Southwest - Player Information

Player information on this page:

 IMPORTANT DEADLINES

Friday, January 19, 2018 at 11:59pm ET — Stay and play exemption form due
Friday, February 2, 2018 at 11:59pm ET – Team registration deadline
Sunday, February 11, 2018 at 11:59pm ET – Season play deadline
Friday, February 23, 2018 at 9:00am CT - Roster deadline (24 hours before event)

 TEAM REGISTRATION

For a team to compete in the Southwest regional championship, it must be registered for the tournament at least 3 weeks prior to the event, by Friday, February 2, 2018 at 11:59pm ET. All season play requirements must be met by Sunday, February 11, 2018 at 11:59pm ET.

Team registration for the regional championship is a five-step process. Teams must be official USQ teams before registering for the regional championship.

To see your team's current registration status, please view this spreadsheet.

  1. Fill out the registration form.

  2. Register for the event on the calendar.

  3. Sign up for hotel accommodations, as required per the stay and play policy.

    1. Information on hotels is available below. Teams must fill out the hotel request form and reserve hotels by the deadline above. 

    2. The only exception to the stay and play policy is for teams who are located within 100 miles of the tournament site address. To request an exemption, teams must fill out this form no later than the deadline listed above.

  4. Fill out the referee crew form. All teams competing at US Quidditch events are required to supply a five-member crew of fully certified officials. These officials must meet the following criteria: at least two lead assistant referees, at least one snitch referee, and at least two assistant referees. While all officials must hold the minimum certification level required for their role, teams are discouraged from listing certified head referees in the SR and AR spots. Individuals listed on a team's ref crew must be certifed by the registration deadline. 

  5. Complete pre-regional championship season requirements. For these requirements to count all games must have scores submitted to USQ by the deadline listed above.

    1. For teams with a fall regional: you must play at least three games against two teams at one event at least two weeks before regionals.

    2. For teams with a spring regional: you must play at least five games against three teams in two events at least two weeks before regionals.

    3. To see more information on this policy, click here.

Teams must also complete the requirements listed here to be eligible to compete officially in all events, not just USQ hosted regional and national championships.

HOTEL ACCOMMODATIONS

The following hotels are available to teams. Please do not contact the hotels directly to book. Booking will open on Monday, September 25 at 5pm ET. At that time, teams will be asked to fill out a form stating: their top 3 choices for accommodations out of the options listed below, how many rooms they need, and how many nights they will be staying. USQ staff will assign teams to hotels on a first come, first serve basis. Once a team has been assigned a hotel, they will be given the link to book. Please note that hotels may have additional deadlines that teams may need to adhere to. Those deadlines will be communicated by the hotels to the teams during the booking process.

Additional information on hotels will be available later in September. For questions in the meantime, contact events@usquidditch.org.

Holiday Inn Express

5300 Kell W Blvd, Wichita Falls, TX 76310

  • Price per night: $109.00
  • Max occupancy per room: 4
  • Distance to the fields: 2.2 miles/6 minutes from the fields
  • Breakfast is included in the rate.
Rodeway Inn

4414 Westgate Dr, Wichita Falls, TX 76308

  • Price per night: $78.00
  • Max occupancy per room: 4
  • Distance to the fields: 3.8 miles/10 minutes
  • Breakfast is included in the rate.
Hampton Inn

4217 Kemp Blvd, Wichita Falls, TX 76308

  • Price per night: $104.00
  • Max occupancy per room: 4
  • Distance to the fields: 4.5 miles/10 minutes
  • Breakfast is included in the rate.
Candlewood Suites

1320 Central E Fwy, Wichita Falls, TX 76306

  • Price per night: $100.00
  • Max occupancy per room: 4
  • Distance to the fields: 10.4 miles/15 minutes
  • Breakfast is included in the rate.

 ORIENTATION PACKET

The team orientation packet (formally called the welcome packet), is available here.

Player Check in and Captains’ Meetings

Player check-in will happen at select hotels on Friday evening. We encourage teams to check in at the appropriate hotel on Friday night in order to avoid possible delays at the tournament site Saturday morning. Any players, coaches, or non-playing staff that do not check in on Friday evening must check in on Saturday morning. Any player who has not yet checked in will not be permitted to enter the fields, nor will they be permitted to play in any games until they have completed the registration process. Players who violate this policy are at risk of disqualifying their entire team from the event.

Captains’ meetings will be held at the the same hotels as player check-in. Each meeting will be between the TD or ATD and the captains. It is mandatory that captains attend one of the meetings. If no representative from your team will be able to attend any of these meeting times, please let us know in advance via email at events@usquidditch.org. During this meeting, USQ staff will provide an overview of the event, describe tournament-specific policies, and answer questions. Each team is required to send at least one (and no more than three) representative(s) to the meeting.

Friday, February 23
9-9:45 PM - player check-in at Candlewood Suites. 1320 Central E Fwy, Wichita Falls, TX 76306. Coaches meeting at 9:15 PM
10:15-11:15 PM - player check-in at Hampton Inn. 4217 Kemp Blvd, Wichita Falls, TX 76308. Coaches meeting at 10:30 PM. (The Hampton Inn is next door to the Rodeway, and approximately 5 minutes from the Holiday Inn Express)
 
For those that can’t make one of these times, we will be starting player check-in at the fields on Saturday at 8am. A captains meeting will also be held at 8am.

 GAMEPLAY FORMAT

The 2018 USQ Southwest Regional Championship will be a round robin into a playoff in the community division, and a pool play into bracket play tournament in the collegiate division. The gameplay schedule can be found here.

Please note that the games are listed in the time slot that they will take place, but the game number does not correlate to a field assignment. Pitches will be assigned and announced when the officials schedule is released.

UPDATE FEBRUARY 20, 2018

Lumberjack Quidditch is unfortunately no longer able to attend the event. Due to the imbalance in pool sizes after this change, the gameplay department has elected to redraw pools in the collegiate division, so that no team is impacted more than another by this change.

The updated pools are as follows, with teams listed in alphabetical order:

Pool A: Louisiana State University, Loyola University New Orleans Quidditch, Texas Quidditch, Tulane University

Pool B: Austin Quidditch, DeathRow Quidditch Team, SHSU Quidditch, Texas A&M Quidditch

Pool C: Oklahoma State University, San Marcos Sharknados, Texas Tech Quidditch, UTSA Club Quidditch

Pool D: Baylor University, Texas State University - San Marcos, Texas, The Silver Phoenix, University of Arkansas

COMMUNITY DIVISION

The community teams will participate in a single round robin, playing each other team one time. The teams will then be seeded. The first and second place teams will play a series to determine the regional champion, and both teams will receive a bid to US Quidditch Cup 11. The third and fourth place teams will play a series to determine the third bid. Both series will be best of three game series.

If the higher ranked team won the matchup in round robin play, then that game will be treated as the first game of the series. One or two more games will then be played to determine the winner of the best-of-three series.

In the event that the lower ranked team won the matchup in round robin play, the round robin game will be disregarded, and a fresh best-of-three game series will be played.

The six community teams competing at this event are (listed in alphabetical order):

  • 290 Bluebonnets
  • Bad and Rougie Quidditch Club
  • Houston Cosmos Quidditch Club
  • Lone Star Quidditch Club
  • Texas Cavalry
  • Valkyries

Three community teams will qualify for US Quidditch Cup 11. To learn more about qualification, please see this article.

COLLEGIATE DIVISION

The collegiate teams were originally going to participate in pool play in four pools, one of five (5) and three of four (4), before continuing on to a bracket structure to determine the collegiate regional champion as well as the eight (8) collegiate teams who qualify for US Quidditch Cup 11. With the new changes, that has been changed to four pools of four (4). The collegiate teams will still continue on to a bracket structure to determine the collegiate regional champion as well as the eight (8) collegiate teams who qualify for US Quidditch Cup 11.To learn more about qualification, please see this article.

New pools:

Pool A: Louisiana State University, Loyola University New Orleans Quidditch, Texas Quidditch, Tulane University

Pool B: Austin Quidditch, DeathRow Quidditch Team, SHSU Quidditch, Texas A&M Quidditch

Pool C: Oklahoma State University, San Marcos Sharknados, Texas Tech Quidditch, UTSA Club Quidditch

Pool D: Baylor University, Texas State University - San Marcos, Texas, The Silver Phoenix, University of Arkansas

Original pools:

The pools for the collegiate division are as follows (listed in alphabetical order):

Pool A: Austin Quidditch, SHSU Quidditch, The Silver Phoenix, University of Arkansas, UTSA Club Quidditch

Pool B: Baylor University, Loyola University New Orleans Quidditch, Texas Quidditch, Tulane University

Pool C: Louisiana State University, San Marcos Sharknados, Texas State University - San Marcos, Texas Tech Quidditch

Pool D: DeathRow Quidditch Team, Lumberjack Quidditch, Oklahoma State University, Texas A&M Quidditch

On Sunday, the top four teams in each pool will make it into bracket play. Eight total teams (the top two in each pool) will advance to the championship bracket on day 2. This bracket will be structured so that the top four teams (the highest-seeded team from each pool) must lose twice on Sunday to be removed from contention for the championship, and the second seeds from each pool will be eliminated from championship contention on their first day 2 loss. If the winner of Game T wins Game V, the two teams will play again (Game X) to determine the champion, as neither team will have met the above criteria for elimination.

The top team from each pool will receive a bid to US Quidditch Cup 11 upon the conclusion of day 1. The second-seeded team from each pool will receive a bid if they win their first game of day 2. If they lose their first game in the championship bracket, they will continue to compete for one of the remaining bids through the qualification bracket.

Teams ranked third or fourth in their pool will enter the qualification bracket to compete for one of 4 additional US Quidditch Cup 11 bids.

The original ranked list was divided into four pots by seed, and each pool had one team randomly drawn from each pot. The rankings were based on the USQ standings, per the rankings algorithm described here. The pots that teams were drawn from are as follows:

Revised pots:

Pot 1: Texas Quidditch, Texas State University - San Marcos, Texas, Texas A&M Quidditch, UTSA Club Quidditch

Pot 2: Louisiana State University, Baylor University, SHSU Quidditch, Texas Tech Quidditch

Pot 3: Oklahoma State University, Tulane University, The Silver Phoenix, Austin Quidditch

Pot 4: DeathRow Quidditch Team, San Marcos Sharknados, Loyola University New Orleans Quidditch, University of Arkansas

Original pots:

Pot 1: Texas Quidditch, Texas State University - San Marcos, Texas, Texas A&M Quidditch, UTSA Club Quidditch

Pot 2: Louisiana State University, Baylor University, SHSU Quidditch, Lumberjack Quidditch

Pot 3: Texas Tech Quidditch, Oklahoma State University, Tulane University, The Silver Phoenix

Pot 4: Austin Quidditch, DeathRow Quidditch Team, San Marcos Sharknados, Loyola University New Orleans Quidditch

 GAMEPLAY INFORMATION AND POLICIES

Seeding will take place two weeks before each regional championship. For games to be included in the rankings used for seeding, they must be submitted by Sunday, February 11 at 11:59pm ET.

Tiebreakers

The standard USQ tiebreakers will be used:

  1. Head-to-head (when applicable between all tied teams)
  2. Win record before snitch catch
  3. Quaffle points against (QPA)
  4. Quaffle points for (QPF)
  5. Snitch catch percentage
  6. Coin flip/random selection

For a more complete explanation of the tiebreakers, please click here.

Please note that the USQ forfeit procedure will be in effect during this event. Teams who forfeit a match may be required to forfeit the remainder of their scheduled games and may be subject to disqualification from the remainder of the tournament. Teams who are disqualified from their regional championship are ineligible to compete at US Quidditch Cup 11 through either a bid earned at the regional championship or an at large bid. This includes bids that were already earned at the event prior to the disqualification.

  • Forfeits done in game are reviewed on a case-by-case basis for both forfeiting the rest of the tournament and disqualification.
  • Forfeits due to violations of tournament policy will always result in automatic disqualification.
  • Forfeits done before the game begins will always cause the team to forfeit the rest of the tournament, and will be reviewed for disqualification.

Any games forfeited at a regional championship will be entered into the official USQ rankings as a 150*-0 loss for the forfeiting team. 

As with all official games, each team’s roster of up to 21 players must be submitted through the USQ website no later than 24 hours before the start of the event.

All standard USQ gameplay policies will be in effect for this event, as outlined here.

SNITCH HANDICAPS

18 minutes - Must remain between keeper zones

23 minutes - Must remain within roughly 1.5 yards of the midfield line

28 minutes - Only one arm

33 minutes - Must remain within roughly 1.5 yards of the intersection of the midfield line and the sideline opposite the scorekeeper table and team benches.

 QUALIFICATION FOR US QUIDDITCH CUP

There are eight (8) bids available in the collegiate division, and three (3) in the community division. 

 VOLUNTEERING AND OFFICIATING

The officiating schedule is available here

TEAM PROVIDED REFEREES

Teams are required to submit referee crews to help fill several game slots. If a team does not fulfill their referee obligations or their referees do not show up for their games as assigned, they will be subject to forfeit for all remaining games of the tournament.

 POST-EVENT INFORMATION

Do you have any feedback about the event? Please fill out our event survey here!

Referee evaluations may be submitted by coaches, players, other referees, spectators, or event staff. Please use this form to submit a review for any referee (including head referees, assistant referees, or snitch referees).

Please use this form to submit a snitch evaluation.

If you sustained an injury at the event, please complete the incident report form. Please fill out this form whether or not you plan on filing an accident insurance claim. The more we know about injuries that occur in quidditch, the safer we can make the sport for the future! We recommend filling out this form within 48 hours of the event at which an injury occurred.

If you have any other feedback or more lengthy thoughts after the event, we encourage you to reach out to us at events@usquidditch.org.