Reschedule a BAYS Home Game

As soon as it becomes clear that a BAYS home game must be rescheduled, the coach must immediately inform all relevant parties of the cancellation, even if you do not have a make-up date yet.

Please contact the following people:

• Opposing coach – Find their contact information on the BAYS website.
• Team – Update TeamSnap and send families a message.
• Referee Coordinator and Field Scheduler – Notify Ioannis Kyratzoglou at newtonrefereeassignor@gmail.com and Ed Jenkinson at doc@newtonsoccer.org so they can update the BAYS game management system and cancel referees. Ideally, we need 10-days of notice for reschedules and postponements. If you don’t do this at least 48 hours before the scheduled game and the referees show up for a game that isn’t played, you can be held responsible for paying them.

Arrange a mutually agreeable make-up date with the opposing coach.

It is also advisable to agree on a backup date in case the first reschedule date is unavailable. Please follow all BAYS guidelines for rescheduling:

• Offer the opposing team at least 3 alternate dates.
• If possible, schedule make-up games on a Friday or Sunday.  We may not be able to secure a referee for make-up games scheduled for a Monday – Thursday.
• Pre-play is expected for games cancelled for reasons other than weather. Preponed games can be rescheduled virtually any time.
• Rainouts must be rescheduled no more than 2 weeks after the original game date.
• Postponed games must be scheduled within 4 weeks of the original game. (For example, if you don’t play week 2 because of spring break, you must have a new date on the BAYS schedule by week 6. You don’t have to play it by week 6 (you can play it week 7, 8, or 9) but it has to at least be on the schedule.)

Once you and the opposing team have agreed on a make-up date, use the rescheduling form link at the bottom of this page to request a field.

• Email the Fields Scheduler and the Referee Coordinator that your request has been submitted.
• If you have multiple rescheduling requests, you must fill out a separate form for each one and send separate e-mail notifications. Each rescheduled game is its own unique request. No rescheduling request will be considered without a properly filled-out form.
• To fill out this form, you will need two crucial numbers: Your unique alphanumeric team identifier (G805, G602, etc.) and your BAYS game number. BAYS game numbers are located in the far-left column of the schedule on your BAYS team page.
• The Fields Scheduler will reply with your new field assignment and notify the Referee Coordinator that it is okay to assign referees to the rescheduled game.

Communication is key.

• After receiving your rescheduled field assignment, follow up with the Referee Coordinator and the opposing coach to confirm that all elements of the game are in place.
• Inform your BAYS Division Director within 24 hours of any games that will NOT be played as scheduled and the planned timing of any make-up games that have been agreed to be played.

Set yourself up for success with these best practices.

• Whenever possible, schedule makeup games for your approved practice time and field. This cuts down on player and parent availability issues and these requests will almost always be granted.
• Popular practice nights like Friday and Tuesday and the lighted fields at Albemarle and Forte are very difficult to schedule due to their popularity and our limited space. Avoid these if possible.
• BAYS games take priority over scheduled practices. If need be we will bump teams off their practice fields to open space for rescheduled games. The Fields Scheduler will notify the practice team and help them find alternate space.
• Public School use of fields trumps our games and practices. If you find that you have conflicts with school-based teams or activities, please calmly and patiently work things out at that time and send the Fields Scheduler a note so the conflict can be avoided in the future.

Submit Reschedule Request