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2023 ACE CLUB VOLLEYBALL TOURNAMENTS

It is the responsibility of the club representative registering teams and signing the entry form to READ through this page and to make sure that all of the appropriate steps are taken in order for their club, team, adults listed on the roster, and athletes listed on the roster to meet all requirements for participating prior to the event date.

Below are the steps to go through to make sure your club and teams meet all deadlines and requirements for each event. You can click each step for more specific details below.

STEP 1: Register on AES using the links provided in the Table below.

STEP 2: Set up AES accounts of Club Directors and Coaches appropriately to receive communication sent via AES messaging.

STEP 3: Go through the sanction (AAU vs. JVA) checklist to ensure everyone participating meets sanction requirements.

STEP 4: Submit your payments. (Due 5 Fridays prior to the event.)

STEP 5: Send a signed version of the event-specific Entry Form found in AES to our ACE info email. (Due 5 Fridays prior to the event.)

STEP 6: Book housing if traveling from out of town. Note that some events are Stay to Plays.

STEP 7: Submit your event-specific Team Roster(s) in AES. (Due 2 Wednesdays prior to the event, but we encourage you to do this as soon as possible and make edits as needed.)

STEP 8: Print & sign a copy of each team's event-specitic AES Team Roster (This will be needed for Step 9.)

STEP 9: Team Check In which requires turning in the signed Team Roster from Step 8. (First day of the event prior to the team's first match.)

FAQ

 

 

STEP 1: REGISTER ON AES USING THE LINKS PROVIDED IN THE CHART

Click the tournament name to view on AES.

Events in red are AAU-sanctioned. Events in blue are JVA-sanctioned. Meaning the events have different requirements for participating individuals. Please make sure you understand and complete all requirements so that everyone is able to participate come game day.

* G=Girls Division B=Boys Division C=Club Division O=Open Division

Divisions have the potential to be combined if necessary in order to provide the best overall experience. While we hope to fill each division, this is never something that we can guarantee. If divisions are combined, we will combine within the same type of division - open or club. We will not combine divisions based on age unless absolutely necessary. For example, 14C and 15C have a higher potential to be combined than 14C and 14O.

** This event is a Stay to Play event. See the housing page for more information.

^ We are partnering with S and S Events Inc for this event. They are in charge of most of the logistics and all of the communication.

DATE TOURNAMENT LOCATION DIVISIONS* SANCTION FORMAT HOUSING
Jan 7 Commonwealth Series Boys 1 Hampton, VA B 16 18 JVA One Day NO
Jan 14-15 Maroon and Orange Classic Roanoke, VA G 13C-18C JVA Two Day YES
Jan 14-15

AAU Rocky Mount Super Regional^

Rocky Mount, NC

G 12C-18C

AAU Two Day YES
Jan 21-22 AAU Blizzard Blast** Virginia Beach, VA

G 12C-18C

AAU

Two Day

YES

Jan 21-22 AAU ECPL Event 1 Virginia Beach, VA B 14 16 18 AAU Two Day YES
Jan 28-29 AAU Blizzard Blast Ohio Grand Prix Hamilton, OH G 12C-18C AAU Two Day YES
Jan 28 Commonwealth Series 1

Hampton Roads Area of VA

G U11/12

G U15/16

JVA One Day NO
Jan 29 Commonwealth Series 1 Hampton Roads Area of VA

G U13/14

G U17/18

JVA One Day NO
Feb 4-5 ACPL Greensboro Grand Prix

Greensboro, NC

G 13C-18C

G 13O-18O

AAU Two Day YES
Feb 11-12 AAU At the Beach Grand Prix Virginia Beach, VA

G 12C-18C

AAU Two Day YES
Feb 18-19 AAU Coast to Coast Grand Prix Hampton, VA

G 12C-18C

B 14 16 18

AAU Two Day YES
Feb 18-19 Mountaineer Super Regional Morgantown, WV G 13C-18C AAU Two Day YES
Feb 25-26 The St. James AAU Grand Prix & ECPL Event 2 Springfield, VA

G 12C-18C

B 14 16 18

AAU Two Day YES
Feb 25-26 Maroon and Orange Winterfest Roanoke, VA G 13C-18C JVA Two Day YES
Feb 25-26 AAU Ohio Valley Winter Jam Grand Prix Hamilton, OH G 12C-18C AAU Two Day YES
Feb 25 Commonwealth Series 2 Hampton Roads Area of VA

G U13/14

G U17/18

JVA One Day NO
Feb 26 Commonwealth Series 2 Hampton Roads Area of VA

G U11/12

G U15/16

JVA One Day NO
Mar 4-5 AAU Virginia Beach Grand Prix** Virginia Beach, VA

G 12C-18C

G 14O-18O

AAU Two Day

YES

Mar 4-5 AAU West Virginia Grand Prix Inwood, WV G 13C-18C AAU Two Day YES
Mar 11-12 Maroon and Orange Spring Fling Roanoke, VA G 13C-18C JVA Two Day YES
Mar 18 Commonwealth Series 3 Hampton Roads Area of VA

G U11/12

G U15/16

JVA One Day NO
Mar 19 Commonwealth Series 3 Hampton Roads Area of VA

G U13/14

G U17/18

JVA One Day NO
Mar 25-26 ACPL Roanoke Grand Prix Roanoke, VA

G 13C-18C

G 13O-18O

AAU Two Day YES
Mar 25 Commonwealth Series Boys 2 Hampton Roads Area of VA

B 14 16 18

JVA One Day NO
Apr 1-2

AAU Rocky Mount Spring Fling^

Rocky Mount, VA

G 12C-18C

AAU Two Day YES
Apr 8 Commonwealth Series 4 Hampton Roads Area of VA

G U13/14

G U17/18

JVA One Day NO
Apr 9 Commonwealth Series 4 Hampton Roads Area of VA

G U11/12

G U15/16

JVA One Day NO
Apr 15-16 ACPL Richmond Grand Prix

Richmond, VA

G 13C-18C

G 13O-18O

AAU Two Day YES
Apr 22-23 AAU Rocky Mount Grand Prix^ Rocky Mount, NC G 12C-18C AAU Two Day YES
Apr 29-30 Atlantic Coast Grand Prix** Virginia Beach, VA

G 12C-18C

G 14O-18O

AAU Two Day YES
May 13-14 ACPL & Boys ECPL Championship Grand Prix Richmond, VA

G 13C-18C

G 14O-17O

B 14 16 18

AAU Two Day YES
May 27-28 Maroon and Orange Super Regional

Blacksburg, VA

G 13C-18C AAU Two Day YES

 

ONE-DAY EVENT SPECIFIC INFORMATION

ENTRY FEE

$225 per team.

FORMAT

Teams will start in pools with placement based on each team's record. The results of pool play will determine placement of each team in single elimination playoffs. This is subject to change per division based on the number of teams registered.**

All matches will be the best of three sets with the first two sets to 25 and the third set to 15. No cap.**

Each team is guaranteed three matches.

TWO-DAY EVENT SPECIFIC INFORMATION

ENTRY FEE

$600 per team.

$25 rebate per team for clubs with 3-5 teams participating in the same event event.***

$50 rebate per team for clubs with 6 or more teams participating in the same event.***

***DISCLAIMER: A deposit of $600 per team is required for every team regardless of the number registered per club. We will provide a rebate check within two weeks of the event if not at the actual event. A check for the rebate amount will be made out to your club and sent to the address on the entry form unless we hear you need this done differently.

FORMAT

The first day will consist of pool play. The format of pool play per division will be determined by the number of teams registered and accepted into that division. The second day will be single elimination playoffs with a consolation game if needed. The results of pool play will determine placement of each team in the playoffs.**

Each match will be the best of three sets with the first two sets to 25 and the third set to 15. No cap.**

Each team will be guaranteed five matches.

WAVES

Each event will consist of an AM wave and PM wave. Information regarding which divisions are within which waves will be available the week of the tournament as the schedule is created. This will depend on the number of teams within each division.**

 

STEP 2: SET UP AES ACCOUNTS OF CLUB DIRECTORS AND COACHES APPROPRIATELY TO RECEIVE COMMUNICATION VIA AES MESSAGING

PROTOCOL FOR COMMUNICATION

Our protocol for line of communication is as follows:

> ACE (us, the Tournament Host) to and from Clubs/Coaches via email. We communicate directly to registered teams via AES messaging when specific to an event. Please, make sure that you are set up to receive that communication.

> Clubs/Coaches to and from Athletes/Parents/Spectators. Parents and spectators, please reach out directly to your club if you have any questions. It is the responsibility of the club to pass on important information to athletes, parents, and spectators for their teams. Parents, if you are not receiving that, please check with your club to make sure your lines of communication are working appropriately. Just like your club encourages you and your athlete to communicate first with the Coach rather than going directly to the Club Director, we do something similar for our events.

CHECKLIST TO MAKE SURE YOU RECEIVE OUR EMAILS SENT VIA AES MESSAGING

Club Directors, Coaches, Team Representatives, and Chaperones, we communicate via AES messaging registered teams. We strongly encourage you to go through the list below in order to make sure you receive the appropriate communication from us throughout the season.

(1) Every email address that should receive information for a team will need to be associated with an AES account tied to the registered team. Otherwise AES is unable to send emails regardless if it is plugged into a roster. Aka, each email must have opted in to receiving AES emails.

(2) If the email address is associated with an AES account, check that the account settings show the account as "opted in" to receiving emails from AES.

(3) Add info@advancedeventsystems.com and info@atlanticcoastevents.org to your list of contacts within your email service provider so that our emails end up in your Primary Inbox folder.

(4) Double check that your email server does not have any set rules that would block emails such as the ones sent through AES.

(5) If you do not have an account set up with AES, make sure your club director is forwarding you the appropriate emails.

AES EXPLAINED

AES is where we host our information for events. AES is NOT the host of our events. Think of AES as a social media platform or website host. They provide a place for us to share our content, to share our service/product, and to engage with you.

Communication regarding AES issues can be directed to them. However, do not include their email address when communicating with us regarding our events. They will not be able to answer your questions regarding specific event details. Those should be directed to us via email by a club representative.

 

STEP 3: GO THROUGH THE SANCTION (AAU vs. JVA) CHECKLIST TO ENSURE YOU MEET SANCTION REQUIREMENTS

It is the responsibility of the club and coaches to make sure each team and individual complies with the sanction policies prior to the tournament weekend. If not, unfortunately, the team or individual will not be allowed to participate. This is something that needs to happen one time per season per sanction!

Click here to read AAU-sanctioned event policies.

Click here to read JVA-sanctioned event policies.

 

STEP 4: SUBMIT YOUR PAYMENT(S)

Payment for each team is due four weeks (five Fridays) prior to the event or earlier. Payments can be made via check sent to the address provided in your confirmation email or online through AES. 

Team statuses will be changed manually to "Accepted" in AES by ACE staff shortly after payment is received and as space allows. Priority will be given first by payment date and second by registration date. Registration does not guarantee acceptance into an event.

REFUND POLICY

Prior to four weeks (five Fridays) of the event. - Full refund.
Two (three Fridays) to four weeks out from the event. - 50% of entry refunded if drop.
Two weeks out or less. - No refund.
 

If for some reason your team needs to drop, we greatly appreciate an update as soon as possible. Teams that have not made payments by the due date are eligible for an automatic drop.

If we must cancel an event due to COVID-19 and/or government regulations, please understand that we have your club’s best interest at heart. The amount of reimbursement will depend on venue policies and expenses incurred. Note also that if you cannot attend due to COVID but we still host the event, the refund policy still stands.

 

STEP 5: SUBMIT A SIGNED VERSION OF THE EVENT-SPECIFIC ENTRY FORM FROM AES FOR YOUR CLUB

Email a signed copy of each club's entry form specific for each event is due four weeks (five Fridays, same as payment due date) prior to the event or earlier. You will find this in your AES dashboard from the club perspective. The email should come from a club representative. Our email address is found in Step 2 above as well as in your registration confirmation email.

 

STEP 6: BOOK HOUSING IF TRAVELING FROM OUT OF TOWN

TRAVELING TEAMS® has been selected to be the housing service for all 2023 ACE events other than the AAU Rocky Mount events hosted by AAU. Click here for more specific hotel information and to book your stay.

 

STEP 7: SUBMIT YOUR EVENT-SPECIFIC TEAM ROSTER(S) IN AES

Rosters are to be entered into AES for the specific event two Wednesdays prior to the event. A $25 late fee will be applied if rosters are turned in past the deadline.

Roster editing and submission will no longer be available two Fridays prior to the event. You will need to contact us if you are late with your roster or need any updates made after that date.

Read through the proper sanction policies for roster requirements. AAU or JVA.

Click here if you need roster editing and printing instructions.

 

STEP 8: PRINT & SIGN A COPY OF EACH TEAM’S EVENT-SPECIFIC AES ROSTER

An adult club representative of each team must check in each team prior to their first match by turning in a printed and signed AES roster specific to the event to the Tournament Director at the team's venue prior to playing. To make sure you have what you need at that time, make sure to print the AES roster in advance.

Read through the proper sanction policies for roster requirements. AAU or JVA.

Click here if you need roster editing and printing instructions.

 

STEP 9: TEAM CHECK IN

Turn in printed and signed copy of team’s event-specific AES roster for team check in on the first day of the event prior to the team’s first match.