Registration Planning

2026-04-22T00:44:49Z

Krisgraff: Uploaded Planning form documents

The adage, “failure to plan is a plan for failure” is certainly true when it comes to Regional registration. A Registration Calendar of Events is a convenient tool for developing a plan and recruiting help from all Regional Board members.

The following is a general outline for a Registration Calendar for MY2024.
{| class="wikitable"
|January 2024
|Planning and Development – Goals, Dates, Venue, Budgets.
|-
|February 2024
|Supplies – Flyers, Posters, Banners, Equipment.
|-
|March 2024
|Get the Word out!
|-
|April 2024
|Assign Job Duties to Volunteers
|-
|May 2024
|Registration Season Begins
|}
Utilize this Region Planning Form to begin your Planning and Development. It's available in Excel and .PDF

[https://wiki.ayso.org/w/images/Region_Planning_Form.xlsx Region Planning Form Excel Sheet]

[https://wiki.ayso.org/w/images/Region_Planning_Form.pdf Region Planning Form PDF]

PLANNING AND DEVELOPMENT

Work with the Regional Commissioner, Treasurer, and other board members to:

• Develop registration goals, such as player and volunteer numbers and implementation of any new player programs such as [[Playground]], [[EPIC]] or [[Adult Soccer]].

• Make a list of expenses expected for the upcoming Season, any secondary seasons and any plans for new programs in following seasons.

• Work with Regional Board to develop the Region’s [[ANNUAL BUDGET PLANNING|annual budget]] and the Region’s registration fees along with a Region calendar including registration events.

• Set date(s) for registration.

• Set Registration fees which can vary by Program and Age Division.

• Agree upon, document, and publish scholarship and refund policies.

• Set “Early Bird” discount relative to the minimum fee required from each player to meet budget plans. A discount is preferred to imposing late registration penalties when it comes to incentives for registering early.

• Develop a plan for informing parents and the community about registration. (Emails, Flyers, website news rotator, Social Media, etc.)

• Let every board member know that they are all expected to help at a registration event. Each board member oversees recruiting volunteers for their specific discipline.

• If the region holds an in-person registration event using a school or town facility, seek permission early to reserve dates/times. You may also need a building use permit and/or certificates of liability insurance. Work with the Regional Safety Director to ensure proper liability coverage for any/all events. See [[Registration event suggestions|Registration Event Suggestions.]]

• Try to pick a location with separate entrance and exit doors for better traffic flow, internet access and computers for anyone who needs to register, ample parking, restrooms and any other facilities to host the event.

SUPPLIES

• Prepare and print registration flyers and/or Posters. Templates, flyers, and more can be found on the www. aysomarketing.org website. Seek permission to send flyers to each of the schools in your Region.

• Make signs for registration and volunteer recruitment positions: (Team Parents, Uniforms, Coaches, Referees, Treasurer, etc.)

• Make sure parents/families have a “take-away” with the Region Number/website/Name and contact information so that families can find information after registration. Consider refrigerator magnets, buttons, business cards, etc.

PUBLICITY

• Update the Region website with registration dates/times, Regional policies, especially refund policies, and contact

information.

• Set up registration Programs/Divisions in AYSO’s system of record using the set up wizard to create them.

Go to sportsconnect.com/ayso, click on “Already a Partner” to view training videos and to contact Support.

Do not wait until Registration Day to seek help setting up programs/divisions.

• Encourage parents to complete their volunteer applications and player registrations online before the registration day and not to wait until Registration day.

• Consider advertising in the local newspaper, movie theater, on television or local radio. Contact the AYSO Marketing department for assistance with public service announcements and videos.

• Remind the Regional Commissioner to send an Email blast to all previously registered players’ parents to notify them of the upcoming season.

• Contact Junior and High School soccer coaches and ask them to personally talk to their players about AYSO registration and give them extra flyers to pass out.

• Promote “Early Bird” discounts, create a “draw” like a “free” practice t-shirt to every child who attends an event with their parents, player evaluations or include fun activities for children.

• Consider setting up registration opportunities at any local community event like farmer’s markets, festivals, parades or other youth sports organizations.

== ASSIGN JOB DUTIES TO THE EVENT TEAM ==
• Call event team members (at least 6- 8 in addition to board members) and confirm their job responsibilities at registration and what date/time to be there. Let them know they will be busy with parents and/or paperwork and money and that they may not want to bring their own children to these events.

• Ask the Treasurer to bring the cash drawer, receipts and startup cash. Encourage parents to pay online to reduce the burden and risk associated with handling cash/check payments.

• Decide on the layout of the room and the sequence of each station, creating many opportunities for parents to stop, become acquainted with the Region and to be recruited to volunteer. Registration events are the best opportunity to recruit volunteers.

===== Note: Regions cannot: =====
• Require parents to volunteer (some may not be eligible).

• Require parents to volunteer as a condition for a player scholarship.

• Reduce or eliminate a player fee based upon volunteer work done by a participant’s parents or guardians. Should a Region decide to incur the cost of the volunteer membership fee for its participating volunteers, an exception shall be made to allow a reduction of a player fee associated with the volunteer for an amount not exceeding the cost of the volunteer membership program. This rule does not impact the Region’s ability to set early registration discounts available to all participants, to create volunteer recognition programs, to provide scholarship programs and provide other programs available in the Region’s program. No fee distinction shall be made based upon parental or player participation in Regional fundraising activities.
[[Category:Registrar]]

File:Region Planning Form.xlsx

2026-04-22T00:37:54Z

Krisgraff: Krisgraff uploaded a new version of File:Region Planning Form.xlsx

== Summary ==
Importing file

File:Region Planning Form.pdf

2026-04-22T00:37:35Z

Krisgraff: Uploaded with SimpleBatchUpload

Region Toolkit

2026-03-27T17:34:27Z

Krisgraff:

This toolkit page features just a few of the handy documents and tools available to help you jump-start your new role as a Regional Commissioner or Area Director. Please be sure to visit several areas throughout this website for answers to all of your AYSO questions.

Also visit the Marketing Store: <nowiki>https://www.aysomarketing.org/</nowiki>

=== “Whew! I’ve Registered, Now What?” ===
Complete this sample letter and distribute it to new parents to eliminate thousand of phone calls!

[[:File:Registered Now What.docx|DOWNLOAD HERE]]

=== Generic Photo Release ===
Use of this form grants AYSO the right to use still photos and video taken at AYSO events for AYSO promotional purposes. It covers parents, family members and others who may not have signed an AYSO application form. (NOTE: Commercial vendors shooting stills or video that will later be sold should use their own release. This form is NOT to be used for that purpose.)

DOWNLOAD HERE

=== AYSO Letterhead Template ===
DOWNLOAD HERE
[[Category:Registrar]]
[[Category:Registration]]
[[Category:Regional Commissioner]]

File:AYSO Letterhead.docx

2026-03-27T17:27:00Z

Krisgraff: AYSO Letterhead

== Summary ==
AYSO Letterhead

Region Toolkit

2026-03-27T17:14:46Z

Krisgraff: /* “Whew! I’ve Registered, Now What?” */

This toolkit page features just a few of the handy documents and tools available to help you jump-start your new role as a Regional Commissioner or Area Director. Please be sure to visit several areas throughout this website for answers to all of your AYSO questions.

Also visit the Marketing Store: <nowiki>https://www.aysomarketing.org/</nowiki>

=== “Whew! I’ve Registered, Now What?” ===
Complete this sample letter and distribute it to new parents to eliminate thousand of phone calls!

[[:File:Registered Now What.docx|DOWNLOAD HERE]]

=== Generic Photo Release ===
Use of this form grants AYSO the right to use still photos and video taken at AYSO events for AYSO promotional purposes. It covers parents, family members and others who may not have signed an AYSO application form. (NOTE: Commercial vendors shooting stills or video that will later be sold should use their own release. This form is NOT to be used for that purpose.)

DOWNLOAD HERE

=== AYSO Letterhead Template ===
[[AYSO Letterhead|DOWNLOAD HERE]]
[[Category:Registrar]]
[[Category:Registration]]
[[Category:Regional Commissioner]]

File:Registered Now What.docx

2026-03-27T16:45:58Z

Krisgraff:

Registered Now What document

AYSO Wiki - User contributions [en]

Registration Planning

File:Region Planning Form.xlsx

File:Region Planning Form.pdf

Region Toolkit

File:AYSO Letterhead.docx

Region Toolkit

File:Registered Now What.docx