Spring 2012

See also: Fall 2011

See: Tournament Captain Responsibilities 

Tournament Captain Responsibilities - ONE MONTH AWAY from Tournament:

• Check the Yankee website to find out the deadline for dropping: http://www.newportvolleyballclub.com/tournaments/yankee_tourney.php?display_location=ALL
• Confirm with or recruit needed players before the cancellation deadline - earlier if possible
  • If we do not cancel by the drop date we lose our money
  • Tell Darcy Duke if you need to cancel - darcy@mit.edu
• Get phone #s of all players in case of cancellations, delays (or if someone doesn't get out of bed!). In some cases, you can get these from the team directory on the website.
• Membership
  • Check the Yankee website (http://www.yankee.org/roster/tdlist.pdf) to see that all of your players have Yankee memberships for this year.
  • If a player doesn't have a yankee membership she goes to the Yankee website to renew the membership or make a new one. Start here (http://www.yankee.org/administration/membershipApplication.php) to do either of those things.
  • The cost is $50: $25 will be paid by the club, and $25 by the player.
  • Print out the confirmation email for your membership and bring to the first tournament with your money
  • If the captain contacts Treasurer Lindsey Gilman (lgilman@mit.edu) 3 weeks in advance for new players who need memberships, she can get checks cut for the players.  Otherwise you should pay out of pocket and get reimbursed by Lindsey. For reimbursement, make sure to turn in a copy of the membership confirmation to Lindsey and a copy of the check.
• Cars
  • We drive to tournaments using either personal cars, or rental cars (SEE BELOW FOR DETAILS).
  • Determine how many cars you have and how many cars you need.
  • Get a rental car reservation (if you need it) and assign a driver.

Tournament Captain Responsibilities - TWO WEEKS AWAY from Tournament:

• Submit the roster on the week of the tournament here (click on the date of the tournament; click on "Modify" to submit the roster; if needed, update the captain's info at the bottom of the form)
• Arrange car-pooling (note: directions to the tournament can be found here)
• Print out directions. or get a GPS. or get a smart phone.
• Set pick up times for the day of.
• Decide how many jerseys you need and what sizes you should get.

Tournament Captain Responsibilities - TWO DAYS BEFORE the Tournament:

• Go in the team locker and get the following items:
  • An envelope for collecting the money (you will eventually give this to Lindsey Gilman, the treasurer).The envelope has a list of all the players for your tourney and what each person needs to pay.
  • 3-4 balls and a bag to bring them to your tournament
  • The uniforms for your team. The gym does not open until 9am on Sundays so get them before that morning!!!
• Email your teammates incessantly about pick-up times, money, etc. 
• Collect $5 from MIT students and $10 from all others; collect $25 dues if a player hasn't paid yet - give $ to Lindsey Gilman (remind players ahead of time to bring $, since u-grads often seem to come with none!)

Tournament Captain Responsibilities - DAY OF the Tournament:

• Wake up, eat breakfast, load up the cars, play volleyball!
• Collect money and put it in the envelope.

Tournament Captain Responsibilities - AFTER the Tournament, before the Wednesday practice:

• Give the envelope to Lindsey Gilman.
• Wash uniforms after tournament and return uniforms to locker - please have just one person take care of this, otherwise uniforms tend to disappear!
• Put the balls back in the locker.
• Update this page with your team's record and who you played. Any notes on how the day went.  We use this information to brag about you at team announcements!

Instructions for Renting a Car (or 7-passenger minivan)

Club sports travel is considered official MIT business.  Therefore, we can take advantage of MIT rental agreements and discounts with Avis and Budget.  Drivers must be at least 18 years old (no surcharge for drivers between 18 and 24 on the MIT account).  Do not purchase the optional Loss Damage Waiver, since MIT already has collision insurance covered in their rental agreement (detailed here).  If you need the car before these locations open in the morning, you can either get the car the day before or call the location to ask about renting after hours.  Alternatively, you can ask the tournament director for a late start, or check if anyone on the team is a zipcar member and can rent a zipcar (which can be reserved starting at any time of day, but they cost ~$85 and transport up to 5 people).

Save the itemized receipt and give to the Treasurer (Lindsey Gilman) for reimbursement.  Note that the club generally does not reimburse for gas and tolls, so you may want to ask the team to chip in for those items.  You will have to refill the gas tank of the rental car before returning it.  Keep in mind that if you use the electronic toll pass provided in the rental car, you might be charged a convenience fee ($2.50 for Avis, free for zipcar), so add this in when you calculate how much you ask your teammates to chip in.

AVIS
Avis is located in the Charles Hotel in Harvard Square
Address: 1 Bennett St, Cambridge, MA, 02138
Tel: 617-534-1430
Weekend hours: 8AM - 6PM
To check car availability, check rates, or make a reservation, go to www.avis.com
Enter *Location Code BO3* and Avis Worldwide Discount (AWD) Number or Rate Code A491400.  Do not purchase the optional Loss Damage Waiver!  The other insurance options are up to you, but may not be reimbursable.

BUDGET
Budget is next to Shaw's between MIT and Central Square (on the first floor, to the right of Shaw's up escalator). 
Address: 20 Sidney St, Cambridge, MA, 02139
Tel: 617-577-7606
Saturday hours: 8AM - 4PM
Sunday hours: 9AM - 4PM
To check car availability, check rates, or make a reservation, go to www.budget.com
Enter *Location Code B07* and click on "more options" so you can enter Offer Code T240202.  Do not purchase the optional Loss Damage Waiver!  The other insurance options are up to you, but may not be reimbursable.