Team Registration

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 January 3 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 referee crew form (information is below)
  7. Complete season play requirements
  8. NEW! Fill out team snitch runner form

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

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

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
  6. Submit team referee crew form

The deadline for the team referee crew form will be available by late February 2018.

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

  1. Season play requirements

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

  1. Submit team logo
  2. Fill out livestream questionnaire

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

  1. Submit names of additional team staff

All deadlines are at 11:59pm 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 logo (optional) Livestream questonnaire (optional) Team Referee Crew form Season play requirements Submit additional team staff (optional) Team Snitch Runner form
Great Lakes Not applicable Thursday, January 11, 2018 Thursday, January 25, 2018 Thursday, March 8, 2018 Thursday, April 5, 2018 Thursday, March 22, 2018 Sunday, April 1, 2018 Thursday, April 5, 2018 Sunday, April 8, 2018
Midwest Not applicable Thursday, January 11, 2018 Thursday, January 25, 2018 Thursday, March 8, 2018 Thursday, April 5, 2018 Thursday, March 22, 2018 Sunday, April 1, 2018 Thursday, April 5, 2018 Sunday, April 8, 2018
Mid-Atlantic Not applicable Thursday, January 11, 2018 Thursday, January 25, 2018 Thursday, March 8, 2018 Thursday, April 5, 2018 Thursday, March 22, 2018 Sunday, April 1, 2018 Thursday, April 5, 2018 Sunday, April 8, 2018
Northeast Not applicable Thursday, January 11, 2018 Thursday, January 25, 2018 Thursday, March 8, 2018 Thursday, April 5, 2018 Thursday, March 22, 2018 Sunday, April 1, 2018 Thursday, April 5, 2018 Sunday, April 8, 2018
South Community Teams Not applicable Thursday, February 15, 2018 Thursday, February 22, 2018 Thursday, March 8, 2018 Thursday, April 5, 2018 Thursday, March 22, 2018 Sunday, April 1, 2018 Thursday, April 5, 2018 Sunday, April 8, 2018
South Collegiate Teams Not applicable Thursday, February 22, 2018 Thursday, March 1, 2018 Thursday, March 8, 2018 Thursday, April 5, 2018 Thursday, March 22, 2018 Sunday, April 1, 2018 Thursday, April 5, 2018 Sunday, April 8, 2018
Northwest Not applicable Thursday, February 22, 2018 Thursday, March 1, 2018 Thursday, March 8, 2018 Thursday, April 5, 2018 Thursday, March 22, 2018 Sunday, April 1, 2018 Thursday, April 5, 2018 Sunday, April 8, 2018
Southwest Thursday, March 1, 2018 Thursday, March 8, 2018 Thursday, March 8, 2018 Thursday, April 5, 2018 Thursday, March 22, 2018 Sunday, April 1, 2018 Thursday, April 5, 2018 Sunday, April 8, 2018
West Not applicable Thursday, March 8, 2018 Thursday, March 15, 2018 Thursday, March 8, 2018 Thursday, April 5, 2018 Thursday, March 22, 2018 Sunday, April 1, 2018 Thursday, April 5, 2018 Sunday, April 8, 2018
At-Large Thursday, March 15, 2018 Thursday, March 22, 2018 Thursday, March 15, 2018 Thursday, April 5, 2018 Thursday, March 22, 2018 Sunday, April 1, 2018 Thursday, April 5, 2018 Sunday, April 8, 2018

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 Wednesday, January 3, 2018 at 5pm ET. USQ staff will assign teams to hotels in the order that teams fill out the form. 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 the purposes of 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 are 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, they will be emailed instructions on how to book their hotel accommodations, but only if they have 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. They 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, 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 $109.00 Double/double, 4 people. King with sofa bed, 3 people.
Best Western Executive Inn $98.00 Double/double, 4 people.
Extended Stay America Austin-Round Rock-North and South $95.00 Queen/queen, 4 people.
Hampton Inn Austin Round Rock $109.00 for double/double and $99.00 for king with sofa bed Double/double, 4 people. King with sofa bed, 4 people.
Holiday Inn Express Austin-Round Rock $119.00 Queen/queen, 4 people.
Home2 Suites By Hilton Austin Round Rock $125 Queen/queen suite, 4 people
Homewood Suites By Hilton Austin Round Rock $129 for double/double and $119 for king with sofa bed Double/double, 4 people. King with sofa bed, 4 people.
Hyatt Place Austin/Round Rock $109.00 Double/double, 4 people. King with sofa bed, 4 people.
Microtel Inn & Suites $119.00 Double/double, 4 people.
Quality Inn & Suites Round Rock $98.00 Double/double, 4 people.
Residence Inn Austin Round Rock $120.00 Suite, queen bed with queen pull out sofa, 4 people.
Sleep Inn and Suites $99.00
Double/Double, 4 people.
TownePlace Suites Austin Round Rock $119.00 Queen/Queen, 4 people. King with sofa bed, 4 people.
Wingate by Wyndham $109.00 Double/double, 4 people. King with sofa bed, 4 people

Additional information about each hotel is available here.

Availability
  • Best Western: there are just a couple of rooms left in our block
  • Quality Inn: there are just a couple of rooms left in our block
  • Sleep Inn & Suites: there are no more rooms left in our block

Team Registration Form

The registration form is available here. All teams must fill it out by the deadline above. Please note that USQ will be sending important tournament emails to the contacts listed on the formin 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 79304 Charlotte, NC 28271. The check must be postmarked by the team’s registration deadline. If your team requires an invoice, please email USQ immediately at 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


We encourage all teams to submit a high resolution version of their logo. Logos for teams qualifying through a regional championship must be submitted by Thursday, March 8, 2018. For those qualifying through an at-large bid, those team logos are due by Thursday, March 15, 2018.

Teams can submit their logo through this form. Please note that you need to have a Google account to submit your logo through the form. If you would prefer to email your team’s logo, please send it to press@usquidditch.org.

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. Download the questionnaire here. If you need it in another file format, email events@usquidditch.org

The deadline to fill out the questionnaire has been extended to Sunday, April 8 at 11:59pm ET.

Team Referee Crews

As with last season, teams will be asked to provide a crew of certified officials. Please submit your team’s referee crew here, noting that every referee must be certified in their assigned roles. Teams must fill out the form by Thursday, March 22 at 11:59pm ET. Individuals must also be certified by the same deadlines. Teams are being asked to provide:

  • Two lead assistant referees
  • One snitch referee
  • Two assistant referees

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 teams competing at US Quidditch Cup are required to play at least eight games per season against a minimum of four different official teams at three different events before the deadline listed above. Games played at regionals do not count toward this total. Of these requirements, 2 games may be filled by an international friendly. International friendlies do 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.

Additional Team Staff

Like last season, teams may bring up to two (2) non-playing individuals who will receive free admission to the event and access to the teams village. These individuals will also be permitted to be in the player bench area when their team competes. Email addresses for each of these individuals are required. USQ will send each of them a complimentary ticket through Eventbrite.

Teams must fill out the form here with the names and email address of their two (2) additional team staff members by Thursday, April 5 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 11, 2018.

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 9, 2018 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 11, 2018.  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 8 opponents at 3 events.OR
    2. 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 USQC11 at the Northeast Regional Championship, and another game being against an opponent which qualified for USQC11 at the Midwest Regional Championship.

Upon confirmation of the standings, the top 16 eligible college teams and the top 11 eligible community teams in the USQ standings will be offered bids to US Quidditch Cup 11.

Team Snitch Runners

Due to low snitch registration numbers, we are requiring all teams to submit at least one snitch runner. Teams must fill out this form by 11:59pm ET on Sunday, April 8, 2018. The snitch runner does not need to be certified. Please submit your team’s snitch runner here.

Teams Village

The Teams Village will be located in the south part of the facility, next to the South Parking Lot. 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 at the Teams Village, along with some portable restrooms. The Teams Services tent will also be there.

Additional space for teams will be in the Fan Festival grass space, on the east side. However, that area will not be staffed by teams services.

Tent Rental

Like last season, USQ is facilitating teams renting tents for placement in the teams’ village. If you want to rent a tent, please email us at events@usquidditch.org. A 10×10 tent is $120. Sidewalls are extra: $50 for 2 sides and $100 for 4 sides. Orders must be in by Sunday, April 8 at 11:59pm ET. 

USQ Merchandise

Pre-order an event t-shirt here.

Trading card submissions are now open through Thursday, March 29 at 11:59pm 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. Team parking is in the South Parking Lot, next to the Teams Village entrance. 

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

Teams, please fill out this survey by Thursday, April 12 to help staff better understand travel plans for this weekend. 
 
Right now, we are planning on the following schedule for player check-in and captains/coaches meetings:
 
Friday, April 13
  • 6:30-7:30 PM – Player Check-In and Captains/Coaches Meeting at Best Western (1851 Interstate 35, Round Rock, TX 78664)
  • 7:50-8:50 PM – Player Check-In and Captains/Coaches Meeting at Homewood Suites (2201 South Mays Street, Round Rock, TX 78664)
  • 9:00 -10:00 PM – Player Check-In and Captains/Coaches Meeting at Austin Marriott North (2600 La Frontera Blvd, Round Rock, TX 78681)
Saturday, April 14
  • 7:00 – 7:45 AM – Priority player check-in for those competing in the 9:00 AM time slot.
  • 7:15 AM – On-site captains/coaches meeting for those who could not attend one on Friday
  • 7:15 – 7:45 AM – Player check-in for all other teams
  • 7:45 AM – Teams line up for opening ceremonies
  • 8:00 – 8:15 AM – Opening ceremonies
  • 8:15 – 9:00 AM – Player check-in for all other teams
The Friday night schedule may adjust plus or minus 30 minutes based on the number of teams going to each location.
 
Please note that player check-in on Saturday morning will be held at the teams entrance, next to the South Parking Lot. The on-site captains/coaches meeting will be held in the Teams Village, which is also next to the South Parking Lot inside the gates of the Round Rock Multipurpose Complex. Players may check-in at the main entrance. However, teams services staff will not be stationed at that area, and players must come to the Teams Village to get their swag bag and wristband.
 
Players must check-in against their team’s roster before they enter the facility. This means players wanting to participate in the opening ceremonies must be checked in by 8:00 AM. If your team is competing in the 9:00 AM time slot and you cannot check in by 7:45 AM, please indicate so in the survey. We strongly encourage any teams officiating in the 9:00 AM time slot to also check-in by 7:45 AM, and those teams will have access to the priority check-in line. 

Officiating and Volunteering

The volunteer schedule is now available here. If you have questions about general volunteer things, email eventvolunteers@usquidditch.org. If you have questions specifically about officials, email membership@usquidditch.org.

Read more here

Team Orientation Packet

The team orientation packet is available here. 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.