STEPS FOR SUCCESS
We Are
Ready to
Help Grow
Your Game
WISCONSIN / NORTHERN CHICAGO
Erika Wentz-Russell
[email protected]
317-333-3556
ILLINOIS
Bret Schrama
[email protected]
317-333-3559
INDIANA / SOUTHERN CHICAGO
Cameron Benjamin
[email protected]
317-669-0457
MICHIGAN
George Lowe
[email protected]
317-333-3558
OHIO
Ben Lilly
[email protected]
317-220-7952
Tennis Service Representative Manager
Erika Wentz
[email protected]
317-333-3556
Midwest Team Tennis Coordinator
Jenny Reifeis
[email protected]
317-669-0447
1310 E. 96th St. • Suite 100 • Indianapolis, IN 46240
(p) 317-577-5130 • (f) 317-577-5131
PRE-REGISTRATION DEADLINE:
Form your Leadership Team – 5 months in advance
A successful program primarily depends on a group of dedicated coaches,
players, parents and community members. Potential leadership team
members and supporters could include: P.E. teacher, media members,
mayor, attorney, CPA, dedicated parent, high school coach, middle school
coach or school board members.
COMMUNITY TENNIS ASSOCIATIONS ONLY:
Town Hall Meeting – 4 months in advance
Hosting a town hall meeting is crucial to the initial development of a
Midwest Youth Team Tennis program. Anyone interested in helping startup the program in any capacity is encouraged to attend. Potential meeting
places include a school, park recreation center, or library.
Establish date, location and time of meeting. Plan on the TSR
presenting. Items needed: Microphone, podium, LED, handouts, job
descriptions for CTA.
Create and send out invitations to potential attendees: Provide list to
Midwest Team Tennis Coordinator and they will email invitations to guests
or email invitation for you to distribute.
www.midwestteamtennis.com/coaching-resource/
Create CTA – 3 months in advance
Become a USTA organizational member and register your CTA online.
www.usta.com/CTA
Create a separate email address for the CTA and designate a contact
person responsible for returning calls and emails.
5 MONTHS
LEADERSHIP TEAM
A successful program primarily depends on a group of
dedicated coaches, players, parents and community members.
COMPLETE
BID FORM
3 months in advance
ALL PROGRAMS:
Complete Bid Form – 3 months in advance
ustamidwest.formstack.com/forms/mytt_application
Choose Package Option:
• $55 Option: includes racquet, balls, t-shirt, goodie bag (NEW),
and USTA Membership for all participants; nets, registration
system, electronic flyer, and up to 5,000 printed flyers for provider
(NEW flyer template).
• $45 Option: includes racquet, balls, t-shirt, goodie bag (NEW),
and USTA Membership for all participants; registration system,
electronic flyer, and up to 5,000 printed flyers for provider (NEW
flyer template).
• $35 Option: includes racquet, t-shirt, and USTA membership for
participants; registration system and new electronic flyer template
for promotion for provider (does not include nets, balls, printed
flyers or goodie bags).
Establish Program Details – 3 months in advance
• Location
• Days of the week
• Cost
• Target audience
• Registration deadline: programs close on Sundays at midnight
(Consult your TSR if you desire a late registration option. There is
an additional $20 charge per player).
• Dates of coaches training
www.midwestteamtennis.com/coaching-resource/
Flyer Creation, Distribution and Promotional Activities – 3 months
in advance
Contacting and gaining support from area elementary schools is key
for a Midwest Youth Team Tennis Program to thrive in any community.
Before ordering printed flyers, obtain permission to distribute them
in local schools. If permission is denied, consider conducting Tennis
Assemblies to distribute flyers and getting details about schools’
E-backpacks. Other promotional activities include:
• Local newspaper advertising
• Press release (template available)
• Free online community calendars
• Facebook promotions
• Yard signs
Recruit Volunteers for Coach Training – 1 month in advance
Consider High School Players to volunteer hours, or perhaps pay per
night, or give money back to their tennis program.
Schedule Volunteer Coaches Training– 1 month in advance
Trainings are around three hours in length and are typically held one
week before the program begins. Make sure you have a rain back-up
plan which could take place in a gym, cafeteria or auditorium.
ct.usta.com/workshop
Host Open House – 3 weeks in advance
These events are helpful in generating excitement for the programs, and
serve as a good venue for parents to ask questions before signing up. Your
TSR can be there with equipment and t-shirt sizing options.
POST-REGISTRATION DEADLINE:
Access Player Information Reports
1. Go to thriva.activenetwork.com/40/
2. Log in using: User Name: ________________ Password: _________________
3. Click on yellow box that says “view entire database”. You will then see how many players
are registered.
4. To view report click on “tools” and then “report center”.
5. Click on the report you want to view; there should be two listed. One is the participation
report that will list all of the fields entered. The second report is the uniform/bag report.
This report is used to separate kids on teams. After you have highlighted the report you
will then click on “run report”.
6. To export the report to excel click on the down arrow where it says “select layout”. Click on
“download as comma delimited” and click on “run report”
Divide Players into Teams – Day After Registration Closes
If you choose to divide players into teams, please consider the Waterfall Method: Figure
out number of teams and kids on each team and then place all boys the same age/grade on
different teams. Follow the same process for girls. Repeat this process with each age/grade
until teams are full. If you are running all ages at one time, you can group kids according to age
or grade. Lesson plans should reflect the appropriate ages of the players.
Shirts, Water Jugs and Sling Bags – This is done by the USTA/Midwest office.
Organize Player Packages – 1 Week Before Opening Night
• Label racquets, place player balls, t-shirt and goodies in labeled bag.
• Organize by team or alphabetize for distribution method.
Organize Court Assignments – 1 week before opening night
• E-mail court assignments to parents ahead of time.
• Create court number signs with players’ names and place on courts and on table or fence
for parents to check.
Suggestions for Package Distribution
1. Use tables with players’ names in alphabetical order, parents approach correct volunteer
line and give child’s name; another volunteer grabs appropriate package for player and
distributes the package and court number.
2. Volunteers place packages on appropriate court, parents check court number for child and
child receives package from coach.
3. Same approach as method 1 but conducted on a night before the program starts. Bring
the remaining packages on opening night for those that miss Package Distribution night,
or give remaining packages to the correct coach.
POST-REGISTRATION
DEADLINE
Remember that lesson plans should reflect the appropriate ages
of the players when dividing kids into teams.
OPENING NIGHT:
LAST NIGHT OF PROGRAM:
• Have Coaches meet at least 30-45 minutes early (set up courts,
review lesson plan, distribute equipment).
• Give a handout promoting additional tennis opportunities in
your community.
• Post court numbers to help parents figure out where to go. Have
coaches/volunteers on courts to engage kids from the start.
• Have a local tennis professional or someone from your USTA District
office speak about next steps to continue playing tennis.
• Site leader or designated individual needs to be roaming the
site because there will be last minute questions. This individual
should not be assigned to a specific duty or court.
EXTRA TIPS
Lesson Plans are available online at Midwest
Youth Team Tennis:
www.midwestteamtennis.com/coaching-resource/
• Hand out lesson plans at coaches training or
e-mail to volunteers/coaches in advance.
• Bring extra lesson plans each week. If possible,
laminate lesson plans to reuse each year.
• Volunteers will need a refresher each week on the
lesson plan.
• Potential miscellaneous items needed: koosh balls,
racquets, laundry baskets, clothes pins, cones, bean
bags, weights to hold nets in place on windy days.
www.midwestteamtennis.com