ADDITIONAL IMPORTANT DETAILS TO CONSIDER
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.

Some tournaments only accept Extra, Select and/or even United teams. It is also 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 receive that referee deposit money back.

Partial refunds may also be given in case you can only find one or two Referee volunteers, 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 the Referee for your team's age division. Sometimes you get lucky and the tournament has such a large number of referees that your team's referees don't receive any assignments, in which case you still get your referee deposit refunded.

Each tournament has their own set of rules and details regarding Referee needs and the Referee deposit, so please be sure to thoroughly read and understand their guidelines prior to submitting a tournament application. 

FINDING REFEREES FOR TOURNAMENTS

Teams looking to attend tournaments are 100% responsible for coordinating Referee needs. Depending on the tournament, it will be highly likely that each team will be asked to supply a Referee crew (3 Referees) with at least one Referee being certified at the appropriate age level of the division you're playing in. Teams will need to find and book Referee volunteers to assist them during the tournament. AYSO 1463 is not responsible for assigning referees for teams, however we may provide support and access to volunteer contact info if needed.  

Please note that all referees are required to be up-to-date with their AYSO certifications. Referees who are not properly certified will not be allowed to Referee at the tournament. There are no exceptions. 

If you have any additional questions regarding Referees, feel free to email our Referee Administrator: 
[email protected]

THE PROCESS (NEXT STEPS)

Step 1: Complete the Application

1. If the tournament has an online application, please complete it.

Note: Not all tournaments have an online application.

2. Print the paper application and referee form.
3. Fill out both forms completely. If there is any information you are unsure about, please contact the AYSO 1463 Tournament Coordinator at [email protected] and they will provide the necessary details promptly.

 Step 2: Send the Forms to the AYSO 1463 Tournament Coordinator

1. Once the forms are filled out, email both pages to [email protected] for review.
   Note: Sending both forms at the same time helps prevent errors or delays.
   
   
2. Forms will be checked to ensure the forms are complete.

Note: If not complete, the forms will be sent back to you with what is needed to be filled out. Once complete, you can forward them to me again.

 Step 3: Signatures

1. If or when the forms are complete, I will forward them:
• To the Regional Commissioner for signature.
• To the Referee Admin for signature on the referee assignment page.
  
  
2. Once the forms are signed, I will send them to our Treasurer and copy you, so you know they are finalized.

 Step 4: Submit Tournament Fees and Referee Deposit

1. Please ensure you prepare two payments (check or cash):
• One for the tournament fee
• One for the referee deposit
  
  
2. To arrange payment drop-off, email our Regional Treasurer at [email protected].
   

 Step 5: Final Submission to the Tournament Region

1. Once the checks are received, we will send the following to the region:
• Application
• Referee form
• Official roster
• Checks for fees and deposit
  
  
2. Important: Do not send any forms or payments directly to the region to avoid duplicate or incomplete submissions.

 Why This Process Matters

By following these steps, we can track each stage of the application, minimize back-and-forth communication, and ensure nothing is lost or delayed. This will help me better answer any questions you may have.

Please allow a couple of days to review the forms. We are all balancing our day jobs and daily responsibilities, so I kindly ask that you do not wait until the last minute to send your applications. Timely submissions will ensure everything moves smoothly and avoids any unnecessary stress for everyone involved.

Thank you for your cooperation and understanding! If you have any questions or concerns, don’t hesitate to reach out at [email protected].

ADDITIONAL INFO

• The process to issue the checks and obtain all signatures takes a minimum of three days and as long as ten days.

• A spreadsheet is used to track all the activity for each coach and is used to monitor referee deposit refunds. It helps to know tournament dates and costs to track that accurately.

• Once all of the paperwork is ready (check issued by the Region, application form and roster both signed by the RC, and referee form signed by the RRA), AYSO 1463 will mail the documentation to the tournament organizers.

REFEREE DEPOSIT REFUNDS 

For referee deposit refunds, if you place the correct address on the Google form, the funds will be sent back to you once AYSO 1463 received the refund back from the tournament organizers.

If a referee deposit refund is expected, it takes 4–5 weeks for the refund check to be received and then a check issued back to you.