The Captains Guide
will assist you gain Approval, Recruit, Organize
& Register your Company Team
Let’s Get Started…
The digital “Team Organizer’s Kit” located within the “Organize” area at sportsfest.com, includes everything
you’ll need to approach your employer to gain support plus recruit, organize and register your company
team. We will mail you 3 Team Member Recruitment Posters and continue to support you with informative
update emails. I’m sure you have questions, if you can’t find the guidance you need below, please do not
hesitate to call or email me.
Dave Baughman: Founder/Executive Director / Cell: 970.443.9719 / [email protected]
Table of Contents:
1. Achieving Company Buy-In
2. SportsFest Hours & Agenda
3. What Makes Up a Team plus tools for recruiting yours, featuring the Team Member Recruitment Zone
4. Get Organized with the your “Team Management Spreadsheet”
5. Online Registration & Team Details Information
6. How We Assign Teams in Competitions
7. How Competition Scheduling Works
8. Assigning a Squad Leader to each event is a great idea
9. Free Parking & Shuttle Options
10. Team Lunch Options from Sirata & Crabby Bills or bring your own
11. Sirata’s Friday Night Beach Party and Post Event Awards Party
12. Timeline & Deadlines
1. Achieving Company Buy-In
a.
Option 1: Present the materials provider within the Team Organizers Kit, you’ll find these tools under the heading:
i. Tools to gain the support of your employer”
1. Overview Video
2. Team Cost & Budget Guide
a. Suggestion: Registration fees are broken down into two basic fees; a $350 Company
Entrance Fee plus a $30 Team Member fee. We do this to give you the best chance of
getting your companies support. If the Company can’t afford to pay all, they will usually
come through if the team members are willing to pay all or a portion of their $30 Team
Member Fee. This also makes them more committed to showing up.
3. Last year’s list of 190 Tampa Bay Area Employers supportive of their employees.
4. 2014 Results
5. The Site Layout is pretty impressive
6. Team Recruitment Poster
ii. Option 2: Send your employer to the “Employer” section of the “Team Member Recruitment Zone”, it can be
accessed through the “Organize” tab at SportsFest.com. Send a team support request email to your employer
using the custom email invitation tool provided. You can preview both the “support request email” and the
“Team Member Recruitment Zone” prior to sending.
2. SportsFest Hours & Agenda: Arrive between 7: AM & 9:00 AM, Opening Ceremonies at 9:15AM, Preliminary Round
9:30AM – 1:30 PM, most teams are done competing by this time. Championship Rounds from 1:30 PM – 3:30 PM, Post Event
“Kick-Back-Bash” & Awards Presentation from 2:00 PM – 5:00 PM.
3. What Makes Up a Team plus ideas and the tools for recruiting one
a.
A Teams size:
i. Teams range between 15 and 30 coed members
ii. A minimum of 6 males and 6 females is recommended
iii. The average size team is 20 members.
iv. Team members may participate in multiple events and friends and family of 18 and older are eligible.
v. If you have upwards of 30 or more members, consider a second team.
b. Team Organizer’s Kit featuring- “Tools to recruit and organize team members”:
i. The following custom designed tools will greatly assist you in your efforts to recruit, organize and register your
team. Download and view each of these from the “Team Organizer’s Kit” at SportsFest.com.
1. Team Management Spreadsheet: This tool is priceless! Use this custom designed spreadsheet to
record the names of each of your team members and important details regarding their participation.
It will automatically tabulate all entries and provide you with the team details & totals to be filled in
when you register your team online.
2. Captain’s Team Member Invite Form: This invite form can be emailed, passed out or posted with
your custom message and instructions regarding reply. If accepted, they will fill in the form and
return it to you with all their team member details you need to complete the above Team
Management Spreadsheet. As an alternate, you can utilize the custom email invitation tool provided
in the Team Member Recruitment Zone. Both invitations link the invitee to “THE ZONE”, to learn
about the event.
3. The Captain’s Squad Roster: This is another editable form will allow you and your Squad Leaders to
keep a running tally of who is on the team and what events they are scheduled in.
4. Competition Sign-Up Flyers: There is one for each of the five events. These can be posted to
promote each event and motivate interested co-workers to sign up for the events of their choice.”
c. The “Team Member Recruitment Zone”: (This is where you send potential team members to check out the events
and fill out the “Join Our Team” form if they wish to be on the team.)
i. We’ve designed this webpage specifically to provide you with a powerful tool to assist you in your ongoing
effort to inform motivate and recruit co-workers and friends to join the team. THE ZONE features videos that
highlight the SportsFest’s five events and the day’s entertainment. THE ZONE provides the visitor a
comprehensive overview of each event, a list of last year’s 190 participating companies.
ii. Two ways to send them to THE ZONE:
1. Use the “Team Member Email Invite template” to send a customizable HTML-Team Member Invite:
a. The invitation will include a link allowing them to access the “Team Member Recruitment
Zone”. In addition to being entertained and informed, THE ZONE will include a “Join Our
Team” form that can be filled out and submitted by an interested member. When submitted,
the form will recognize that you directed them to THE ZONE and the form will be sent
directly to your email address. The form only appears when accessed by through this invite.
2. We’ve also created a Email template you can use to effectively inform and request team support
from your employer.
iii. Post the “Team Member Recruitment Posters”: If for any reason you have not received them, (4) or need
more, email [email protected] and provide your name, company and preferred mailing address.
iv. “Captains Team Member Invite Form”: (see Online “Team Recruitment Packet”) Email or hand out this
invitation to all perspective team members, when returned, interested team members will have provided you
with their contact info, shirt size and the events they are most interested in participating in. Transfer this info
to your Team Organizers Spreadsheet in preparation for registration.
v. Form a Committee including a Co-Captain and Squad Leaders. One Squad Leader for each event so they can
reach out and recruit members to join their squad.
vi. Use the tools provided on the Online “Team Recruitment Packet” including:
1. “Captain’s Squad Roster” so you and your Co-Captains can begin assigning team member to squads.
2. “Competition Sign-Up Flyers”, one for each event. Print & post with poster and encourage sign-up.
4. Get Organized with the your “Team Management Spreadsheet” then use it to help you complete the
Online Registration at sportsfest.com.
a.
You’ll find the “Your Team Management Spreadsheet” in the Online “Team Organizer’s Kit”.
i. list all your team members and record their:
1. Gender / Email address / Shirt size / Events assigned / Team Member Fee paid
ii. The spreadsheet will tally the columns and provide you the details and totals you will need when you go to
Register Online at sportsfest.com. You’ll be asked to enter a roster of your team member’s names and email.
1. See sample registration form in Online Registration section.
iii. If more than one team, use the Team #2 or #3 tab at the bottom to open additional spreadsheets.
5. Online Registration & your Team Details:
a.
b.
c.
When and How to Register:
i. You can register Online at sportsfest.com in the “Registration” area any time between now and the April 4th Registration
Deadline. You’ll need to have a login in order to register.
ii. Save $100 off the $450 Company Entrance Fee by registering by the March 27th Discount Deadline.
iii. We limit the # of Teams on our Roster to 190 Teams… so reserve a roster spot ASAP because we will sell out by March!
iv. You can Reserve a Roster Spot by paying your $350 Company Entrance Fee while roster spots last. Here’s how…
1. Using the online registration, pay only the $350 Company Entrance Fee portion now, then return to your online
registration account to record and pay for your team members and other options by the April 3rd Registration
Deadline. We take VISA/MC, AMX, Discovery Credit Card payments online.
2. Note, Check Payments: If you register and pay by Check, your roster spot WILL NOT be reserved until your
Company Entrance Fee check is received at SportsFest Headquarters, 7639 Novara CT, Naples, FL 34114. All
th
registration payments made by check must be received by Friday April 10 , one week following the April 3rd
Registration Deadline.
TEAM DETAILS: Here you will record your team member roster, send members e-waiver forms, select Team T-shirt sizes and
provide your Corn Toss player's names. These tasks are to be completed by the Team Details deadline date to make the kickoff to
SportsFest smooth and hassle free for you and your team.
i. We highly recommend that you use the “Team Management Spreadsheet” (provided in the Team Starter Kit) to collect all
the information you’ll need to complete your Registration and your Team Details with ease.
Waiver completion: When you complete your Team Details, you’ll be asked to provide each team members name
and an authentic email address. Then with the click of a button you can email your members our required Waiver
Form. When they open the email, they will be asked to read and accept the Waiver. When they do, it will indicate
they have in your Team Details and in our records as well. Until complete, reminders will automatically be sent. How
easy is that! All members must accept the Waiver to participate.
6. How We Assign Teams in Competitions:
When you register, your company team is automatically scheduled to
compete in the following four events, TUG-O-WAR; DodgeBall; Volleyball & the Surf & Turf Relay. If you don’t field a squad to compete in one or
more of these events, the team you are scheduled to compete against will simply get a forfeit and move on to the next round. Corn-Toss is an
“Optional Event”. You can register up to a maximum of four (4) two person teams for an extra fee of $25 per team. Yes, this fee is in addition to
the players $30 Team Member Fee and is usually paid for by the company. If you anticipate entering 1 or more Corn-Toss teams in the
tournament, I suggest you do this at the same time you pay your $350 Company Entrance Fee or soon after. We’ve sold out of the 256 available
spots early the past two years.
7. How the Competition Scheduling Works
a.
How we Schedule Your Teams to allow your team members to compete in multiple events
i.
TUG-O-War, Dodgeball and Surf & Turf Relay: To avoid conflict among three of or events, your TUG-A-WAR, DodgeBall
and Surf & Turf Rely teams will be scheduled to compete in three separate hours. (see Volleyball & Corn-Toss schedules
below)
1. For Example:
2. Session 1, 9:30 - 10:30: during this session, you would only be scheduled for let’s say; TUG-O-WAR.
3. Session 2, 10:30 - 11:30: during this session, Dodgeball.
4. Session 3, 11:30 - 12:30: during this session you may be unscheduled.
5. Session 4, 12:30 - 1:30: and during this session, the Surf & Turf Relay.
a. During your assigned 1 hour sessions, your teams will compete until they are eliminated or qualify for
the Championship Session.
b. Championship Session: 1:30 PM – 3:30 PM
Volleyball:
1. You’re team is guaranteed 3 Volleyball matches spread over a 4 hour period between 9:30 AM – 1:30 PM.
a. You can substitute team members regularly during each game so that everyone gets an opportunity to
play. This is why we guarantee each team 3 games. (see sub rules in your Team Packet)
2. These matches will be played on the court in front of your reserved team area.
3. Win your court by attaining the best win/loss record of the 10 teams playing on your court and your team will
advance and compete in the Championship Session between 1:30 PM–3:30 PM.
a. Remember, TUG, DodgeBall and Surf & Turf Sessions are at least 1 hour apart.
b. By viewing the Events Schedule, published at least one week prior to the event, you will be aware of
any potential conflicts and make the appropriate squad adjustments.
Corn-Toss Tournament:
1. Optional: You can enter none or up to 4 teams in this event.
a. ($20 for each team, in addition to a team members normal $30 Team Member fee)
b. This tournament is also broke up into four 1 hour, single elimination sessions. If you have more than
one team, they are assigned different sessions so as not to compete and eliminate one during the
preliminary sessions.
Anticipated Volleyball & Corn-Toss Overlapping with other events: Anticipate a squad of 3 men & 3 women scheduled to
compete in a Volleyball match while a similar number of team members are sent off to compete in their session of TUG,
DodgeBall or Surf & Turf. This is why we recommend a team of 12 members (6 men/6 women) or more.
ii.
iii.
iv.
c.
Competition Schedules:
1.
2.
These will be posted at sportsfest.com one week in advance so you can plan accordingly.
These will show the assigned match times and sessions of each of your events.
8. Assigning a Squad Leader to each event is a great idea
a.
It is their job to know who is on their squad, who are subs and alternates, the rules and strategies, and what
time and where they need to be to compete in their event.
b. Communicate with each of them during the day and everyone should get plenty of opportunities to compete
in multiple events.
c. Let’s say your Dodgeball team is scheduled to compete in the 9:30 – 10:30 Session and you have a 10:00
st
Volleyball match. If your Dodgeball Squad losses their 1 or 2nd match by 9:50, they will have been
eliminated from that event and the Squad Leader can hustle them back to the team area so they can play or
be substituted into your 10:00 Volleyball match.
4.
If you are fortunate enough to qualify in several events for the Championship Play-off Session beginning at 1:30, your
team may be required to report and compete in several events at the same time. This cannot be helped and a good reason
to have upwards of 20 members.
9. Parking & Shuttle Options:
Pasadena Community Church Address: for GPS
227 - 70th Street South, St. Petersburg, Fl 33707
Free Parking and Shuttles: If you’re not
making it a SportsFest Getaway Weekend, with St. Petersburg, Fl 33707
a room on the beach with friends and
teammates, our free shuttles and 1600 parking
spaces will accommodate you.
 Location: Pasadena Community Church
 Donation Appreciated: By Youth Group
coordinating parking… Thanks!
 Available Parking Spaces: 1600
 Shuttle Busses: 18
 Date: Saturday, April 25th
 Shuttles Run: 7:00 AM – 6:00 PM
 Events Kick-Off at: 9:30 AM
 Suggestions: Car-pool and drop
passengers, coolers, etc. off early at
Crabby Bills drop zone or a safe
location along the beachfront, then go park free at the Pasadena Community Church and return on a free shuttle.
This will be convenient for your passengers and lessen the impact on the shuttles, which will in turn get your butt
back to the beach that much faster.
 Note: There is No available Parking at the Sirata Beach Resort, unless you have a room.
 Overflow Parking Instructions: Attendance on site will pass out flyers to Overflow parking areas.
Public Lots & Drop-Off Guide: Two metered lots ($10 per/day) shown on layout below. Only the earliest birds will get
these worms. If you don’t,
drop off your passengers &
stuff, and head to our Free
Shuttle Parking at Pasadena
Community Church.
 Consider getting a room
and making SportsFest a
Getaway Beach Weekend!
There are lots of Resorts
& Hotels within walking
distance of SportsFest.
See “Get A Room” at
sportsfest.com.
10. Team Lunch & Breakfast Options & Menus: (found on your Online “Team Organizer’s Kit”)
a.
b.
c.
d.
Conveniently Pre-order from our gracious onsite hosts:
i. Sirata Team Breakfast & Lunch Menus (Optional and convenient)
1. Team Party Basket; Team Picnic Basket; Box Lunch etc.
ii. Crabby Bill’s Team Lunch Menus (Optional and convenient)
iii. Find both Menus and instructions on your “Online Team Organizer’s Kit”:
Bring Your Own Feast!
i. Do not bring alcohol; it will not be permitted at the event by the City or the Sirata. The
Good News is… the Sirata Beach Resort has been granted a permit to serve on the
beach.
ii. Do not plan on grilling… Fire Marshall will not allow.
Sirata Concessions for Team Member:
i. Sirata Concessions Area plus two Beach Bar/Grilles and the Compass Grille inside:
Team Members can do Crabby Bills Restaurant for lunch, munchies and drinks:
i. Overlooking the event so you can eat, drink and cheer on your team as you do lunch!
11. Sirata’s Friday Night Beach Party and Post Event Awards Party
Social Events: (more details and flyers for these special events will be provided to you as we get closer to the event)
e. Friday Night BeachBash for those staying on the beach!
i. Featuring bands, a “Sand Dance”, bonfires, fire-dancers, a DJ, contests, prizes and practice for those who
need it. A great reason to get a room on the beach with teammates, your honey and friends.
f. Post Event “Kick-Back-Bash” & Awards Presentation
i. Kick back or “get down” with friends! It’s time to enjoy a little R&R, a cold one, some great music,
contests, and fun at Harry’s and Rum Runners Beach Bar… you deserve it!
12. Timeline and Deadlines:
g.
h.
i.
Friday March 27th Discount Registration Deadline:
i. Register online and pay at least the $350 Company Entrance Fee online by this discount deadline date,
after March 27th the discount goes away and the Company Entrance Fee is $450.
Friday April 3rd Registration Deadline:
i. You must be registered online and Company Entrance Fee must be paid. No refunds after payments.
ii. Team Members and equal # of Shirt Sizes MUST be submitted on your registration by this date.
1. You’ll have an opportunity to add stragglers’ on the morning of the event… so no excuses.
iii. No changes to shirt sizes or reduction of team members after this date.
iv. Team Roster Registry (Names & email) completed within online registration.
v. # of Corn-Toss Teams (limit 4) must be submitted within your online registration by this date.
Stragglers Team Members: Add and pay for stragglers on the morning of the event. We’ll have Team T-shirts for
them at this time.