Team Registration

Information on US Quidditch Cup 12 is now available!

The event logo will be released in January 2019, when we unveil a brand new website design.

Team Registration

Teams must qualify through one of the regional championships or receive an at-large bid in order to be eligible to compete in the event.

Teams must complete the following registration requirements in order to be eligible to compete at US Quidditch Cup. Additional details and deadlines are below.

  1. Fill out the stay and play exemption form OR hotel request form (hotel request form goes live on Tuesday, December 4 at 5pm ET, more information is below)
  2. Fill out the team registration form
  3. Pay the team registration fee (instructions are below)
  4. Attendance request on the USQ calendar
  5. Reserve hotel rooms (information is below)
  6. Fill out team officials crew form (information is below)
  7. Complete season play requirements

The following items are optional, but still have a deadline:

  1. Fill out livestream questionnaire (information is below)
  2. Submit names of additional team staff
  3. Submit team travel survey (information is below)

DEADLINES

The following registration requirements have specific deadlines based on when a team qualifies (either through a regional championship or an at-large bid):

  1. Stay and play exemption form* OR Hotel request form
  2. Team registration form
  3. Team registration fee
  4. Attendance request on the USQ calendar
  5. Hotel reservations booked

The following registration requirements have the same deadline for all teams, regardless of when a team qualifies:

  1. Submit team officials crew form
  2. Season play requirements

The following optional registration items has the same deadline for all teams, regardless of when a team qualifies:

  1. Fill out livestream questionnaire
  2. Submit names of additional team staff
  3. Submit team travel survey

All deadlines are at 11:59 pm ET of the day listed.

Qualification Stay and play exemption form Hotel request form Team registration form Team registration fee Attendance request on USQ calendar Hotel reservations booked Team Officials Crew form Season play requirements Livestream questionnaire (optional) Additional team staff (optional) Team travel survey (Optional)
Great Lakes Not applicable Thursday, January 10, 2019 Thursday, January 24, 2019 Thursday, March 28, 2019 Sunday, March 31, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019
Northeast Not applicable Thursday, January 10, 2019 Thursday, January 24, 2019 Thursday, March 28, 2019 Sunday, March 31, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019
Midwest Not applicable Thursday, January 10, 2019 Thursday, January 24, 2019 Thursday, March 28, 2019 Sunday, March 31, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019
Mid-Atlantic Not applicable Thursday, January 10, 2019 Thursday, January 24, 2019 Thursday, March 28, 2019 Sunday, March 31, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019
West Not applicable Thursday, February 14, 2019 Thursday, February 21, 2019 Thursday, March 28, 2019 Sunday, March 31, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019
South Not applicable Thursday, February 21, 2019 Thursday, February 28, 2019 Thursday, March 28, 2019 Sunday, March 31, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019
Southwest Thursday, February 28, 2019 Thursday, February 28, 2019 Thursday, March 7, 2019 Thursday, March 28, 2019 Sunday, March 31, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019
At-Large Thursday, March 7, 2019 Thursday, March 7, 2019 Thursday, March 14, 2019 Thursday, March 28, 2019 Sunday, March 31, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019 Thursday, April 4, 2019

Teams who fail to meet the deadlines for required registration items will be disqualified from the event.

*As a reminder to all teams, the USQ Stay and Play policy applies to this event. The only exception is for teams who are located within 100 miles of the tournament site address.

TEAM REGISTRATION STATUS

To see your team’s current registration status, please view this spreadsheet.

HOTEL REQUEST FORM AND RESERVATIONS

Process

Teams must fill out either the stay and play exemption form or hotel request form by the deadline above. The hotel request form will go live on Tuesday, December 4 at 5 pm ET.

USQ staff will assign teams to hotels in the order that teams fill out the form, though availability is divided equally among teams that qualify through fall regional championships, spring regional championships, and at large (see below for more information). Please note that the deadline for this step in the registration process is before the primary team registration deadline. All teams, even those who have not qualified yet for the tournament, may fill out the hotel request form.

For assigning hotels, team have been divided up into three groups: those who qualify through fall regional championships, those who qualify through spring regional championships, and those who qualify through at-large bids. There is an equal number of rooms available for each group at each price point. Hotels will be assigned to teams based on the order teams fill out the form and what is available in their group.

Once a team fills out the hotel request form, it will receive an email with instructions on how to book their hotel accommodations, but only if it has already qualified. Teams who haven’t qualified yet may be permitted to book their accommodations on a case by case basis. As mentioned above, teams must fill out the hotel request form before they reserve hotels. Request and reservation are separate steps in the registration process.

Please note that hotel request form does not ask for any financial information nor require the team to pay any money. Teams will most likely need to provide a credit card to secure a reservation when booking the reservations after being placed at a hotel, but that is not needed until the rooms are actually reserved with the hotel.

If your team needs to have your school or another third party reserve or pay for the hotel rooms, please contact events@usquidditch.org as soon as possible to let us know.  

Hotel Request Form

On the form, teams will be asked to fill out a form stating: their ranking of the accommodations out of the options listed (from top choice to last choice), how many rooms they need, how many people they need to house, and how many nights they will be staying. Per USQ’s stay and play policy, teams are required to stay a minimum of two nights for US Quidditch Cup, unless they qualify for an exemption.

Additional hotels may be added to the list below after the hotel request form goes live. If a team wishes to change their lodging to another hotel after they have been assigned, they need to email events@usquidditch.org.

Hotels
Hotel Name Rate Per Night (does not include taxes) Room Type and Max Occupancy
Austin Marriott North Round Rock $109.00 Double/double, 4 people.
Best Western $99.00 Queen/queen, 4 people.
Courtyard Round Rock $109.00 Queen/queen, 4 people.
Hampton Inn $109.00 Queen/queen, 4 people.
Holiday Inn Express $119.00 Queen/queen, 4 people.
Home2 Suites by Hilton $125.00 Queen/queen, 4 people.
Homewood Suites $119.00 Queen/queen, 4 people.
Hyatt Place $109.00 Queen/queen, 4 people.
La Quinta Inn and Suites Austin Round Rock $119.00 Double/double, 4 people.
Microtel Inn & Suites Round Rock $109.00 Queen/queen, 4 people.
Red Roof Inn $99.00 Queen/queen, 4 people.
Residence Inn $117.00 Queen suite with sofa bed, 4 people.
Sleep Inn & Suites $99.00 Queen/queen, 4 people.
Wingate by Wyndham $109.00 Double/double, 4 people.

Additional information about each hotel is available here.

TEAM REGISTRATION FORM

The registration form is available here. All teams must fill it out by the deadline above. In this form, teams have to provide:

  • Contact information for at least two people on their team who will be the main points of contact for USQ staff
  • Information about how they will pay the team registration fee, including if they need an invoice
  • Team logo (optional, used for marketing materials and trading cards)
  • Team jersey details

For teams who qualified through fall regional championships, we recommend that you fill out this form as soon as possible, so that staff can assist your team with paying the registration fee.

Please note that USQ will be sending important tournament emails to the contacts listed on the form in the email. If your team needs to change who is getting these emails, please contact events@usquidditch.org.

REGISTRATION FEE

The registration fee is $450, and it is non-refundable. Teams can pay the fee by mailing a check or paying via PayPal.

To pay by check, it should be made out to US Quidditch, Inc. and mailed to PO Box 68276, Grand Rapids, MI 49516. Please note that this is a different mailing address than previous seasons. Double check the address before you mail in a check!

The check must be postmarked by the team’s registration deadline. If your team requires an invoice, indicate so in the team registration form (link above) or email us events@usquidditch.org. USQ will accept checks after the registration deadline, provided they are postmarked by the deadline and the team has been in communication with staff about their situation. Checks that are in transit but have not been received by the deadline will be marked as Pending on the registration spreadsheet.

To pay via Paypal, use the form below. Please note that a $25 processing fee will be included if you choose to pay with PayPal.


Team Name
Team Email Address


TEAM OFFICIALS CREWS

As with last season, teams will be asked to provide a crew of certified officials. Please submit your team’s officials crew here, noting that every referee must be certified in their assigned roles and the snitch runner must have passed the written snitch runner exam. Teams must fill out this form by Thursday, March 28, 2019 at 11:59 pm ET. Individuals must also be certified by the same deadline. Teams are being asked to provide:

  • Two lead assistant referees
  • One snitch referee
  • Two assistant referees
  • One snitch runner (this person cannot also be serving as a referee for your team)

Referees who are submitted will be scheduled to officiate during the event. If any member(s) of your team’s crew is unable to attend, please email membership@usquidditch.org as soon as possible.

If you or your teammates are interested in reffing more than the minimum number of required games as Head or Lead Assistant Referees, the referee must fill out the Volunteer Registration Form.

You may submit more than one crew per team, but please note that all officials listed here must be certified for the role they are signed up for. Event staff will make all efforts to keep the crews together. However, crews may need to be separated for various reasons, such as in the case of conflict of interest.

If you have any questions, please email membership@usquidditch.org.

SEASON PLAY REQUIREMENT

All competing teams are required to play at least eight games per season against a minimum of four different official teams at three different events by Sunday, March 31, 2019 at 11:59 pm ET. Games played at regionals do not count toward this total. Of these requirements, 2 games may be filled by an international friendly. International friendlies will not count toward the minimum number of opponents or events.

These scheduled games do not have to be one-on-one games. Tournament games count toward the minimum (and beyond), although all games cannot take place in the same tournament. Games played against teams in another division (college teams competing against community teams and vice versa) will count towards these minimums.

Please keep in mind that official matches must be submitted to the USQ Events Calendar no later than one week before the match date, so teams who still need to complete season play requirements should schedule official matches to meet these requirements, and submit the event to the calendar, as soon as possible.

Please also note that a certified tournament director must be present at and organize every official match. Official games must follow all the policies listed here, and teams must abide by the requirements on this page in order to be eligible to compete officially.

LIVESTREAM QUESTIONNAIRE – OPTIONAL

To help facilitate the accurate dissemination of information for the livestream, as well as other marketing efforts, we ask that teams fill out a questionnaire, similar to what was asked of teams last season. The questionnaire will be available later in 2019.

The deadline to submit the questionnaire is April 4, 2019.

ADDITIONAL TEAM STAFF

Teams may grant up to three (3) non-playing individuals access to the player bench area by designating them as team staff. Up to two (2) of these individuals may receive free admission to the event. Email addresses for each of these individuals are required. USQ will send each of them a complimentary ticket through Eventbrite. The third person will have to purchase a ticket.

Teams must fill out the form here by Thursday, April 4 at 11:59pm ET.

If you have any questions or need to make any changes to what was submitted, please email events@usquidditch.org.

AT-LARGE BIDS

Both the collegiate and community divisions will have at large bids.  At large bids will be awarded directly to teams based on the USQ standings as of 11:59pm ET on Sunday, March 3, 2019. At large bid status, including a team’s ranking on the USQ website, will be tracked in this doc.

In order to be eligible for an at large bid, teams must meet the following requirements:

  1. The team must compete at a regional championship this season.
  2. The team must have not earned a bid at that regional championship.
  3. The team must not have been disqualified from that regional championship in any way.
  4. The team must fill out the at large bid interest form by March 1, 2019 committing to accepting an at large bid if they receive one.
  5. The team must have completed one of the following two expanded season play requirements by 11:59pm ET on Sunday, March 3, 2019.  The expanded season play requirements can be met against teams from either division, and, as usual, games at regionals do not count for the expanded season play requirements.
    1. The team must have played 12 games against 6 opponents at 3 events.

OR

    1. The team must have played 8 games against 4 teams at 3 events, including at least one out of region opponent from each of two additional regions which qualified at their own regionals.*

* If a team transfers regions, they will be treated as a team from the region into which they transferred.

For example, a team who competes at the Mid-Atlantic Regional Championship but does not earn a bid at their regional championship could become eligible for an at large bid through option B by meeting the minimum requirements listed above, with one of their 8 games being against an opponent which qualified for USQC12 at the Northeast Regional Championship, and another game being against an opponent which qualified for USQC12 at the Midwest Regional Championship.

Upon confirmation of the standings, the top 16 eligible college teams and the top X eligible community teams (where X is the number of community at large bids available) in the USQ standings will be offered bids to US Quidditch Cup 12.

Teams Village

The Teams Village will be located next to the Fan Festival, in the grass space in the center of the complex along the side fence. Teams may put up tents there. While it is intended for players, event staff will not be enforcing who can be in that area. There is a permanent restroom building nearby. The Teams Services tent will also be there.

Tent Rental

If you are interested in renting a tent from USQ, please email events@usquidditch.org. The team tent price is at cost, meaning that the price will be what the the tent vendor charges us. More details will be available in 2019.

USQ Merchandise

Pre-order an event t-shirt here in December 2018.

Trading card submissions are now open through Thursday, March 14 at 11:59 pm ET. Submit your card through this form.

Important Information

The FAQ with general information about the event is available here.

ADDRESS

2001 Kenney Fort Blvd
Round Rock, TX 78665

PARKING

Parking is free.

If your team is arriving on site in a large bus, please email events@usquidditch.org so that we can let the facility know.

PLAYER CHECK-IN AND CAPTAINS/COACHES MEETINGS

Like last season, teams will be asked to fill out a travel survey to help staff better understand their travel plans for the weekend. That survey will be available later in 2019, and we will email it out to everyone once it is released.

Player check-in and captains/coaches meetings will take place at several of the hotels on Friday, April 12. We will also have check-in and meetings available the morning of Saturday, April 13 at the Round Rock Multipurpose Complex.

OFFICIATING AND VOLUNTEERING

More information on officiating and volunteering is available here.

The officials and volunteer schedule will be released by Monday, April 8, 2019. If you have questions about general volunteer things, email eventvolunteers@usquidditch.org. If you have questions specifically about officials, email membership@usquidditch.org.

TEAM ORIENTATION PACKET

The team orientation packet will be released on Thursday, March 22, 2018. It contains important information for teams and players.

TRAVEL

The nearest airport to the fields is Austin-Bergstrom International Airport (AUS).

Please note that the Austin area has a toll road. Taking the toll road from the Austin airport to Round Rock is often faster than taking I-35. This website has more information about pricing and routes.