Captains meeting

Please plan for the captain or a team rep to be at the meeting.  

Each team that has 1 member attend will recieve 2 extra bonus points for the Spring 2025-2026 Session

APA Captains Meeting Agenda – Topics to Cover

1. Welcome & Introductions

• Brief thank-you to captains for volunteering and leading teams

• Quick league office updates (new players, new divisions, growth, etc.)

2. League Expectations for Captains

• Role of a captain (communication, sportsmanship, scorekeeping accuracy)

• Ensuring teammates understand rules & etiquette

• Handling disputes at the table before contacting the DR

3. Sportsmanship & Code of Conduct

• Zero-tolerance reminders (fighting, harassment, intimidation, gambling)

• Reporting procedures

• Examples of recent issues (general, not naming names)

4. Match Night Procedures

• Start times, grace periods, and “are they here?” rules

• Proper time-outs

• Importance of keeping matches moving

• Coaching rules

• Scorekeeping best practices

• How to verify scores before final submission

5. Skill Level Management

• Why skill levels fluctuate

• What “sandbagging” actually looks like vs. normal SL movement

6. Roster Management

• Adding new players

• When players must have established skill levels

• Ensuring all players have valid memberships

• Updating member information

• Emergency contact link

• Role of co-captains

7. Playoffs & Qualifiers

• How playoff format works

• Who qualifies for Tri-Annuals / WQ

• Eligibility rules (matches needed, sportsmanship requirements, membership status)

8. Tournaments & Special Events

• Upcoming local tournaments

• National event deadlines

• Opportunities for captains-only events

• Any charity events (like your Special Olympics one)

9. Rule Clarifications & Common Misunderstandings

Top things captains get wrong:

• Ball-in-hand situations

• Marking the pocket in 8-ball

• Simultaneous hit rules

• Early 8-ball loss scenarios

• Table-runs, break-and-runs, defensive shots

• Proper time-out procedure

10. New Rule Updates

• Any national rule changes

• Local bylaws updates

• Scorekeeping app updates/features (if using)

11. Equipment & Host Locations

• Table conditions

• Chalk and rack requirements

• Host location expectations

• Addressing issues respectfully

12. Communication Protocol

• How & when captains should reach out to the league office

• What to do in emergencies

• Using Messenger, text, or League Ops

• Reporting incorrect scores promptly

13. Conflict Resolution / Complaint Process

• Step-by-step on handling disputes

• What information the LO needs for a complaint

• How the BOG handles sportsmanship issues

• What captains should tell their players

14. Captain Tips & Best Practices

• Keeping a team drama-free

• Pairing players strategically

• Encouraging scorekeeping accuracy

• Helping newer players grow

• Maintaining a good relationship with host bars

15. Q&A Session

• Open floor for questions

• Collect suggestions for future improvements

• Option for anonymous feedback form

16. Closing

• Thank you for leadership

• Distribute any captain packets, updated bylaws, or handouts

• Remind them of next meeting or upcoming events