CAPITOL HILL VOLLEYBALL CLASSIC

Manolo Concepcion - Recruiting Coach

• • Flight:  Southwest Conf #: CVT2XO

    • • Arrive: Fri 2/13 11:50AM

      • Depart: Sun 2/15 6:35PM

  • Hotel: Washington Plaza Hotel Conf #: 1510082337757

    • Address: 10 Thomas Circle NW, Washington, D.C. 20005

      • Check In: Fri 2/13

      • Check Out: Sun 2/15

Olivia Earls - Recruiting Coach

• • Rental Car:  Hertz Conf #: L4634652244- 

    • Address Pick Up/Drop Off: 231 East 4th Street, Salem, VA

    • Pick Up: Fri 2/13 9:00AM

    • Drop Off: Tues 2/17 9:00AM

  • Hotel: The Eldon Luxury Suites Conf #: 50120SF000093 

    • Address: 933 L Street NW, Washington D.C., 20001

      • Check In: Fri 2/13

      • Check Out: Mon 2/16

Pamella Jenkins - Recruiting Coordinator

• • Rental Car:  Enterprise Conf #: 1493762865 

    • Address Pick Up/Drop Off: 635 S Bay Road Dover, DE

    • Pick Up: Sat 2/14 9:00AM

    • Drop Off: Mon 2/16 5:30PM

• Hotel: Washington Plaza Hotel Conf #: 4010083306402 

  • • • Address: 10 Thomas Circle NW, Washington, D.C. 20005

        • Check In: Sat 2/14

        • Check Out: Mon 2/16

Annabel Shin - Member Support

•  Personal Car - mileage reimbursed through CONCUR (Instructions)

• • Keep receipts for reimbursement

• Hotel: Washington Plaza Hotel Conf #: 010084617106 

• • Address: 10 Thomas Circle NW, Washington, D.C. 20005

• • • Check In: Sun 2/15

    • Check Out: Mon 2/16

Bring technological device (i.e., laptop/charger, iPad, etc.) and notebook

Disclaimer: By confirming your attendance to this event, you are electing to bring your own technological device (i.e., laptop/charger, iPad, etc.) in order to accomplish the desired and stated goals outlined above and in previous email communications and waiving your right to any compensatory amount for damages or loss you may incur either in transit prior to the event, during the event and after the event. Any and all damages incurred to your personal affects is not the responsibility of NCSA and will not be covered by the company or department travel policy previously shared with you.

Event Materials - SHIPPED TO OLIVIA

• Volleyball POD 

  • • NCSA Volleyball Toolbox Kit w/ VERT clips (VERTs need to be charged overnight, every night) 

    • NCSA Table Cloth (2)

    • NCSA Retractable Banner & Backdrops (2)

    • NCSA Height Measuring Device (1)

    • Dry Erase board w/ markers

• NCSA Handouts (50)

• NCSA VB Stat Cards (300)

• Pens (10)

• NCSA Giveaways (luggage tags, bracelets, chapstix, etc)

• NCSA Bag - for anyone who enrolls*

• Booth electricity - purchased; will be at booth

• Booth WiFi - TBD, but probably use Personal Hot Spots on phone, if applicable.

Lead Collection Information/ Call To Action (CTA) Strategy:

1. Gather Leads (ALL STAFF): NCSA Table Signage QR Code - Have every student-athlete/parent scan the code and fill out the form before they go through the jump station: GOAL: (200)

• • • If phones do not pull up the QR Code or they do not have their phone available, keep www.ncsavolleyball.com open on your computer/tablet so they can still fill out the form.

2. On Site Enrollments (LEAD & REC COORD): For Student-Athlete/Parent wanting an onsite enrollment meeting: WATCH THIS: https://bit.ly/NCSA_OnsiteEnrollment  

• • • If an enrollment meeting is conducted onsite during the event, this link: https://recruit-match.ncsasports.org/recruit/events MUST BE USED to 'tag' the athlete to the proper partner event name (SportWrench_CapitolHill_DC_2026 )

      • • If the family enrolls, verify that you have your names in the correct fields:

          • • Recruiting Coaches: Olivia Earls & Manolo Concepcion

            • Recruiting Coordinator: Pamella Jenkins

3. Set Meetings (REC COORD): Schedule Your Recruiting Assessment: if a family wants to schedule a call with a Rec Specialist for their Recruiting Assessment after the event, have them:

• • • • 1. Scan the QR Code so we gather their information

        2. Tag the family to the event https://recruit-match.ncsasports.org/recruit/events

        3. Schedule them for their Rec. Assessment call through SalesForce 

           • • Send these set meetings to your direct manager
               
               

4. Event Leads (REC COORD): Each Recruiting Coordinator will have up to 25 leads to follow up with after the event. These leads will be assigned to you and on your call list your next work day.
   
   

5. Coach & Client Engagement (LEAD / REC COACH):

• • • CLIENT: For families who have a PAID Memberships and have a 10+ min conversation with us onsite, keep track of student-athlete/parent names and enter them into the post event excel doc.

    • COLLEGE COACH: If you have interaction with any college coach, enter info into the post event excel doc with their names/programs and any additional information, such as Roster Openings, so Coach Relations can follow up with.

Event Goals:

1. Leads from QR Code Scanned: 200

2. On-Site Enrollments: 2 (Olivia/Manolo)

3. Set Meetings: 18 (Pamella)

4. Client Engagements: 20 (Olivia/Manolo)

Event Roles:

• LEAD: 

  • • Lead Communicator - with onsite event personnel and NCSA event director if anything needs to be addressed. Speaking to and engagement with student-athletes/parents/coaches individually or in a group setting (if applicable). 

    • Pre-Event- ensuring that the NCSA equipment and materials arrive onsite at the correct time. Timely setup, pictures, professional booth presentation (and efficient take down) of NCSA equipment and materials.

    • During event - Getting every possible parent/player to scan QR code to fill out the form. Speaking with student-athletes/families about recruiting, answering any questions, conducting onsite recruiting assessments/enrollments (if applicable), ensuring that goals are met. 

    • Post-Event - ensuring NCSA equipment and materials are stored correctly or shipped back to NCSA warehouse, as well as providing event photos and post-event email and voicemail.
      
      

• SUPPORT STAFF:

  • • Pre-Event- Efficient setup (and take down) of NCSA equipment and materials.

    • During event - Getting every possible parent/player to scan QR code to fill out the form. Speaking with student-athletes/families about recruiting, answering any questions, ensuring that goals are met. 

    • Post-Event - ensuring NCSA equipment and materials are stored correctly or shipped back to NCSA warehouse, as well as providing event photos and post-event email.

PARTNER PROGRAMS SUPPORTING STAFF EVENT GUIDE

• Wear NCSA Shirt or plain colored shirt or polo and khakis or athletic pants/nice running shoes 

  • • • If you do not have an updated NCSA or IMG branded shirt, please wear a plain colored polo or shirt
        
        

• Bring technological device (i.e., laptop/charger, iPad, etc.) and notebook 

  • • • Disclaimer: By confirming your attendance to this event, you are electing to bring your own technological device (i.e., laptop/charger, iPad, etc.) in order to accomplish the desired and stated goals outlined above and in previous email communications and waiving your right to any compensatory amount for damages or loss you may incur either in transit prior to the event, during the event and after the event. Any and all damages incurred to your personal affects is not the responsibility of NCSA and will not covered by the company or department travel policy previously shared with you. 

• You have $100/day of per diem for meals and can expense any work-related items (must secure an itemized receipt). 

  • • • Note: If traveling to a partner event, the day prior to the actual date you’ve been confirmed to work, NCSA staff is restricted to a Per Diem of $50. 

      • Alcohol is reimbursable 

        1. Permitted to one (1) drink if a rental car is reserved for event.

        2. Alcohol consumption should be reasonable and within expense limits. Excess alcohol-related charges may not be reimbursed. When attending partner events, we recommend limiting consumption to no more than two (2) drinks.

• Baggage reimbursement  

  • • • If you are traveling 2 or more days, checked baggage is reimbursable.

• All Concur expenses should be submitted no later than 7 days after you travel home from your confirmed event. Failure to comply could result in expenses not being reimbursed.

CONCUR - PARTNER PROGRAMS REIMBURSEMENT INSTRUCTIONS - LINK

• When submitting your Concur expenses, please use the following information:

• Event "Report Name":  SportWrench Capitol Hill D.C. 2026

• Event "Business Purpose": Partner Travel

• Department: Partner Programs