skip navigation

Hosting Information

 

 

 

Potential Weather Concerns for Saturday, January 18 Meets

 

Snow is predicted Friday into Saturday, a couple of coaches have expressed concern about the weather and how it will affect Great Northwest Basketball meets held on Saturday, January 18.  Before calling/emailing Terri Green or Tracie Tilton with questions, please read carefully Paragraph C-11 of the League’s rules which is copied below (this Paragraph also explains in detail how fees and credits will be assessed if a team or host cancels a meet).  Please note this section of the League Rules from Paragraph C-11:  “Meets should not be canceled, nor should traveling teams indicate an unwillingness to travel, prior to 8:00 p.m. the night before the meet.  Attendance should be based on actual weather conditions, not on a forecast.  If poor road conditions exist in and around the host community the night before the meet, the meet host must contact all meet participants by telephone to discuss whether the meet should be canceled.  Where appropriate, contact must also be made early the next morning for the same purpose.”

The League will not cancel any meets.  It is highly unlikely that hosts will cancel meets because of the amount of preparation that goes into hosting a meet.  Hosts who cancel meets will call every team late Friday or early Saturday morning.  All hosts should have provided coaches attending their meets with a phone number where they can be reached.  Be sure to contact the host with a cell number or number where you can be reached on Friday night/Saturday morning.  Each visiting team’s coach needs to use their own judgment in deciding whether or not it is safe to travel to a particular meet.  If a visiting team feels they must cancel, please call the host community or Terri Green - - do not simply cancel via email – emails are often not checked if the host is setting up the event on Friday/Saturday.

Paragraph C-11

Weather-Related Cancellations and Re-formatting of Meets for Other Reasons.  Since most meets will be held during a time of the year when inclement weather is a distinct possibility, host teams must have one or more of its coaches or other individuals available the night before the meet and early the morning of the meet for phone contact by other coaches.  Meets should not be canceled, nor should traveling teams indicate an unwillingness to travel, prior to 8:00 p.m. the night before the meet.  Attendance should be based on actual weather conditions, not on a forecast.  If poor road conditions exist in and around the host community the night before the meet, the meet host should contact all meet participants by telephone to discuss whether either the meet host is going to cancel the meet or if the meet host doesn't cancel, whether visiting teams intend to make the trip.  Where appropriate, contact must also be made early the next morning for the same purposes. 

Every season, someone ends up unhappy relative to financial considerations when a meet is cancelled.  Visiting teams want fees waived, but hosts want to keep their hosting credits -- we can't do both – it's one or the other.  As a result, in the case of inclement weather, where a meet ends up being cancelled or re-formatted because some teams don't come, the financial issues will be resolved as follows (no discretion, no negotiation and no debate):

  • If the host cancels the meet, even though four or more visiting teams were willing to attend, the host gets no hosting credit and all teams scheduled to play in that meet owe no meet fees for that meet.
  • If the host is forced to cancel the meet because fewer than four teams plan to attend (the home team, plus three visiting teams), the teams who were unwilling to attend must pay their full $110 (three games) or $130 meet (four games) fee; the teams that were willing to attend are not required to pay their $110 or $130 meet fees; and the host team gets a pro-rated credit (e.g., if five of the other seven teams are assessed a full $110 fee for not coming, the host will get a $55 hosting credit for those five teams, but not for the other two who are not required to pay their meet fees for that event).

 

 A meet will be held so long as at least four teams are willing to participate.  If fewer than four teams are able to attend a given meet because of inclement weather, the meet will be canceled and not re-scheduled.  In the case of a mini-meet, if only three teams are available to play (rather than 4 or 5), those teams will play each other round-robin for two games each.  If 7, 6, or 5 teams are in attendance, please see Attachment #5 for directions on how to re-format the pairings or call Terri Green for help.

 

 (Only coaches should call meet hosts, not parents)

 DO NOT CANCEL BY E-MAIL!

 

HOSTS, IT IS VITAL THAT YOU HAVE A COPY OF “ATTACHMENT #5 – Reformatting League Meets when Fewer Attend” WITH YOU AT YOUR MEET.  This can be found on the RULES tab on this website.

 

If you are hosting a meet and need help with reformatting,

Friday night and Saturday morning, please call Terri at 715-386-4317.

 

 

 

 

Pre-Meet Contacts.  It is the responsibility of each host team to call the coaches or contacts for all teams attending the host's meet not more than ten days, and not less than six days, in advance to verify the attendance of the visiting teams and the start time of each team's first game.  The League will provide each host with a list of contacts from the teams attending its upcoming meet about ten days in advance of the event as described in Paragraph A-8 of these rules.  If a visiting team is not planning to attend a given meet, the host will immediately notify Terri Green (715-386-4317) or Tracie Tilton (715-749-9048) so a replacement can be arranged.  Host teams that fail to make these calls on a timely basis and have a scheduled visiting team not attend its meet, will have its hosting credit reduced by $100.  When calling, the host team should provide each visiting team coach with the name and number of someone in the host community to call in case of weather issues on Friday night or Saturday morning.

 

When calling attendees to their meet, hosts must not rely on a voice mail or email message left as an effective means of confirmation.  Hosts must actually talk to the coach or other person responsible for the team in question, or receive a specific acknowledgement voicemail or email confirming attendance.  If a host has a difficult time reaching a head coach for a team scheduled to attend their meet, consult the customized contact list provided to you as described above and call the team's assistant coach, varsity coach or association contact to ask for their assistance in obtaining that team's confirmation.  If that fails as well, call Terri Green at 715-386-4317 / terri@gnbl.org or Tracie Tilton 715-749-9048 / tracie@gnbl.org and ask for assistance.

Each host team must report the exact score of each game played at its meet to the League no later than 10:00 a.m. on the Monday after Saturday's meet.  Teams failing to meet the 10:00 a.m. Monday deadline will be assessed a penalty against their hosting credit of $100 for each week, or portion of a week, that they are late.  For the 2014-2015 season, all scores will again be directed to Tracie Tilton. 

 

Scores must be reported in the order listed on the schedule page in the directory.  The best way to report scores is to insert the scores after each team on the League-provided schedule page and then insert the fourth game pairings with scores at the bottom of that sheet.  Options for submitting scores are as follows (these are listed in order of League preference, although any option is acceptable as long as it's on time):

 

·         Fax:  715-749-4198

 

·         E-mail:  tracie@gnbl.org

 

·         Call:  715-749-9048 and leave a voice mail message if Tracie doesn't answer.  Those calling in scores have two minutes of space per call to report, so speak quickly, but clearly.  Those reporting should leave a phone number at which they can be reached on Monday during business hours if Tracie has a follow-up question (those reporting should take scores with them to work Monday morning so they can clarify any issues).