Tournament Registration Instructions
Welcome to StoaHub Tournament Registration. In order to register for a tournament on StoaHub, you must have a StoaHub account, and your annual registration with Stoa must be completed.
Phase 1: Make sure all your information is current and correct. If you have already done this, you can move to Phase 2.
1. Log in to your StoaHub account.
2. Click on the trophy icon in the top right corner and click on My Profile.
3. When your profile comes up, click on Judge Settings.
a. Here you can see your Judge Number next to your name. This will be your permanent judge number for every tournament from now on.
b. Judge Type - Verify this is correct.
c. Ballot Preference - We currently only offer paper ballots. Eventually we will have the ability to text and email ballots.
d. Current Clubs - This is a new feature that comes with our program but is not required. By being a member of a club as a judge, your rounds judged will count towards the required number of rounds if a tournament keeps track of club judging. You can request club membership here if you would like to do so. e. Club Conflicts - This is where you select the clubs that you have a conflict judging. In most cases, it will only be the club that you belong to. Once you have this in your judge setting, it will carry over to every tournament that you register for and you never have to enter it again.
4. Once your settings are correct, click Update.
5. Click on the trophy icon in the top right corner and click My Family.
6. Click on each of your competitors one at a time.
a. Verify their names are spelled correctly and formatted correctly. Please do not use ALL CAPS for your student’s name.
b. Verify their date of birth is correct.
c. Verify their gender is correct.
d. Make sure they have an email entered. Tournaments will need an email address for communication, as well as posting their scores to Speechranks.
e. Verify that a current phone number is entered. If your student doesn’t have a phone number, you can use a parent phone number here.
f. Double check their age is correct.
g. Make sure their Level is correct. Only Senior (12 & Older) Competitors can register for official Stoa events.
h. Posting Method - We will have the ability to text and email postings. You can select which is your preferred method.
i. Debate Club and Speech Club - This is very important. Every student must belong to a Stoa approved speech or debate club. They won’t be able to register for a tournament unless they belong to a Stoa club. If you are an independent family, you can select a club name for your family and get it approved by Stoa. Every student must belong to a club. If they only have a speech club selected, then they’ll only be able to register for speech events. If they only belong to a debate club, then they’ll only be able to register for debate events. If they want to register for both speech and debate events, they’ll need to belong to both a speech and debate club.
j. Phonetic - This will help announcers properly pronounce your student’s name correctly, as long as they use this setting.
k. Avatar - This is just for fun and only you will see this.
l. When you’ve completed everything, click on Update in the bottom right corner.
7. Once you have followed step 6 for each of your students, click on the trophy icon in the top right corner and click My Family again.
8. Click on Judges.
9. Click on each judge one at a time.
a. Verify their names are spelled correctly and formatted correctly. Please do not use ALL CAPS for any judge name.
b. Verify they have the correct Type selected.
c. Make sure their email is correct.
d. Make sure their phone number is correct.
e. For ballot preference, paper is default. We will eventually have the ability to email and text ballots.
f. Club Conflicts - This is where you can enter club conflicts for your judge. This setting will carry over to the tournaments when you register them to judge.
g. Avatar - This is just for fun and only you will see this.
h. When you’ve completed everything, click on Update in the bottom right corner.
10. If your student will be entering an event with a partner from another family, it is important that you contact that family and make sure they also go through these steps before tournament registration opens. Students will not be able to enter partnered events (Duo,TP,Parli) unless their partner is a Stoa member and is registered in StoaHub.
11. Congratulations! You are now ready to register for a tournament!
Phase 2: Tournament Registration
1. Make sure you are logged into your StoaHub account.
2. Click on Tournaments at the top of the screen and click on Calendar.
3. Find the tournament you want to register for and click on it.
4. When the little tournament window pops up, click on this icon
This is a watch list icon. By adding a tournament to your watch list, you can easily access the tournament without going to the calendar. All you have to do is click on the trophy icon in the top right corner and click on My Tournaments. It will be there for you to access.
5. Once you’ve clicked on the watch list icon, you can now click on Tournament Homepage. This will take you to the tournament homepage where you can see all the information about the tournament.
6. To register, click on Family Registration from the tabs on the left of the screen.
7. Step 1; Competitor
a. Select which competitor you are registering. You’ll notice that you may only select competitors that belong to a speech and/or debate club (as explained above in Phase 1 - Step 6i). Once a competitor is selected, all of the tournament events will be visible. Simply select which events this particular competitor is entering in each speech pattern (if applicable) or debate (if applicable).
VERY IMPORTANT - For events that require a partner (Duo, TP, Parli), the partner MUST be current Stoa members and belong to a family in StoaHub. If you type the partner name, and they have done the appropriate steps listed above, their name will start to auto-populate. It will display their first and last name, their club short name, and their state. Once you select the partner, and all of the events are correct, click Save in the bottom right corner. NOTE: When you enter a partner in an event, that partner will automatically be entered and they, as well as their parents, will receive an email saying that they have been registered in that event. When they go to log on to register, that event will already show up in their registration. If two partners are on at the same time and register each other, whichever one clicks save first will go through and the other will just say that it’s a duplicate entry and won’t allow it to be done twice.
b. Repeat this for all of your competitors.
8. Step 2 - If a tournament has set up questions that the competitor must answer, they will be listed in this step. If a tournament has not set this up, step 2 will be Judges.
9. Step 3 - Judges - Select the judge that you want to sign up.
a. Once a judge is selected, the rounds will appear. Select which rounds you will commit to judge.
b. Conflicts - The conflicts that are saved in the judge profile will show up here. If none are there and you’d like to enter them, you may do so here.
c. Comments - If you have any individual conflicts that are outside your club conflicts, list them here. You may also make any additional comments. d. Once you have completed this section, click Save in the bottom right corner.
10. Step 4 - Judge Questions - If a tournament has specific judge questions, they will show up here.
11. Step 5 - Meals - If a tournament is offering meals, you may select which ones to purchase here.
12. Step 6 - Summary - This will show all of your competitors, their events, and the judges for the tournament. Look it over and if there are any mistakes, you may go back and edit anything by clicking on any individual tab.
13. Step 7 - Fees - This is your final Fee sheet for all tournament charges. It will have a breakdown of what each charge is for. If everything looks right, click Pay on the bottom of the sheet. Once you have completed payment, you’ll see a green banner above your fee sheet that says Payment Successful. This means that your payment has gone through and you are done!