NCVA Girls Far Westerns National Qualifier

NCSA Onsite Event Contacts:

• Jason Holt - jholt@ncsasports.org

• Brian Lamppa - BLamppa@ncsasports.org

NCVA Exhibitor Contact:

• Joao Goncalves - joao@ncva.com - 415-574-9492 - PARTNER CONTACT

Support Contacts:

• Rachel Donatini - rachel.donatini@ncsasports.org - 419-632-3694

• AmTrav (travel) Support - support@amtrav.com text: 800-795-8371 

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 JASON'S HOTEL

• 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, chapstick, etc)

• Booth electricity - purchased; will be at booth

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

Photos of Event - please email 2-4 photos to Rachel Donatini - rachel.donatini@ncsasports.org or post on your personal social media pages and tag @NCSA_Volleyball or @ncsa (twitter/Instagram)

______________________

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: (150)

• • • 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 (NCVA_Girls Far Westerns_Reno_2026)

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

          • • Recruiting Coach: Jason Holt

            • Recruiting Coach: Brian Lamppa

3. Event Leads: Will have up to 10 leads to follow up with after the event. These leads will be assigned to you and on your call list your next work day.

4. 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:

• Leads from QR Code Scanned: 150

• On-Site Enrollments: 4

• Client Engagements: 20

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.

1.INVENTORY & SHIPPING NCSA PRODUCT BACK TO WAREHOUSE

• Find & Save shipping return labels (found on side of one of the boxes). Inventory product as you put back into shipping boxes & Black totes, take boxes to FedEx with pre-printed shipping return labels.  

• If you cannot find pre-printed shipping return labels use this information:

  • • • • Premier Warehouse - 1145 Jansen Farm Drive - Elgin, IL 60123

        • NCSA Account Number:  620430692 (Always select Ground Shipping)

• Take picture of FedEx receipt with tracking numbers for reference & send picture to rachel.donatini@ncsasports.org

2. RECAP EMAIL & VOICEMAIL - Send a recap email to RQS@ncsasports.org, rachel.donatini@ncsasports.org, jduffek@ncsasports.org, and your direct manager no later than 9:00am CT the day after your last work day event.

• Voicemail:  Call 702-357-3599 to leave a final report message; include information from 1- 3 below:

• Email Outline:

1. Event Name / Location / Dates (nearest big city, where participants were generally from, etc.)

2. Estimated Number of Athletes/Parents/Coaches in attendance and how many onsite enrollments / onsite assessments / set assessment meetings

3. Notes about the event/partner, any recommendations pertinent to success of future partner events, +/- from the event, engagement with target audience, on-site meeting strategy, additions to future events, any any other information that the event director and/or recruiting coordinators/specialists would need to know. 

• Event photos - 2-4 photos should be added as attachments

3. SUBMIT HOURS Clock in, click "Work Transfer" and select "Partners," Clock out. Clock in/out like normal for lunch breaks. Or keep track of your hours and enter into Dayforce after event. CLICK HERE FOR DAYFORCE DIRECTIONS.

You will still send an email with your hours (see example below) to the Event Director to confirm with HR that your hours are in Workday. Submit hours to Rachel Donatini rachel.donatini@ncsasports.org, jduffek@ncsasports.org, and your direct manager no later than 9:00am CT the day after your last work day event.

• Example of email to send with hours listed:

• YOUR NAME - EVENT NAME:  NCVA_Girls Far Westerns_Reno_2026

• Friday, May 21st - 12:00 p.m. - 2:00 p.m. EST (setup - 2 hrs.)

• Saturday, May 22nd – 6:45 a.m. – 4:45 p.m. EST - took 1 hour lunch - (9 hrs.)

• Sunday, May 23rd - 7:30 a.m. – 3:00 p.m. EST - no lunch (7.5 hrs.)

  • • Total: 18.5 hours

4. REPORT SET MEETINGS & ONSITE ENROLLMENTS  DOWNLOAD EXCEL SPREADSHEET

This email with this list of athletes MUST BE submitted no later than 9:00 AM CST the day after your last event work day and should be emailed to: RQs@ncsasports.org, rachel.donatini@ncsasports.org, jduffek@ncsasports.org, and your Direct Manager. 

*Note - Recruiting Coordinators can have unlimited onsite set meetings, assessments and enrollments; All of the athletes you submit MUST SCAN THE QR CODE. Use the Post-Event Excel Spreadsheet 

Onsite Assessments & Enrollments - Be sure to "tag" to  NCVA_Girls Far Westerns_Reno_2026 before enrolling: https://recruit-match.ncsasports.org/recruit/events

Onsite Set Meetings - Be sure to "tag" to NCVA_Girls Far Westerns_Reno_2026 before setting in Salesforce: https://recruit-match.ncsasports.org/recruit/events

5. REPORT CLIENT ENGAGEMENTS/COLLEGE COACH CONVERSATIONS: DOWNLOAD EXCEL SPREADSHEET

If you had any college coach or client engagements, include the name of the coach/program or student-athlete/grad year  in your post-event email to rqs@ncsasports.org, rachel.donatini@ncsasports.org, jduffek@ncsasports.org and your direct manager. Be sure to track the conversation as a Coaching Session (MVP) or Family Phone Call (Champion/Elite) in client profile and report any Roster Openings to Coach Relations. Use the Post-Event Excel Spreadsheet 

6. SUBMIT POST EVENT SURVEY (ALL STAFF): https://forms.office.com/r/A2KdSsCUhW  

• Please complete this survey after completion of the event.