You Are Athlete -Maryland Regional Series

On-site Execution Needs (All materials for event will be sent directly to Event Lead hotel):

TRACKING INFORMATION: 

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  • Delivered on December 30th to the Front Desk

FedEx Ground Shipping using ACCOUNT #: 620430692) to send materials. Make sure to capture image of FedEx receipt to share in post event recap!

FedEx Ground Shipping (account #: 620430692)

On-site Materials - 

Note: Table (2-4) and Chairs (3-4) will be provided by partner 

General "Football" Pod:

• (1) NCSAP04TN1 - 10X10 Tent (Topper & Hardware/Frame) Includes Hard Shell Case

• (1) NCSAP01TW1 - 10X10 Tent Wall - "Better Recruiting. Better Future" W/ Athletes on Blue Background

• (1) NCSAP04R1 - Retractable Banner - Where Do You Stack Up (Football Version A&B) - Set of 2

• (1) NCSAP01H1 - Height & Wingspan 10ft Hop Up (General Football/Basketball)

• (1) NCSAP04T1 - Tablecloth - 8' Unfitted "NCSA Branded"

• (1) NCSAP04T2 - Tablecloth - 8' Unfitted Blue

• (1) NCSAP04WW - Water Tent Weights (Set of 4)

• (1) NCSAP01F1 - Zoom Flex Flag

• (1) NCSAP04TS1 - Table Sign Holder (Collapsible)

• (1) NCSAP04CK - Care Kit (Extension Cord, Pens, Zip Ties, Bungee Cords, Tape, Scissors, Power Strip)

Additional Items:

• Table Sign - QR Code directing families to download the "NCSA One Sheeter"

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

Lead Collection Information/Strategy:

• To check the responses, please log onto Recruit Data w/ Work Flow 

  • https://recruit-match.ncsasports.org/fasttrack/reports/rdr 

2 Phases of Event Execution:

• Phase 1: Welcome/Check-in of Parents and Athlete (Lead Submission)

• Phase 2: Parent and Athlete Meetings/Evaluations (Engagement/Interactions & Close)

1. Engage with Parents/Athletes: Since we are using Coach Packet, prior to parent/athletes arrival, an email communication from NCSA Coach Packet to "verify their information" and update profile information that will be made available for College Coaches to access by them attending this specific event. With this in mind, the goal when engaging with this audience is to get a sense of what their recruiting needs are and how NCSA can help!

• Note: If an athlete did not receive this email and/or did not have an opportunity to "verify" their information, encourage them to search their email inbox or reach out to the Coach Packet Crew.

2. On-site Meeting: During this event, it's critical that we encourage families to schedule and meet with NCSA staff. This is a great CTA during our parent presentation AND while walking around and engaging with parents. Please see the Onsite Enrollments tab under the 'Important Links' section

3. Pre-Sets/Schedule Your Recruiting Assessment: if a family wants to schedule a call with NCSA after the event, have them:

• Scan the QR Code and complete the digital lead form so we gather parents/athlete information.

• Find a day/time the family is available and schedule in Salesforce. Feel free to use the "Pre-set Card" to write their name, phone number, day & time they are available so you can claim them and submit this information to the Event Director post event. You will also be able to use this sheet to share this information with the family as a "take-a-way".

4. Claimed Leads: Rec Coordinators onsite will receive up to 25 claimed leads from the event. These leads could be put in their name 1-2 days before the event or 1-2 days after the event depending on the timing of when Coach Packet receives the participant list. 

• • • • DO NOT call or contact these leads prior to the event; you will follow up with them post event. 

5. On-Site Enrollments Flow & Discount Policy: For Student-Athlete/Parent wanting an onsite enrollment meeting (PLEASE WATCH: Step-by-step “On-site Enrollment” Recording)

• • • 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. 

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

      • Recruiting Specialist: Julian Jenkins

      • Recruiting Coordinator: Pamalla Jenkins

On-site Enrollment Discount Policy (Effective 1.15.2025)

• PRIMARY: Discount - 20% Only 

  • Discount Code: 

    • “Recruit” – discounts all memberships by 20% (Champion, Elite, MVP, & MVP+)

    • “GetStarted” – discounts only Elite, MVP, & MVP+ by  20%

• SECONDARY: "Upgrade" Discount (Programs Eligible: Elite to MVP)         

  • Unless a family asks for an "upgrade" do not mention this as an option. If this option is provided to families, you are not permitted to provide an additional discount

  • Any families given an "upgrade" will need to be included in the recap notes to the Event Director                                                    

Event Goals:

1. Leads from QR Code Scanned: N/A

2. Pre-Set (Assessment) Meetings: 5+

3. Claimed Leads: N/A

4. On-Site Enrollments: 4+

EVENT LEAD – 

Send a recap email to the following people no later than 24 hours post-event:
RQS Inbox: RQS@ncsasports.org
Event Partnership Director: Shea'na Grigsby (sgrigsby@ncsasports.org)
Ashlee Lawson: alawson@ncsasports.org
Support Staff: Layton Marcy
Support Staffer's Manager: Kyle Winters/Ben Hastreiter

Please include the following:

• Voicemail: Call 702-357-3599 to leave a final report message; include information from 1- 4 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 conversations/engagements

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.

4. Event photos:

• 2-4 photos should be added as attachments to email - set-up of NCSA materials, engagement with parents/athletes, athletes scanning/completing the DRQ, etc.

SUPPORT STAFF -

Support Staff - To be completed by designated Support Staff (Recruiting Coordinator) - Email all required information listed below to the Event Lead post event

1. SUBMIT HOURS - Dayforce Instructions 

Note: You will enter your hours into "Dayforce"; whatever method you're comfortable with - clocking in/out OR entering them manually AND send your hours in your Event Recap. You will be given access via the Partner Programs drop down option for the event; post-event it will be removed.

Every Monday, Brianne from Partner Programs will request Dayforce access for you

See example below:
Example of email to send with hours listed:

• YOUR NAME 

• EVENT NAME: YAA Dallas 2025

• Date and Times worked of Events: 

  • • 1. 1. 1. 1. 1. Saturday - 6:45 a.m. – 4:45 p.m. CST (took 1-hour lunch; 9 hrs.)

Total: 9hours

2. REPORT CLAIMED LEADS, PRE-SETS, & ONSITE ENROLLMENTS - DOWNLOAD EXCEL SHEET

Download the excel sheet, input your pre-sets, claimed leads, and onsite enrollments.
* Note: Recruiting Coordinators can have unlimited pre-sets and on-site enrollments; Limit of 25 for "Claimed Leads." 

You will be assigned up to 25 claimed leads- focus more on your pre-sets and onsite meetings!

**Note: The Recruiting Coordinator will be responsible for setting the meeting (for presets) in Salesforce along with submitting this information to RQs@ncsasports.org on the "Post Event Recap - Lead Form". Please make sure your engagement notes are also done for each meeting during or post event as well.

3. REPORT CLIENT ENGAGEMENTS/COLLEGE COACH CONVERSATIONS - If you had any college coach or client engagements, include the name of the coach/program or student-athlete/grad year in the above excel sheet. 

For Recruiting Coaches - 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).

"Client Engagement" examples: 

• • • Nicholas Bowling 2024 - MVP - Coaching Session

    • Christian Kennick 2023 - ELITE - talked to mom only, wants to stay in Northeast

    • Adam Bacchas 2024 - CHAMPION - getting video soon

4. SUBMIT POST EVENT SURVEY - Will need to be completed post event 

• Support Staff - https://forms.office.com/r/X3EyJdY20m (estimated time to complete: 7 minutes)
  
  

• Event Lead - https://forms.office.com/r/dq2nQqaGrj (estimated time to complete: 5 minutes)