Team Registration

Impact of COVID-19

Player and attendee safety is the number one priority for our events. On Friday, March 13, we will be releasing initial information on our response to COVID-19 and how it might impact US Quidditch Cup 13. It is part of a much broader emergency response and preparedness plan that our staff is currently working on.

Any teams with registration items due on Thursday, March 12 have been given an automatic one week extension to Thursday, March 19.

Team Registration

Teams can track the status of registration requirements in this spreadsheet in the “USQ Cup Reqs” tab. For questions, email membership@usquidditch.org. These steps are required:

    1. Fill out the team registration form
    2. Submit an attendance request on the USQ calendar
    3. Fill out the hotel request form to request hotels or fill out the stay and play exemption form to request an exemption to the stay and play policy (only available for collegiate teams located within 100 miles of the facility or club teams who have a majority of players within that same distance). 
      • The hotel request form will open on Friday, February 26 at 5 pm ET.
    4. Pay the $450 team registration fee*
    5. Reserve hotel rooms
    6. Fill out team officials crew form.
      • The form will be available soon. 
    7. Complete season play requirements (collegiate and club)
    8. Submit a roster

*In the past, there has been an extra processing fee if teams pay the fee online. That fee no longer applies. Teams can pay online through Quickbooks, either with a credit card or a bank account. The following items are optional, but still have a deadline:

    1. Submit pre-event team travel survey (to gather information on what teams are thinking of doing for travel; more information is below)
    2. Fill out livestream questionnaire 
      • The questionnaire will be available in February.
    3. Submit names of additional team staff
      • This form will be available soon. 
    4. Submit on-site team travel survey (to confirm when your team is arriving once you have made your travel plans)
      • This form will be available soon. 
    5. Sign up to volunteer and/or officiate outside of team crew obligations
      • These forms will be available soon.
    6. Submit trading cards
      • This form will be available soon. 

Some deadlines are set by how your team qualifies. College teams who qualify at a regional championship have the first set of deadlines. College teams who qualify through at-large or compete in the open division, along with all club teams, have the second set of deadlines. 

Item Due Date: Fall/Spring Regional Teams Due Date: At Large, Open Division, and Club Autobid Required
Fill out pre-event team travel survey Fri, February 14 Fri, February 14 No
Fulfill club season play requirements or collegiate expanded season play requirements for at large applicants N/A Sun, March 1 Yes
Fill out team registration form Thu, February 27 Thu, March 12 Yes
Submit an attendance request Thu, February 27 Thu, March 12 Yes
Fill out hotel request form Thu, March 5 Thu, March 12 Yes
Pay registration fee Thu, March 12 Thu, March 19 Yes
Reserve hotel rooms Thu, March 12 Thu, March 19 Yes
Fill out team officials crew form Thu, March 19 Thu, March 19 Yes
Submit trading cards Thu, March 19 Thu, March 19 No
Sign up to officiate outside of team crew assignments Thu, March 26 Thu, March 26 No
Sign up to volunteer Thu, March 26 Thu, March 26 No
College play requirements Sun, April 5 N/A Yes
Livestream questionnaire Thu, April 9 Thu, April 9 No
Additional team staff Thu, April 9 Thu, April 9 No
On-site team travel survey Thu, April 9 Thu, April 9 No
Roster Fri, April 17 Fri, April 17 Yes

How to Qualify

COLLEGIATE TEAMS

There are 2 ways collegiate division teams can qualify for USQ Cup.

  • Regional Championship
    • Regional championship events, found by clicking here, are required for collegiate teams if they want to be considered for a bid to USQ Cup. Each regional tournament allocates a set number of bids to distribute to teams. Information about allocation can be found clicking here.
  • At-Large Bid
    • Starting with the top ranked team, remaining bids not filled by bids given at regional tournaments will be awarded to teams who have fulfilled season play requirements based on ranking once rankings are frozen on March 1, 2020. This will continue until all bids have been distributed. Teams that have received a bid to Nationals already are not eligible for an at-large bid. Teams must have attended their regional championship event to be considered.

Additional details about collegiate teams qualifying for USQ Cup can be found clicking here.

Open Division for College Teams

Up to 16 collegiate teams are eligible to be chosen to play in the open division. Open division teams will be scheduled to play each other throughout the event. However, no winner will be crowned. This structure will allow teams of all levels the chance to take part in the premier event of the season and play teams from other regions. The open division does not have any season play requirements. Any member team is eligible to participate in the division, even if they did not attend a regional championship. Teams that do not earn an at large bid will be offered a place in the open division. If your team is interested in participating in the open division, but does not want to be considered for an at large bid, please fill out this application form. Please note that this is only for teams that do not want an at large bid. Teams who fill out the open division form will receive priority selection to play in the division over teams who attempt to earn an at large bid. If more than 16 teams apply for an open division bid, priority selection will be given to those who have completed season play requirements or competed at a regional championship. Open division play will take place whether there are a full 16 teams or not. Teams can expect to play throughout the day Saturday and early Sunday. 

OPEN DIVISION GRANT

A grant is being offered for one team participating in the open division at USQ Cup 13. We encourage any team that is filling out an application for the open division to also fill out the grant application. More info and the grant application be found by clicking here. Grant applications are due by March 8.  If you have any questions regarding at large bids or the open division, please contact gameplay@usquidditch.org.

CLUB TEAMS

There are 2 ways club division teams can qualify for USQ Cup.

  • Auto-Bid
    • A limited number of circuit recognized events will be able to apply to have the club champion of their event receive an auto-bid for US Quidditch Cup 13. These can be found by clicking here.
  • At-Large Bid
    • Starting with the top ranked team, remaining bids not filled by auto-bids will be awarded to teams who have fulfilled season play requirements based on ranking once rankings are frozen on March 1, 2020. This will continue until all bids have been distributed.
    • Teams will have until Friday, March 6, 2020 to accept the bid.

Ticket and Merch Specials for USQ Members

This year at USQ Cup, we will be offering discounts on tickets and merchandise for members, and there will be extra special deals for those competing in the event. More information will be available in February. We are also planning to order more merchandise, especially with the event t-shirts and trading cards. Those wanting to learn more about airline discounts for this event and other travel tips should check out the player travel guide that was released earlier this season.

Team and Attendee Travel Survey

We want to know more about how your team is getting to Charleston. By providing us this information, you will make it easier for us to give more details to airlines and other travel partners about what they might expect with our event. Teams are asked to fill out this survey by February 14, but we will leave the survey open after that. The sooner we get information on what teams are planning to do, the sooner we can make more plans with airlines and the other travel partners. To see if your team has filled out the survey or not, go to this spreadsheet and look at the tab that says “USQ Cup Travel Survey.”

Travel Deals

Visit this page to learn more about the airline discounts available. Those wanting to learn other travel tips should check out the player travel guide that was released earlier this season.

Hotels

Per USQ’s stay and play policy, teams are required to stay a minimum of two nights at a partner hotel for US Quidditch Cup, unless they qualify for an exemption. Teams must fill out either the stay and play exemption form or hotel request form by the deadline above. The hotel request form will open on Friday, February 28 at 5 pm ET.

USQ staff will assign teams to hotels in the order that teams fill out the form. As with previous years, availability is divided proportionally among teams depending on when they qualified. There is a proportional number of rooms available for each group at each price point. The groups are fall/spring regional teams and then at large, open division, and club autobid teams. Hotels will be assigned to teams based on the order teams fill out the form and what is available in their group.

All teams, even those who have not qualified yet for the tournament, may fill out the hotel request form.

Once a team fills out the hotel request form, it will receive an email with instructions on how to book their hotel accommodations, but only if it has already qualified. Teams who haven’t qualified yet may be permitted to book their accommodations on a case by case basis. As mentioned above, teams must fill out the hotel request form before they reserve hotels. Request and reservation are separate steps in the registration process.

Please note that hotel request form does not ask for any financial information nor does it require the team to pay any money. Teams will most likely need to provide a credit card to secure a reservation when booking the reservations after being placed at a hotel, but that is not needed until the rooms are actually reserved with the hotel. More information is on the USQ website under the Stay and Play Policy

If your team needs to have your school or another third party reserve or pay for the hotel rooms, please contact membership@usquidditch.org as soon as possible to let us know.  

Hotel Request Form

On the form, teams will be asked to fill out a form stating: their ranking of the accommodations out of the options listed (from top choice to last choice), how many rooms they need, how many people they need to house, and how many nights they will be staying.  Additional hotels may be added to the list below after the hotel request form goes live. If a team wishes to change their lodging to another hotel after they have been assigned, they need to email membership@usquidditch.org.

Hotel Options

Full information on each hotel is available here. Here’s a map listing where everything is.

Hotel Name Rate Per Night (does not include taxes) Distance to Shawnee Sports Complex Room Type and Max Occupancy Free Breakfast? Nights Available
Country Inn & Suites by Radisson, Charleston South, WV $114 19 minutes, 15.2 miles Queen/queen, 4 people Yes, hot breakfast Friday, Saturday, and Sunday
Delta Hotels Huntington Mall $109 32 minutes, 32 miles Queen/queen, 4 people No. Breakfast buffet is available at a discounted rate of $8.95 per person Friday, Saturday, and Sunday
Embassy Suites Charleston $154.00 14 minutes, 8.3 miles Double/double suite, 6 people. Yes, hot breakfast Friday and Saturday. A limited number of rooms are available for Sunday. 
Fairfield Inn & Suites Charleston $119.00 9 minutes, 5.4 miles Queen/queen, 4 people. Yes, hot breakfast buffet Thursday, Friday, and Saturday
Four Points by Sheraton Charleston $129.00 12 minutes, 7.9 miles Double/double, 4 people. Yes, bagged breakfast Friday, Saturday, and Sunday
Hampton Inn Charleston Southridge $129.00 20 minutes, 7.8 miles Queen/queen, 4 people. Yes, hot breakfast buffet Friday and Saturday
Holiday Inn and Suites Charleston West $119.00 19 minutes, 15.2 miles Queen/queen, 4 people. Yes, hot breakfast buffet Thursday, Friday, Saturday, and Sunday
Holiday Inn Express Charleston-Kanawha City $114.00 9 minutes, 5.4 miles Queen/queen, 4 people. Yes, hot breakfast buffet Thursday, Friday, Saturday, and Sunday
Sleep Inn Charleston $119.00 16 minutes, 11.8 miles Double/Double Yes , hot breakfast Friday, and Saturday
Sleep Inn Crosslanes $119.00 9 minutes, 3.8 miles Double/Double Yes , hot breakfast Friday, and Saturday
Sleep Inn Hurricane $119.00 16 minutes, 12.9 miles Double/Double Yes , hot breakfast Friday, and Saturday
Wingate by Wyndham Hurricane WV $109.00 19 minutes, 17.5 miles Queen/Queen, 4 people. Yes, breakfast Thursday, Friday, Saturday, Sunday, and Monday
Wyndham Garden Cross Lanes $109.00 8 minutes, 3.8 miles Queen/queen, 4 people. Yes, hot breakfast buffet Friday and Saturday. A limited number of rooms are available for Thursday and Sunday.