COMMUNITY ACTIVATION GUIDE

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DEAR PRO CIRCUIT PARTNERS,

The USTA Pro Circuit team is excited to be partnering with you to engage

your community and bring more kids to your event and therefore into the

game of tennis. For this reason, we have created the following Community

Activation Guide.

It is our goal to help you further enhanced your community engagement,

and we would like to remind you to make use of all the resources which are

provided for you in our Tournament Director’s website.

Lastly, we encourage you to apply for the Pro Circuit Community Involvement

Grant.

If you have any questions regarding your community outreach or the

Community Involvement Grant, please do not hesitate to contact Milagros

Sequera Huss at sequerahuss@usta.com or (407) 462-6657.

Best Regards,

USTA Pro Circuit Team

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PRO CIRCUIT COMMUNITY INVOLVEMENT GRANT

Six weeks prior to your event, fill out and submit the Pro Circuit Community

Involvement Grant to qualify for monetary support. The form can be found on

the Tournament Director’s website:

procircuittd.usta.com/login

The grant maximum is $2,000* per event.

*$1,000 maximum will be awarded for Net Generation Activities only.

*$1,000 maximum will be awarded for any other Community

Involvement Activities.

Grants will be paid in two installments. 50% of the grant awarded will be

distributed before the event. The remaining 50% will be distributed after the

Proof of Completion form is filled out and submitted no later than 30 days

after the event.

If you have any questions regarding the Pro Circuit Community Involvement

Grant please reach out to Milagros Sequera Huss at

sequerahuss@usta.com

ORGANIZER TIPIF AN ACTIVITY OR ROTATION IS NOT WORKING, YOU CAN ALWAYS

MAKE ADJUSTMENTS. REMEMBER THAT SAFETY AND FUN ARE THE

MAIN PRIORITIES!

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THANK YOU FOR RUNNING YOUR COMMUNITY ACTIVATION!We’re excited for you to welcome new and active players to your community

and create fun tennis experiences for everyone.

In this manual, you will learn the benefits of hosting an activation, preparation

tactics and suggested roles to run your event. We have included additional

tools to enhance the event experience, including suggested equipment list,

station rotations and templates for play.

! We appreciate your efforts and we are here to support you in your

efforts to bring tennis to your community.

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ORGANIZER TIPCHECK WHAT ELSE IS GOING ON IN YOUR COMMUNITY TO AVOID

SCHEDULING CONFLICTS. THEN BUILD A TIMELINE BY WORKING

BACKWARDS FROM THE DATE OF YOUR EVENT!

HAVE TIME TO PREPAREAs you know, preparation is key to the success of your event - having a plan is a must!

u How will you promote your event? You and your team have worked hard to plan the event and want to ensure guests know about it. Work with your local USTA Section, usta.com/sections, local media, radio, social, and local celebrities to help promote the activation to surrounding communities. As a Net Generation provider, you can visit NetGeneration. com for customizable templates. There are also resources available at resources.usta.com and procircuittd.usta.com/login/

u Who will staff your event? Volunteers are the driving force of events and help everything run smoothly. Recruit people who share your vision, have a positive attitude and want to create a memorable experience for others. Volunteers can be found through your local USTA volunteer base, TSR’s in your area, Tennis on Campus programs, adult league players and high school teams. Keep in mind: Not all volunteers need to be tennis players but depending on your scheduled activities, tennis players and coaches may be critical to have on hand as volunteers.

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Schedule for the dayCreate a schedule for the day with activities and times. Reference the

support materials for activity ideas. Be thorough and include all details.

Work with the Pro Circuit tournament director to secure a player appearance

and include this in your schedule.

What will you need?Identify what items you need for your event. Reference the suggested

supplies list attached.

Checklist of Suggested Supplies(you do not need all of these and can adjust based on your numbers and scheduled activities).

Check In:Table Chairs Drawsheet Drawsheet

Branded Table Skirt/Cloth

T-Shirts Court Schedule Pens/Markers Waivers

On Court:

Red Balls Orange Balls Green Balls Yellow Balls Throw-Down Lines

18-Foot Nets Ball Hoppers Racquets (various sizes)

Jump Ropes/ Agility Ladder Barrier Tape

Cones Playground Balls Koosh Balls Polyspots Station Cards

Tennis Wheelchairs (if applicable)

36’ Sport Court (optional) Whistles

Off Court:

Paper Plates Napkins Drinks First Aid Kit Balloons

Camera Music Microphone Microphone Snacks/Lunch

Gifts/Giveaways Promotional Material

ORGANIZER TIPANY OPPORTUNITY TO HAVE ONE OF THE PROFESSIONAL PLAYERS

SPEAK AT YOUR EVENT IS PRICELESS. HAVE A QUESTION-AND-

ANSWER PERIOD, PICTURES AND EVEN AUTOGRAPHS IF TIME ALLOWS.

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ORGANIZER TIPREMIND EVERYONE OF THEIR RESPECTIVE ARRIVAL TIMES,

RESPONSIBILITIES AND SCHEDULES.

TIMELINE

CRUNCH TIMETwo weeks prior to your event

You will want to follow up with all volunteers, groups and players who will be participating. Instruct them to wear athletic clothes, tennis shoes, and to bring a racquet if they want. Make sure they mark their own racquet so it doesn’t get lost!

2 weeks outRemind players and volunteers

of important details, confirm with location and transportation.

4 weeks outPromote, plan out the day, and confirm transportation details if applicable.

6-8 weeks outWhen, where, and who details of your

activation; application for Pro Circuit Community Involvement Grant is due.

CRUNCH TIMEOne week prior to your eventYou will want to reconfirm the details of the day with groups, players and volunteers. It is always better to remind them too often than not enough. By this point, you will have an idea of how many players you are expecting. This will be a good time to finalize your on-court layout with the templates provided. You will also want to make copies of the court templates for your volunteers.

1 week outFinal reminder to players

and volunteers of details, review your plans for the day.

THE DAY OF YOUR EVENT

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THE BIG DAY

WOOHOO, IT’S HERE! u Two to three hours before the event is when the host should be there to

prepare for volunteers, begin setup and manage any surprises that could arise (they always do!). You should have your volunteers arrive at least 60-90 minutes prior to check-in for a volunteer orientation. The volunteer orientation should include introductions, reviewing the schedule of the day, the distribution of court templates, responsibilities and other logistics.

u 30 minutes prior to your event, participant check-in should begin. It is important to have your volunteers prepared for the rush of players. A check-in table with chairs should be setup with name tags, markers and any other details for groups and players. If you pre-organized groups, make sure players know what group they are in.

u Showtime! Get everyone engaged and energized. Have a designated court leader to kick off the event with a fun activity. Other volunteers should be encouraging participation and welcoming new players. Activities should be welcoming, safe and engaging. High energy is crucial! If you are a Net Generation provider, see activities from “Welcome to Tennis” in the Net Generation Community Curricula for some great ideas.

u Be flexible. While you may have your participants grouped for the stations, you will have to make adjustments depending on actual participant numbers and skill levels. The court leaders and teaching professionals should know the timing of rotations and be prepared to modify any activity as needed.

u Wrap up. At the completion of your activation, bring all players together to thank them for participating, share information on future programing and thank the volunteers for their great work. And don’t forget —for your youth events, end with a cheer like “Go NET GENERATION!”

ORGANIZER TIPTENNIS ACTIVATIONS SHOULD BE A WELCOMING AND SAFE ENVIRONMENT.

GROUP YOUR PLAYERS BY AGE AND, IF POSSIBLE, LEVELS PRIOR TO

EVENT. CHANGES CAN BE MADE TO GROUPS DURING THE EVENT.

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SUGGESTED ROTATIONS

u With stations, you can rotate players every 8-10 minutes depending on the length of your event. Station leaders will remain at their station while players rotate.

u For large events, rotate a new group into the first station every 3-5 minutes. Groups will continue to funnel through the stations and exit the court after the last station.

u For activities that use one court (Orange-Yellow Ball), rotate groups of 8-12 players on and off the court every 5-10 minutes.

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POST-ACTIVATION

THANK YOU TO PLAYERS AND ASK FOR FEEDBACK, THANK VOLUNTEERS, AND REFLECT ON YOUR EXPERIENCE... YOU DID IT!

u As soon as possible, send a communication to all participants thanking them for attending and including details on upcoming programs and events.

u Send a communication to all volunteers who helped with the day.

This is a chance not only to thank them, but also to let them know of

other volunteer opportunities. Remember, this can only happen with a

team effort.

u Make a list of what worked well and what you would want to change for

your next activation. Get as much feedback as you can from volunteers

and attendees. Each event is a new opportunity to learn and improve.

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HERE ARE SOME VOLUNTEER ROLES TO CONSIDER WHEN PLANNING AYOUTH ACTIVATION:

u Court Leaders: These will be your volunteers with the most tennis experience. They will either lead their own court, or roam all stations to make sure other coaches are comfortable and confident in their role.

u Station Coaches: Station coaches can vary; some may have a lot of experience running tennis activities, while others have never even played tennis. The most important thing is that all coaches enjoy working with kids and having fun.

u Off-Court Volunteers: Off-court volunteers are extremely important as they will welcome players, direct them to check in, help with on-court activities, assist with lunch or other meals, if served, and fulfill many other jobs as needed.

ORGANIZER TIPBEFORE ASSIGNING ROLES FOR YOUR VOLUNTEERS, ASK THEM WHERE

THEY FEEL MOST COMFORTABLE. IS IT ON-COURT? OFF-COURT?

YOU WANT TO DO YOUR BEST TO ACCOMMODATE ALL LEVELS.

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WHAT ISTEAM CHALLENGE?

A Team Challenge is new USTA program designed as an introduction to

competition for players ages 5-18, that focuses on teamwork, character

development and introducing parents to tennis. The program can be

delivered either as a single event or as a series of events (league-play)

with the goal of offering a competitive play experience in a fun and social

environment. The Team Challenge has three basic components that are

essential in offering a kid-friendly tennis event:

u ENVIRONMENT Introductory play opportunities where teams can practice their skill development in a low-pressure Environment with an emphasis on teamwork and fun.

u ENGAGEMENT Stay Engaged through a team experience that keeps them active, learning, and focused.

u EXPERIENCE An Experience which allows players to play with each other on similar levels whether in red, orange or green stages of play.

WHO IS TEAM CHALLENGE FOR?

u Entry-level players who are expected to at least drop hit serve from the service line over the net, and sustain a modified rally (trapping, bumping, or hitting) to participate.

u The Team Challenge can be delivered by Net Generation registered providers as a fantastic way to introduce a lifelong love of the game from the very first play opportunity!

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PROGRAM SCHEDULE

1. Free Play 15 minutes• Provider welcomes players as they arrive

• Provider gives Name Tags to participants

• Provider will recruit and assign Volunteer Roles

• Assistant will supervise participant warm up

• Assistant will determine a general assessment of participants

2. Athletic Development 5 minutes• Assistant will conduct a group warm up

3. Character Development 3 minutes• Provider will introduce the character development

4. Cooperative Play* 15 minutes• Provider and Assistant will pair the participants

• Participants will start a cooperative rally

• Participants rally and count each ball hit in the court

• Participants will try and beat their rally score during this time period

• Provider and Assistant will make changes based on participant’s levels

5. Team Formation 5 minutes• Provider and Assistant put participants into groups

according to playing level

• Parent volunteers help teams come up with team names

• Parent volunteers help coordinate team match play

• Participants not able to hold a modified rally should be placed in a group

• Parent Provider helps to facilitate

• Station Cards should be available to assist with activities

NOTE: Parents Meeting 5 minutes• During first rotation of team competition, Provider

conducts parents meeting

* Levels will be determined during Week 1 of a Team Challenge Series. Cooperative play won’t be necessary for Week 2 through 6.

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PROGRAM SCHEDULE (CONTINUED)

6. Team Competition Rotations | Parents Meeting 30 minutes• Provider, Assistant, and Parent Volunteers facilitate

match play for players who can at least drop hit serve from the service line over the net and sustain a modified rally (trapping, bumping, or hitting)

• Matches are team singles

o One or two players from a team can be put on each side of the court, with one player starting the point by stepping inside the court to drop hit the serve. If there is a second player on their side of the court, they will wait behind the middle of baseline. After the point ends, the second player will replace the first player.

• Points being kept with clothes pins to facilitate the players learning how to keep score

• One minute of transition from match to match:

o Team Match #1 – 5 minutes

• During first rotation, Provider conducts Parents Meeting

o Team Match #2 – 5 minutes

o Team Match #3 – 5 minutes

o Team Match #4 – 5 minutes

o Team Match #5 – 5 minutes

7. Wrap Up | Character Development 2 minutes• Provider reviews the play for the day and

character development

• Finish with a chant and have participants huddle together with hands in the middle

8. Meal / Snack (Optional) 15 minutes

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PRO CIRCUIT PLAYERS TO SCHOOLS PROGRAMGreat Role Models to Visit Schools in your Area

Steps:

1. At least four months before your Pro Circuit Tournament email or call your Section schools contact ( you can find this information in the Tournament Director’s Website)

2. Reach out to the schools directly- email or call the Principal or the PE Teacher.

3. Make sure you sell the program as a way to empower the kids in your area, as they will be listening from great role models.

4. Organize the logistics of time and date of the visit

5. Reach out to the schools one month before the event and make sure the time and date still work for the school program

6. Coordinate logistics with Pro Circuit players- transportation to and from the schools

7. Make sure to provide Pro Circuit players key subjects they can discuss with the students.

a. Examples of these subjects are - Life on tour- Why did they

start playing tennis? What is their country like? How many

countries have they visited? What it takes to be a professional

tennis player? How to deal with failure or losses?

8. Ask Students to ask Pro Circuit players’ questions.

9. Always make sure Pro Players bring their racquets in case the students would like to see them play or are curious of their equipment.

10. Make sure to take photos of the event and also record the number of kids who participated.

11. Send a Thank You note to the school and a photo of the player with their students.

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HERE ARE SOME ROLES TO CONSIDER WHEN PLANNING ANADULT ACTIVATION:

u Lead Certified Teaching Professional: These pros will be your leaders on court with the most tennis experience. They can assist with clinics for any level of player including adult beginner clinics, cardio tennis, doubles strategy, and even round robins.

u Assistant Coaches: Assistant coaches can vary; some may have a lot of experience running tennis activities. They take their direction from the lead teaching pro.

u Off-Court Volunteers: Off-court volunteers are extremely important as they will welcome players, direct them to check in, help with on-court activities, assist with lunch if served and fulfill many other jobs as needed.

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ADULT TENNIS ACTIVITIES:

u Ladies Day - Many local clubs have Ladies Daytime Leagues. If there are available courts, invite a local league to play their matches at your facility, stay for lunch and then watch the matches. If courts are limited, invite them to come after their match at a reduced cost or for free lunch.

u USTA Member Day - If your event charges an entry fee, consider inviting USTA Members to attend one session at no cost or a reduced cost. Consider having a give-away or hospitality tent. Consider working with your local USTA Section office for support.

u USPTA/PTR Certified Coaches Day - If your event charges an entry fee, consider inviting local coaches to attend one session at no cost or a reduced cost. Consider having a give-away or hospitality tent. Considering leveraging your local USPTA/PTR representative for support.

u Adult Clinics - Clinics can be offered for different levels. Some options include: adult beginner, doubles strategy, live ball, or the coach’s choice. Is important that whoever is leading your clinic has a plan based on the participants skill level.

u Round Robins - Round Robins are a great way to include match play and drilling. Start your round robin with some fun drills followed by 20-minute rotations. There are different ways to organize your rotations so make sure to utilize an experienced coach to manage your round robin.

u Cardio Tennis - Utilize the Cardio Tennis format, a high energy workout that combines the best of tennis with cardiovascular exercise. Use this format to engage all levels of play and age groups. It is recommended that you use a Cardio Tennis specialist.

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WHEELCHAIR TENNIS ACTIVITIES

u During your planning for the community activation, consider adding a wheelchair component. There are many options such as a clinic, WC exhibition, or Pro/WC Up/Down (Run/Roll) Exhibition.

u Arrange to have an experienced wheelchair coach/player there to lead, leverage your local USTA office for contacts if needed.

u If you have access to tennis wheelchairs from a local provider, get them! They can be used by wheelchair players who do not have a tennis specific wheelchair and can be used in the exhibitions.

u Clinic will be standard practice - typically 30-60 minutes and on an outer court - possibly a progressive clinic depending upon levels, number of players and courts available - hand feed, fed ball, live ball, point play.

u Involve the Pro Circuit players as much as possible - have them participate in an exhibition, help feed/engage in clinic, get into a tennis wheelchair themselves. It is the silliness of them playing in a chair that will resonate with not only the public watching, but the player themselves.

u Exhibitions of any kind should be on the Stadium/Show court and do not have to be longer than 15-30 minutes. Short scoring formats are good a good option.

u Depending on the program, have an introduction of the Coach/Player/Players presenting and what the public is watching.

u If there is an entry fee for attendees, consider making event free for WC players attending the Pro Circuit event, possibly a meal and drink voucher as well.

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MILITARY AND VETERAN APPRECIATION u If you have decided to incorporate a Military Appreciation night into your

community activation, engage an experienced teaching professional, preferably one with experience on court with veterans suffering from PTSD (Post Traumatic Stress Disorder) and TBI (Traumatic Brain Injury). Not absolutely necessary, but preferred.

u Use a clinic format and at least one court, possibly more for a larger clinic. Clinic will be standard practice - typically 30-60 minutes and on an outer court - possibly a progressive clinic depending upon levels, number of players and courts available - hand feed, fed ball, live ball, point play.

u Prior to the start of the clinic, have the coach provide an explanation of why tennis is a wonderful sport for Veterans of any age or ability to becoming physically active again and also because of the social aspect.

u An exhibition can be done with Pro Circuit pros involving a couple of vets, preferably the two strongest players attending - 15-30 minutes with a short scoring format

u If there is an entry fee for attendees, consider making the event free for vets with possibly a meal and drink voucher as well.

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TEAM UP TOURNAMENT

u Event Format – tweak as needed based on time alloted and number of courts.

• 3 hours: 2 hours of round robin match play followed by 1 hour of social time

• No-ad games, 25-30 minute timed rounds

u Players & Levels

• Gender neutral: man/man, woman/woman or man/woman select option(s)

• Straight level: Require same rating for all players (2.5-5.0)

OR – select one

• Combined levels: Tournament director takes players of all levels or a stated mix of levels and forms teams to be balanced (2.5-5.0)

u Team Makeup - select option(s)

• 3 Players (Max of 4 players with one sub) = 1 Singles & 1 Doubles

• 4 Players (Max of 5 players with one sub) = 2 Singles & 1 Doubles OR 2 Doubles

• 6 Players (Max of 8 players with two subs) = 3 Doubles OR 2 Singles & 2 Doubles

u Consideration - Invite your local Tennis on Campus team to participate in the Team Up tournament and volunteer to help with your Net Generation activation.