National apparel names and information will be pulled from MyAYF, you do not need to upload anything or email anyone. 

Step 1: You will need a credit card & team photo.

Step 2: Register Your team at MYAYF.com   Click on "members"  Click on "register for nationals"

Step 3: Give out your hotel code to parents so they can immediately call and start booking hotel rooms.

Step 4: Hold a parent meeting to discuss: how, where, when, etc.

The remainder of this document is all suggestions for fundraising, how to reimburse, etc.

 SAMPLE Fundraising:

Create a GoFundMe page and have businesses, relatives, friends, ANYONE YOU KNOW share the GoFundMe Link and they can donate to our team.

Create a letter to send out to local businesses for donations. 

Ask your local diners, gas stations and convenience stores if you can ask for donations outside their doors. Have your athletes greet all patrons, open the door for them, etc.

Reimbursements (this is just a guide and is not mandatory):

Step 1 - make sure you set an end date for fundraising.

Step 2 - have your Treasurer calculate totals on all money raised and to be split between teams. 

Step 3 - schedule a day to hand out checks (usually a few days before the trip)

You are eligible to reimbursed for: flights, hotel, car rental, and luggage fees, etc.

You will NOT be reimbursed for: souvenirs, food, shows, park tickets, shows, etc.

Treasurer will write 1 check.

You will be reimbursed for all your receipts up to the total amount allotted per athlete, parents not included.
Bring copies of your receipts to hand in to the treasurer along with your itinerary. Receipts must be provided to be reimbursed.

Your total calculations will be submitted to the Treasurer and you will receive a check in hand.

Associations should provide an itenerary so parents can plan around your practices and all expectations are up front.

Associations should also require parents to provide all information such as: flight number, date & times, hotel dates and who is in each room,.etc.

What if I am sharing a room with others and I do not have the receipt? We will know where everyone is staying and with who, and we will be able to reimburse via this information.

Any changes in your itinerary must be submitted to the association asap.

For example: player 1 is sharing a room with player 2. The association has allotted each athlete $800.

Player 1 pays for the room, @ $600. Player 2 pays player 1 his half of the bill. The association will reimburse each player $300 with $500 remaining. Player 1 gets reimbursed for his flight @ $400 with a remaining credit of $100, and has a car rental fee of $200 to which only $100 will be reimbursed.

IF there are unused funds, associations should consider reservations for a team dinner to which a coach/director will pay with a personal credit card, and will submit the receipt we return for reimbursement.

A few tips I would recommend:

1. Bring a GPS for your rental car and in the settings, be sure to choose “avoid tolls”

2. Bring: YOUR TEAM BOOK & PACKET, comfortable walking shoes, poncho, portable battery to charge phone, car & wall charger for phone, small backpack, headphones & snacks for the flight.