Below are our frequently asked questions but most questions can be answered by reading through our Club Events page. If you do not find the answer to your question below or on our Club Events page, please reach out to us via email. Our email can be found on each AES event page and in the AES event registration confirmation emails.
WHEN WILL MY TEAM BE ACCEPTED?
We accept teams after a full payment is received in the order of registration. Once a payment is received, our Tournament Organizer will manually accept teams in AES. He goes through our events every week or so.
Note that a payment online will not cause an automatic status change for your team.
WHEN WILL WE KNOW THE WAVES FOR A MULTI-DAY EVENT?
We generally have wave information about a week out of the event. We can't provide this information much earlier as the schedule depends on how the divisions shake out. When we do know the waves, we will send an email out via AES messaging to the emails of coaches and club directors associated with registered teams set up to receive those.
WHEN WILL THE SCHEDULE BE READY FOR AN EVENT?
The schedule is usually available by the Thursday prior to an event. We can't provide this much earlier as the schedule depends on how many teams register per division.
When the schedule is available, we will send an email out via AES messaging to the emails of coaches and club directors associated with registered teams set up appropriately to receive those.
Please note that if you ask for this information in advance regarding the schedule, we will not be able to satisfy your request. We appreciate your patience and understanding as we wait to see how the divisions develop. Doors will open an hour prior to the first matches of each day.
WHEN WILL WE GET SPECIFIC EVENT AND VENUE INFORMATION?
Specific information for spectators and teams for each event, such as parking, facility policies, COVID related policies, schedule link, etc will be provided on an event-specific page of this website within the week leading up to the event. All coaches and club directors set up to receive emails via AES will receive the appropriate link to share with their teams. It will also be uploaded as a link on each event's AES page.
Athletes, Parents, and Spectators please read through the Communication Protocol provided in Step 2 before reaching out directly to us. Coaches and Club Directors, for any specific tournament questions not answered within this page, email us at our ACE email provided on each AES event page.
WHAT IS YOUR REFUND POLICY?
Read through Step 4 on the club event page.
ARE YOUR EVENTS STAY TO PLAY?
It depends on the event. Click here for information regarding housing for all of our events.
WHAT ARE THE REQUIREMENTS FOR STAY TO PLAY EVENTS?
A Stay to Play event requires any team 75 miles or more from the event to book a minimum of four rooms per night in order to be accepted and to participate. Click here for more information regarding housing for all of our events.
WHAT IS THE PROTOCOL FOR DIVISIONS?
Divisions always have potential to be combined. While we hope to fill all divisions, this is never something that we can guarantee.
If two divisions being combined have four or more teams in both, they will play together for pool play and then play in their age group for playoffs.
If one of the two divisions being combined has three or less teams, both age groups will be in playoffs together.
This is subject to change per event depending on where we are with teams come tournament week. But this is generally how we handle situations like this with our events when divisions are not full in order to provide everyone the best experience possible.
HOW DOES SEEDING FOR POOL PLAY WORK?
We do our best to rank appropriately so that every team has the opportunity to have an enjoyable experience. We look at overall results. If a team is playing up a division, they will be ranked after all of the other teams within the age bracket unless we have results from previous tournaments for them within the same age bracket.
I AM HAVING ISSUES SUBMITTING MY ROSTER. WHAT DO I NEED TO DO?
To troubleshoot your roster submission and for more roster information, click here.
I NEED TO MAKE A CHANGE TO MY ROSTER BUT IT IS PAST THE DUE DATE. WHAT DO I NEED TO DO?
If the roster submission due date has passed, you will not be able to submit or edit a roster. We will need to do this for you. Before, we will need you to do one of the following.
Email us a copy of your team’s roster from another event if the information is correct for this event.
Email us the following information to create your roster ASAP.
For Adults, send the following:
For Athletes, send the following:
If this is for an AAU-sanctioned event, note that every club and individual listed on a roster is required to have an AAU membership. For more information regarding AAU requirements, click here.
If this is for a JVA-sanctioned event, note that every adult listed on the roster is required to have a JVA-verified background check. For more information regarding JVA requirements, click here.
WHY A ROSTER LATE FEE?
This is the first season that we are enforcing the roster late fee. The late fee is applied to those who submit an event team roster past the due date which is two Wednesdays prior to the event. When this happens, the $25 late fee will reflect in AES after late roster submission.
This policy is in place in order to encourage clubs to be proactive in getting everything needed for the roster done and submitted in time to make sure you don't have any issues that need to be resolved.
In past seasons, we have experienced clubs waiting until a couple days prior to an event realizing they need to get memberships or background checks for adults. And we know these things can sometimes take a couple weeks.
If people wait too long, they are not guaranteed to have everything required by the sanction organization (AAU or JVA) by the event date preventing the team's or individual's participation.
This is honestly something we have wanted to do in the past due to the reasons explained above. However, AES had a glitch that prevented this from being applied. Now that it has been brought to their attention and fixed, we are enforcing this policy.
WILL I BE CHARGED THE ROSTER LATE FEE IF I HAVE SUBMITTED MY ROSTER BUT NEED TO MAKE ROSTER ADJUSTMENTS PAST THE FIRST DUE DATE?
If you submit your roster prior to or by the initial due date, two Wednesdays prior to the event, you will not incur a late roster fee.
Note that if changes are made to your roster past the first due date, AES will automatically reflect that your team owes a $25 late roster fee. This automation by AES is out of our control. However, we will go into AES and manually adjust the roster late fee to reflect $0 after the event.
DO YOU ALLOW AGE WAIVERS?
For events that are AAU-sanctioned, unfortunately, per AAU policy, we are not able to allow age waivers.
For events that are JVA-sanctioned, we can allow an age waiver if the athlete is in the same grade level as their peers within the division provided that they are not more than one year older than the current age definition. Before we can approve an age waiver, you will need to send us an email with the the event name, team name, athlete information, and the following documents for the athlete: birth certificate and proof of grade (report card, student ID, etc.).
WE HAVE A BOY ON OUR TEAM. IS HE ALLOWED TO PLAY IN THE GIRL's DIVISION?
If the event is an AAU Grand Prix, per AAU Super Regionals & Grand Prix Tournaments Policy, we will need to ask the AAU Executive Committee as they are the deciding factor in this. Note that if they happen to allow this and the team wins a portion of the AAU entry fee, the boy(s) will not be allowed to participate in AAU Nationals for the girls' division.
If the event is an AAU Super Regional, per AAU Super Regionals & Grand Prix Tournaments Policy, boys are not allowed to play in a girls' event.
If the event is JVA-sanctioned, here are the JVA policies on boys playing in a girls' event:
U-10, U-11, and U-12 boys’ teams are allowed to compete in girls’ events at age level.
U-13 and U-14 boys’ teams are allowed to compete in girls events up an age level.
Coed Teams with no more than three boys on the floor at any one time are allowed to play in girls’ events at age level.
Please respect everyone involved and remember that appearance does not determine one's sex. When an athlete is in question, please follow the Communication Protocol provided under step 2 on our general club event page if a discussion is warranted. In case this needs to be spelled out for anyone, PARENTS leave it to club and tournament staff to discuss at the championship desk (1) because you might not understand or know all of the sanction policies and (2) to remain respectful of the athlete(s).