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Virtual Check-in and Tournament Safety Procedures - Important Information Please Read Carefully:
Horseshoe Bay Jr. Red Clay Open – JULY 17-19,
2020
Virtual Check-in and Tournament Safety
Procedures
The following are the safety protocols we have set in place
for the HSB Jr. Red Clay Open, July 17-19. The safety of our players,
spectators and tournament staff is our highest priority. While we want everyone to have a great tennis
weekend, we must adjust and adhere to these guidelines in hopes that our
efforts will result in both player/spectator safety and the continuation of
USTA tournaments in Texas. The following
safety measures follow the State, Local and Resort rules and regulations currently
in place due to the COVID Pandemic.
VIRTUAL CHECK-IN AND SCORE REPORTING:
·
If you have
not already done so, please text the tournament director, Diane Curry Asper @
(210) 999-0692, the player’s name FROM THE PHONE YOU WILL BE USING FOR CHECK-IN
THIS WEEKEND. Families with multiple
players please use a separate phone when possible for each player.
·
Players will
check-in for their matches and report their scores via text to the TD @
210-999-0692.
·
By setting up
this "virtual check-in", we hope to prevent players from congregating
near the tournament desk. We ask that
players wait for their match to be called in their car, resort room, or within
the resort grounds using the social distancing and congregating rules stated
below.
·
Please plan
to arrive at the Horseshoe Bay Resort 15 min prior to your scheduled
match time. If it is your first time at
the resort, please arrive 30 minutes early for your first match so you can
navigate the resort parking, etc. Please
DO NOT CHECK-IN UNTIL 15 MIN PRIOR TO YOUR SCHEDULED MATCH TIME. Due to the scheduling of the tournament to
maintain a limited number of players/spectators onsite at any given time, we
will not be trying to put on early matches so arriving/checking-in only 15 min
prior to match is suggested. When you arrive, please text the tournament
director that you have arrived. Most of the time we hope to text immediately
back the court number for you to report to, so please be ready. A sample text should read:
o
Joe
Tenniswinkle 10:15 here - We only need player name & scheduled
match time.
· When both players have virtually checked-in
and a court is available, the tournament director will text both players
and advise which court for the players to report to. A sample text could read:
o Tenniswinkle and Smith report to
Court # 3
· A site map of the HSB Resort was sent out to
everyone via email Wednesday. Here is a
summary of the courts and where they are located. Please use map and go along as you read
below:
o Courts are broken down into 4 separate
locations – 2 groups of clay courts and 2 groups of hard;
o 2 WhiteWater clay courts # 1 & 2 are
located above the #11 on site map – just past the put-put;
o 4 Main clay courts # 9, 10, 11 & 12 are
located to the right of the #8 Palm Pavilion (big white tent);
o 4 lower hard courts, # 3, 4, 5 & 6 are
located above the #9 Water Gardens on map; courts are actually blue not brown as shown on map.
o 4 hard courts, # 15, 16, 17 &18 are
located to the right of # 14 Palm Villas;
o There will be no warm-up courts available on
site nor any available prior to first match morning start as courts will be
sanitized for the start of the first matches of the day.
· Following the text from TD to report to court,
players will have 5 min to report to court and be ready to start their 5
MINUTE warm-up (WhiteWater clay courts 1 & 2 will have 10 min to
report). Bathroom runs and making sure players have adequate water for match
should be done PRIOR to the virtual check-in 15 min prior to match time.
There will be no water on court to
refill water bottles, so please bring plenty of back-up water.
· Please text TD if
your opponent does not promptly arrive so we can help locate.
·
A can of new
match balls will be on court when the players arrive. Please limit warm-up to 5
minutes.
·
Players will
“air” high five or “air” fist bump in lieu of the traditional handshake.
·
As soon as the
match is finished, immediately text winner’s name and score to the tournament
director @ 210-999-0692, then leave balls on court and exit the resort
property. Please allow 10 minutes for
scores to be posted and next match times can then be viewed online.
·
Tournament
staff will be picking up prior match balls and disinfecting chairs and player benches
between matches. Players are allowed to
bring their own chair to utilize on court.
·
If players or
parents have questions, please text Diane @ (210) 999-0692. There will be no official tournament desk
available except to distribute medals. Medals will be distributed adjacent to
the pool at the Palm Villas #14 on map following the division finals.
·
In an attempt
to limit resort personnel in the tournament area, the clay courts will not be
swept between every match – they will be swept periodically – just not between
every match.
·
Our
tournament referee, Molly Waldrop, will be roving the courts throughout the
day. Should players need an official,
please text the tournament director, Diane, @ (210) 999-0692. She will notify official. There will be extra cans of balls on court to
utilize if balls are lost.
SPECTATORS:
· We ask that each player limit the number of
spectators they bring to 1 OR 2 per player if possible. This will help limit
the number of people at the site at one time and help allow for appropriate
social distancing.
MASKS AND SOCIAL DISTANCING IN COMMON AREAS:
·
All players,
spectators and tournament staff are required to wear masks at ALL TIMES (except
during play) while on the resort property.
This is the rule of the resort. Players
may only remove their masks once they go on court to play. We ask that everyone also observe the 6’
social distancing regulations and limiting the number of people congregating to
no more than 10 people gathered in one area.
Tournament staff may ask group to distance if needed.
·
Spectators
are encouraged to bring their own chairs to watch match. This will allow spectators to socially
distance from other spectators.
MATCH FORMATS:
· All qualified and champ singles draws and all
parent-child divisions:
o Regular ad scoring
o 2 out of 3 sets with 10 pt tie break in lieu
of 3rd set
· All non-qualified singles draws:
o No ad scoring
o 2 out of 3 sets with 10 pt tie break in lieu
of 3rd set
· All Junior doubles:
o Regular ad scoring
o 8 game pro-set, win by 2, with tiebreak @ 8
all
· 10 & Under Divisions:
o No ad scoring
o 2 out of 3 four game sets, win by one
o 7 pt tie-break in lieu of 3rd set
o Will use orange balls, play on courts 17
& 18 only and play on short/60’ court
UPON REQUEST:
Separate match tennis balls will be available upon player
request. Please message tournament
director prior to start of tournament. We
will provide 6 new tennis balls per match – 2 cans with different #’s. Each
player will be assigned their ball # for their service games. This will help to
limit and possibly avoid any touching of the opponent's tennis balls. While
there are no direct medical concerns, this has been brought up as a personal
concern by some players and we will always make the best decisions for players'
safety, comfort and peace of mind.
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