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Document Sample
2011-2012
National Championship
HOST
MANUAL
September 2011
Published by the National Association of Intercollegiate Athletics, 1200 Grand Blvd., Kansas City, MO 64106 • 816.595.8000
NATIONAL CHAMPIONSHIP HOST MANUAL
CONTENTS
ADMINISTRATION AND MANAGEMENT......................................................................................... .................................3
PERSONNEL.............................................................................................................................................................................3
BUDGET ...................................................................................................................... .............................................................4
SPONSORSHIP SALES AND MARKETING ............................................................................................. ...........................4
ADVERTISING/SPONSORSHIPS...........................................................................................................................................6
GAME FACILITIES AND EQUIPMENT............................................................................................... .................................7
INSURANCE.......................................................................................................................... ...................................................7
TRANSPORTATION................................................................................................................................................................7
HOUSING...................................................................................................................... ............................................................8
DISTRIBUTION OF EVENT MATERIAL............................................................................................... ...............................8
GAME SCHEDULE .................................................................................................................................................................9
MEDICAL SERVICES..............................................................................................................................................................9
TICKET/GATE ADMISSION.................................................................................................................................................. 9
MEDIA COORDINATION.......................................................................................................................................................9
RADIO/TELEVISION/WEB STREAMING...........................................................................................................................10
BANQUET ..............................................................................................................................................................................10
SPECIAL EVENTS ................................................................................................................................................................10
CHAMPIONS OF CHARACTER....................................................................................................... ....................................11
AWARDS ................................................................................................................................................................................11
MERCHANDISE/CONCESSIONS ........................................................................................................................................11
CHEERLEADERS/MASCOTS/BANDS .................................................................................................. .............................12
SEE SPECIFIC SPORT SUPPLEMENT FOR THE FOLLOWING TOPICS
GAME OFFICIALS
GAME FACILITIES AND EQUIPMENT
HOUSING
SELECTION OF PARTICIPANTS
AWARDS
ESTIMATED FINANCIAL SUMMARY
For further information relative to NAIA National Championships, contact:
NAIA National Office
Department of Championships
1200 Grand Blvd.
Kansas City, MO 64106
Phone: (816) 595 8000
FAX: (816) 595-8200
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NATIONAL CHAMPIONSHIP HOST MANUAL
Administration and Management
NAIA MANAGER OF CHAMPIONSHIP SPORTS (SPORT MANAGER)
The Sport Manager is the NAIA National Office staff member assigned to the National Championship. This individual is the liaison between the national office
and the HOST, as well as between the HOST and participating teams. The Sport Manager works with the HOST to ensure proper information is
communicated between the two entities. The Sport Manager communicates all championship information to the teams regarding housing, travel,
championship calendar, etc. The HOST shall provide travel, housing, meals and/or meal expenses up to $30.00 per-diem for a minimum of two NAIA
representatives.
CHAMPIONSHIP COMMITTEE
NAIA championships are under the direct control and supervision of the NAIA with assistance from each coaches association and the assigned committee to
oversee championship operations. Championship committees are made up of NAIA coaches and selected to work the championship by the NAIA Sport
Manager. Their responsibilities include, but are not limited to, consulting with Championship Director each day, act as a liaison to the coaches and officials
and troubleshooting everything from security, weather changes and field conditions. The championship committee must uphold all rules and regulations of
the championship, observe all games for potential trouble or problems on the field, and observe the facilities for potential trouble off the field.
The HOST shall provide travel, housing, meals and/or meal expenses up to $30.00 per-diem for the members of the championship committee.
HOST/CHAMPIONSHIP DIRECTOR
The HOST shall serve as liaison between all local entities and the NAIA as well as participating teams. Those local entities include competition and practice
facilities’ personnel, hotel(s) personnel, local media, local sponsors, and merchants. The HOST shall be responsible for all expenses related directly to the
administration of the championship including but not limited to banquet, NAIA staff and committee, championship officials, ticket operations, office supplies
and administrative services, publicity and promotion, championship personnel, insurance, souvenir program, facility, equipment rental, and medical services.
HOST PERSONNEL
The HOST is responsible for recruiting personnel to assist in hosting efforts. Most of these people are identified in the following paragraphs.
Key Host Personnel
1) Championship Director
2) Media Coordinator
3) Athletic Trainer
4) Facilities Director
5) Facilities Personnel
FACILITY MANAGEMENT
The following outlines the staff necessary to effectively run a national championship. It is always best to have two or three persons who can fill in at a variety
of places. Recommended staffing of event personnel would be through local volunteer agencies, civic groups or NAIA institutions. All expenses to the listed
personnel below are considered a championship expense.
Here are the types of personnel needed:
1) Adequate security
2) Ticket sellers
3) Ticket takers
4) Statistical assistants/Scoreboard operators
5) Concession workers
6) Hospitality room host(s) or hostess(es)
7) Field/court assistants (ball boys/girls)
8) Field/court maintenance
PERSONNEL
Crowd Control/Security — Security measures are the responsibility of the HOST.
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The responsibility for crowd control rests with the championship director or designated representative of the HOST. The directors of athletics and/or
coaches of the competing institution are expected to communicate with their students and other fans to encourage enthusiastic support within the
confines of good sportsmanship.
Uniformed security is an effective means of crowd management. A suggested number of security personnel would be a minimum of two (2)
campus/community security on duty at one time throughout the event.
Artificial noisemakers, air horns and electronic amplifiers shall not be permitted, and such instruments shall be removed from the playing and spectator
areas. Bands, or any component thereof, shall not play while a game is in progress. The championship director is responsible for enforcing these
provisions.
Photographer — The HOST shall provide the official photographer and photography services to include reproduction, sales, and distribution covering
any and all banquets, championship, and awards ceremonies. The photographer will be required to submit a minimum of 25 photographs to the NAIA
free of charge at the conclusion of the event. All profits from the photography sales may be shared by the HOST and the photographer.
Press Box Personnel — The HOST shall provide press box personnel necessary for the administration of the games, including but not limited to
scorekeepers, statisticians, public address announcers, and timekeepers.
Videographer — The HOST shall provide the official videographer and videotaping services to include reproduction, sales, and distribution to all
participating teams and spectators. The videographer will be required to submit a video of every game to the NAIA free of charge at the conclusion of
the event. Sale of photos/videotapes to participating teams may be offered at rates approved by the NAIA. All profits from videotape sales may be
shared by the HOST and the videographer. The HOST can sell for up to 12 months following the conclusion of the event, at which time the NAIA
reserves the right to all videos.
BUDGET
The HOST shall establish a budget (income & expenses) to be submitted to the NAIA Sport Manager for approval 60 days prior to the start of the
championship. Post-championship budget reports must be submitted 60 days following the completion of the event. Income items can include ticket sales,
parking, concession sales, program sales and advertising, banquet tickets, honorary coach fees, sponsorships, and donations. Event expenses may include
banquet, lodging, travel and meal expenses for championship personnel, ticket operations, office supplies and administrative services, publicity and
promotion, insurance, souvenir program, facility fees, equipment rental, medical, honorariums, awards, etc. Expenses are the responsibility of the HOST.
Invoice — The NAIA Sport Manager will send an invoice to the HOST within 30 days of the conclusion of the event. This invoice will include all
expenses that the NAIA incurred for the championship that the HOST is contractually obligated to pay. Payment of the invoice should be made within
60 days of receiving the invoice.
SPONSORSHIP SALES AND MARKETING
The purpose of this section is to give the host ideas and direction on how to market a softball championship event to the community and prospective
sponsors.
Marketing Opportunities — The marketing of national championships and the intercollegiate athletic teams that participate in them can seem like a
difficult task. However, if suggested marketing guidelines are used in a creative and sensible manner, most if not all, sponsorship goals can be
achieved.
Intercollegiate athletics offers corporations and their product lines the opportunity for direct access to three primary market segments: 1) the
institutions, through the president, athletics director, or other key decision makers; 2) the students, an important group of adults with present and future
buying power; and 3) the fans, the supporters of the events and the schools, many who are new to the city.
Corporations know that athletics sponsorship is a proven method of reaching certain target markets. When approaching a potential sponsor, you may
want to emphasize how sponsoring intercollegiate sporting events and programs allows the communication of a variety of messages to fit any number
of objectives: corporate and product visibility, the enhancement of corporate and product image, and creation of goodwill. It should also be noted that
athletics sponsorship is a proven method of reaching target audiences and the NAIA offers the most direct link between product and consumer
available on a national scale in athletics today.
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Whom to Approach — When trying to establish corporate sponsorships and community support for a championship event, it is important to be
organized and focused during your search process. Some groups begin the process by seeing if there are any pre-existing relationships between
them and local businesses. For example, a host may want to contact their present list of vendors and see to what extent they would be able to
contribute to a successful event. It is also a good idea to contact the local media (newspaper and radio) to discuss how a successful partnership that
benefits all parties can be established.
Inventory — This is the starting point for taking inventory of everything you could possibly sell around a sponsorship. You will not sell all or even most
of these items, but it creates a menu from which to develop fully customized proposals and win-win relationships.
Sponsorship Types
• Naming rights or title sponsorship ($20,000 - $25,000)
• Presenting sponsorship ($5,000 - $10,000)
• Naming rights or presenting sponsorship of a section, area, entry, or a team
• Naming rights or presenting sponsorship of a day, weekend, or a week at the event
• Naming rights or presenting sponsorship of an event-driven award, trophy, or scholarship
• Naming rights of presenting sponsorship of a related or subordinated event
• Major sponsorship (Nightly sponsor, on-field promotion)
• Supporting sponsorship
• Official product status
• Preferred supplied status
Exclusivity
• Category exclusivity among sponsors at or below a given level
• Category exclusivity among sponsors at any level
• Category exclusivity in event-driven advertising or promotional media
• Category exclusivity as a supplier or seller at the event
License & Endorsement
• Use of sponsor logo(s) images, and/or trademark
• Merchandising rights
Contracts
• Discounts for multi-year contracts
• First right of refusal for renewal at conclusion of contract
• Last right of refusal for renewal at conclusion of contract
• Performance incentives
Signage
• Venue signage (full, partial, or non-broadcast view)
• Inclusion in on-site event signage (exclusive or non-exclusive)
• Press conference signage
On-Site
• Sampling opportunities
• Demonstration/display opportunities
• Opportunity to sell product on-site (exclusive or non-exclusive)
• Coupon, information, or premium distribution
• Merchandising
Public Relations
• Inclusion in all press releases and other media activities
• Inclusion in sponsor-related and media activities
• Public relations campaign designed for sponsor’s market (consumer or trade)
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NATIONAL CHAMPIONSHIP HOST MANUAL
Hospitality
• Tickets to the event (luxury boxes, preferred seating, reserved seating, or general admission)
• VIP tickets/passes
• Tickets to event banquet
• Vehicle signage
• Event staff shirts/caps/uniforms
Information Technology
• Provision of content for sponsor internet site
• Exposure of NAIA website, including link to company website
Media Profile
• Inclusion in all print, outdoor, and/or broadcast advertising (logo or name)
• Inclusion on event promotional items (posters, flyers, brochures, apparel, etc. – logo or name)
• Event driven promotional radio or television schedule
• Event driven outdoor (billboard, vehicle, public transportation)
• Sponsor/retailer share media (themed display ads, 30/30 or 15/15 broadcast)
• Ad space in the event program
Venue
• Use of sponsor venue for launch, main event, or supporting event
• Public Address announcement
Cause Tie-In
• Opportunity to involve sponsor’s preferred charitable organization or cause
• Donation of a percentage of ticket or product sales to charity
ADVERTISING / SPONSORSHIPS
Publicity and Promotion
The HOST shall be responsible for the advance publicity and promotion of the championship to include any paid advertising, posters, flyers, and
related expenses. Posters or flyer design must have NAIA approval prior to printing.
Souvenir Program — The HOST shall produce the championship souvenir program in consultation with the NAIA Department of Sports Information.
The cost of printing the program will be paid from the revenue derived from program advertising. Any surplus from program advertising and sales will
be included as event income. All advertising within the program is the responsibility of the HOST.
The NAIA requires a minimum of seven (7) pages within the program to include historical event information. The NAIA shall provide general
information content for the program to include VIP messages, previous results, championship bracket, etc. and a one-page Champions of Character
advertisement. Participating teams will supply team photograph, roster, statistics and brief summary of season including win-loss record. The NAIA
has committed program space for advertisements for some national sponsors. The NAIA will supply those particular ads to the HOST for printing. It is
up to the HOST to determine style, format and cost.
One (1) program shall be provided to each athlete, coach, referee, and championship committee member. The NAIA also requires five (5) copies for
archiving purposes.
Banners — NAIA Championship banners will be shipped by the NAIA to be displayed at the headquarters hotel and championship venue. Any
sponsorship banners that the NAIA has contracted to display will also be provided by the NAIA. There can be no conflicts with sponsorships between
any local sponsor that the HOST acquires and a national sponsor which the NAIA has acquired.
Sponsors — Corporations with business interests beyond the local area of the championship site shall not be solicited for financial support without the
prior written approval of the NAIA.
Title Sponsor — The HOST may find a title sponsor but must inform the NAIA of the potential sponsor for the first right of refusal to solicit title. No
businesses or corporations shall be identified or receive recognition as a title sponsor of the championship without prior written approval of the NAIA.
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The HOST and the NAIA may work together to find a title sponsor for the championship. The financial arrangements made with a title sponsor will be
made a joint effort between the HOST and the NAIA.
Honorary Coaches — An “Honorary Coach” program has been organized for NAIA championships. Local businesses and civic groups are obtained
to serve as local hosts for each of the teams. Honorary coaches sit with their teams at the banquet, sit on the benches during games, participate in the
parade of champions, and are generally available to assist teams and make them feel welcome while at the championship. The honorary coach
program is a great source of revenue for the event budget. These people are asked to be involved with their teams to whatever capacity that they feel
comfortable. Some can take teams to dinner, special local attractions, or provide them a trinket of the local area. Honorary coaches are obtained by
the HOST. Teams are requested to provide their honorary coach with a gift emblematic of their institution or hometown.
PA Announcements — Public Address Announcements are supplied by the NAIA Sport Manager and will include national sponsors contracted with
the NAIA. Local sponsors may be added to this list. The announcements are read periodically throughout the event, timeouts, between games, and
any other “down” time during the event. Any additional announcements must be approved by the NAIA Sport Manager or tournament committee in
consultation with the HOST.
GAME FACILITIES AND EQUIPMENT
Press Box — The HOST shall provide a press box/area to be used by the championship media coordinator in order to properly coordinate the event
from the media perspective. The HOST shall provide telephone, high-speed internet, and fax service, as well as, office equipment to include a high-
speed copier, a fax machine, computer with internet access, and a laser printer. Use of this equipment will be the responsibility of the NAIA media
coordinator. See the sport supplement for specific press box requirements.
Scoreboards — Electronic scoreboard must be provided at the championship facility. At a minimum, the scoreboard must display home and visiting
scores, game time, and periods. The scoreboard operator must have easy access to the press box, the championship committee and teams.
Public Address System — Either a permanent or portable public address/music system must be available throughout the championship. (System
rental can be considered a championship expense.) The equipment will be used for team introductions, substitutions, parade of champions, awards
program, general sponsorship announcements, and any other announcements deemed appropriate by the HOST, tournament committee, or NAIA
Sport Manager. The music system will be used as a source of entertainment during warm-ups, timeouts and halftime.
Hospitality Room — A championship hospitality room is required. The hospitality room is primarily for the benefit of the game officials and staff
administering the championship, and sponsors. The hospitality room must provide drinks and snacks for all workers during the course of the
championship. A system for monitoring access should be in place. Alcohol may not be available for consumption in the on-site hospitality room.
Parking — A parking area for participating teams and championship officials (i.e., key HOST personnel, volunteers, championship committee, VIP’s
and game officials) is required. Parking passes should be provided. The HOST is responsible for all costs associated with parking.
Phones/2-way Radios — Cellular phones and 2-way radios are important pieces of equipment for several of the key personnel at the event. The
phones must have local access that is adequate to use within the city limits. Two-way radios are for use while at the event for the press box, the
championship committee, the athletic training staff, the NAIA Sport Manager, and the local championship director plus other tournament personnel as
needed. Radios allow for easy and quick access to tournament personnel at the event.
Towels — Towels must be available for the athletic training staff, competing teams and officials in their locker rooms. Also, in case of weather, towels
should be provided to keep game balls dry.
INSURANCE
Insurance — The HOST shall provide spectator liability insurance for the event at a minimum of $1,000,000 per occurrence, naming the NAIA as an
additionally insured party. The HOST shall provide the NAIA with documentation of such coverage prior to start of each event.
Risk Management — HOSTS of NAIA events accept the responsibility to safeguard the physical well being of all students and spectators. The
competition facility shall be inspected prior to each day’s competition to ensure that the safety of each competitor and spectator is not placed at risk.
Participant Coverage — Participating institutions shall be responsible for medical, hospitalization, travel and accident insurance for all members of
the traveling party.
TRANSPORTATION
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Ground — Team transportation is the responsibility of each competing team. It is recommended that the HOST negotiate the best possible rates for
team rental vehicles, but it is not mandatory. Transportation for tournament personnel is made possible by the HOST through the use of courtesy cars
or rental cars.
Air — Participating teams are responsible for securing and paying for their own travel arrangements. The NAIA Sport Manager handles arrangements
for the championship committee, game officials, media coordinator, and any other NAIA representatives to the event. The HOST is responsible for the
cost of personnel travel and will be invoiced at the conclusion of the event. All efforts will be made to secure the best possible fares for travel.
Courtesy cars — The HOST is responsible for securing courtesy vehicles for use by NAIA championship personnel throughout the event. The
number varies by sport, but the average is six. The HOST should seek a company willing to donate the use of these vehicles with no cost to the
budget. Should rental fees be charged, the cost of said fees may be considered a championship expense. All courtesy vehicles are assigned by the
NAIA Sport Manager and HOST.
Airport Pick-up — If courtesy cars are not available at the airport, the HOST must make arrangements to provide complimentary airport pick-up of all
NAIA championship personnel that travel via air. Hotel shuttles are also a source of airport pick-up and return. Transportation other than team
transportation will be the financial responsibility of the championship HOST.
HOUSING
Complimentary Rooms — Where possible, all championship personnel should be housed on a complimentary basis. Most hotels will give a certain
number of complimentary rooms for use by championship personnel based on the number of room nights reserved by the participating teams. If
complimentary rooms are not provided, room fees will be considered a championship expense.
Officials — Championship housing for officials is typically on a double occupancy basis (two double beds), where permitted by gender breakdown.
Normal practice for officials’ housing is for the hotel to provide the rooms complimentary or the cost of said rooms will be deemed a championship
expense and charged to the event budget. Officials should be housed as far away from competing teams as possible (separate floors, wings, etc.).
Supervisor of Officials — The Supervisor of Officials is provided a single room at an assigned championship hotel. Normal practice for the
Supervisor’s housing is for the hotel to provide the room complimentary or the cost of said room will be deemed a championship expense and charged
to the event budget.
Meetings — Several meetings take place over the course of the championship that will require meeting room space at the headquarters hotel. The
following will take place:
Championship Committee-Boardroom style meeting room to be available throughout the entire championship.
Team registration-Lobby of the hotel or nearby meeting room.
Pre-championship coaches meeting-Theater style room. (Approximately 40 coaches).
Officials Meeting-Small meeting room.
Additional meetings may take place as needed. If the hotel can accommodate the meetings listed above, then adequate space would be available for
other meetings.
DISTRIBUTION OF EVENT MATERIAL
Coaches Manuals — The NAIA shall prepare coaches manuals which contain rules and regulations pertaining to each sport. These manuals contain
some event information which coaches need to complete prior to their participation in postseason. Coaches manuals are available on the NAIA web
site at least one month prior to the beginning of the season.
Entry Materials/Coaches Packets — The NAIA shall prepare and mail all entry information and related materials at least one month prior to the
national championship. The HOST will be asked to provide pertinent local information that would assist teams as they prepare to participate at the
championship. Maps, directions, and housing information are examples of what the HOST will be asked to provide for these packets. Once teams
have qualified, they will be presented with a packet of information at team registration. This information is specific to the championship event and what
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they will need to do during their time at the championship. Some of the information in this packet is repeat information, maps, directions, restaurant
guides, tourist information, etc.
Credentials — The NAIA shall print and provide credentials for use by participants, coaches, volunteers, officials, and authorized media unless
alternative arrangements are made between the HOST and the NAIA. The NAIA Sport Manager shall be responsible for distribution of the credentials
with the exception of the media credentials. Teams receive up to 30 credentials to include 24 uniform players, plus coaches, athletic trainers,
managers, etc.
GAME SCHEDULE
Bracket — Pairings, seeding, and the creation of the championship bracket are the responsibility of the NAIA in cooperation with the championship
coaches committee responsible for establishing championship bracket. Once complete the bracket will be forwarded to all parties involved for publicity
purposes.
Game Times — Game times are established by the HOST and the NAIA. Game time policies have been set forth by coaches associations.
National Anthem — The National Anthem will be played at the beginning of each day. The Canadian Anthem (O Canada) is to be presented first in
reverence to our Canadian member institutions (only when a Canadian school is participating), followed by the Star Spangled Banner. Securing of
anthem music and/or anthem singers (if desired to obtain) is the responsibility of the HOST.
MEDICAL SERVICES
Athletic Trainers — The HOST, in consultation with the NAIA, shall provide NATA-certified athletic trainers to cover all sessions of the championship
including the operation and administration of the athletic training facility. The NAIA will provide the necessary information to the selected personnel
regarding the NAIA requirements for the athletic training staff. Travel, lodging and meals ($30 per diem) for athletic trainers are the responsibility of
the HOST if local athletic trainers are not used.
Athletic Training Supplies — The NAIA will solicit the donation of normal training supplies for use by the championship athletic trainer. If
complimentary supplies cannot be obtained, the cost of athletic training supplies would be an authorized championship expense. It is up to the
championship to provide the supplies at the expense of the championship. Many teams bring their own athletic trainers and supplies, but will need
support of the championship athletic trainer.
Emergency Equipment — All necessary emergency equipment should be at the site or quickly accessible. Equipment should be in good operating
condition, and personnel must be trained in advance to use it properly. This equipment includes but not limited to AEDS (Automated External
Defibrillators), backboards, crutches, splints/braces, and biohazard containers.
Water/Towels — Water and towels must be supplied by the championship HOST throughout the event. Water is to be on team benches and in locker
rooms and constantly monitored and replenished. Cups must be made available as well. Towels are needed for athletic trainers’ use.
Doctors/Ambulance — The HOST shall provide medical coverage of the championship to include a physician and ambulance service on-site or
immediately on-call throughout the championship.
TICKETS / GATE ADMISSION
Tickets — The HOST shall be responsible for the printing of tickets, establishment of box office and outlets, and the management of all championship
admissions.
Artwork of tickets — The copy for the front and back of the championship tickets must be approved by the NAIA Sport Manager.
Ticket Prices — Ticket prices must be approved by the NAIA Sport Manager prior to the printing of the tickets. The NAIA Sport Manager must be
informed of the different levels of tickets including all-championship passes, adult and child prices, etc.
MEDIA COORDINATION
Media Coordinator — This individual will be assigned by the NAIA Department of Sports Information. This person is in total control of onsite media
operations, from game by game statistical collection to game by game news releases. The HOST may be asked to provide media assistants to work
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the day-to-day operations under the supervision of the media coordinator. In some cases the NAIA will appoint a statistical crew to assist with the
championship.
Credentials — The NAIA media coordinator shall control the issuance of media credentials. Subject to limitations of space, media credentials shall be
assigned in accordance with the following priorities: 1) campus media, 2) media from the immediate championship area or the immediate locale of the
competing teams and 3) other certified media. Other conditions for obtaining media credentials may be implemented based on the circumstances at
the championship site. These conditions must be approved by the NAIA media coordinator.
Press Box — The press box will be under the direct control and supervision of the NAIA media coordinator. Office equipment required for the press
box is, but not limited to, a high speed copier, a fax machine, 2-3 computers, printers, phone lines, and internet service. See the sport supplements for
sport specific requirements.
Media Information Packets — The NAIA shall print and provide an information press packet for the media covering the championship. Information in
these packets may include participating team information including rosters, statistics, season records, player profiles, seeding and bracketing
information, etc.
Interview Area – This area will be open to all credentialed media. They must request interviews with coaches and any players through the
championship committee. Coaches and players will be available for interviews in the interview area only.
RADIO / TELEVISION / VIDEO STREAMING
Arrangements for any type of broadcasting will be the responsibility of the NAIA sports information department for radio, television and video streaming. The
HOST will be asked to be involved in securing advertisements for any television coverage. The HOST will be required to supply assistance with phone lines
and electrical outlets to accommodate all broadcasting. The HOST and the NAIA will negotiate the breakdown of all rights fees and expenses associated with
radio, television broadcasts, and video streaming.
Television stations typically need 100-150 foot-candles to televise outside at night.
The NAIA reserves the right to broadcast any event via the internet. The HOST will be asked to assist in securing high speed internet lines to be used for
video streaming, as well as necessary electrical outlets. In most cases, web streaming is done in the press box. See the sport supplement for sport specific
information on radio/television/video-streaming.
BANQUET
The HOST shall provide a banquet for all participants, officials, sponsors, volunteers, championship personnel, and selected persons, such as media,
institutional staff, and community dignitaries. The banquet will be on the evening before the first day of competition. All banquet expenses will be the
responsibility of the HOST. Alcohol may not be served at the banquet.
Tickets — Complimentary tickets will be provided to participating teams, NAIA game officials, HOST personnel, and Hall of Fame inductees. Once all
teams and event personnel have received tickets, any remaining tickets may be sold to the public (parents, family and friends of participating teams,
hall of fame inductees’ family and friends, and local community citizens). The HOST may offer public sale of banquet tickets at its discretion and at a
price approved by the NAIA Sport Manager.
Hall of Fame — NAIA Hall of Fame inductions occur at the championship banquet (player, a coach, or an administrator). Inductees are chosen
months in advance and notified by the NAIA of the induction date and location. The NAIA Manager will coordinate the presentation with the HOST and
inductee. The NAIA Sports Information Department will write the citation to be read by the presenter chosen by the inductee.
The Hall of Fame inductee(s) will be given up to ten (10) complimentary tickets for their friends and families to attend the banquet/ceremony. They will
receive reserved seating within close proximity of the head table. Most NAIA Hall of Fame inductions take place at the opening banquet, however,
there may be a few that occur at the National Convention.
Program — The HOST is responsible for designing and printing the banquet program. However, the NAIA shall have final approval of the agenda for
the banquet in consultation with the HOST. A typical banquet program includes a welcome from city official(s) and/or championship director,
introduction of event personnel, and introduction of teams as well as a guest speaker that would be of interest to the participants. An individual from
their sport, a local celebrity, or some other type of enjoyable entertainment is recommended.
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SPECIAL EVENTS
Opening Ceremony — A “Parade of Champions” involves all teams, championship personnel, game officials, and honorary coaches, may be held the
first day of competition to showcase the competing teams and their institutions. Each team is introduced while a short synopsis of their season is
announced. The National Anthem(s) are played following the introductions and in some cases special entertainment is provided, though this is not
mandatory.
Sport Clinics — The NAIA has sport specific relationships with different partners such as Special Olympics, AYBA, etc. In an effort to give back to the
communities that host our national championships, the participating teams may participate in sport clinics prior to the start of the championship. The
NAIA Sport Manager and the championship committee, along with the participating teams and coaches might conduct the clinic with the assistance of
the local area partner. The HOST might be asked to provide contact information for the local partnering offices to the NAIA Sport Manager to make
the arrangements with the cooperation from the championship facility director and HOST.
CHAMPIONS OF CHARACTER
The purpose of the NAIA is to promote the education and development of students through intercollegiate athletics participation. Member institutions,
although varied and diverse, share a common commitment to the principle that participation in athletics serves as an integral part of the educational process.
In 2000, the NAIA introduced the Champions of Character initiative emphasizing character development among NAIA student-athletes and youth sports.
Through its tradition of using sport informally as a vehicle for character development, the NAIA supports awareness, education and community involvement to
promote character and integrity in sport at every level. The Champions of Character initiative is based on five core values: respect, integrity, responsibility,
servant leadership and sportsmanship.
The main objective of the Champions of Character initiative is to assist those involved in sports to know the right thing, do the right thing, and value the right
thing inside and outside of the sports setting. The intent of this program is to have NAIA student-athletes exhibit exemplary character and sportsmanship in
NAIA athletic competitions and in day-to-day “real life” activities. Student-athletes, coaches, administrators and spectators are challenged to take
responsibility for their behavior both on and off the court.
We ask that NAIA student-athletes and coaches work directly with youth organizations, schools and civic groups to educate, promote and incorporate the five
core character values of respect, integrity, responsibility, servant leadership and sportsmanship within each national championship. The HOST is responsible
for coordinating this effort and the NAIA will provide suggestions and information for implementing this program.
AWARDS
All awards are ordered by the NAIA from MTM Recognition, the official awards supplier of the NAIA, and are included in the HOST championship budget as a
line item expense. Awards are shipped to the HOST 3-4 weeks prior to the event in order to complete an inventory check. The HOST is asked to check for
errors and/or damages and to make certain the entire inventory has arrived. The HOST will receive, from the NAIA Sport Manager, an outlined list of what
should be shipped and what should be inscribed on each award.
Awards Ceremony — The HOST shall provide an at least one 8’ draped table at the site and assist the championship committee in setting up the
awards. Members of the championship committee will organize the awards table and make the presentations in conjunction with a HOST designee
(e.g. university president, tournament director, faculty athletics representative, or local celebrity). See the sport specific supplements for further
information on awards ceremonies.
Certificates of Participation — Each team will be given certificates of participation for participating in the national championship. Each athlete and
member of team personnel will receive a certificate. Printing and cost of certificates is the responsibility of the NAIA.
Champions of Character Certificates — Each team nominates one recipient before the championship. These award winners will be recognized at
the opening banquet and during the reading of each line-up. For sports with an Opening Round, Champions of Character winners will be recognized
at both the Opening Round and the final site.
MERCHANDISE / CONCESSIONS
Merchandise — The HOST shall provide the Championship Vendor with an area to market and sell NAIA merchandise at the site, hotel headquarters,
banquet area and registration area. Each sales area shall be a minimum of 10 x 20 feet and equipped with tables, chairs, electrical access, and two
sections of 8 ft. pipe and drape. In exchange for the area and equipment, The Host shall receive ten percent (10%) of gross sales (total receipts less
any applicable taxes). The Championships Vendor will provide on-site sales staff that will be responsible for the management of all event sales
(including staffing, sales, inventory and accounting). The NAIA shall provide the HOST with a complete and accurate report of all sales within 30 days
of the championship.
NAIA National Office • 1200 Grand Blvd., Kansas City, MO 64106 • 816.595.8000 National Championship Host Manual / 2011-12 / page 11
NATIONAL CHAMPIONSHIP HOST MANUAL
Staff Shirts — The NAIA will supply a limited number of official NAIA shirts to championship personnel including the local HOST committee as
deemed necessary by the HOST championship director. These shirts are not considered a championship expense and are used as a way to say
thank you for the hard work the committees put into the championship. Additional shirts may be purchased by the HOST if they are available and
ample time is available to place the order.
Concessions — Food and drink concessions are within the exclusive discretion and right of the HOST. All income from concessions will be included
as event income in the championship budget.
Tobacco Products and Alcoholic Beverages — Tobacco products and alcoholic beverages shall not be sold or otherwise made available for public
consumption at an NAIA national championship nor shall any such products or beverages be brought to the site during the championship.
CHEERLEADERS / MASCOTS / BANDS
Cheerleaders and/or spirit team members, not to exceed 12 in number, plus the mascot and sponsor, shall be admitted to the championship, if in uniform.
They must complete a cheerleader clearance form prior to admittance. Only those included on this form will be permitted onto the playing area. Band will be
provided free admittance for only those games in which their teams are competing. Band shall not exceed 15 members plus a direct/sponsor. The use of
trampolines, stunts more than 2 ½ persons high, “basket tosses” and cheerleader flips are not permitted.
1 National Office • 1200 Grand Blvd., Kansas City, MO 64106 • 816.595.8000
NAIA National Championship Host Manual / 2011-12 / page 12
