Traveling Team Roster Policy (new in 2026)

To ensure a positive experience for all players, our youth traveling baseball and softball teams (8U-16U) will have a maximum roster size of 15 players. This does NOT apply t-ball and little league.

• Once a team reaches 15 players, a waitlist will be created. 
• Players will be moved from the waitlist if spots become available or an additional head coach is secured to start another team.
• We encourage families to register early and on time to secure their child’s place on the team. 
• Late registrations are not guaranteed a roster spot and may be placed on the waitlist.

Frequently Asked Questions: Team Roster Limits

Why is there now a maximum of 15 players per team? 

A roster cap helps ensure every child gets meaningful playing time. When teams grow too large—such as 20+ players—kids often get very few at-bats, spend more time standing around during practices, and have fewer opportunities to grow their skills. This is stressful for coaches and disappointing for players and families. A manageable roster helps us create a better experience for all players. 

What happens if the team fills up before I register?

Once a team reaches 15 players, we will start a waitlist. If a spot opens, we will contact families in the order they joined the waitlist. This is why early and on-time registration is so important.

Why can't we just add more players to the team like previous years?

When teams exceed 15 players, it becomes very difficult for coaches to manage practices, ensure consistent reps, and give kids the attention they deserve. Oversized teams lead to fewer at-bats, fewer fielding opportunities, and lower overall engagement. Keeping teams at 15 allows us to provide a stronger and more equitable player experience.

We're upset our child may be placed on a waitlist. What can we do?

We understand waitlists are disappointing. One productive way to reduce them is by adding more teams, which requires more volunteer coaches!! If you are willing to coach—either as a head coach or assistant—we will provide full training, drills, and support materials. Coaching is an incredible way to stay involved and directly help expand opportunities for kids. Please contact our club president if you are interested at presidentyouthbands@gmail.com.

Tournament Teams Policy (new in 2026)

This year, we are excited to introduce tournament team policies for players seeking additional competitive opportunities. These teams will participate in weekend-only tournaments and are designed for skilled players who are ready for a higher level of play. 

 To ensure fairness and team balance, tryouts will be required. Players must also be registered and actively participating in our local traveling team league (8U-16U) to be eligible. This ensures players receive consistent league experience, coaching, and development throughout the season. 

 Our goal is to provide motivated athletes with an opportunity to grow their skills, compete at a higher level, and represent our community with pride.

Frequently Asked Questions: Tournament Teams

Why is the club creating formal tournament team policies now?

In past seasons, some teams chose to participate in tournaments, but there were no consistent guidelines around who could play, how players were selected, how many tournaments a team could enter, or whether players were developmentally ready for that level of competition. This resulted in uneven experiences across age groups and teams. By establishing clear, club-wide policies, we can ensure fairness, consistency, and appropriate player development for all teams and families.

Why can't anyone who wants to play in a tournament be included?

Tournament play is a higher level of competition, and not all players are developmentally ready for it. Placing a player in an environment they are not prepared for can be discouraging and unsafe. Our new structure—with tryouts and eligibility criteria—ensures that players who participate have the skills, confidence, and readiness to succeed.

How were tournaments handled in the past, and what is changing?

Previously, individual coaches or teams could choose to enter tournaments on their own, resulting in inconsistent requirements, varying team compositions, and different numbers of tournaments played. Moving forward, tournament participation will be organized at the club level, with standardized policies on: Who is eligible (must be in the traveling team league), how players are selected (formal tryouts), the number of tournaments a team can enter, who pays for them, and what coaches and players can expect. This creates a predictable, transparent experience for all families.

Does this mean every traveling baseball and softball team will have a tournament option?

Not necessarily. Tournament teams will be formed only where there is enough interest, skilled players, and available coaching. However, by having clear policies, all age groups now have the same process, ensuring equity across the club.

How will this improve the experience for players?

Consistent policies mean players who are ready for advanced play get a structured, supportive environment to grow — and players who need more time can continue developing within the regular traveling league. This helps us avoid past situations where players were placed in tournaments prematurely or where expectations varied from team to team.

Please contact our club president if you have questions at presidentyouthbands@gmail.com.

Refund Policy

If your child has not yet been placed on a team, there is a $30 non-refundable fee with your registration cancellations. PLEASE NOTE: credit card fees incurred are not refundable. If your child has been placed on a team, there is no refund. Please reach out to treasurer@wfyouthbands@gmail.com for refund requests.

Concessions Stand Policy

All families are required to work 1-2 times in the concession stand for each child in each league. For example, if you have a child in T-ball and 12U Baseball, you would work the concessions 1-2 times for T-ball and 1-2 times for 12U.

Liability Waiver

RELEASE AND WAVIER OF LIABILITY, ASSUMPTION OR RISK, AND INDEMNITY AGREEMENT (“AGREEMENT”) In consideration of participating in the SPORT OF YOUTH BASEBALL & SOFTBALL, I represent, that I understand the nature of this Activity and that I am qualified, in good health, and in proper physical condition to participate in such Activity. I acknowledge that I believe event conditions are unsafe, I will immediately discontinue participating in the Activity. I fully understand that this Activity involve risks of serious bodily injury, Including permanent disability, paralysis, and death, which may be caused by my own actions, or inactions, those of others participating in the event, the conditions in which the event takes place, or the negligence of the “releases” named below; and that there may be other risks either not known to me or not readily foreseeable at this time; and I fully accept and assume all such risks and all responsibility for losses, costs, and damages I incur as a result of my participation in the Activity. I hereby release, discharge, and covenant not to sue W-F YOUTH BASEBALL & SOFTBALL, INC., its respective administrators, directors, agents, officers, volunteers, and employees, other participants, any sponsors, advertisers, and if applicable, owners and lessors of premises on which the activity takes place, (each consider done of the “RELEASES” herein) form all liability, claims, demands, losses, or damages on my account caused or alleged to be caused in whole or in party by the negligence of the “releases” or otherwise, including negligent rescue operations; and I further agree that if, despite this release, waiver of liability, and assumption of risk I, or anyone on my behalf, makes a claim against any of the Releases, I will indemnify, save, and hold harmless each of the releases from any loss, liability, damage, or cost which any may incur as the result of such claim. I have read this RELEASE AND WAIVER OF LIABILITY, ASSUMPTION OF RISK, AND INDEMNITY AGREEMENT, understand that I have given up substantial rights by signing it and have signed it freely and without any inducement and assurance of any nature and intend it be a complete and unconditional release of all liability to the greatest extent allowed by law and agree that if any portion of this agreement is held to be valid the balance, notwithstanding, shall continue in full force and effect. PARENTAL CONSENT AND I, the minor’s parent and/or legal guardian, understand the nature of the above referenced activities and the minor’s experience and capabilities and believe the minor to be qualified to participate in such activity. I hereby release, discharge, covenant not to sue and AGREE TO INDEMNIFY AND SAVE AND HOLD HARMLESS each of the Releases from all liability, claims, demands, losses, or damages on the minor’s account caused or alleged to have been caused in whole or in part by the negligence of the releases or otherwise, including negligent rescue operations, and further agree that If, despite this release, I, minor, or anyone on the minor’s behalf makes a claim against any of the above Releases, I WILL INDEMNIFY, SAVE AND HOLD HARMLESS, each of the releases from any litigation expenses, attorney fees, loss liability, damage, or cost any Release may incur as the result of any such claim.

Photo Release

I hereby give permission for my child's picture or image and name to be used in W-F Youth Baseball & Softball, Inc. publications, newsletters, newspapers, or on the W-F Youth Sports website or Facebook page.

Concussion Information

Wisconsin Concussion Fact Sheet for Parents and Athletes 

 Know Your Concussion ABC    

Assess the situation 
Be alert for signs and symptoms
Contact a health care provider   

What is a concussion? A concussion is a type of brain injury that changes the way the brain normally works. A concussion is caused by a bump, blow, or jolt to the head. Concussions can also occur from a blow to the body that causes the head and brain to move rapidly back and forth. Even what seems to be a mild bump to the head can be serious. Concussions can occur during practices or games in any sport or recreational activity.

What are the signs and symptoms of a concussion? Unlike a broken arm, you can’t see a concussion. Most concussions occur without loss of consciousness. Signs and symptoms of concussion can show up right after an injury or may not appear or be noticed until hours or days after the injury. It is important to watch for changes in how you are feeling, if symptoms are getting worse, or if you just “don’t feel right.” If you think you or a teammate may have a concussion, it is important to tell someone.       

COMMON SYMPTOMS OF A CONCUSSION:  SYMPTOMS REPORTED BY YOUR CHILD OR TEEN  •   Appears dazed or stunned •   Forgets sports plays •   Is confused about assignment    or position •   Moves clumsily •   Answers questions slowly •   Repeats questions •   Can’t recall events prior to the hit, bump, or fall •   Can’t recall events after the hit, bump, or fall •   Loses consciousness (even briefly) •   Shows behavior or personality changes  Thinking/Remembering: •   Difficulty thinking clearly •   Difficulty concentrating or remembering •   Feeling more slowed down •   Feeling sluggish, hazy, foggy, or groggy  Physical: •   Headache or “pressure” in head •   Nausea or vomiting •   Balance problems or dizziness •   Fatigue or feeling tired •   Blurry or double vision •   Sensitivity to light or noise •   Numbness or tingling •   Does not “feel right” Emotional: •   Irritable •   Sad •   More emotional than usual •   Nervous  • Changes in your normal sleep patterns.  

Tell someone if you see a teammate with symptoms.   *Wear the proper equipment for each sport and make sure it fits well.   *Follow the rules of the sport and the coach’s rule for safety.   *Use proper technique.        

If you have a suspected concussion, you should NEVER return to sports or recreational activities on the same day the injury occurred. You should not return to activities until you are symptom-free and a health care provider experienced in managing concussion provides written clearance allowing return to activity. This means, until permitted, not returning to: • Physical Education (PE) class, • Sports conditioning, weight lifting, practices and games, or • Physical activity at recess.

What should you do if you think you have a concussion?  1. Tell your coaches and parents right away.  Never ignore a bump or blow to the head even if you feel fine.  If you experience symptoms of a concussion, you should immediately remove yourself from practice/play. Tell your coach right away if you think you or one of your teammates might have a concussion.    2.  Get evaluated by a health care provider.  A health care provider experienced in evaluating for concussion can determine if you have a concussion, help guide management and safe return to normal activities, including school (concentration and learning) and physical activity. If you have been removed from a youth athletic activity because of a suspected or confirmed concussion or head injury you may not participate again until evaluated by a health care provider and you receive written clearance to return to activity.  You must provide this written clearance to your coach.  3.  Give yourself time to get better. If you have had a concussion, your brain needs to time to heal.  While your brain is still healing, you are much more likely to have a repeat concussion.  It is important to rest until you receive written clearance from a health care provider to return to practice and play.  

 Why should you tell someone about your symptoms?  1.  Your chances of sustaining a life altering injury are greatly increased if you aren’t fully recovered from a concussion or head injury.  2.  Practicing/playing with concussion symptoms can prolong your recovery. 3. Practicing/playing with a concussion can increase your chances of getting another concussion. 4. Telling someone could save your life or the life of a teammate!  Tell your coaches: Tell your coaches if you have suffered a concussion or head injury. Concussions often impair school performance. In order to properly rest, many students often need to miss a few days of school immediately following a concussion. When you return to sports after a concussion you may need to: •  Take rest breaks as needed, •  Spend fewer hours at practice/games, •  Have more time allowed to complete assignments, •  Suspend your physical activity (PE class and/or recess)  •   Suspend your extracurricular activities (band, choir, dance, etc.) •  Reduce time spent reading, writing, or on the computer.

Parental Consent Related to Concussions

PARENT & ATHLETE AGREEMENT   Related to Concussion Law WI Stat. 118.293      
As a Parent and as an Athlete it is important to recognize the signs, symptoms, and behaviors of concussions. By signing this form you are stating that you understand the importance of recognizing and responding to the signs, symptoms, and behaviors of a concussion or head injury.  This form must be on file for every sports season and every youth athletic organization the athlete is involved with and must be renewed each school year (clubs- every 365 days).    

Parent Agreement:   I have read the Parent Concussion and Head Injury Information and understand what a concussion is and how it may be caused. I also understand the common signs, symptoms, and behaviors. I agree that my child must be removed from practice/play if a concussion is suspected.   I understand that it is my responsibility to seek medical treatment if a suspected concussion is reported to me.   I understand that my child cannot return to practice/play until providing written clearance from an appropriate health care provider to his/her coach. I understand the possible consequences of my child returning to practice/play too soon.     

Athlete Agreement:   I  have read the Athlete Concussion and Head Injury Information and understand what a concussion is and how it may be caused.   I understand the importance of reporting a suspected concussion to my coaches and my parents/guardian.   I understand that I must be removed from practice/play if a concussion is suspected. I understand that I must provide written clearance from an appropriate health care provider to my coach before returning to practice/play.   I understand the possible consequence of returning to practice/play too soon and that my brain needs time to heal. 

Wisconsin Department of Public Instruction        125 South Webster Street, PO Box 7841, Madison, WI 53707-7841 PHONE 608-266-3390 TOLL FREE 800-441-4563 WEB SITE  http://www.dpi.wi.gov