Team Registration for Regional Championships

Player information on this page:

This page contains information on how to register for USQ regional championship or circuit event. Please note that the process for collegiate and club teams is very similar. For ease of referencing, when we write out  [Region] Regional Championship (IE Northeast Regional Championship or South Regional Championship) we are referring to both divisions that could be competing, college and club. We will always specify the division when we are talking about something that applies to only college or only club.

 IMPORTANT DEADLINES

All deadlines are at 11:59 pm ET, except for the roster deadline. Rosters are due 24 hours before the start time of each event.

Please note that teams are required to fill out the hotel request form or the stay and play exemption form (whichever is applicable) earlier than the other registration steps. More information about this step in the registration process is available below.

REGION

NORTHEAST

GREAT LAKES

MID-ATLANTIC

MIDWEST

SOUTHWEST

SOUTH

WEST

Stay and Play Exemption Form Due Thursday, September 26 Thursday, September 26 Thursday, October 3 Thursday, October 3 Thursday, January 2 Thursday, January 9 Thursday, January 16
Bid Allocation Registration Due Sunday, September 30
Hotel Request Form Due Thursday, October 3 Thursday, October 3 Thursday, October 10 Thursday, October 10 Thursday, January 9 Thursday, January 16 Thursday, January 23
Registration Deadline (Hotel Reservations Due) Thursday, October 10 Thursday, October 10 Thursday, October 17 Thursday, October 17 Thursday, January 16 Thursday, January 23 Thursday, January 30
Team Logo Submitted (optional) Sunday, October 13 Sunday, October 13 Sunday, October 13 Sunday, October 13 Sunday, January 26 Sunday, January 26 Sunday, January 26
Trading Cards Submitted (optional) Sunday, October 13 Sunday, October 20 Sunday, October 27 Sunday, October 27 Sunday, January 26 Sunday, February 2 Sunday, February 9
Season Play Requirements Due for Collegiate Teams Sunday, October 13 Sunday, October 20 Sunday, October 27 Sunday, October 27 Sunday, January 26 Sunday, February 2 Sunday, February 9
Additional Team Staff Submitted (optional) Friday, October 25 Friday, November 1 Friday, November 9 Friday, November 9 Friday, February 7 Friday, February 14 Friday, February 21
Rosters Due Friday, October 25 Friday, November 1 Friday, November 8 Friday, November 8 Friday, February 7 Friday, February 14 Friday, February 21
First day of Competition Saturday, October 26 Saturday, November 2 Saturday, November 9 Saturday, November 9 Saturday, February 8 Saturday, February 15 Saturday, February 22

 TEAM REGISTRATION

For a team to compete at a USQ regional championship or circuit event, it must be registered for the tournament at least 3 weeks prior to the event (2 weeks for the Northeast events). For collegiate teams, all season play requirements must be met at least 2 weeks prior to the event. For club teams, there are no season play requirements for circuit events.

Team registration for the regional championship is a five-step process for collegiate teams and a four-step process for club teams. Teams must be official USQ teams before registering for one of these events.

As with previous seasons, a spreadsheet with all teams’ current registration status is available here. It also tracks progress towards bid allocation registration requirements.

  1. Sign up for hotel accommodations, as required per the stay and play policy, or fill out the exemption form here. The hotel request forms will open on Friday, September 27 for fall regional teams and by Thursday, October 2 for spring regional teams.
    1. Northeast
    2. Great Lakes
    3. Mid-Atlantic
    4. Midwest
  2. Fill out the registration form here.
  3. Register for the event on the calendar. To request attendance, have a team admin login to the USQ website. Then, go to the appropriate event calendar link. Click the blue button that says Request Attendance. 
  4. Reserve hotel rooms by emailing proof of reservation to events@usquidditch.org. The easiest way to do this is by forwarding the confirmation email(s) from the hotel. Please use the subject line “Hotel reservation for TEAM at HOTEL”. Replace TEAM with your team’s name and HOTEL with the name of the hotel your team is staying at. 
  5. For collegiate teams, 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 membership requirements listed here to be eligible to compete officially in all events, not just USQ hosted regional and national championships. These requirements include:

  • Having a fully certified coach at least 24 hours before the start of your team’s first official match of the season
  • Completing the team referee and snitch runner requirements. 
    • If your team is competing at a fall regional championship, you must complete the team referee and snitch runner requirements by the season play deadline for that specific event. 
    • If your team is competing at a spring regional championship or not going to a regional championship at all but still an official member team, you must complete the requirements by either the season play deadline for the final fall regional championship, or one month after your team registers for the season, whichever comes later.
  • For collegiate teams, submitting proof of enrollment for all the players at the beginning of the season (at least 24 hours before the start of the first event they are competing in officially) and again after January 1.

Lastly, there are three optional registration steps a team may do:

  1. Designate additional team staff
  2. Submit trading cards for players
  3. Submit a logo

HOTEL ACCOMMODATIONS

The hotel request form for USQ regional championships was originally scheduled to be available on Tuesday, September 17. Due to some delays with the hotel contracting process, we will be releasing it for fall regional teams next week and spring regional teams the week after. The form for fall regional teams will be posted on Friday, September 27 at 5 pm ET. The form for spring regional teams will be posted on Thursday, October 2 at 5 pm ET. 

We apologize for the delay. It’s primarily to give us more time to negotiate lower hotel rates with some of our partners. Rates will most likely be between $80 and $125 a night, excluding tax. 

Please do not contact the hotels directly to book. To book, fill out the hotel request form. On the hotel request form, teams will be asked to fill out a ranking their choices for accommodations out of the options available, how many rooms they need, how many players they need to house, 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 booking instructions. 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.

For most hotels, we only have rooms available for Friday and Saturday evening. However, if your team would like to stay additional nights, please let us know through the hotel request form. We are often able to easily add extra nights to our block at the same contracted rate. Non-playing members of your team, including a non-playing coach, team staff, etc are welcome to stay with your players at the same hotel. Just include them with the number of people you need to house when you fill out the hotel request form. 

More information on USQ’s stay and play policy and the hotel booking process is available here

Northeast Regional Championship Hotels

Hotel request form

Hotel Name

Address

Rate Per Night (excludes taxes)

Room Type and Max Occupancy

Distance to the Fields

Breakfast

Fairfield Inn Providence Airport 1940 Post Rd, Warwick, RI 02886 $125.00 Queen/queen, 4 people 12 min / 4.3 miles Free full hot breakfast buffet is included in the rate.
Radisson Hotel Providence Airport 2081 Post Rd, Warwick, RI 02886 $125.00 Double/double, 4 people 12 min / 4.5 miles Breakfast is included in the rate.

Due to corporate policy, the Fairfield can only guarantee our block of rooms until October 4. However, we have spoken to the sales manager and they will work with us as much as possible if teams need more time. 

Great Lakes Regional Championship Hotels

Hotel request form

HOTEL NAME

ADDRESS

RATE PER NIGHT (EXCLUDES TAXES)

ROOM TYPE AND MAX OCCUPANCY

DISTANCE TO THE FIELDS

BREAKFAST

Comfort Inn & Suites 5944 West Chester Rd, West Chester, OH 45069 $95.00 Queen/queen, 4 people 15 min / 5.8 miles Breakfast is included in the rate.
Four Points by Sheraton Cincinnati North 7500 Tylers Pl Blvd, West Chester Township, OH 45069 $109.00 Queen/queen, 4 people 10 min / 2.5 miles Breakfast is included in the rate.
Hilton Garden Inn West Chester 9306 Schulze Dr, West Chester Township, OH 45069  $109.00 Queen/queen, 4 people 15 min / 5.5 miles Breakfast is included in the rate.

Note that the Hilton Garden Inn is offering free uniform laundry service to teams. A representative of a team staying at the hotel can drop off all team uniforms for them to wash. Drop off Times from: 5pm to 7pm. Pick-up Times: any time after 11pm the same day or the next morning.

Mid-Atlantic Regional Championship

Hotel request form

HOTEL NAME

ADDRESS

RATE PER NIGHT (EXCLUDES TAXES)

ROOM TYPE AND MAX OCCUPANCY

DISTANCE TO THE FIELDS

BREAKFAST

Best Western Plus 909 N. Spence Avenue, Goldsboro, NC 27534 $94.00 Queen/queen, 4 people 7 min / 3.1 miles Breakfast is included in the rate.
Hampton Inn by Hilton 905 N. Spence Avenue, Goldsboro, NC 27534 $109.00 Queen/queen, 4 people 7 min / 3.1 miles Breakfast is included in the rate.
Home2 by Hilton Goldsboro 2613 N Park Dr, Goldsboro, NC 28534  $119.00 Queen/queen with sofa bed, 6 people 5 min / 2.9 miles Breakfast is included in the rate.

Midwest Regional Championship

Hotel request form

HOTEL NAME

ADDRESS

RATE PER NIGHT (EXCLUDES TAXES)

ROOM TYPE AND MAX OCCUPANCY

DISTANCE TO THE FIELDS

BREAKFAST

Comfort Suites La Vista 8121 Eastport Pkwy, La Vista, NE 68128 $84.00 Queen/queen suites, 6 people 10 min / 4.4 miles Breakfast is included in the rate.
Fairfield Omaha Papillion 465 Olson Drive, Papillion, NE 68046 $104.00 Queen/queen, 4 people 7 min / 2.7 miles Breakfast is included in the rate.

Spring Regional Champinoship Hotels

Hotels and rates will be available soon!

ORIENTATION PACKET

The team orientation packet contains important information for team leaders, coaches, and players. It will contain a list of all policies attendees need to be aware of, as well as a detailed schedule for the weekend. It will also have details about the area. The team orientation packet will be available by the following dates:

Additional Team Staff

If your team is bringing any additional staff that would like to have access to the player area during games, please fill out this form by the roster submission deadline for the event your team is attending. 

Trading Cards

Players, coaches, referees, snitch runners, and event staff are invited to submit a trading card. Cards will be printed, assembled into randomized packs, and available for purchase at USQ events. To submit a card, fill out the form below. Here are some important guidelines to be aware of:

  • Cards will feature your team's logo, if it was submitted. If your team did not submit a logo, it will feature the regional logo (more information on the team logo form is available below). 
  • If you do not submit proper photo credit, your card will not be printed. Cards featuring graphics or logos that you do not have permission to use will not be printed. 
  • All card submissions must be family friendly, G rated, and show the sport in a positive light. Cards with bad language will not be printed, including those using asterisks to spell out a bad word. Cards that glorify an injury will not be printed.
  • High resolution is preferred. Cards with photos that are too pixelated may not be printed. If you want to crop your photo, do so to 2.75" wide x 3.75" tall. 
  • Rare card submissions should be done through this form. A rare card can be many things. It could be a tribute to a particular player or group of people, a shout out to a group of friends, a photo of a quidditch pet, a reference to an inside joke, etc. Please note that rare cards must follow the same policies as the other cards, including being family friendly. Not all rare card submissions will be printed. USQ staff curates them with an eye towards variety and relatability. 
  • The majority of cards will be of players. Only rostered players are permitted. 
  • A limited number of cards for referees, snitch runners, event staff, and non-playing coaches will be printed, along with rare cards. 
  • Please submit one form per card. 

Here are the deadlines. Note that we will be accepting late submissions unti the cards are sent to print. We will close the form when that happens. 

Also, we are looking for up to date team logos for everyone competing! You can submit your team’s logo here.

Do you want to order a custom pack of trading cards? Fill out this form

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 USQ event staff 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 event 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. 

 GAMEPLAY FORMAT

Information on the gameplay format for each regional championship will be available on the following dates:

  • Northeast: Wednesday, October 16
  • Great Lakes: Wednesday, October 23
  • Mid-Atlantic: Wednesday, October 30
  • Midwest: Wednesday, October 30
  • Southwest: Wednesday, January 29
  • South: Wednesday, February 5
  • West: Wednesday, February 12

Northeast Regional Championship Gameplay Format

The 2019 USQ Northeast Regional Championship will be a pool play into bracket play tournament in the collegiate division and a round robin tournament in the club circuit event. 

The gameplay schedule can be found here, while information on the regional championship can be found here for college teams and here for club teams. RSVP to the Facebook event to get more updates. Full information on the gameplay format is in this article

Great Lakes Regional Championship Gameplay Format

The 2019 USQ Great Lakes Regional Championship will be a pool play into bracket play tournament for collegiate teams. There is no club division. 

The gameplay schedule can be found here, while information on the regional championship can be found here. RSVP to the Facebook event to get more updates. 

Midwest Regional Championship Gameplay Format

This information will be available on Wednesday, October 30.

Southwest Regional Championship Gameplay Format

This information will be available on Wednesday, January 29.

South Regional Championship Gameplay Format

This information will be available on Wednesday, February 5.

West Regional Championship Gameplay Format

This information will be available on Wednesday, February 12.

General Gameplay Information

Rankings during these tournament will be based on the USQ tiebreaker policy. The primary comparison will be win percentage, followed by head-to-head, then quaffle points against, then quaffle points for, and then snitch catch percentage.

Please note that the USQ forfeit procedure will be in effect. 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 13 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.

 QUALIFICATION FOR US QUIDDITCH CUP

Information is available here.  

 VOLUNTEERING AND OFFICIATING

Information on how to sign up to officiate and/or volunteer is available here. For questions about officiating, please email membership@usquidditch.org. For volunteering, please contact eventvolunteers@usquidditch.org

Team Provided Referees and Snitch Runner

Teams are required to submit referee crews and a snitch runner to help fill several game slots. If a team does not fulfill their referee and snitch runner obligations or their referees and snitch runner 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, lead assisatant referees, assistant referees, or snitch referees).

Please use this form to submit a snitch evaluation.

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.