Academy & Select Team Manager Information

Tournament/Event Registration

Black Hills Rapids Team Managers have the following options for submitting tournament registration requests for their teams. 

Option 1- Black Hills Rapids will take care of it for you

  1. Submit your request via the Tournament Registration Form link on the right of this page.
  2. Please submit 15 days prior to tournament deadline.
  3. Black Hills Rapids will use the Club's corporate card to pay the entry fee.
  4. For Priority tournament requests (those that fill up fast, college showcases, deadline is within 10 days) text the player account manager. 

 Option 2 - Manager registers and pays: Team managers complete the entire registration process for your team, including submitting payment.

  1. Manager must immediately follow up with the Tournament Check Request form found on the right side of this page, as we still need to know which teams are attending events.
  2. The manager will be reimbursed on our next check run cycle. (10th, 20th, 30th) Must be received 2 days prior to the check run.

 Option 3 - Manager Registers and Black Hills Rapids pays: This option can only be used when a tournament allows for check payments.

  1. The team manager will complete the entire registration process.
  2. Manager must immediately follow up with the Tournament Check Request form  found on the right side of this page, as we still need to know which teams are attending events.
  3. Checks will be mailed to the tournament on the next check run cycle. (10th, 20th, 30th) Must be received 2 days prior to the check run.

 Verification/Follow Through – Team Mangers will have the following sources to confirm their tournament registration requests have been received.

  1. If you have requested a tournament registration via Option 1, the online form link, you should receive an immediate email confirmation of your submission.
  2. Within 5-10 days you should receive an email from the tournament with your registration details. Please verify the level of play is correct so any needed changes can be taken care of right away.
  3.  Tournament Tracking Sheet is shared on Google Drive with all Team Managers. Tracking Sheet will be updated no later than Sunday evening of each week. This means every Monday Managers will be able to view the list and determine if their request has been received.
  4.  If you do not receive any confirmation emails or do not see your team on the Tracking Sheet for a tournament please contact the player account manager right away.

Turnaround times

  1. Priority Tournaments – 5 days
  2. All other Tournaments – 10 day

Event Roster Submissions 

Ten days prior to an event start date the Team Manager will need to communicate the final rosters. There are separate online forms for Academy and Select in links on the right side of this page. It will need to be submitted for tournaments, out of town friendly play, Champions League, MRL League, or any other instance where an entry fee or coach travel expenses will be split among the team. 

This form will go directly to the BHR Registrar and the Player Account Manger. The Registrar will prepare your formal event roster form. The Player Account Manger will use this as the final information for billing.  

For Academy teams any player on this form will be billed for the event and coach expenses. Having an accurate list at this point is very important so families do not receive charges they are not expecting. Please make sure to note any guest players. 

For Select teams the event roster will be used to bill coach expenses, the official team roster is used to bill the tournament fees. When requesting the event roster it is very important for billing purposes to note any players who gave the proper 60 day notice, any guest players and any injured players. If this is a tournament for which the coach has designated a particular roster please let us know that as well. 

Tournament Withdraws and Cancellations

If at any time your team withdraws from a tournament or the tournament is cancelled notification needs to be made to the Registrar and Player Account Manager. 

Eligibility Notifications

The Player Account Manager will send emails to the Team Manager, Coach, and DOC at the beginning of each month when a player on your team has become financially ineligible. This information is provided so there is an awareness they are not allowed to participate until further notice. The Player Account Manager will work with the player and their family to rectify the financial situation and send a follow-up notification to the Team Manager when the player can again participate. 

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