As the premier baseball and softball travel tournament destination in Southwest Texas, Cyclone Ballparks has hosted many outstanding baseball and softball tournaments in Pecos. We’re ready to welcome even more teams with our Phase II expansion, bringing more fields, better concessions, and more amenities for families.
Read our checklist to prepare your baseball or softball team for a successful tournament. If you have any questions about our facility, discover our Know Before You Go and Plan Your Visit pages, or contact us.
Registration and Payment
Before you think about traveling to a fun destination like Pecos, Texas, you need to confirm that your team can attend the travel tournament. We recommend starting this process anywhere from 6 to 8 months in advance and registering for the tournament 3 to 6 months in advance. That way, you can make plans with as few last-minute hiccups as possible. It’s also a way to make sure families can plan well ahead with their busy schedules.
Research Travel Tournament Options
- Review travel tournament schedules and select the event(s) that fit your team’s goals and availability.
- Check tournament rules and eligibility requirements.
Confirm Your Team’s Readiness
- Double-check to see if your team has enough committed players and coaches.
- Can your players prepare travel plans and accommodations? Make sure to let them know where potential tournaments can happen.
Collect Money to Pay Registration Fees
- Schedule fundraisers, such as car washes, bake sales, or restaurant collaborations, to secure funding.
- Collect the registration fees before officially registering for the tournament. This will help make sure your players and their parents are committed to participating.
Register for the Travel Tournament
- Visit the tournament’s official website.
- Contact the organizer.
- Complete the registration form with accurate team information.
- Double-check any required documentation, such as rosters or proof of player eligibility.
Understand the Payment Terms
- Review the tournament’s fee structure, including registration costs, non-refundable deposits, and deadlines.
- Be aware of any additional fees, such as umpire costs or team insurance.
- Note if early registration discounts are available.
Pay the Registration Fee
- Submit payment promptly through the tournament’s approved methods (e.g., online portal, check, or direct deposit).
- Keep a copy of the payment confirmation for your records.
Monitor Deadlines
- Note the final payment deadline and ensure all dues are settled.
- Verify that the travel tournament organizers have acknowledged the payment receipt.
Confirm Registration
- Follow up with the tournament organizer to confirm your team’s registration is complete.
- Request a registration receipt or acknowledgment email.
Plan Ahead for Refunds or Changes
- Understand the tournament’s cancellation and refund policies.
- Be aware that non-refundable deposits are common.
Reminder on Timing
- Register for travel tournaments at least 3 to 6 months in advance, especially for popular or high-demand events. You want to make sure your spot is reserved!
- Pay close attention to deadlines, as missing them may result in forfeiture of your spot or additional fees.
Travel Tournament Arrangements
Once the registration for the travel tournament is finalized, you need to confirm travel plans, from transportation to accommodations, and what to do on days in between tournaments. These factors largely depend on how much money each family can spend and what the team budget is.
Plan Transportation
- Decide on the mode of travel (e.g., carpooling, chartered bus, flights).
- Book transportation in advance, especially for flights, to secure the best rates.
- Arrange for rental vehicles if necessary, keeping in mind the number of passengers and equipment storage.
Reserve Accommodations
- Check if the tournament has partnered with specific hotels or requires “stay-to-play” bookings. We have a list of the top hotels and restaurants in Pecos if you want to book there.
- Reserve rooms early to secure availability, preferably 3 to 6 months in advance.
- Consider proximity to the tournament venue, amenities, and team budget when selecting accommodations.
- Confirm the reservations 1 to 2 weeks prior to traveling.
Coordinate Meals and Dining Options
- Research restaurants near the venue or hotel for team meals.
- Confirm if the hotel offers complimentary breakfast or group dining options.
- Plan for snacks, water, and hydration during games.
Prepare Travel Documents
- Ensure players and coaches have the necessary identification if needed.
- Double-check tournament waivers, rosters, and medical forms.
Create a Travel Tournament Itinerary
- Share a detailed itinerary with players, coaches, and families, including travel times, game schedules, and hotel check-in/out times.
- Include emergency contact information and the addresses of key locations.
Pack Strategically
- Pack team uniforms, equipment, and supplies (e.g., bats, gloves, helmets, first-aid kit).
- Include personal essentials for players and coaches, such as toiletries, weather-appropriate clothing, and medications.
- Bring tournament-specific items like rosters, player certifications, and a copy of the rules.
Establish Communication
- Set up a group chat, group text, or email thread for updates, reminders, and last-minute changes.
- Ensure all team members and families have contact information for coaches and team leaders.
- Have a list of emergency contacts and what to do in case of a medical emergency.
Prepare for Unexpected Issues
- Budget for contingencies, such as delayed flights or vehicle breakdowns.
- Purchase travel insurance if appropriate, particularly for flights or international trips.
Review Cancellation and Refund Policies
- Check the cancellation policies for transportation, accommodations, and other bookings.
- Be aware of any non-refundable deposits or penalties for changes.
Lodging During the Travel Tournament
Booking a hotel should be relatively easy. Talk to parents to see what they want to do in terms of lodging expenses, and check reviews before booking.
Check Tournament Lodging Requirements
- Determine if the tournament has a “stay-to-play” policy, requiring teams to book through specific hotels or agencies.
- Obtain the list of approved accommodations, if applicable.
Reserve Lodging Early
- Book accommodations as soon as your team registers, ideally 3 to 6 months in advance, especially for large or high-demand tournaments.
- Look for group rates or discounts available for tournament participants.
Choose the Right Lodging Option
- Consider hotels, motels, vacation rentals, or team-friendly accommodations like cabins or suites.
- Prioritize proximity to the venue to minimize travel time.
- Ensure the lodging meets team needs, such as room capacity and amenities.
- Read online reviews before choosing your team’s accommodations.
Check Amenities and Look for Team-Friendly Features
- Complimentary breakfast.
- Laundry facilities for uniforms.
- Ample parking for vehicles.
- Wi-Fi
- Common spaces for team meetings or downtime.
Plan Room Assignments
- Decide on rooming arrangements for players, coaches, and families.
- Group players together for team bonding while ensuring appropriate supervision.
Understand Cancellation Policies
- Review the cancellation terms, including deadlines for refunds or penalties.
- Be aware of any non-refundable deposits.
Confirm Booking Details
- Check-in and check-out times.
- Room types (e.g., double beds, suites).
- Special requests, such as accessible rooms or late check-outs.
- Request a confirmation email or receipt for your records.
Coordinate Additional Needs
- Notify the hotel of any specific requirements, such as early check-ins or storage for equipment.
- Inquire about options for hosting team meals or gatherings at the hotel.
Create a Lodging Itinerary
- Share hotel information, including address, phone number, and reservation details, with all team members.
- Include directions to the venue and nearby dining or grocery options.
Reconfirm Before Arrival
- Call the hotel 1 to 2 weeks before check-in to reconfirm reservations and room assignments.
- Address any last-minute changes or needs.
Prepare for Check-In
- Bring necessary documentation, such as confirmation emails or booking references.
- Assign a team representative to handle check-in and distribute room keys.
Set Guidelines for the Team
- Establish quiet hours and behavioral expectations to ensure a smooth stay.
- Encourage team members to respect shared spaces and hotel staff.
- Go over hotel policies with parents, coaches, and players ahead of time.
Parent Communication
Permission Slips
Permission slips are an integral part of travel teams for baseball and softball. They provide a legal framework in case there are issues, or something happens during practices, travel, or games.
Determine Requirements for Permission Slips
- Confirm if your organization, league, or tournament requires permission slips.
- Check for additional forms, such as medical waivers, liability releases, or photo/video consent.
- Consider consulting with an attorney to make sure permission slips have the correct verbiage and consent language.
Choose a Format
- Decide whether to use paper forms, electronic forms, or both.
- Use electronic platforms like Google Forms, DocuSign, or TeamSnap for convenience.
- Offer paper forms as an option for parents who prefer them.
Draft the Permission Form
- Tournament name, location, and dates.
- Travel arrangements (if organized by the team).
- Emergency contact numbers for coaches and team staff.
- Medical consent, allergies, or special needs.
- Liability waiver, if required.
- Add a clear section for parent/guardian signature and date.
Distribute the Permission Forms
- Send out permission slips 4 to 6 weeks before the tournament to allow ample time for completion.
- Include clear instructions on how to return the forms (e.g., email, online submission, or in-person).
Communicate the Importance of the Forms
- Inform parents of the deadline for submission.
- Explain the need for the forms to ensure player safety and compliance with tournament rules.
- Highlight that their child may not participate in the tournament without a signed permission form.
Track Form Completion
- Create a checklist to track which players have returned their forms.
- Follow up with parents of players who have not submitted their forms.
Verify Form Accuracy
- Double-check that all forms are signed and complete.
- Ensure all medical information is up-to-date and legible.
Organize Forms for Accessibility
- Compile all permission slips into a single folder (physical or electronic).
- Keep a copy of the forms with the team’s travel documents.
- Share relevant medical information with assistant coaches or staff, ensuring privacy.
Prepare a Backup Plan
- Carry blank copies of the forms (paper or electronic) to address last-minute issues.
- Keep a portable device, like a tablet or laptop, for accessing electronic forms.
Have Forms Readily Available
- Keep permission slips and medical waivers on hand at all times.
- Ensure they are accessible in case of an emergency or at tournament check-in.
Verify Player Participation
- Confirm that all players present have submitted their permission slips.
- Address any missing or incomplete forms before the first game.
Store Forms Securely
- Retain permission slips and waivers for the duration required by your league or organization (typically 1-2 years).
- Shred or securely delete the forms after the retention period to protect privacy.
Request Feedback from Parents
- Ask parents for their preferences on form format (electronic vs. paper) and any improvements to the process.
- Use feedback to streamline future permission slip management.
Timing of the Permission Forms
- Distribute permission slips 4 to 6 weeks before the tournament to provide parents ample time to complete and return them.
- Set a reminder for parents 1 to 2 weeks before the deadline to ensure all forms are submitted on time.
- Follow up immediately with any parents who miss the deadline.
Communicating with parents is vital to having a successful travel tournament experience. We recommend keeping lines of communication open before, during, and after the tournament.
Provide Travel Tournament Details
- Share the travel tournament schedule, including dates, game times, and venue locations.
- Include addresses, parking information, and any venue-specific rules (e.g., no outside food).
- Communicate about fees, costs, and fundraising efforts.
Create a Contact List
- Compile a list of parents’ and guardians’ contact information (phone numbers, emails).
- Share the coach’s and assistant coach’s phone numbers for emergencies.
- Include contact details for tournament organizers and the hotel.
Distribute an Itinerary
- Departure and arrival times.
- Hotel check-in and check-out times.
- Meal plans and team meetings.
- Game schedules and warm-up times.
- Include contingency plans for delays or changes.
Outline Team and Parent Expectations
- Clearly communicate behavior expectations for players and parents.
- Discuss policies on playing time, sportsmanship, and conduct during games.
- Review guidelines for parent involvement (e.g., cheering, not coaching from the stands).
Prepare for Emergencies
- Collect medical forms, including allergies, medications, and emergency contacts, for each player.
- Ensure all players have their insurance information on file.
- Discuss the emergency action plan, including nearest hospitals and urgent care facilities.
Emergency Contacts to Share with Parents
- Tournament organizer’s contact information.
- Venue address and phone number.
- Hotel address and phone number.
- The nearest hospital or urgent care center address and phone number are needed.
- Coaches’ and assistant coaches’ phone numbers.
Remind Parents of Essentials
- Share a packing checklist for players (uniforms, equipment, snacks, etc.).
- Remind parents to pack weather-appropriate clothing and hydration supplies.
Set Up a Communication Channel
- Create a group chat, email thread, or app (e.g., GroupMe, TeamSnap) for updates.
- Test the communication method before departure.
Provide Daily Updates Throughout the Travel Tournament
- Send reminders about game times, warm-up locations, and meeting points.
- Notify parents of schedule changes, delays, or weather-related updates promptly.
Ensure Player Safety
- Monitor players for signs of fatigue, dehydration, or injuries.
- Communicate with parents immediately in case of injuries or illnesses.
- Keep parents informed of medical treatment or emergencies.
Manage Expectations
- Share highlights or challenges after each game to maintain transparency.
- Reinforce team goals and positive reinforcement, regardless of outcomes.
Handle Emergencies
- Activate the emergency action plan if needed.
- Notify parents and guardians immediately, providing updates as the situation evolves.
Stay in Contact After the Travel Tournament
- Share a recap of the travel tournament results and highlights.
- Thank parents for their support and players for their effort.
- Ask parents for feedback on the tournament experience, communication, and logistics.
- Use the feedback to improve future travel plans.
Plan for Rest and Recovery
- Remind parents to ensure players rest and recover after the tournament.
- Share tips on hydration, stretching, and any follow-up medical care if needed.
Discuss Future Events
- Inform parents about upcoming games, practices, or tournaments.
- Provide any deadlines for registration or payment for future events.
Maintain Open Communication
- Leave the communication channel open for follow-up questions or concerns.
- Address any unresolved issues promptly and professionally.
Timing of Parent Communication
- Share all key details at least 2 weeks before the tournament to give parents time to prepare.
- Provide daily updates during the tournament.
- Follow up with parents within 48 hours after the tournament to close the communication loop.
Transportation for the Travel Tournament
Getting to and from your travel tournament is often the part that can have the most changes from the planning stages to arrival at the tournament site. Plan transportation immediately after registering for the tournament to secure availability and the best pricing. Allow extra time in the travel schedule to accommodate unexpected delays, detours, and sightseeing along the way.
Determine Team Transportation Needs
- Decide on the mode of travel: carpooling, buses, or flights.
- Factor in the number of players, coaches, and families traveling.
- Ensure there is enough space for equipment and luggage.
Book Transportation Early
- Reserve transportation at least 3 to 6 months in advance, particularly for flights or chartered buses.
- Compare costs and services to find the best option for the team’s budget.
Arrange Ground Transportation if Flying or Going by Bus
- Rent vehicles (vans, SUVs, or buses) if needed for local travel at the destination.
- Confirm parking availability and accommodations at the venue.
Coordinate Carpooling
- Assign carpool groups if driving individually.
- Ensure drivers have valid licenses, insurance, and reliable vehicles.
Review Baggage and Equipment Requirements
- Verify baggage limits for flights, especially for oversized items like bats and helmets.
- Use hard-shell cases or bags for fragile equipment.
Create a Travel Itinerary
- Departure and arrival times.
- Checkpoints for rest stops or refueling (if driving).
- Flight or train details (if applicable).
- Include emergency contact information and addresses for hotels and venues.
Confirm Transportation Details
- Recheck flight or bus tickets for accuracy.
- Confirm rental vehicle reservations and ensure drivers meet age, insurance, and license requirements.
Plan for Unexpected Delays
- Budget for contingencies, such as flight changes, vehicle repairs, or traffic delays.
- Carry emergency contact numbers for airlines, bus companies, or car rental agencies.
Prepare Team Travel Kits
- Snacks and drinks for the journey.
- First-aid kits and medications.
- Entertainment for players during long travel times.
Establish Communication
- Set up a group chat, group text, or communication channel to share updates during travel.
- Appoint a travel coordinator to handle logistics and address emergencies.
Follow Up Before Departure
- Reconfirm all bookings (flights, buses, or rentals) 1 to 2 weeks before departure.
- Double-check that drivers have all necessary documents, such as rental agreements or insurance.
Equipment
Your team needs the right equipment to get to the games on time. See this checklist to manage bats, batting helmets, and other team equipment to take with you.
Create an Equipment Inventory
- Bats (team and player-specific).
- Helmets.
- Catcher’s gear (mask, chest protector, shin guards).
- Baseballs/softballs.
- Bases and pitching rubber (if needed).
- First-aid kit.
- Equipment bags or storage bins.
- Check for damaged or missing items and replace them as necessary.
Confirm That Each Player Has Their Own Items
- Glove.
- Batting gloves.
- Cleats or turf shoes.
- Uniforms (home and away jerseys, pants, socks, belts, hats).
- Remind players to label personal equipment with their names.
Pack Extra Supplies
- Extra bats.
- Additional helmets in multiple sizes.
- Extra uniforms, socks, and belts.
- Carry additional baseballs/softballs for warm-ups and games.
Prepare Maintenance Tools and Supplies
- Glove conditioner or oil.
- Batting tape or grips.
- Shoe cleaning supplies.
- Duct tape for quick fixes.
Organize Equipment for Transport
- Use durable bags, bins, or storage containers for team gear.
- Label containers for easy identification.
- Ensure equipment fits securely in team vehicles or trailers.
Designate Equipment Managers
- Assign a coach, parent, or player to oversee equipment management during the tournament.
- Provide a checklist to ensure all items are accounted for.
Conduct Pre-Game Checks
- Ensure all required equipment is at the field before each game.
- Verify the condition of key items, such as bats, balls, and helmets.
Set Up and Organize
- Arrange team gear neatly in the dugout for easy access.
- Keep essential items like first-aid kits and catcher’s gear readily available.
Maintain Equipment Throughout the Day
- Clean dirt or debris from bats, helmets, and other gear between games.
- Check for damage after each game and make repairs or replacements as needed.
Monitor Weather Conditions
- Protect equipment from rain or extreme heat by storing it under cover.
- Use tarps or waterproof bags if needed.
Account for Equipment After the Games
- Perform a quick inventory check after each game to ensure nothing is left behind.
- Double-check all bags and containers before leaving the field.
Perform a Final Inventory After the Travel Tournament
- Check all team equipment to ensure everything is accounted for.
- Report any missing or damaged items and plan for replacements.
Clean and Store Equipment
- Wipe down helmets, bats, and other gear.
- Wash uniforms and any reusable items.
- Store equipment in a clean, dry place to prevent damage.
Evaluate Equipment Performance
- Note which items need to be repaired, replaced, or upgraded.
- Record feedback from players and coaches on equipment needs.
Plan for Future Tournaments
- Update the inventory list to reflect any changes from tournament to tournament.
- Prepare a list of equipment to order or repair before the next event.
Extra Tips
- Include zip ties, spare laces, screws for helmets, and a multi-tool for quick repairs.
- Use colored tape or tags to differentiate team equipment from personal gear.
- Schedule routine checks throughout the season to ensure equipment stays in good condition.
When to Prepare Equipment
- Begin equipment preparation 2 to 4 weeks before the tournament to address any issues.
- Conduct a final equipment check 1 to 2 days before departure to ensure everything looks good.
Food
Nutritious food and snacks are vital to the health of your team and to the performance of individual players.
Plan Meals and Snacks
- Determine how many meals the team will need during the tournament (breakfast, lunch, dinner).
- Decide if meals will be eaten at restaurants, catered, or packed.
- Plan for snacks during and between games.
Coordinate with Parents and Team Staff
- Assign snack responsibilities for each game.
- Create a schedule or rotation for parents to provide snacks and drinks.
- Confirm any dietary restrictions or allergies among players.
Research Dining Options
- Identify team-friendly restaurants near the tournament venue and hotel.
- Look for places that can accommodate large groups and have quick service.
- Reserve tables in advance if dining out, if the restaurants take reservations.
Items to Bring to the Complex
- Cooler with ice.
- Bottled water or refillable water bottles.
- Sports drinks for hydration.
- Portable table for food setup.
- Trash bags for cleanup (if needed).
- Disposable utensils, plates, and napkins.
- Check to see if some items are not allowed in the complex.
Bring Snacks to the Dugout
- Granola bars.
- Fresh fruit (apples, bananas, oranges).
- Trail mix or nuts (check for nut allergies).
- Pretzels, crackers, or rice cakes.
- String cheese or yogurt pouches (keep in a cooler).
Hydrate Regularly
- Ensure players have water or sports drinks during warm-ups and games.
- Refill water bottles between games as needed.
- It gets hot during the summer in Pecos, so water is especially important!
Coordinate Game-Day Snacks
- Distribute snacks between games.
- Rotate snack duties so no one parent is overwhelmed.
Plan Team Meals
- Stick to nutritious, balanced options to keep players energized.
- Whole-grain cereal topped with fresh fruit and milk with a glass of orange juice.
- Sandwiches or wraps.
- Pasta or rice bowls.
- Grilled chicken or lean protein with veggies.
Choose Team-Friendly Restaurants
- Opt for family-style or buffet options to streamline dining.
- Confirm menus in advance to accommodate dietary restrictions for players, parents, and siblings.
Clean Up
- Collect trash and ensure the field is left clean.
- Replenish supplies for the next game (snacks, water, ice).
Review Snack Schedule
- Confirm the next parent on the snack rotation has everything they need.
Evaluate Food and Snack Choices
- Gather feedback from parents and players about the snacks and meal arrangements.
- Adjust future plans to include popular options or address concerns.
Restock Supplies
- Replace non-perishable items that were used during the tournament.
- Clean and store coolers, tables, and reusable items.
Tips for Success
- Focus on nutrient-rich snacks and meals to fuel players’ performance.
- Avoid heavy or greasy foods that may cause fatigue.
- Share costs for snacks and meals among parents to ease the financial burden.
- Bring extra snacks and drinks in case games run longer than expected or other plans change.
- Make water the primary drink option and supplement with sports drinks as needed, especially in hot weather.
When to Start Planning Meals and Snacks
- Start meal and snack planning 2 to 3 weeks before the tournament to allow for coordination with parents.
- Finalize restaurant reservations and grocery shopping 1 week before departure.
- Pack snacks and drinks the night before each game day.
Play Ball at Cyclone Ballparks in Pecos, TX
We invite you to experience everything we have to offer when you’re in town for a baseball or softball tournament. Contact us online if you have questions, or call us at 913-279-8064.
