Description of Services and Fees

PickleballTournaments.com is the gold standard for pickleball tournament software and services. For over ten years, we have been the engine driving thousands of successful pickleball tournaments, from small round robins to the largest tournaments in the world.

Our fully featured software provides a comprehensive set of tools to enable a tournament director to:

• Set up all tournament attributes
• Register players into play events, non-play events like meals, t-shirts, volunteer opportunities, etc.
• Forecast daily schedules, with the Day Planner
• Administer waitlists
• Manage volunteers and referees
• Check-in players
• Handle court assignments
• Record match results
• Create on-deck and court assignment billboards
• Generate brackets
• Automatically include results in UTPR ratings calculations
• and much more.

In addition, to the tournament software, we provide a full range of services to support our tournament directors in providing the best tournament experience possible. These services include:

Marketing Support

We can assist you in promoting your tournament to maximize the number of players entered. This includes:

• Free calendar listing on the most comprehensive resource for future pickleball tournaments.
• Enhanced listings, on the calendar
• Advertisements on pickleballtournaments.com
• Inclusion in, regional or national, emails to pickleballtournaments.com players
• Direct emails to, targeted, geographical areas of experienced tournament players
• Custom packages, to drive awareness and increase participation, for your tournament.

Key Staffing Assistance

Our PT Pro Team has the experience of helping run hundreds of pickleball tournaments and can assist your tournament where you need it:

Initial Tournament Consulting

We can help a first-time tournament director plan for all of the key components of organizing and delivering a successful tournament. Facilities, capacity, sanctioning, volunteers, referee requirement and management, and amenities are all areas we can provide direction and resources.

Registration Support

Handle all, the day-to-day, issues and inquiries during registration, from players. This might include assistance to first time registrants, wait list management, partner management, seeding, bracket management, fee collection and management, refunds and more.

Tournament Desk Operations

Handle all the on-site operations of actual tournament play. We can put one, or more, experienced operators, from the PT.com Pro Team, on-site, throughout your tournament, to assure it operates smoothly.

Player Amenities and Tournament Balls

These are just some of the items we can help pickelballtournaments.com TDs secure. From, the famous, PBC orange bags to balls, for tournament play. We have provided TDs with thousands of amenities to enhance their tournaments. Only available for tournaments running on pickleballtournaments.com.

Resource Referrals

These are available, for products and services, such as Referee Recruiters/Managers, videotaping, livestreaming, medals, court equipment, and more. Let us know how we can help you put on a great pickleball tournament.

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Fees

Software Usage Fee

$3 per player

A 50% discount is applied against the Software Usage Fee if the tournament is a USA Pickleball sanctioned tournament.

Note that a $20 tournament creation fee is charged, on initial creation, but is credited back against the tournament’s final accrued fees which will be billed 14 days after the completion of the tournament.

PT Pro Tournament and Registration Professional Services

The PT Pro team provides an extensive set of services to assist tournament operators, facilities and venues in the setup, registration and execution of a tournament or series of tournaments. If you are interested in learning more about these services and their associated fees, please reach out to info@pickleballtournaments.com.

Player Fee Collection – Limited Availability

We will be sunsetting this service. If you are a tournament that has used this service in the past to collect all player payments, please contact support@pickleballtournaments.com for continued access to this service.

Featured Tournament Listing

Tournaments may elect to feature their tournaments in the Featured Tournaments listing category.

$100 per tournament

List your Tournament

If you are not running your tournament on pickleballtouraments.com but would like to list it, in the future tournaments listing and the tournaments calendar, you may purchase a listing:

$100 per tournament

Note: Certain restrictions apply:

1. Only one tournament detailed per listing.
2. Tournaments utilizing a competitor of pickleballtournaments.com.

External Tournament Imports

Tournaments not run on pickleballtournaments.com can have their results manually imported into the UTPR ratings calculations. Note that imported tournaments must stipulate that the tournament was run according to IPF tournament rules.

Tournament results must be submitted within 14 days, of the last day, of the tournament.

$100 per tournament

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Contact us

If you have needs, for your tournament, that are not covered in our description of services, or have general questions, please contact us at info@pickleballtournaments.com. We love this game and want to do all we can to help fellow pickleball lovers, fanatics, and addicts with their pickleball tournament needs!

If you would like to explore how our marketing services might assist your tournament, please contact Tyler Allen at tyler@pickleballtournaments.com.

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History

Since there has been computer systems, there has been software for tournaments, but usually at too high a price. Tournament directors resorted to manually keeping registration records, drawing charts, and compiling results.

Prior to the day of play, a chart would have to be redrawn by hand if a serious problem was found. If it was the day of the tournament, the pencil was pulled out and additional matches were sketched into the chart or teams scratched off. All this leads to tournament directors spending hours, if not days, drawing charts, redrawing, and verifying information.

With the advent of the internet, player lists and play brackets can be posted prior to the tournament. With current software, they can be adjusted within minutes. This leads to the best charted event possible. If you pencil in teams, or simply scratch teams the day of play, teams end up playing others out of order or getting unnecessary byes.

This system started back in 2004 to eliminate drawing charts by hand. This is also different from just filling in names on pre-prepared charts. The system actually knows the relationship between matches, seeding, and where winners and losers play next. If teams or seeding is changed, the bracket can be redrawn easily. When results were entered, the chart was then updated and available on the web. Most tournaments do not post their complete charts or results. This makes it virtually impossible to rate players. It is not just the medal winners but how the teams compared to one another.

In 2006-2007, tournament operations were added to allow entry of results in real-time and the system would automatically print the next scoresheets with the team names. This eliminated the errors caused by the desk incorrectly posting results and where the teams advanced in the tournament. It also provided almost immediate access to the information online.

In 2009, online registration and central player database was added. Most tournaments choose the online registration and mailing of the printed registration form with signed waiver and payment. This is their option. With the central player database, past tournament results of players are at your fingertips.

In 2010, more features were added to enable tournament officials to verify membership, ratings, and posting results.

This system is currently used by the largest pickleball tournaments in the world. It was not developed for profit but to support these tournaments. For small tournaments, under 100 players, it, like any computer system, may be more work than the obvious benefits. You be the judge.

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System Requirements

• Internet Access:
• This is NOT a stand-alone application. It is a web-based service which requires an internet connection whether thru a land-line (DSL or cable) or wireless.


• Web Browsers:
• We test for compatibility against Chrome, Internet Explorer, Firefox, and Safari.


• We do use and require browser "cookies". The best solution is to enable this site as a trusted site, so that cookies and pop-windows are allowed.


• Some anti-virus software may cause problems or inhibit some features by blocking pop-ups.


• Computer(s):
• A "Windows" based computer is required for tournament desk operations on the computer that will be connected to the printer.
• For printing scoresheets, a windows application is installed to poll the internet for pending scoresheets from any computers at this venue.


• Multiple computers may be used for player check-in and results entry, but they do not require their own printers for printing scoresheets. All printing will be done to one printer regardless of where results are entered.


• For non-windows situations or where you cannot install the scoresheet spooler, an option is available at the desk to print mini-scoresheets with match information and places for the results. These could be printed on the back of pre-printed scoresheets for identification and result entry.


• If operating with multiple venues, a Windows PC and printer is necessary to each venue.


• Printers
• The printer is your choice whether laser, dor matrix, or color.


• "Large Format" printers are now available at reasonable costs for printing on paper larger than 8 1/2 x 11.

Recommendations:

• Computer mouse: This system is designed to work with a mouse for selections. Other equivalient devices are sufficient, but the keyboard alone would be clumsy.


• Laptop computers: Either laptop computers and/or battery backup for tournament operations in case of power outages. Remember, if network hubs, printers, or other hardware is used, it must have battery backup since they do not have a battery. Beware of power consumption on some laser printers.


• Computer size: At least a 15 inch screen and equivalent keyboard. Although there are small notebook computers under $300, from experience, the keyboards and screens are too small.

Optional Equipment

• Additional PCs may be used for the Check-in Desk so that it is independent of the computer used for the Event Desk.


• For large tournaments, it is recommended to have 2 check-in computers to handle the first check-ins of the day.


• A PC for court assignments (Court Desk).


• A minimum of one PC for each displays.


• Barcode scanner, for Event Desk and Court Desk.


• Battery backup in case of power failure.


• Wireless hotspot, in case of internet failure.

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Hardware Recommendations

Computer

• Relatively new laptops. With old donated computers, it simply becomes a horsepower issue dealing with the latest browsers. Also there are compatibility issues with WIFI and wireless connections. I've used a 15 year old computer for running TV displays and it works fine; except, it takes about 5 minutes to boot up and get running.
• Laptops
  • Pros
    • Have battery and stay up during a power failure, but remember your printers and other equipment might go down.
    • Small and more portable
  • Cons
    • Expandability
    • Repairs
• Desktops
  • More options and expandable in the future
  • Bulky and require a separate keyboard and monitor
• Tablets
  • Usable but cost
  • Outdoor usage limited due to glare and heat
• At least a 15 inch display. This rules our small notebooks.
• Mouse.
• Enough USB ports for: mouse, scanner, printer, etc. You can purchase USB hubs to add connections.
• VGA or HDMI monitor output for connection to TV for display. Other connection options are possible.

Internet Browser

• We test first with Mozilla Firefox, then check compatibility with Internet Explorer, Safari, and Chrome.

Printer

• Something simple and reliable.
  • Ease to load paper and view status.  On some printers it may be better to print landscape rather than portrait for loading paper.
  • Ease to retrieve 1/2 sheets after printed.
• Speed is not the critical issue, it's simplicity.
• Laser vs Inkjet
  • Laser
    • The ink won't smear
    • Cartridges last longer and don't dry out
    • Cartridge is more expensive
    • Usually have a paper tray for letter size paper and more difficult to load and monitor
    • Require more power
  • Inkjet
    • Slower
    • Cheaper
    • Ink can smear especially when wet
• Historical usage:
  • HP 1000.
    •  Cost around $30,
    • but cartridges run almost as much a new printer. You may use a XL cartridge a day and should always have an extra on hand.
    • Easy to load paper and monitor.
  • Other HP inkjets
    • Some have paper loading issues with 1/2 sheets.
    • Some you almost have to reach down into the printer to retrieve a printed scoresheet (1/2 page)

Internet Connection

• In all cases, realiability is the main factor.
  • You MUST test any option for it's performance and realibility. More than a few minutes and at the location.
  • Setup and test before the day of the tournament.
  • Don't assume anything. Test the exact equipment and connection.
• Local LAN or DSL
  • Pros
    • Usually more reliable and faster
    • If available, no cost (hopefully)
    • Cables to computers with fewer connectivity issues
  • Cons
    • Computers require LAN connection
    • Usually not available at the courts
    • Cabling to desk location
    • Might be behind a router with Internet restrictions
• Local WIFI
  • Pros
    • No cables
  • Cons
    • Distance and signal strength
    • Interference between source and computer. This can be caused by people, equipment, cars, buildings, etc.
    • WIFI setup on computers
• Wireless - which provider depends on which carriers are availble at your location.
  • Pros
    • Usable almost anywhere you have cell phone connections
    • With the right equipment, it can provide a WIFI hotspot
  • Cons
    • Cost; but coming down. You can buy a hotspot for under $100 and buy usage by the day or month.
    • With most providers, you may lose your connection over a long period. You must be familiar enough to reset the connection.
  • Historical Usage
    • Verizon MIFI
      • Generally works
      • Limited range
      • Sensitive to interference (people, etc)
    • Virgin Mobile hotspot
      • Initial setup not quite clear for a first time user.
      • Worked well
      • Paid by the 24 hour period ($5/24 hours and data limit).
      • They do have a monthly period
    • Cradlepoint
      • Cradlepoint routers with ATT/Verizon USB connection Flexible and reliable.
      • Can be used with different providers and independent of computer
      • Can get a router that can use WIFI, LAN, or Wireless as the internet source and then provide LAN and WIFI hotspot.
      • With multiple wireless connections, it can provide automatic fail-over More expensive
    • 3G/4G/4G-LTE
      • This depends on your coverage area. 4G/4G-LTE may be faster but if you're in a fringe area, 3G may be more realiable. Set your hotspot to use 3G if in a fringe area to prevent 4G searching and dropping connections.

Barcode Scanner

• USB connection - work as alternate keyboard on Windows
• Code 3 or 9 capability (usually standard) - this is the barcode font provided for the print spooler
• Autoscan capability for not having to press the trigger
• Most wands come with a setup book for configuring the functions. DON'T LOSE THE BOOK.
• History:
  • From Amazon: search for USB Barcode scanners.
    • I've been happy with the ESKY handheld models.
      
    • Not quite so happy with some CCD models. They seem to require a larger barcode which can be adjusted via the font size in the print spooler.
    • Some come with flexible stands
    • Some have autoscan capability
    • Cheap: around $30.
    • Generally work out of the box. (note: check the exact equipment configuration and use the latest USB keyboard drivers. We've had some scanners work great on Windows 7 but the same scanner on "some" Windows 8 machines not work consistently)

TV Monitor

• At least 36 inch display
• LED for visibility outdoors.
• Even with LED, some shade for the screen to reduce glare.
• PC connection: Must match PC being used for billboard display.

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Usage Hints

• Use the buttons on the page, not your browser buttons. The back button may be used if no changes were made, but to avoid confusion, use the buttons provided.


• To save any changes, you must use the buttons on the page ("Save", "Make Changes", etc)


• Printing:
  • best to preview items first as some portions of the screen are "frames", so you may not wish to print everything. Use your "Print Preview" option and selected the correct frame, or right-click, on the main window, and use the options to print only the frame.
  • scale to adjust the chart size to fit on the page
  • charts fit best with landscape orientation
  
  
• To work with a selection outside the main window, right click on the selection and select "View in a New Window". This is sometimes helpful to view two things at once.


• Although you can open selections in new windows, saving the internal page addresses will not work in favorites/bookmarks. For security purposes, you must be signed into the system and they must be displayed by cicking from the table of contents


• When emails are sent to players, via the system, they are not via your personal internet provider and will not appear in your personal "Outbox" or "Sent Items", but they will have your email address as the "From" address. For security, all emails are sent separately to each player. The system does not support sending attachments. If email logging is enabled, a log of every email is maintained for future reference.

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Registration Options

The longest, and very critical, part, of any tournament, is the registration period.

For this system to operate correctly, the player's personal information and registered events must be correct.

During the registration process, players either register themselves online and/or send in registration forms with payment. With this system, any mix of the following are allowed:

• Forms only: Players fill out paper forms and send with payment.


• The tournament staff data enters all the information either into their external registration system or PickleballTournaments.com
• if external registration system used, registration information is then imported


• The tournament may record the payment and indicate that the waiver was signed.
• Optional Button: Clone a Player - it may be helpful to turn this feature on, under Operating Parameters, as it provides a button to clone the registration information, once entered. For situations where the personal information is similar, usually in a spouse or sibling scenario, cloning would reduce the amount of duplicate data entry.


• PickleballTournaments.com Online Registration Only: Player registers directly into tournament, prints the registration form and mails with payment.
  
  
• Common option; eliminates data entry for tournament staff
• Player information and events are complete
• Profile/Account on PickleballTournaments.com is required


• The tournament may record the payment and indicate that the waiver was signed
• Online waiver acceptance is also possible, if it is valid within your state.

• PickleballTournaments.com Online Registration and Payment: Player registers themself online, signs waiver and makes payment.
  
  
• Player information and events are complete
• Profile/Account on PickleballTournaments.com is required


• External Registration: Registrations are completed externally; could be online or manual.
  

• Registration and event information is uploaded, into the tournament, on PickleballTournaments.com
• The tournament may record the payment and indicate that the waiver was signed
• This process is outlined, step-by-step, inside the tournament, under the Import link, on the table of contents

Which ever method is used, the player registration pages are the most heavily used.

• Benefits to online registration:
• eliminates manual entry
• insures accurate information
• online waiver and payments are available options
• Need Partner list is immediately available
• control of registration period
• registration form populated with player personal information and includes waiver verbiage
• more timely than snail mail
• updates to registration can be made by player

The manual registration process, when logged in as an admin, is always available for entry and correction of registrations. The admin access allows additional features and options not provided, to the player, during the online registration process.

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Payment Options

PickleballTournaments.com currently supports the payment processing providers listed below. In all cases, PickleballTournaments.com:

• IS NOT a payment processing provider
• does not handle or store credit card information
• connects to the Payment Processing Provider, specified on the tournament, for payments to be processed
• DOES NOT handle funds
• allows payments to automatically be posted to registrations
• allows for email notification of payments processing
• HIGHLY encourages you to test the payment process on both PickleballTournaments.com and your chosen Payment Processing Provider
• provides email and log capabilities for transaction tracking

NOTICE: Use of online payments is an option and is at your own risk.

• PayPal.com:
• Probably the best known/visible, in the online marketplace
• Depending on how your PayPal account is setup, your patrons may or may not need a PayPal account to make payments
• Per transaction fee charged
• Simpliest integration with PickleballTournaments.com
• Separate payment window, from the registration process
• Payment posting may not immediate as PayPal notifies the system independent of the payee


• BluePay.com:
• Credit card processing service with no user accounts
• Minimum monthly account fee with transaction fee
• Tighter integration with PickleballTournaments.com
• Payee taken to BluePay.com to make payment and returned to PickleballTournaments.com where they started
• Security checks per return and duplicate checks
• Payment is recorded on return, of an approved transaction, and immediately visible to the user.


• Authorize.net:
• Credit card processing service with no user accounts
• Minimum monthly account fee with transaction fee
• Tighter integration with PickleballTournaments.com
• Payee taken to Authorize.net.com to make payment and returned to PickleballTournaments.com for processing results
• Security checks per return and duplicate checks
• Payment is recorded on return, of an approved transaction, and immediately visible to the user.


• Secondary Registration:
• allows for player to register directly into tournament BUT be directed to another website to make payment
• tournament lists URL address as to where payee is to be redirected

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Waiver Options

In your tournament configuration, you may provide your own specific 'Waiver' text; otherwise, a default waiver clause is used. "Waiver" must be set to Yes, in the operating parameters, for this text to appear on the registration form.

When a player completes their registration, an online waiver option is also available. This is a tournament option.

The player must "sign" the waiver to check out. Once done, the player is not required to "sign" again if future changes are made to their registration.

NOTICE: ONLINE WAIVERS ARE NOT UNIVERSALLY RECOGNIZED. IT IS YOUR RESPONSIBILITY TO VERIFY IF THEY ARE LEGAL IN YOUR AREA.

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Bracket Options

Throughout the registration period, you can monitor the events and event groupings. This can be done without actually creating, what we'll refer to as, "player brackets" or simply "brackets".

Maybe some terminology may be helpful:

a) a competition event/item may be subdivided, into groups, by skill, age, or both.
b) when event/item is used in reference to a registration, it refers to any registration item, regardless if it's a competition event/item or another type of event/item.

Play Bracket or Bracket: refers to a, specific, group of players, within a competition event/item, that will compete against each other.

Chart: refers to the play bracket, in diagram form, that defines the order in which a group of players will compete.

When registration is closed, the following are the normal steps:

1. Final registration changes (matching partners, posting player lists)
2. Initial bracket creation: placing teams/players into the expected groupings for seeding purposes.
3. Seeding: placing teams in order according to their expected finish.
4. Bracket spliting: Some large tournaments split large groups to award a second set of medals.
5. First round checks: verify first rounds, in brackets, to minimize players immediately playing players from their own club, state, or their own partner.
6. Finalize brackets

Charts Supported

We currently support the following chart types:

• Single Elimination - up to 16 teams
• Double Elimination - up to 64 teams (top seed vs bottom seed)
• Double Elimination - up to 64 teams (top seed vs middle seed)
• Double Elimination w/drop-down and consolation for more than 14 teams
• Triple Elimination
• Round Robin - up to 16 teams

Custom charts are available: Basically any chart, where the winner and loser proceed to following matches, can be configured.

Bracket Splitting

All bracket splitting is done after the initial seeding. The seed numbers determine which teams go into which brackets. Two options are supported:

• Split into two smaller brackets - This divides an existing bracket into two smaller brackets for play. These brackets DO NOT merge back together for a single set of medals.


• Pool Brackets - This divides an existing bracket into multiple smaller brackets and optionally a winners bracket, for the winners of the pools. You specify the number of pools, charts, and teams in the optional winners bracket. The seedings are spread across the pools evenly. Example: seed 1 in pool 1, seed 2 in pool 2, seed 3 in pool 3, etc... After playing the pools, a final seeding is done on the winners bracket to specify which teams play and in which position. The system DOES NOT automatically decide who flows from the pools to the winners bracket.

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Tournament Schedule

For any tournament director, the largest challenges are:

1. For each day, will we get everything scheduled completed?
2. How much time will each bracket take?
3. When should each bracket start?
4. How do I schedule so that once a bracket it starts, it has a good flow and players don't wait inordinate amounts of time between matches?

In the early days, many tournaments were run starting the oldest or youngest age groups and then proceeding through the day in the order of the age groups. This is fine if you have plenty of courts and the groups are relatively small. In today's larger tournaments, the middle age groups are typically your largest and if they aren't started first, they may never complete.

THIS SYSTEM DOES NOT AUTOMATICALLY CREATE THE SCHEDULE.

WHAT IT DOES DO:

• During registration, you can continuously run reports of the teams in all events.
• During registration, you can get time estimates for each event and proposed brackets with daily court time totals. This gives you an estimate of the time required and potential schedule.
• After creating the brackets, you will see:
  • Event estimates based on the actual brackets. In many cases, events are merged or split and estimates can now be made on the actual numbers in each bracket. In some cases, round robin is played instead of double elimination, or other changes are made to the events that are not known until after brackets have been created. These estimates are made using the actual play brackets and bracket format.
  • Graphical representation (Dayplanner) of the day's play and estimates when each match will start given the event start times and priority of events. Given parameters (match estimates times, start times, venue, number of courts), the system shows when each match will play, sometimes waiting for previous match results, and reveals when each bracket will complete and ultimately when the day will end. You can experiment with different start times and court restrictions and view the results. At the end, you can apply the selected start times to set the schedule and post for the players to view.

AGAIN, THESE ARE ESTIMATES. IN ACTUAL TOURNAMENT EXPERIENCE, OTHER ITEMS AFFECT HOW A TOURNAMENT FLOWS:

• time to get players to and from the court
• warm up time
• time-outs
• court management
• if matches are restricted to certain courts, this may effect the overall day
• desk operations
• turn around time of clipboards
• entry errors/corrections

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Tournament Operation

If you have computers, with internet, and printers available at the actual play location, the following can be done:

• Player Check-In: Upon arrival each day, players check-in. Benefits:
• Verification of player identity and birthdate
• Collection of outstanding payments and waiver
• Players are given tournament check-in items
• Optionally told the court to report to if they are playing in a first round match.
• Reports of players who did or did not check-in
• Event Desk: Event and match result entry
• With Check-In desk, whether all players have checked-in.
• Printing of match score sheets and reprinting, if necessary. The default score sheet format is with boxes rather than the USA Pickleball format, but format files for the USA Pickleball score sheets are provided and you can customize your score sheets if desired.
• Recording of match scores and winners.
• Recording of medal winners.
• Quickly view drawn charts of events running on the Event Desk.
• And so much more.....
• Court Desk: Court management
  • With Event desk, maintains current court assignments.
  • Can move matches from current court to new court assigned.
  • Can remove matches from court, if necessare.
  • And so much more.....
• Displays
  • With the Event and Court Desks, this provides tournament information, including:
    • Current Court Assignments
    • Match Results
    • Upcoming matches
  • The details are displayed using a PC, connected to one or more monitors, or TVs. Multiple displays may be used with the same or different information.

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Results

If not entered real time, at the tournament, match results can be entered manually, after the tournament.

For each play bracket, the system will automatically proceed through the bracket soliciting the following information:

• Match Winner
• How won: play, forfeit, or withdrawal
• Play: the players play the entire match. The score(s) is entered from the viewpoint of the winner.
• Forfeit: for whatever reason, one team failed to complete the match, possibily due to injury. Partial scores may be entered or nothing at all.
• Withdrawal: if a team withdraws, from the tournament. This marks the loser's match, if any, as a (Bye).

Regardless of the results entered, the charts are redrawn, to reflect the winners and scores, and are then immediately available on the web.

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Reports

A comprehensive set of reports are available and always being added to. Below are just a few:

• Player reports
• Player (General) - displays details of all registrants
• Player Extended - displays additional details of all registrants
• Players Paid in Full - displays registrants paid in full
• Players by Skill - displays registrants grouped by skill
• Players in Event(s) - allows you to specify certain criteria to display registrant details
• Player Refunds - displays players with status of WF (withdraw-full refund) and players with credit balance due
• Player (Reg Only) - displays players registered; where Registration Count pulls from
• Withdrawn - displays registrants with a Player Status of Withdrawn/Withdrawn-full refund
• Volunteer - displays registrants and specific volunteer selections


• Problem Report
• Membership Problems - displays registrants with USA Pickleball membership issues
• Membership Verification - to verify USA Pickleball membership
• Need Confirmations - displays registrants that have not received an email or printed confirmation
• Need Confirmations&Paid - displays registrants that have paid but have not received an email or printed confirmation
• Need Partner - displays registrants without partners
• Need Payment - displays registrants with a balance due
• Need Payment (none paid) - displays registrants that have not made any payment
• Need Waiver - displays registrants that have not signed waiver
• No CheckIn - displays registrants that have not been checked in
• No T-shirt size - displays registrants without a shirt size specified
• Partner Not Registered - displays registrants whose partners have not registered


• Event Report
• All Events - displays registrants for all events
• All Events/RegDate - displays registrants, grouped by event, in order of registration date; doubles events are listed by latest player to register
• select event - allows you to pick the specific event to display
• select state - allows you to specify the state to display registrants, grouped by event
• Estimates - assists in estimating court utlilization based on data specified


• Fund Reports
• Online Payments - displays registrants who completed payment online
• Todays Transactions - displays registrants who completed payment today
• Pending Deposits - displays registratants whose payments have not yet been deposited


• Results Reports
• Match Report - displays details of matches played by event
• Medal Winners - displays details of medal winners
• Referee Match Cnts - displays count of matches refereed, by referee name


• Volunteer Reports
• All Volunteers - displays details for registrants that indicated their willingness to volunteer
• List - Title - displays registrants that indicated their willingness to volunteer for title; Title is pulled from Volunteer Codes


• Checkin Reports
• Event by Teams - allows you to specify the event to display teams, from brackets
• Event by Alpha - allows you to specify the event to display teams, from brackets, in alpabetical order
• Daily by Alpha - allows you to specify the play date to display teams, from brackets, in alpabetical order


• Custom Reports
• the ability to create custom reports

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Security

• Each tournament is separate from all other tournaments. Information is not shared between tournaments. (Separate locations on the server)
• Each user has a separate authorization for particular tournaments. For each user, they may have different authorizations, for different tournaments.
• Master Player Database, where players maintain their personal information, is separate from all tournaments. Their information is available to tournaments, if and only if, they have selected to have their information public.
• On tournament reports, only the necessary player information is displayed.
• Once a player has updated their profile with a password, this password must be supplied, to view the information.

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PickleballTournaments.com

Tournament Data Import Terms and Conditions

These Tournament Data Import Terms and Conditions ("Terms") are between Pickleball Station, Inc. d/b/a PickleballTournaments.com ("PT.com") and the person or entity submitting pickleball tournament data to PT.com ("Submitter"). These Terms are effective as of the date Submitter agrees to these Terms by clicking the "Accept" button on the page on which these Terms are displayed or to which these Terms are linked.

1. Data Submission

1.1. Subject to these Terms, Submitter may submit to PT.com, via the method(s) authorized by PT.com, pickleball tournament participant and results data (the "Data"). Such Data shall be provided to PT.com in comma separated value (.csv) format or such other format as PT.com may designate

1.2. Submitter represents and warrants to PT.com that: (a) each tournament from which the Data was generated was conducted in full compliance with all rules of the USA Pickleball (USA Pickleball Association) & IFP (International Federation of Pickleball) Official Tournament Rulebook in effect at the time the tournament was held;

(b) Submitter has obtained from each tournament participant to whom any Data relates such participant's written agreement to the collection of the Data by Submitter;

(c) Submitter has obtained from each tournament participant to whom any Data relates such participant's written consent permitting: :info: Submitter to submit the Data to PT.com, (ii) PT.com to process the Data for the purpose of calculating participant's USA Pickleball Tournament Player Rating ("UTPR"), and (iii) PT.com to make available and display the Data on the PickleballTournaments.com website and third-party websites;

(d) Submitter's submission of the Data to PT.com, and PT.com's use of the Data as permitted under these Terms, does not violate, misappropriate or infringe on the rights of any third party, including, without limitation, privacy rights, publicity rights, copyrights, trademark and/or other intellectual property rights; and

(e) Submitter has complied with all laws applicable to Submitter with respect to Submitter's collection and transfer of Data to PT.com.

2. Data Use and Security

2.1. Unless a participant to whom any Data relates is or becomes a PickleballTournaments.com account holder, PT.com will not use any Data of such participant for the purpose of contacting the participant or for any purpose other than those set forth herein.

2.2. Any participant to whom any Data relates who is not a PickleballTournaments.com account holder may become an account holder by registering on the PickleballTournaments.com website. If any participant to whom any Data relates is already a PickleballTournaments.com account holder at the time of submission of the Data, or subsequently becomes an account holder, PT.com may combine participant's Data with other data relating to the participant that PT.com has otherwise obtained.

2.3. PT.com agrees to store all Data in a database used exclusively for the calculation and display of UTPRs. PT.com has in place appropriate physical, electronic and managerial procedures intended to safeguard and secure all Data. However, Submitter understands and agrees that no storage system can be guaranteed to be 100% secure and PT.com cannot guarantee the absolute security of Data stored by PT.com.

3. Data Ownership. PT.com acknowledges and agrees that it does not obtain any ownershipinterest in any Data submitted by Submitter. Submitter grants PT.com a worldwide, non-exclusive, royalty-free, perpetual license to create derivative works from, exhibit, broadcast, syndicate, sublicense, and publicly display Data for the purposes set forth herein.

4. Fees. Submitter agrees to pay those fees displayed to Submitter at the time of Submitter's agreement to these Terms and/or at the time of submission of the Data to PT.com ("Fees"). PT.com employs the use of a third-party service provider, PayPal, for the purpose of facilitating payment of Fees.

By using PayPal to pay Fees, you agree to PayPal's terms of service (located at https://www.paypal.com/us/webapps/mpp/ua/useragreement-full ) and privacy policy (located at https://www.paypal.com/us/webapps/mpp/ua/privacy-full ).

5. Indemnification. Submitter shall defend PT.com, USA Pickleball, and their respective officers, directors, employees, agents and representatives ("Indemnified Parties") from all third party claims, lawsuits and causes of action arising in connection with Submitter's submission of Data or these Terms, including but not limited to, Submitter's breach of any representation, warranty or covenant of these Terms. Submitter shall indemnify and hold harmless Indemnified Parties from any damages, obligations, losses, liabilities, costs or debt, and expenses (including but not limited to reasonable attorney's fees) arising from such claims, lawsuits and causes of action.

6. Warranty Disclaimer. EXCEPT AS EXPRESSLY SET FORTH HEREIN, AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICES PROVIDED BY PT.COM AS DESCRIBED HEREIN ARE PROVIDED "AS IS" AND THERE ARE NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. PT.COM DOES NOT WARRANT THAT THE RESULTS OBTAINED FROM THE USE OF THE SERVICES WILL BE ACCURATE OR RELIABLE, OR THAT THE QUALITY OF THE SERVICES WILL MEET YOUR EXPECTATION.

7. Limitation of Liability. IN NO EVENT WILL PT.COM'S AGGREGATE LIABILITY TO SUBMITTER FOR ANY AND ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS EXCEED THE AMOUNT PAID BY SUBMITTER TO PT.COM IN CONNECTION WITH THESE TERMS OR THE SUBMISSION OF DATA. PT.COM WILL NOT BE LIABLE TO SUBMITTER OR TO ANY THIRD PARTY FOR ANY INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOST PROFITS, LOST REVENUES OR LOST BUSINESS, HOWEVER CAUSED, IRRESPECTIVE OF WHETHER OR NOT SUBMITTER OR THE THIRD PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME JURISDICTIONS DO NOT ALLOW THE LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, SO THE LIMITATION ABOVE MAY NOT APPLY. THE LIMITATIONS OF LIABILITY SET FORTH IN THESE TERMS WILL NOT APPLY TO THE EXTENT PROHIBITED BY APPLICABLE LAW.

8. General Terms

8.1. Waiver. The waiver of a breach of any provision of these Terms will not operate or be interpreted as a waiver of any other or subsequent breach.

8.2. Severability. If any provision of these Terms is held to be invalid or unenforceable for any reason, the remaining provisions will continue in full force without being impaired or invalidated in any way.

8.3. Entire Agreement. These Terms constitute the entire agreement between the parties with respect to the subject matter of these Terms and supersedes any prior inconsistent agreements, negotiations, representations, and/or promises, written or oral, with respect to the subject matter and is binding upon the parties and their permitted successors and assigns.

8.4. Governing Law; Jurisdiction; Venue. These Terms will be construed in accordance with and governed exclusively by the laws of the State of Washington applicable to agreements made among Washington residents and to be performed wholly within such jurisdiction, regardless of the parties' actual domiciles or place of residence. PT.com and Submitter irrevocably consent to the exclusive jurisdiction and venue of the state and federal courts of King County, Washington, USA. for all purposes in connection with any action or proceeding which arises out of or relates to these Terms.

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Frequently Asked Questions

Q: Is there documentation?

A: There is documentation and training videos, inside each tournament.

Q: What about training?

A: Usually for new users, we can arrange training, over the phone, for registration and pre-tournament support. If volunteers are used, to manage desk operations, we've found on-site training is sufficient, if an experienced supervisor is available. In all cases, it is extremely easier if the users are computer literate. This doesn't mean a guru, just familiar with regular operations: mouse, window usage, and printer operations.

Q: I'm running a tournament and something goes wrong?

A: With prior arrangements, we can be available, via phone, to help with issues. This is also a benefit for working live, on the internet. We can monitor and provide support.

Q: Who has access to my tournament information?

A: Only the users you have authorization and a few "super" users. The "super" users have authorization to all tournaments, to help solve issues and provide support, if necessary. They do not discuss your tournament without your permission.

Q: How long will the charts be available on the web?

A:Currently, there is no time limit on how long tournament information will be available.

Q: Can I download/upload my player information?

A:We have the ability to import player registration and event information for tournaments that handle registration outside of PickleballTournaments.com but wish to use PickleballTournaments.com to manage the tournament. This eliminates the data entry for the tournament.

Q: Why am I seeing skill levels (in black font) instead of UTPRs for my tournament?

A:UTPRs are only available to sanctioned tournaments.

Q: Can I test registration for my tournament before going live?

A: Yes, with a little bit of additional set up.

What Can I Use? All or part?

Q: Do you have to use it all?

A:No. Use what fits you. We do not recommend using the system just to enter names and create charts. There are many other alternatives, on the web, for that scenario. Below are options available:

A:) Manually enter registrations, create brackets, and print charts.

Although tedious, for entering registration information, you don't have to enter everything but at least their name, birthdate or age, email address, and events. This, at least, allows you to send confirmations, run reports, and dynamically create brackets based on skills or age groups. For players to see their history, they must have an account created.

We do not recommend having Events that are skill or age specific.. The system is designed to fill brackets based on the highest skill of the team and/or the youngest age of the team. Instead of specific skill, or age, events such as Men's Doubles 3.5 and Men's Doubles 4.0, you simply have Men's Doubles. Then create brackets separately for 3.5 and 4.0, etc. if desired, based on the players skill level. The same applies to age groups. In fact, you do not need separate registration items for groups such as juniors either UNLESS they have different fees.

B) Online registration, create brackets, and print charts.

This is the recommended minimum. Same as A but with online registrations. The players would still mail in registration form with payment, but the administrative tasks of manually entering player information for registration is eliminated.

Online registrations can also automatically add discounts, add fees, apply deadlines, and other features.

C) A/B and entering results, at the end of the day.

This is a common scenario, if internet isn't available, at the tournament site. The events are managed manually, scoresheets completed based on printed charts and match results are then entered, once the tournament is over, when and where an internet connection is available.

D) A/B with EVENT DESK

In this scendario, you have internet at the tournament. Scoresheets are printed and results entered real time. This provides live web updates and when the day is complete, everything is already in the system. Since the system is printing scoresheets, for new matches, there are no charting errors.

E) A/B/D with CHECK-IN DESK

The Check-in Desk is optional. The Event Desk portion will run regardless of whether the players are checked in or not. The Check-In Desk allows you to keep record, each day, of who has checked in, whether the registrants have received giveaway items, and whether a waiver or fees need to be collected.

Wireless Usage

Since this is an internet based system, there are many questions, regarding performance and costs, over wireless connections. Here are, hopefully, some answers to the common questions:

Q: How is the performance over a wireless connection, such as AT&T, Verizon, Sprint, etc...?

A: There is no definite answer to this. Every location is different based on the service and location of local towers. You must do your own tests to verify performance.  This system was developed as a light weight service, with minimal graphics and overhead. The realtime court displays have added to data usage, if used.

Q: Do I need a wireless connection for every computer?

A: Every computer must have a web connection, BUT, there are options available such as Verizon's MIFI, Cradlepoint routers, that allow you to share a single wireless connection, smart phones, that provide a hotspot, and more. Now, just as there are pay-as-you-go phones, there are pay-as-you-go internet hot spots. You can buy a WIFI hotspot for under $100, with 'x' amount of data and no monthly contract. If you need more data, you pay for it, but, again, no monthly contract.

Q: Are the computers restricted in their functions?

A: No. Any computer can be used for Check-in or Event Desk operations. If you have two computers, both can be used for check-in, during the busy early rush, then when matches complete, one can be used for result entry. If there is a rush in matches completing, both computers can be used for result entry.

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Advantages

• Single Integrated Solution (Registration thru Result posting)
• Players manage their own information and partners. They have access to their information at anytime to confirm registration.
• Online Payments  (via PayPal).
• Online Waiver signing.
• Player checks: Membership, rating
• Automatic bracket placement based on age(s), skill(s), or both.
• Public access to player lists, brackets, and results.
• Integrated and secure email to players.
• Tournament/Event Estimates and Daily Schedule Planning.
• Web hosting of tournament information.
• Use what fits you. Registration can be done manually or online. You can use the tournament desk to print and enter results, or print the charts, run the tournament manually, and enter the results later.
• Web based. Always have the latest software and fixes. No local software installed except for printing scoresheets. There is actually a way to print a mini-scoresheet and not install the printer software spooler.
• Multi-user access. Functions may be distributed to multiple people/locations.
• Granular security. Each administrative user can have separate authorizations per tournament.
• Real-time support for tournaments with multiple venues
• Player history. Tournament results are merged into central player database. No other place on the web is available to view a player's history.

Disadvantages

• PC/Internet comfort level.
• THIS IS A LARGE SYSTEM WITH MANY FEATURES. It can be over-whelming, but once configured, most operations are simple, and hopefully, straight-forward.
• Requires PC(s) w/Internet Access. This is not a stand-alone system.
• Requires PC w/Windows for tournament desk to print scoresheets. Only the PC with the printer is required to be a Windows PC. Others may be any platform.
• For tournaments, need equipment (PCs/printers), electricity, and 'good - dependable' internet access.
• Limited support.

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