Tournament Sanction Agreement Form
This Tournament Sanction Agreement is entered into between the undersigned Tournament Chairperson as the official representative of the USTA Organization Member (Organizer) and the United States Tennis Association Pacific Northwest Section (USTA/PNW) and upon acceptance shall become a contract binding upon the parties hereto.
WHEREAS the USTA/PNW annually sanctions USTA Junior and Adult Tournaments for numerous categories and divisions of male and female players; and WHEREAS Organizer desires to promote, stage, manage and administer a USTA Junior or Adult Tournament (Tournament) hereinafter specified;
NOW, THEREFORE upon acceptance by the USTA/PNW, the Organizer agrees as follows:
1. Tournament Sanctions – All Tournament Sanctions are the property of the USTA/PNW. Organizer understands that any Sanction may be denied or revoked by the USTA/PNW for any reason including failure to comply with any or all of the criteria herein.
2. All Junior Tournament Directors must be an approved Net Generation Provider. Click here to learn how to become an approved Net Generation provider.
3. Geographic Regions – The USTA/PNW has clearly defined regions for utilization in the selection process. These regions are as follows:
Alaska
Western Washington (North of Longview, WA and West of Cascade Mountains)
Eastern Washington (East of Cascade Mountains and Northern Idaho North of 45th parallel)
Northern Oregon (North of Salem, OR including Vancouver, WA, Longview, WA, Camas, WA and the Columbia River Gorge)
Southern Oregon (Salem, OR and all Oregon points South as well as Central Oregon and the Oregon Coast)
4. Selection Process – The USTA/PNW will take the following into consideration when awarding a Sanction:
Preference given to the Organizer who hosted the requested Tournament last year.
Preference given to the history of the requested Tournament on the requested date.
Only one Junior L3-L4 will be awarded within each age and gender division per weekend in PNW.
Only one Junior L5 tournament will be awarded within each age and gender divisions per region per weekend.
Only one Junior L6 tournament will be awarded every 100 miles within each age and gender division per weekend.
Only one Adult Open and Senior Tournament will be awarded within each age and gender division per region per weekend.
There will be no limit on the number of Junior Entry Level or Adult NTRP Tournaments in a given region per weekend.
Should multiple Organizers from the same region request a new Junior Advanced, Junior Intermediate (per mileage restrictions), Adult Open, or Adult Age Division Tournament on the same weekend with the same divisions ages, or gender, a random draw will be done by the USTA/PNW staff to determine who receives the Sanction. The Organizers may request for the draw to be done via Video Conference but must do so in electronic format to the appropriate USTA/PNW staff person.
USTA/PNW reserves the right to accept, request a date change, or deny a Sanction if none of the hereinbefore are applicable.
5. Online Sanction Form (OLSF) – Organizer agrees and understands the only way to submit a valid Sanction request is to utilize the OLSF on
tennislink.usta.com. The USTA/PNW will not accept any other form as a replacement for a Sanction request.
6. Deadline for Sanctioning – For tournaments from January through May 2020 the OLSF must be submitted completely by November 3, 2019. For tournaments June through December 2020, the OLSF must be submitted completely by November 10, 2019. The USTA/PNW agrees to approve all January through May 2020 OLSF’s submitted by November 3, 2019 that meet all criteria herein by November 15, 2019. The USTA/PNW agrees to approve all June through December 2020 OLSF’s submitted by November 10, 2019 that meet all criteria herein by December 6, 2019. Any OLSF completed after these dates will be reviewed and approved on a case-by-case basis if the Organizer has met all the criteria herein.
7. Tournament & Tournament Dates– The official name of the Tournament shall be listed on the OLSF. All references to the Tournament shall use the official name. All relevant Tournament dates shall also be listed on the OLSF.
8. Sanction Fees – The USTA/PNW shall charge the following fees for Sanctioned and Non-Sanctioned events (does not include $3 non-refundable Active processing fee):
Junior (L3-L5) - $50
Junior (L6) - $35
Junior Modified Timed, One-Day, or Half-Day (L7) - $25
Junior (Net Gen Circuit) - $0
Adult (NTRP, Open, Age Division) - $35
Non-Sanctioned - $35
9. Per Entry Fees – The USTA/PNW shall invoice each Tournament the following fees per event, per entrant after the conclusion of the Tournament. Organizer agrees to pay the invoiced amount within fourteen (14) days of invoice receipt.
Junior (L3-L5) - $2.00
Junior (L6) - $1.50
Junior Modified Timed, One-Day, Half-Day (L7) - $0.50
Junior (Entry Level) - $0
Adult (Open, Age Division) - $1.00
Adult (NTRP) - $0.50
10. Entry Fee Maximums – Organizer agrees to not have entry fees exceed the following:
Junior Level 3 – May not exceed a combined fee of $80
Junior Level 4 – May not exceed a combined fee of $75
Junior Level 5 – May not exceed a combined fee of $62
Junior Level 6 – May not exceed a combined fee of $57
Junior Entry Level – May not exceed a combined fee of $50
Youth Progression - May not exceed a combined fee of $35
Adult - NTRP, Open, Age Division – There are no restrictions on the amount of the entry fee
11. Tournament Personnel and Services – Organizer agrees to furnish the following: (a) knowledgeable and competent Tournament staff; (b) full and complete administration for the Tournament including printing and distribution of entry applications (if utilized), selection of entries in accordance with USTA Friend at Court and USTA/PNW Adult or Junior Tournament Regulations, and publishing entry of results on a daily basis with final results published within twenty-four (24) hours from completion of the Tournament; (c) and appropriate personnel to handle players, spectators, and all other duties required to stage a high quality Tournament.
12. Rules and Regulations – Organizer agrees to abide by the USTA/PNW By-Laws, USTA/PNW Adult or Junior Tournament Regulations, Youth Progression Rules and Regulations, USTA Junior Red, Orange, and Green Ball Regulations and USTA Friend at Court.
13. USTA/PNW Identification – At the request of the USTA/PNW, Organizer agrees to permit reasonable identification of the USTA/PNW Section on the Tournament Site, including, but not limited to the following: the display of a banner or banners which upon request of the USTA/PNW shall be displayed by the Organizer, display of USTA/PNW literature as requested by USTA/PNW, and any other forms of identification requested by USTA/PNW.
14. Revenue and Expenses – Organizer shall be entitled to all revenue from the Tournament. Organizer assumes all risks and is responsible for all expenses relating to conduct of the Tournament. Nothing herein shall constitute the Organizer and the USTA/PNW as partners or joint ventures.
15. Refund of Entry Fees – Organizer agrees to process all refunds for entrants who do not participate in the Tournament so long as entrant is entitled to a refund per Tournament Refund Policies. Refunds must be processed within fourteen (14) days after the conclusion of the Tournament.
16. Sites and Facilities – Organizer agrees to furnish for Tournaments the following minimum facilities: (a) sufficient number of tennis courts for Tournament play; (b) appropriate bathroom facilities; (c) and a designated tournament desk.
17. Satellite Site Use - If the Organizer is not the operator of the site of the Organizer’s Tournament, then the Organizer must include written permission of the operator of such site for the use of the site and the appropriate facilities necessary for the staging of the Tournament prior to Sanctioning.
18. Balls – The Tournament will provide a new can of USTA approved balls for each match. For matches that extend to a full third set, a new can shall be provided for the third set.
19. Draw Limits – Organizer agrees for any Junior Level 4 Tournament the draw will be limited to thirty-two (32) during the school year with the exception of holidays observed by the majority of school calendars.
20. Publicity of Tournament by USTA/PNW – Organizer understands that the Tournament will be available for public view on
tennislink.usta.com. The USTA/PNW is under no obligation to further promote Tournament schedules or participation in any Tournament.
21. Tournament Data Manager (TDM) - USTA and USTA/PNW agree to provide full access to TDM. Organizer understands internet access will be required to utilize TDM and the expenses related to internet access will not be covered by USTA or USTA/PNW.
22. Publication of Draws – Organizer agrees to publish draws no later than 72 hours prior to the first scheduled match of the Tournament.
23. USTA Organizational Membership – Tournament host site must possess a valid USTA Organization Membership that is current through the last day of the tournament prior to Sanction approval.
24. USTA Individual Memberships – Organizer agrees to be responsible for insuring all Tournament participants have valid USTA Individual Memberships through the end of the Tournament. The exception to this is any Junior or Adult Entry Level Tournament, which will allow non-USTA members to participate. The non-USTA member in an Entry Level Tournament must create a Tennis Link account to gain a non-USTA member number for registration purposes.
25. USTA Officials – Organizer agrees to hire at least one USTA Certified Official for a minimum of twenty (20) hours for all Level 3 and Level 4 Junior Tournaments. USTA Certified Officials are not required for any other Junior or Adult Tournament. Organizer agrees to pay all expenses to USTA Certified Officials as agreed upon between the Organizer and the USTA Certified Official. Organizer understands if they wish to hire a USTA Certified Official they can receive more information about USTA Certified Officials at the following website:
https://pnwtennisofficials.com/. Organizer understands the USTA/PNW will not provide any recommendations for USTA Certified Officials and is in no way responsible for the conduct of USTA Certified Officials.
26. Sponsorships –The USTA/PNW reserves the right to prohibit Organizers from selling sponsorships in categories that are in conflict with USTA or USTA/PNW sponsors. However, nothing herein shall prevent an Organizer from honoring and completing a local sponsorship agreement executed in good faith prior to the notification by the USTA/PNW of the selection of National or Section sponsor(s).
27. Use of Trademarks in Tournament Name – The USTA and USTA/PNW prohibits the use of trademarked names without express written permission from the trademark holder. This would include the following terms: Grand Slam, Wimbledon, French Open, Roland Garros, or Australian Open. Any Tournament name listing a trademark that is being used without express written permission will not be sanctioned. If an Organizer has express written permission to use a trademark in their Tournament name, a copy of that permission must be given to the USTA/PNW prior to Sanctioning.
28. USTA or USTA/PNW Logo Use – Any use of the USTA or USTA/PNW logo must be approved in advance by the USTA or USTA/PNW respectively.
29. Indemnification – Organizer agrees that the USTA/PNW grants Sanctions as a service to public tennis and as a benefit to the players and local communities in which such Tournaments are staged. The USTA/PNW shall have no responsibility for the actual conduct of the Tournament and Organizer agrees to indemnify and hold the USTA/PNW harmless from any and all claims of every kind, nature, and description, whether in tort, contract or otherwise, in any way relating to the conduct of the Tournament, the facilities used by the Tournament, or the players, tournament staff and volunteers, and spectators of the Tournament.
30. Background Checks/Clearances – Organizer acknowledges and agrees that each employee, contractor, or volunteer secured by the Organizer and/or each pre-approved third-party engaged by the Organizer (including minors who interact with, supervise, coach, or transport minors in the audience, and other minor visitors at the Tournament) shall be subjected to a background clearance check to be performed prior to the commencement of the Tournament. Organizer further acknowledges and agrees that such background clearance check shall be conducted independent of the USTA/PNW and that neither the USTA/PNW or any of its affiliated organizations or associations shall have any role in the process and the determination of the background screening criteria or screening company selected by Organizer. All Junior tournament directors will be required to go through the background screening provided through the Net Generation Provider registration provided by the USTA. For all types of tournaments the Organizer agrees that all other employees, contractors or volunteers secured by the Organizer shall be subjected to a background clearance check to be performed prior to the commencement of the Tournament. If the Organizer desires to have other employees, contractors or volunteers go through the background screening process provided in Net Generation they may do so. Click here to become an approved Net Generation Provider.
31. Insurance – Organizer will procure or obtain, at the Organizer’s expense, insurance coverage from a company or companies licensed to do business in the state where the Tournament is held. This coverage shall include Commercial General Liability Insurance including spectator and participant liability of at least $1,000,000 each occurrence for Bodily Injury and Property Damage. This coverage must also name the USTA and USTA/PNW as named insured.
32. Resolution on Discrimination – The Tournament shall be conducted and the host facility shall operate without regard to race, gender, sexual orientation, or other prohibited basis. Any facility hosting a USTA Sanctioned Tournament shall be required to adhere to this policy.
33. Cancellation of Tournament – If an approved Tournament is canceled by the Organizer, a written request to cancel the Tournament must be submitted to the USTA/PNW. Organizer agrees to issue all refunds (if any) to all entrants within fourteen (14) days of receipt of written request to cancel the Tournament.
34. Notice of Change – Organizer agrees to notify the USTA/PNW in the event there are any changes to the OLSF after Sanction approval.
35. USTA/PNW Contacts – Organizer agrees to contact the following for any question, comment, or concern related to this Tournament:
Junior Tournaments – Trenton Corvino,
tcorvino@pnw.usta.com, 503-530-9750
Adult Tournaments – Adam Hutchinson,
ahutchinson@pnw.usta.com, 503-313-3271
TDM Help – Link Team,
linkteam@usta.com, 888-603-3138
36. Acceptance of Agreement– Upon acceptance by the USTA/PNW as evidenced by the signature of an authorized official of the USTA/PNW, this instrument contains the entire agreement of the parties and no representations or agreements express of implied, except those contained herein shall be valid or binding on the parties. This agreement will not be accepted by the USTA/PNW without a signature from the Organizer. Upon acceptance this agreement shall be construed in accordance with the laws of the state(s) in which the Tournament takes place.
