and include the event name and a brief description of the purchase in the memo field.
Your Team Contacts
Regional Manager: Name · Phone
Staffing: Name · Email
Shipping: Name · Email
Assignor: Name · Email
Have a great showcase event — thank you for everything you do to lead events at Prep Network!
Thanks,
Director Emails - Prep Dig Showcase
Hi (NAME),
Below is everything you need for this weekend's event. Please review all details and reach out with any questions.
Event Details
Prep Dig - Event Name HERE
VENUE NAME · City, State
DAY · STATE
TIME
Session Layout
Check-in: TIME
Run of Show: TIME
Action Items
- Log on to your Director Dashboard — find all event info, start your checklist ASAP, and check off items by their due dates.
Shipping & Print Order
All items will be shipped to SHIPPING LOCATION — check through them once they arrive. Boxes include:
- PD supplies, branding, and equipment
- The print order will be placed on DAY, and you will receive a separate email.
Ramp Credit Card
Going forward, all approved event expenses will be handled through a dedicated virtual credit card (VCC) issued via Ramp.
- Approved uses: Print orders and miscellaneous event supplies only. Do not use this card for personal travel or meals.
- Getting started: You'll receive an email from Ramp to set up your profile. Once logged in, your VCC details will be available there.
Receipts: Attach a receipt to every purchase and include the event name and a brief description of the purchase in the memo field.
Your Team Contacts
Regional Manager: Name · Phone
Staffing: Name · Email
Shipping: Name · Email
Have a great showcase event — thank you for everything you do to lead events at Prep Network!
Thanks,