Check List for the 10 and Under Workshop Host Site Director
Before Workshop | Day of the Workshop | After the Workshop
Before the date of the workshop:
At least 1 Month in Advance:
_____ Submit an application for approval
Immediately after receiving approval:
_____ Promote the Workshop (20 participants needed)
In addition to your coaches you can help the community by inviting others who might be interested in working with children 10 and under. High School Coaches, After School Providers, Boys & Girls Clubs, Parks & Recreation Instructors, Moms, Dads and Grandparents are just some of the people who may attend. Customizable marketing materials be at www.usta.com/ctmarketing.
_____ Register participants & collect fees
If you have not used online registration, keep a list of the people who have signed up and
paid for your workshop. Collecting the funds prior to the workshop will help ensure their
attendance the day of the workshop. Online registration is optional through Active.com. You
will be contacted by an Active representative to help set up your registration.
2 weeks in advance:
_____Confirm estimated participant number
Respond to the email from email@example.com with your number of participants. This
number is used to determine the materials sent for your workshop. To allow for any
walk-ins, please order a few extra sets of materials. Materials can only be shipped once to
each workshop location.
_____ Contact your trainer, discuss details
Our trainers are all USPTA and/or PTR certified and receive intensive training. They look
forward to discussing your needs and the makeup of your audience. If the trainer is flying in,
please provide ground transportation.
_____ Secure extra equipment if necessary
You will receive some red foam balls and orange balls for your workshop as well as one
18ft. net. You may need to supplement this supply. You will need enough 21" and 23"
racquets for every participant. Work with your trainer and your section to secure enough
equipment for your workshop.
1 week in advance:
_____ Review workshop details/schedule with trainer
Touching base with your trainer(s) will help to make sure that you are both on the same
page. This is a great time to let them know the number of participants expected and any
last minute details can be worked out. Together you will make a powerful combination for a
2-3 days in advance:
_____ Receive and unpack materials from NetKnacks
Your materials will arrive about 2-3 days before the workshop. Open the boxes check the
contents against the enclosed instructions. Email firstname.lastname@example.org immediately if
there is a problem with the shipment.
Ensuring that everything is set up prior to your guests arriving makes for a great start to the
day. Your trainer will also appreciate time with you to go over last minute details before the
_____ Assist the trainer with set-up.
Many trainers will take care of the majority of set-up on their own, but there may be some
things that they will need help with. Your assistance is always greatly appreciated.
_____ Greet and register the participants.
Having a registration area where you can actually greet the attendees creates a great start
to the activities. They will appreciate meeting the host personally.
_____ Distribute participant manuals at registration.
The participant manual will be used by the participants throughout the day. Please make
sure to hand out a pen as well. All other items for the participants should be held until the
end of the workshop.
_____ Help collect participant evaluations & distribute practice plans as evaluations are
The data collected on the evaluations is critical to planning future workshops. We
appreciate your efforts to have everyone in attendance complete an evaluation. Once an
evaluation is completed please give each participant the Learn to Rally and Play Book.
_____ Review participant evaluations with the trainer
Like you, the trainer has a vested interest in the outcome of the workshop. Taking a few
moments to review the participant evaluations together can be a very rewarding experience.
The trainer will then take the evaluations and send them to the national office.
After the workshop:
_____Return extra sets of materials to Netknacks.
If you have 5 sets or more of the participant materials left over, we ask that you return them
using the return address information from Netknacks.
*Click here to go back to the basic checklist.
Additional questions or concerns? Please contact us at email@example.com.