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RCW Detailed Check List for the Workshop Organizer

Before WorkshopDay of the WorkshopAfter 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 oncourttraining@usta.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
    1 week in advance:

   _____ Review workshop details and schedule with trainer
   You can help the trainer prepare by providing information about the people who will be
   coming to the workshop. Items like coaching experience, teaching experience, newbie’s to
   coaching, newbie’s to tennis, etc. would all be helpful to the trainer.
   _____ Make plans for lunch and beverages
   Lunch should be offered on site on site due to time lost if folks travel from the site to grab
   something to eat. Pizza or sandwiches with soda/water would be sufficient.

    2-3 days in advance:

   _____ Receive and unpack materials from NetKnacks
  Your workshop materials will be coming from the USTA via NetKnacks. Upon arrival unpack
   each box and check the contents to the packing list.Email
   immediately if there is a problem with the shipment.
   _____ Prepare participant packets from received materials
   You will find detailed instructions with your shipment. Simply follow the instructions to
   prepare the participant packets.
   The day of the workshop:

_____ Arrive 1 ½ hours early for set-up.
   Early arrival will help you set the tone for the day. It will provide much need time to organize
   the registration area and to greet the trainer. We ask that our trainers arrive at least 1-hour
   _____ Assist the trainer with set-up.
   Generally, the trainer will be self sufficient with the court set-up by may need an extra hand.  
   Having the Host Site Director available really lends assistance to the trainer.
   _____ Greet and register the participants.
   Having a personal touch at the registration table sets a great tone for the workshop. As the
   participants register, they should receive a name tag, pen and participant manual. All other 
   materials will be distributed at the end of the workshop.
   _____ Distribute participant manuals at registration.
   After registering the participant should receive the participant manual, a name tag and a
   pen. All other materials get handed out at the conclusion of the workshop.
   _____ Distribute lunch
   Lunch should be offered on site due to time lost if folks travel from the site to grab
   something to eat. Pizza or sandwiches with soda/water would be sufficient.
   _____ Collect participant evaluations & distribute participant materials as
                Evaluations are collected
   At the conclusion of the workshop please collect an evaluation form from each participant.
   We rely on this feedback to make enhancements to our workshop. When a completed
   evaluation form is turned in, then hand the remaining materials to that participant.
   _____ Complete Host Site Evaluation Form
   We want to make sure that we are meeting your needs. The information that you complete
   on this form helps us shape the program for the future.
   _____ Review participant evaluations with the trainer
   Upon completion of the workshop, please take a moment to review the evaluations with the
   trainer. These provide a snapshot of the day from the participant point of view.

    After the workshop:  

   _____ Complete W-9 form for reimbursement

   This IRS form is used by the USTA to request your taxpayer identification number. Simply
   fill in your name, address and Social Security number or the name and Employer
   Identification number of your business. Your reimbursement check will be made out to the
   name and address provided.
   _____ Return Host Site Evaluation and W-9 to;
   Catalina Brockland
   70 West Red Oak Lane
   White Plains, NY 10604
   These materials are needed before a check request can be made for your reimbursement.
   _____ Return extra sets of materials to Netknacks
   If you have 5 sets or more of the participant materials they need to be returned Netknacks,
   using the return address information provided, at your expense so they can be placed back
   into inventory for future workshops. After these materials are received, your reimbursement
   check will be processed.

*Click here to go back to the basic checklist.

Additional questions or concerns?  Please contact us at oncourttraining@usta.com.

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