There are several ways players are selected for showcase teams in NC. I ran ID camps , showcase events and coached for the Dirtbags for a few years before stepping away before this past fall season.
#1- ID Camps - All players are invited to attend a one day pro style tryout. Several of these are held. These usually cost around 25 bucks to cover the cost of running the camp. Each player is given a T shirt with a number on it so you keep up with them. They all run the 60. Infielders are all put at SS with the 1B at 1st. They get a gb right at them. A gb to their right. A gb to their left. And a slow roller.
They are evaluated by the coaches.
The outfielders make throws from rf to 3b and to home.
Each player take bp sometimes a couple of rounds of 8 or depending on the amount of players present 1 round of 8 or 10.
Catchers throw down to second base and are evaluated while they catch the pens.
Pitchers throw in the pen and are evaluated by the staff.
From these ID camps you will pick up some kids. Its not uncommon to have 50-75 players attend and pick up only 1 or 2 players. Somtimes I have seen 0 picked up. Sometimes I have seen as many as 6 or 7 picked up.
#2- Scouting HS games. I scout numerous hs games each season. Sometimes you see a kid and there is no doubt you want to pick the kid up. Sometimes you like the kid but want a closer look. You may invite him to an ID camp or a showcase event.
#3- Showcase events held outside of the hs season. At these events there will be a pro style workout on day one. And then the players will be put on teams and they will play a couple of games. Players are selected from these events as well.
#4- Scouts , HS coaches , College coaches - Sometimes you get a call from one of these sources. You go specifically to a hs game to see the player and evaluate him.
#5- State Games tryouts or as in VA the Commonwealth games etc. You go to evaluate the players as they are trying out for these teams. Many of the best players in the state will have been nominated for these teams. Its a good way to see a lot of players in one location. Sometimes you pick up some players this way.
Every showcase team is different. But the top showcase teams in NC are constantly looking for the top players. Each year players move up and graduate off of the teams. There is always a need to ID and select the best players you can find. It is not uncommon for most to have a 14 - 15 yr old team 16 - 17 year old team and an 18u team. And in some cases a couple of teams in the 14 - 15 and 16 -17 groups.
Many times kids play football and you need to have players to come on board for the fall season. Sometimes players decide that it is not for them. And sometimes you decide they are not for you.
Once the player has been ID'd as a player you would like to have. Then you talk to the player and you talk to his coaches. You meet his parents and you evaluate what type of young man he is and what type of parent they are. You tell them what is expected and what they can expect from you. If both parties are in agreement and they like you and you like them you bring them on board.
The roster is never set because it always fluctuates. If you ID enough kids that your numbers in a certain age group will not work you start another team in that age group. Its a nice problem to have.
If I see a talented player that has the ability to play at the next level or is a young kid with the potential to play at a high level he is not going to be turned away. He will have the opportunity if he is a good kid with a good attitude and wants it. But its a situation where you have the ability to be very selective. Many times we give information on players we have seen to other coaches that are looking for players. This player may not be a good fit for us right now but a good fit for them.
And sometimes we absolutely miss on guys. A couple being kids I saw at an ID camp and they were not even thought about. And then they came back the next year and Wow! Two come to mind that started as freshman in the ACC. And then others that made you say Wow at 16 and Oh no at 18.
But those are exceptions not the rule.