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Document Sample
REQUEST FOR PROPOSALS
TO HOST THE
2013 US YOUTH SOCCER
NATIONAL PRESIDENTS CUP
July 10 - 14, 2013
SUBMITTAL DEADLINE:
October 28, 2011
States in Region I:
Connecticut
Delaware
Eastern New York
Eastern Pennsylvania
Maine
Maryland
Massachusetts
New Hampshire
New Jersey
New York West
Pennsylvania West
Rhode Island
Vermont
Virginia
West Virginia
US YOUTH SOCCER National Presidents Cup Committee
Page 1
I. HOST STATE ASSOCIATION SELECTION REQUIREMENTS AND
SCHEDULE OF EVENTS
A. Selection of Host
1. The US YOUTH SOCCER Board of Directors selects State Associations to host the US Youth Soccer
Presidents Cup (hereafter referred to as the “National Presidents Cup”). The National Presidents
Cup shall rotate through the four regions each year. The National Office staff shall solicit bids
from appropriate cities within the corresponding region. Such bids shall be submitted to the
National Office.
In order to be considered as a host State Association for the Cup, State Associations must return their
proposals by October 28, 2011. The proposals are to be submitted as follows:
US Youth Soccer
9220 World Cup Way
Frisco, TX 75034
Attn: US Youth Soccer National Presidents Cup Committee
2. The 2013 National Presidents Cup will be held from July 10, 2013, through July 14, 2013.
3. Proposals timely received from State Associations will then be distributed to the National Presidents Cup
Committee and will be reviewed by the Committee and the National Office. The National Presidents Cup
Committee Chair and representatives from the National Office, as part of the selection process, will conduct
site visits to the sites included in proposals complying with the provisions of the RFP. The appropriate
Regional Director and Regional Cup Chair will be invited to the site visits, at that region's expense.
4. Based on the proposals submitted and site visits conducted, final recommendations will be made by the
National Presidents Cup Committee to the Board of Directors. The Board will consider and make a decision
to select a State Association to be the Host State Association.
5. The National Presidents Cup Committee Chair will make a telephone call to the President of the State
Association selected to host the National Presidents Cup. A follow-up letter will be sent to the State
Association President by the US YOUTH SOCCER President. US YOUTH SOCCER and the selected State
Association shall then enter into a hosting agreement providing for the responsibilities of each. On signing
the agreement, the selected State Association shall be the Host State Association.
6. The National Presidents Cup is scheduled for the U-14 through U-17 age groups.
B. Scheduled Events for the National Presidents Cup
It is anticipated that the National Presidents Cup will consist of the following events:
1. Pre-Competition meeting of Coaches and State Representatives.
2. Player Event.
3. Round-Robin and Championship games.
4. Awards Ceremonies.
US YOUTH SOCCER National Presidents Cup Committee
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C. General Selection Criteria
To host the National Presidents Cup, a State Association must, at a minimum, meet the following general
criteria and the specific requirements of the Host State Association provided under Part II:
1. Fields: (a) At least 8 playing fields must be provided, 2 of which are lighted. If, however,
playing games during the daylight hours is dangerous due to extreme weather conditions,
6 lighted fields are required. All fields must be at one site. Fields must meet the
requirements of FIFA Laws of the Game and US YOUTH SOCCER rules regarding the
dimensions, markings and equipment. Each playing field must be at least 70 yards in
width and 105 yards in length, surfaced only in natural grass, and level.
(b) There must also be at least 2 warm-up areas at the same site as the playing fields,
large enough for a team to warm up prior to its matches. These warm-up areas must be
separate from the playing fields to be used for the matches. The areas must be surfaced
only with natural grass of a similar nature to the playing fields, equipped with goals.
Other practice fields at sites other than the site for matches must be offered to teams
during the event. These practice fields must be surfaced only with natural grass of a
similar nature to the playing fields, be in playing condition, and be equipped with goals.
The practice fields should be in close proximity to the teams' lodging.
(c) Goal posts must meet the requirements of FIFA Laws of the Game. They may be
portable but must be stable, safe, substantial, and securely attached. The playing field
must be free of hazards or obstacles, such as drainage covers, exposed sprinkler heads,
and track and field appurtenances of concrete pads, asphalt, and sand pits.
(d) Two team benches must be located on one side of the field. Spectator seating must
be on the opposite side of the field. One table for the referees and other representatives,
must be located between the 2 team benches and at the halfway line. Two additional
tables must be provided, with one table located on each side of the table at the halfway
line, for water, ice, and cups (with US YOUTH SOCCER providing the cups). An adequate
supply of water and ice must be provided by the Host State Association throughout the
National Presidents Cup at each of the 2 additional tables for the teams, the referees, and
other representatives.
2. Site: (a) The playing fields site must be located within a limited-access complex, no
further than 30 minutes travel time from team lodging and no more than one hour from an
airport that is recognized as a hub by a major airline. The site must have good access
from major highways in the area and ample parking space for teams, referees,
tournament officials, spectators, media, and VIP’s.
(b) If storage space is available on site, the Host State Association shall provide that
space to US YOUTH SOCCER without cost. If storage space is not available on site, an
area within the park must be made available so that US YOUTH SOCCER can obtain one
or more storage containers at its expense to be located on site.
3. Medical Personnel and Facilities: Medical personnel must be present at the National
Presidents Cup site at all times. Personnel must be at the site one-hour before and one-
half hour after all matches. Medical personnel must consist of at least 2 trainers and 2
emergency medical technicians trained to recognize and treat trauma. There must be a
medical facility at the site, outfitted with appropriate supplies and equipment to treat
emergencies. The medical personnel must have direct communication with a medical
trauma facility and emergency transportation to that facility.
US YOUTH SOCCER National Presidents Cup Committee
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4. Housing: (a) US YOUTH SOCCER staff or a US YOUTH SOCCER designee will solicit
and coordinate housing accommodations and enter into agreements with the housing
properties for the accommodations. The general location must be able to offer
approximately 500 rooms in not more than 4 properties. Hotels must be able to guarantee
non-smoking rooms to all teams and is a full service hotel or higher end limited service
hotel property (i.e. Marriott Courtyard, Hilton Garden Inn) providing a swimming pool/spa
and workout area.
(b) The Host State Association shall identify housing for US YOUTH SOCCER to consider.
Please refer to the Attachment for detailed requirements.
5. Player Event: (a) The National Presidents Cup Committee, with the assistance of the
HOST, will determine what the Player Event will be. The US YOUTH SOCCER national
staff will then solicit and coordinate the Player Event, and enter into an agreement with
the facility at which this event will be held.
(b) This event will include complimentary admission for the following:
(1) a maximum of 22 a team for U14 and U15 teams, and a maximum of 26 a
team for U16 and U17 teams (players and coaches) for the 32 teams;
(2) National Presidents Cup officials;
(3) referees; and
(4) dignitaries.
(c) If space allows, additional tickets may be sold to parents, friends, and the general
public.
6. Finances: (a) US YOUTH SOCCER allows, through its budget, funding for certain
subsidies, gifts, awards, and equipment connected with the National Presidents Cup. The
budget is submitted annually to and approved by US YOUTH SOCCER. Through this
budget and according to the rules of US YOUTH SOCCER, the following items are
provided by US YOUTH SOCCER:
(1) individual medals for all players and team officials
(2) a plaque or trophy for each first place team;
(3) game balls;
(4) corner flags for all fields used during the National Presidents Cup;
(5) subsidies for participating teams in an amount set each year by the budgeting
process; and
(b) Additionally, US YOUTH SOCCER is responsible for the following expenses related to
the National Presidents Cup meetings, preparations, and operations:
(1) all expenses related to the Player Event;
(2) all expenses related to the Coaches and State Representatives Meeting;
(3) the following equipment and services:
(A) golf carts as approved by US Youth Soccer;
(B) radios and/or cellular phones;
(C) public address system or upgrading of public address system if not
available already at the site at its discretion; and
(D) additional telephone lines, Internet WiFi for 12 people, phone
service, and equipment which may not be already available at the
playing competition site;
US YOUTH SOCCER National Presidents Cup Committee
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(6) all expenses related to producing and printing of credentials, parking passes,
player event program and tickets; and
(7) all expenses related to staging, lighting, and public address system for the
Awards Ceremony, if not available already at the National Presidents Cup
site.
(c) The State Association is responsible for submitting a preliminary budget with its
proposal to host the National Presidents Cup. The State Association is also responsible
for the following expenses related to the National Presidents Cup meetings, preparations,
and operations:
(1) paying for the site selection committee’s initial visit (referred to in Subpart
A.3) not to exceed 3 roundtrip airfares from various locations within the United
States and complimentary lodging for one night for up to 3 people;
(2) hotel accommodations for up to 3 nights for no more than 5 National Office
staff members, the National Presidents Cup Committee Chair, and the US
Youth Soccer Referee Committee Chair for the organizational meeting site
visit;
(3) ground transportation during the organizational meeting and site visit;
(4) one lunch and dinner for up to 10 persons during the organizational meeting
site visit;
(5) all expenses for at least one member of the State Association
attending the US YOUTH SOCCER adidas® Workshop and Awards Gala
prior to the National Presidents Cup to meet with the National Presidents
Cup Committee and National Office Staff;
(6) all expenses related to renting the National Presidents Cup site;
(7) all expenses related to meeting the Selection Criteria described in
Subpart C. 1 and C. 2;
(8) all expenses related to medical requirements listed under Selection Criteria,
Subpart C.3;
(9) security and making arrangements and obtaining security;
(10) local promotional funds for event marketing and promotion; and
(11) responsible for water distribution to ALL games, 1 cooler jug with tap water
(US Youth Soccer will supply the coolers to the team benches, per field
immediately following the prior game. If a beverage sponsor is found then
that product will also be provided to the benches.)
7. Alcoholic Beverages: No alcoholic beverages may be served at the National Presidents
Cup site, or during any events attended by players.
8. The National Presidents Cup Committee may recommend to the Board of Directors
proposals which do not fully meet the selection criteria of this Subpart C.
II. SPECIFIC REQUIREMENTS
A. State Association Responsibility Requirements
The Host State Association is responsible for carrying out all of its responsibilities for the 2013 National
Presidents Cup and the agreement referred to in Part I.A.5. The Host State Association may designate
another entity, such as a Host Committee, to carry out its responsibilities. However, the Host State
Association alone remains the responsible party to US Youth Soccer in all regards for all Host State
Association responsibilities, regardless of the manner or by whom those responsibilities are carried out. The
US YOUTH SOCCER National Presidents Cup Committee
Page 5
Host State Association will communicate progress, problems, and information to the US YOUTH SOCCER
national staff.
B. Host State Association Specific Activities Areas of Responsibilities
In addition to its responsibilities under Part I, the Host State Association shall also have the following
specific areas of responsibilities:
1. Field Operations:
(1) all field operations at the National Presidents Cup site, including the
procurement of the field facilities;
(2) procuring practice fields; and
(3) procuring golf carts for use by US Youth Soccer and
(4) assigning and supervising personnel to staff the field sites as ball boys and
girls, parking attendants, field marshals, and medical personnel.
2. Referee Activities:
(1) arrange for 12- 18 Referees through the Referee
Committee for the event;
(2) coordinate with the Referee Committee Chair through the
National Office, requirements of the officials and assessors assigned to the
National Presidents Cup; and
3. Local Supporter/Advertising: work in unison with the US YOUTH SOCCER Director of
Marketing to arrange advertising sales and information collection for printing in the
program.
4. Finances:
(1) keeping the financial records for the National Presidents Cup;
(2) submitting periodic financial reports as requested by US YOUTH SOCCER
and a full and final accounting of the Host State Association financial position
in regard to the National Presidents Cup by August 12, 2013.
5. Media and Public Relations:
(1) work in unison with the US Youth Soccer National Office to assist in making
contact with the media and public officials regarding the National Presidents
Cup;
(2) in conjunction with the US YOUTH SOCCER staff media liaison, prepare
press releases and contact local media for press coverage;
(3) be responsible for assembling and distributing media packets during the
event; and
(4) work closely with the US YOUTH SOCCER media liaison during the event to
handle questions relating to the games for the media, while providing games
statistics and press releases each day.
6. Statistics:
(1) recruit volunteers to serve as statisticians for each game, and coordinate their
schedules;
(2) make sure that statistics are given to the press center in a timely manner
following each game; and
(3) work closely with the Media and Public Relations Coordinator.
US YOUTH SOCCER National Presidents Cup Committee
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7. Hospitality:
(1) provide US YOUTH SOCCER with a separate hospitality area within the
National Presidents Cup site, assist US YOUTH SOCCER with arrangements
for its hospitality area, and provide adequate volunteer staff during the
hours of operation; and
(2) at its expense, be responsible for arranging any other extra hospitality events
the Host State Association wishes to add, such as a VIP Tent, or VIP
reception.
8. Administrative:
(1) have an administrative office and be responsible for all activities involved in
the administrative office prior to and during the National Presidents Cup; and
(2) provide necessary office space, machinery, telephone access, and staff
during the event for use by US YOUTH SOCCER.
9. Ball Kids: recruit, provide, and coordinate ball kids (boys and girls) to serve during each
game.
10. Activities and Events: provide a list of activities, events, eating places, and shopping
areas in the general area of the National Presidents Cup that are scheduled or available
during the National Presidents Cup.
C. US Youth Soccer Specific Activities Areas of Responsibilities:
1. Logistics: negotiate rates and agreements with hotels (or other lodging facilities), and
block rooms for teams, referees, US YOUTH SOCCER Board of Directors, National Staff
and National Presidents Cup Committee, VIPs and National Presidents Cup officials.
Arrange for hospitality and meeting rooms as needed.
2. Player Event: make all arrangements for the Player Event, including
site selection, price negotiation, and any and all other aspects of event planning.
3. On-Site Hospitality: make all arrangements and pay for all expenses related to the US
Youth Soccer hospitality area at the site.
4. Awards Ceremonies: organize and coordinate all awards ceremonies.
D. Meetings Requirements
1. At least 2 representatives of the Host State Association involved in its National Presidents
Cup responsibilities must attend the National Presidents Cup organizational meeting site
visit held preferably in the winter at a location near the site. The meeting will also serve as
a forum to review marketing responsibilities.
2. During the four month period between the Workshop and the event to attend periodic
conference calls which include the National Presidents Cup Committee, the National Staff,
and the various local entities put together by the State Association to facilitate the event.
US YOUTH SOCCER National Presidents Cup Committee
Page 7
E. Insurance Requirements
Each party will maintain in effect a comprehensive liability insurance policy (general, liability coverage,
personal injury and property damage) in force with at least $2,000,000 general aggregate insurance, naming
the other party as additional insured. Each party shall provide a certificate of insurance upon request by the
other party. The policy shall be written so that the other party will be notified of the cancellation or any
restrictive amendment of the policy at least 30 days prior to the effective date of such cancellation or
amendment.
US YOUTH SOCCER National Presidents Cup Committee
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ATTACHMENT - HOTEL REQUIREMENTS
I. The US YOUTH SOCCER National Presidents Cup Committee may accept bids which do not fully meet the
selection criteria listed below.
Team Hotel Room Numbers – Based on each hotel hosting one Region (8 teams)
A minimum of 120 NON-SMOKING Rooms
104 double/double or queen/queen
16 kings
At present the US Youth Soccer National Presidents Cup is comprised of the following teams:
Region I: 8 teams
Region II: 8 teams
Region III: 8 teams
Region IV: 8 teams
Team Hotel Concessions:
Free parking for all teams.
Two (2) complimentary team meeting rooms (set for 25 class room with head table) for duration of event
(Thursday – Sunday) on a 24-hour hold
A complimentary white (grease) board in each meeting for the duration
Complimentary easel for each team meeting room
Minimum of a $5 per room rebate payable to US Youth Soccer
10% travel agency commission, if applicable, at US Youth Soccer’s discretion
Value of comp room paid to US Youth Soccer
Group rates quoted based on a one to quad occupancy
No attrition clause
Two late room check outs as late as 4:00 p.m. for each team at no charge
Host Hotel Additional Concessions:
Hard wall storage room with a minimum of 750 sq. ft. for duration of event.
One large meeting room to accommodate up to 100 theater: Thursday 12p – 10p
One small meeting room to accommodate up to 40 theater: Thursday 7p – 10p
Two (2) complimentary Presidential level suites for duration of event
Five (5) one-bedroom suites at group rate for duration of event
Ten (10) concierge level rooms at group rate for duration of event
Fifteen (15) staff rooms at 50% off the group rate
Free receiving of materials sent in by US Youth Soccer
If not provided, free in-room Internet access for all VIP rooms (not to exceed 30 rooms)
No attrition clause
Referee Hotel:
Up to 24 NON-SMOKING double/double sleeping rooms
Complimentary white (grease) board for duration of the event
Meeting space for duration of event to accommodate 60 classroom
Full breakfast included in quoted rate
If applicable, free parking for up to ten (20) vehicles
II. The following phrases will be required to be included in all hotel contracts:
US YOUTH SOCCER National Presidents Cup Committee
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Cut off Date: Due to the dates that teams qualify for this event the hotel cut off date will be no earlier than June 24,
2013.
Site Inspections
Upon being awarded the US Youth Soccer National Presidents Cup, the hotel shall make available up to five (5)
guest rooms for one (1) night on a complimentary basis. Any additional rooms required for the additional site visits
will be offered at a 50% discount off the Hotel’s established corporate rate.
Rates
The hotel agrees that the contracted rate will be the lowest the hotel will provide during the term of the agreement,
excluding any corporate or airline rates. Should a lower rate be provided, other than the excluded rates, during the
term of the agreement then all rooms provided under this agreement shall be provided that same lower rate for the
duration of the stay. The Hotel also agrees there shall be no other rebates or commissions other than the provided in
the agreement without the expressed written permission of US Youth Soccer.
Complimentary rooms
One (1) complimentary room per 40 nights actualized on a cumulative basis. The value of complimentary
guestrooms will be paid via check to US Youth Soccer no later than thirty (30) days after groups’ departure.
Cancellation Phrase
Should the hotel resell the rooms to another group or individual travelers, the group will have no monetary obligation
to the hotel.
Confidentiality
Hotel and US Youth Soccer agree to keep the rates and other terms and provisions of this Agreement confidential
and not to disclose such information to any other party.
Changes to Hotel
In the event there is construction or remodeling at Hotel or any changes which may materially and diversely affect the
accommodations or service of Hotel, or the guest experience, or if there is a change in ownership, management or
flagship of Hotel, US Youth Soccer may, at US Youth Soccer’s option, cancel any or all reservations without liability
to Hotel.
US YOUTH SOCCER National Presidents Cup Committee
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