Junior Circuit Host Spotlight: Vern Leslie

Vern Leslie first started assisting with 12 and under events at the Palo Alto Tennis club in 2012 while he was coaching middle school tennis for the city of Palo Alto. He used that opportunity to learn all he could from the hosts, and then he decided a year later he was ready to administer junior circuits on his own.

To this day, Vern gladly serves as a host for USTA NorCal junior circuits (formerly known as tournament or junior circuit) in the Peninsula and calls himself a proud member of the USPTA.

“I've been running junior circuits since 2013 because I have a passion for the game of tennis,” Vern said. “I love to provide a competitive outlet for kids, but I also focus on making my tournaments relaxed and fun because I want to promote a no stress environment where kids can enjoy the sport.”

So, what does it take beyond passion and love for the game to host USTA junior circuit events? We asked Vern as a seasoned host to give us a behind the scenes look on what it takes to organize and run a tournament:

My preparation starts at least six months in advance with finalizing dates for the event. Once the dates are determined, I make a request to the city for court reservations and the approval process takes anywhere between two to six weeks. Once the dates have been approved by the city, I then secure the insurance documentation, which covers me, the organization (PATC), the city of Palo Alto, and the USTA in the event of any liability claims. Next, I make sure all documents needed for the circuit event are complete. This includes the Site Permission Letter (SPL), the court reservations, and the insurance coverage. I also ensure that I am SafePlay approved. Then all of the documents are submitted for approval on the dates provided.

Once the event has been approved, I start another preparation process. One month from the event date I start ball and trophy/medal purchases. I then create a checklist of equipment needs, which includes canopies, chairs, tables, banners, PA, snacks, scorecards, and stationery to name a few.

One week before the event I do a final equipment check and court inspection. Typically, when the registration date closes, I have to make selections for the event. Because I have a limited number of courts, I can only select a limited number of players. These players are simply chosen on a first come, first served basis and not on merit. This is because the events that I host are for 10 and under players and at this age they have no ranking. Once I make the selections, players are charged and are notified immediately of their status (in/out).

After the selections have been made, I start with the creation of the draw. This process is eased by the assistance of Chris Samuel at the USTA NorCal office, who creates a spreadsheet of player points accumulated. This is helpful when creating draws and eliminates experienced players competing against beginners.

After the draw has been finalized, I start the scheduling section of the draw and it’s posted 72 hours prior to the event. Posting the schedule alerts players of the match start times. I often get inundated with requests to either withdraw or to reschedule. If a player withdraws, I have to then find another by accessing the alternate list. Sometimes the alternates have already withdrawn or made other plans, and sometimes a miracle happens when I do manage to find a player who has anxiously been awaiting a withdrawal. Receiving a withdrawal on the day of the event is the most stressful occurrence ever. Just saying!

The day before the event I host a zoom call for all parents and players who are new to the event and need a little direction. It’s basically a Q&A for event day. I also make sure I pack the truck the night prior to the event.

On event day, I rise at 5:30am, print all draws and schedules, grab some coffee, two laptops (MAC and PC), and head out the door by 6:15am. On arrival at the site around 6:45am, I start setting up the canopies, tables, chairs, banners, snacks, water, balls, and scorecards. I check the net height and clean the courts if needed. The first players arrive around 7:30am. I check all of first-round match players in, have a player and parents meeting, review the rules and send them out with enough time for a 5-minute warm-up before the matches start promptly at 8am.

Throughout the day, I have to man the desk, check players in for matches, walk the courts to supervise play and parents, chat, enter scores, send matches out, break up fights between parents, have a bite to eat, and entertain players who constantly want to know when their next match is. With the last match scheduled at 5:20pm, I start the lengthy packing up process. By the time the last match is done, I am reminded of how long the day has been and for how many years I have repeated the same process on my own.

So, to anyone who aspires to do what I am doing, be prepared! But, it’s a lot of fun!