Coaches Checklist

To help you prepare, we’ve put together a Coaches Checklist that includes important details about:

Tournament Rules

Payments

All teams are required to pay their invoice by the due date listed in your registration email and in your AC account.

Payments may be made by credit card through your invoice or by check.

Checks should be made payable to AC Sports and mailed to:

AC Sports
P.O. Box 87
Trafford, PA 15085

Please include a copy of your order with your payment and write your order number in the memo line of the check.

Deadlines

Baseball & Softball:
Payment is due within 14 days of registration. Unpaid teams will not be placed on the schedule. If payment is late and your division fills, your team will be moved to the waitlist. Full payment is required to be reinstated if spots remain.

Basketball:
Payment is due by the date listed on your invoice and in your registration email.

Cap Classic®:
Payment is due within 14 days of registration. Teams must pay in full before beginning the required Cap Classic® Hat process (see “Cap Classic® Hats” section).

Gate Fees

Baseball, Softball & Cap Classic®:
If a gate fee is attached to your registration, it must be paid prior to the event. Paying early saves you money!* You may either:

Pay the gate fee at the time of registration, or
Collect the fee from parents and submit it separately.

*Please see details on specific tournaments for more information on fees.

Basketball:
No gate fees are charged.

Hotels / Stay-to-Play Policy

All hotel accommodations for AC Sports events are managed through T1 Housing, our official housing partner.

All hotel partners are contractually obligated to provide the lowest guaranteed group rates for our teams and families.
Hotel information can be found under the Hotels tab on your tournament webpage.
For assistance, contact info@t1housing.com.
Teams are strongly encouraged to create room blocks as early as possible. Many events sell out, and delaying may result in your team staying further from the fields or being split across multiple hotels.

Baseball, Basketball, Softball & Cap Classic®:
Teams traveling more than 75 miles from the event location are required to stay in contracted hotels through T1 Housing (“Stay-to-Play” policy).

Teams must meet the stay to play requirements 5 weeks prior to the event
Opt out fees must be paid as per the stay to play policy in order to be placed on the schedule.

Rosters

All teams are required to submit an official tournament roster prior to the first game.

Coaches can access the Roster/Waiver links from their team account and share them with parents.
- The sooner rosters are entered, the sooner we can communicate directly with parents and reduce questions for coaches.
Coaches may begin entering players immediately and finalize rosters closer to the deadline.

Baseball, Softball & Cap Classic®:
Rosters must be submitted 4 weeks prior to the tournament, with room for adjustments if needed.

Basketball:
Rosters must be submitted before the first game of the tournament.

Coaches are encouraged to enter players as soon as possible, even if the roster is not final.

Certificate of Insurance

All teams are required to submit a valid Certificate of Insurance (COI).

Coaches must upload their team’s COI into their AC Sports team account.
Before submitting, please ensure the following is listed as additionally insured on your COI:
Atlantic Coast Baseball, LLC dba AC Sports
P.O. Box 87
Trafford, PA 15085

Baseball, Softball & Cap Classic®:

COI must be submitted and approved 4 weeks prior to the event.
Teams without an approved COI will not be placed on the schedule.

Basketball:

COI submission is required before the event.
No fixed deadline, but early submission is strongly recommended to allow for timely approval.

Cap Classic® Hats

Teams participating in Cap Classic® events are required to complete the official Cap Classic® Hat process.

You may begin the hat process once your registration is paid in full.
Hats typically take 10–12 weeks from design approval to production, though delays may occur due to supply shortages or production issues.
To ensure your team receives hats in time for the season, we strongly recommend starting the design process as early as possible.
Hat designs must be started by February 28th.