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Paperwork/Check In

Deadline to Check-in online is October 1st, 2023!

Email Check-In Documents to 

Three (3) pieces of information must be included in the email (Tournament Roster with guest players written in on the bottom, Player Cards and coaches cards, and the Team Check In Sheet In addition, teams from outside of Region 1 will need approved Permission to Travel forms.  Permission to Host Form

  1. Teams need to provide: Copy of their State Approved Roster or their US Club Approved Roster.  Please mark out any players not attending the event and write-in any guest players.  See note below concerning guest players.
  2. A copy of each US Youth Soccer Player Pass or each US Club Players Pass (ONLY the front side that shows picture and Date of Birth must be copied).  Also provide copies of player cards for guest players.  Include the coaches card.
  3. A confirmation letter with your signature that you will have at the event a copy of each Medical Release Form from each player.  Your club's medical release form is acceptable.  Click here for the form.
  4. USYS Teams from outside of Region 1 must have a Permission to Travel Form attached to the email. US Club teams do not need a Permission to Travel form.
  5. After you have gathered all required documents and scanned them into 3 separate files, email them to Kathy Schmidt.

Please send all required documents in as few files as possible (zip files are recommended, do not send jpg copies and PDF files take the least amount of space) Include the team name, age group and gender in the file name (Example:  U14GirlsRichmondKickersSouthRosterandcards.pdf) Most files in pdf will probably have to be compressed into a smaller size file using a pdf compressor program.

Email the document to: In the subject of the email include your complete team name, age group and gender of the team: Example:  U14 Girls Richmond Kickers South

Questions?   Email

Adding Guest Players

Step 1: Obtain the guest players current player card and medical release form
Step 2: Add the guest player to the roster.  Please hand write their full name, unique jersey number, player identification number and birthday below the existing rostered players
Step 3: Include Guest Players’ player card and medical form with the rest of your team information when emailing documents.

Special Note on Guest Players

US Club Soccer teams may only take guest players registered under US Club Soccer, and USYSA teams may only take guest players registered with properly stamped USYSA player pass cards.

If the guest player is a recreation player they must have a recreation card and medical release form. Recreation cards do not require photos.

All teams must have their tournament roster, cards and medical release forms at each game for review by the tournament officials if needed. Any team not able to produce the items if requested may be forced to forfeit the game.

No player may play for more than one team during the event.  Penalty for violation of this rule is a forfeit and possible dismissal from the remaining matches.

Questions? Contact

If you missed online check in you must follow this procedure:

Arrive 45 minutes prior to your first game at the site coordinators tent where your first game is located.   Team Representative must have present at registration:

  • Original and 2 copies of team roster (Guest Players to be written on the bottom of a “Tournament Roster” which will then be photo copied 2 times and submitted. DO NOT write on the original roster as issued by your association!) Guest players must be carded and eligible according to the Tournament Rules. 
  • All player passes (USYSA, US Club Soccer, or Recreation passes) 
  • Permission to Travel forms if required (See rules). 
  • USYSA passes may not be used with US Club Rosters, and US Club rosters may not be used with USYSA Passes.

Medical release forms for all players. (Your league forms are acceptable.)  Medical release forms for each participating player must be presented at team registration. Medical Release forms do not have to be notarized.** A Physician’s release must also be presented during registration for any player wearing a cast. (see cast rule) This release must be available for a match official to review. The final decision on whether the player may participate will be up to the match official.