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Sports Specific Information - NCAA CLEARINGHOUSE FORMS

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					2011 and 2012 DIVISION I NCAA MEN’S LACROSSE QUARTERFINALS
SPORTS SPECIFIC INFORMATION TABLE OF CONTENTS

Section I Section II Section III Section IV Section V Section VI Section VII Section VIII Section IX

Page No. Introduction..................................................................................................................... 2 Championship Structure ................................................................................................. 2 Facility Requirements ..................................................................................................... 3 Lodging Specifications.................................................................................................... 5 NCAA/Host Responsibility .............................................................................................. 6 Television ....................................................................................................................... 7 Transportation ................................................................................................................ 7 Volunteer Needs ............................................................................................................. 7 Agreement to Terms and Conditions .............................................................................. 8

IN THE EVENT OF ANY CONFLICT OR INCONSISTENCY BETWEEN THE SPECIFICATIONS THAT FOLLOW AND ANY SUCH SPECIFICATIONS IN THE HOST CITY BID SPECIFICATIONS DOCUMENT, THE FORMER SHALL PREVAIL AND GOVERN THE MATTER.

SECTION I: INTRODUCTION The National Collegiate Athletic Association (“NCAA” and/or “Association”) is pleased to provide to member institutions/conferences the opportunity to submit a proposal to host one or more NCAA championships. The information contained in this document and the accompanying attachments provides the minimum bid specifications for hosting any of these championships, as well as essential information that will provide assistance in the development of a creative, comprehensive and competitive bid proposal. The NCAA awards the privilege of hosting an NCAA championship to institutions’ several years in advance so those communities may work collaboratively with the NCAA to create positive experiences for its student-athletes, participating institutions, fans and the community. A member institution or member conference of the NCAA must be designated as the host institution/conference for the championship. The administration of the championship is under the authority of the respective sports committee subject to final authority of the appropriate NCAA Championships Cabinet or Committee. All activities and events associated with the championship are to be approved by the sports committee.

SECTION II: CHAMPIONSHIP STRUCTURE

First Round (8) Quarterfinals (2) Finals: DATES OF FACILITY USE. 2011 Quarterfinals: 2012 Quarterfinals:

DATE FORMULAS SATURDAY OR SUNDAY PRIOR TO QUARTERFINALS SATURDAY OR SUNDAY PRIOR TO SEMIFINALS SATURDAY AND MONDAY OF MEMORIAL DAY WEEKEND

8 a.m. Friday, May 20 until 8 hours after competition; or, 8 a.m. Saturday, May 21 until 8 hours after competition. 8 a.m. Friday, May 18 until 8 hours after competition; or, 8 a.m. Saturday, May 19 until 8 hours after competition.

The men’s lacrosse quarterfinals are contested at two quarterfinal sites. Two games are played to determine the teams advancing to the National Championship in Baltimore, Maryland.

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SECTION III: GENERAL FACILITY REQUIREMENTS Listed below are specific requirements a host institution/host agency must meet to be considered to host quarterfinal competition of the championship. Stadium 1. 2. The stadium must be modern, clean and accessible. The playing surface must be safe and of championship caliber. The stadium must have adequate facilities for network color TV as follows: a. b. 3. 4. Lighting (Night Play). A minimum of 150 vertical footcandles evenly balanced over the entire playing surface. Parking for TV Production Vehicles. A minimum of 250 linear feet for parking, immediately adjacent and accessible to the stadium.

The host institution/host agency agrees to provide 10 complimentary parking spaces in prime locations to be used at the sole discretion of the committee. The host institution/host agency agrees that no alcoholic beverages, including beer and nonalcoholic beer, shall be sold or dispensed for public or private consumption anywhere in the stadium before or during the conduct of the championship and that no advertisements denoting, publicizing or promoting the sale of alcoholic beverages shall be hung, installed or displayed anywhere within the stadium during the term of the lease period. If available, the host institution/host agency agrees to provide a tarp for the playing surface for outdoor facilities. The NCAA has the exclusive right to sell products of the type licensed by the NCAA at the facility on the dates of the championship and the right to retain all proceeds from the sale of such products. The host institution shall not use or market any product using or bearing the NCAA name or mark without advance written approval of the NCAA. No such merchandise or material shall be sold or distributed by anyone except as designated by the NCAA. The host institution may sell merchandise that features an institutional mark or logo only if it has guaranteed a sellout of the NCAA merchandise at site and has agreed to provide the NCAA championship 25 percent of gross sales (after sales taxes) of all non-NCAA championship merchandise. The host institution/sponsoring agency shall make every effort to restrict the retail sale of souvenir merchandise that has not been authorized by the NCAA and shall confiscate any “pirated” merchandise that may become available for sale in its market. This will ensure that the host institution maximizes the agreed upon percentage for merchandising.

5. 6.

7.

The host institution/host agency shall maintain throughout the term of the lease, comprehensive general public liability insurance with single limits of at least $1 million covering personal injury and property damage, and shall provide the NCAA national office with the appropriate certificate. The host institution/host agency further agrees to indemnify and hold harmless the NCAA and its employees from and against all claims of liability to third parties for injury to or death of persons or loss of damage to property arising out of or in connection with the performance of the contract between the two parties. 3

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8.

The host institution/host agency shall provide at the stadium one photocopy machine with capabilities for reproducing statistics and other material on bond paper with a minimum per-copy speed of 75 per minutes. The copy machine shall be located in an area convenient to the media. The stadium shall arrange with the local telephone company to install business private lines (BIS) tollrestricted in an area of the press area designated by the committee. The stadium shall not permit any banners, signs, displays or advertising to be posted, hung or displayed in the stadium during any session of the tournament games. The committee will not recommend any stadium to host a future final session unless it is constructed and in operation at the time the committee submits its site recommendation to the NCAA Division I Championships/Competition Cabinet. Minimum Press Requirement to be Provided the Sites. a. b. c. Press box area with 25 media positions and five photography/TV spaces. Photographer space on each side of the field outside the five-yard restraining lines from the sidelines. Working press room for 25 with appropriate lighting, heat, air conditioning and toilet facilities. Interview room for 20. The host institution/host agency shall provide the following: Elevated interview and camera areas, adequate TV lighting, sound equipment (mikes, amplifier, etc.). The NCAA shall have final approval and direction of all sound and lighting equipment. Refreshment/hospitality area for 25. Additional pipe and drape, platforms, etc., as designated by the committee. Public address systems as designated by the committee. Chairs as designated by the media director. A statistics control area containing a minimum of one photocopy machine with capability for reproducing statistics and other material on bond paper with a minimum per copy speed of 75 per minute.

9. 10. 11.

12.

d. e. f. g. h. 13.

Dressing Rooms. A total of five, including one for each team, able to accommodate 36 student-athletes, and one for the game officials. One on-site committee meeting room/office area will also be necessary in the facility. The stadium shall submit the following information to the men’s lacrosse committee: a. b. c. d. Description of stadium and field marking including logos, etc. Description of stadium boxes sound system. Description of existing advertising contracts. Number of private suites and availability.

14.

15.

Minimum seating capacity in the stadium should be 2,000. 4

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16. 17.

Training room accessible to all teams shall be available in close proximity to the locker rooms. Drug Testing Area. The stadium shall make available a dedicated area for NCAA drug testing should it be designated. Two separate rooms for drug testing, each with a waiting area, toilet facilities, and a minimum of 500 square feet of space. SECTION IV: LODGING

The host institution/conference/sponsoring agency is responsible for securing hotel accommodations for all participating teams; NCAA staff; committee members and other special guests; officials and the media. Separate hotels must be available for the NCAA, media, officials and participating teams. Please note that it would be permissible for the media to be assigned to the same property as the NCAA headquarters hotel and officials. All efforts should be made to provide some deference to the NCAA’s official corporate partner in the hotel category (should one exist at the time of the bid). The prospective host must submit two executed copies of the NCAA’s form of hotel agreement for each recommended hotel [NCAA headquarters hotel, media hotel, officials’ hotel and team hotel(s)] with the prospective host’s bid package. Although it is suggested that there be four hotels, it is permissible to use fewer hotels (e.g., one or two), so long as each room block is . All hotels shall be in close proximity competition venue. The team hotel(s) must be of comparable quality and distance from the golf course. One quarterfinal will be conducted on Saturday and the other on Sunday Day/Date Teams Headquarters Total Room Rates and Complimentary Rooms. 1. 2. Rates. Hotel rates for the NCAA and participating teams must be comparable in range. All hotel rates must be at or below $150. All meeting space is to be provided on a complimentary basis (regardless of meeting site). Friday/Saturday 100 10 110 Saturday/Sunday 100 10 110

NCAA Participating Teams’ Hotel (100 Rooms). 1. 2. 3. 4. 5. At least two, possibly four, separate hotels of comparable quality. 25 double/double sleeping rooms at special team rate (50 percent off lowest group rate). All hotel rates must be at or below $170. For each team, upgrade two sleeping rooms to one-bedroom suites for the head coach and director of athletics at the team rate. Complimentary meeting space. The hotel contract shall state that assigned teams may cancel the rooms no later than 5 p.m. Monday prior to competition day.

Game Officials. Seven single rooms at a different property from the team hotels. DI Men’s Lacrosse Quarterfinals 5

SECTION V: NCAA/HOST RESPONSIBILITY NCAA PROVIDES: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Transportation and per diem reimbursement for the participating teams (Finals Only). Transportation, lodging (room and tax) and per for all officials. Transportation, lodging (room and tax) and per diem for the NCAA sport committee. Awards for the participating teams. Official souvenir program Leader board (Finals only). Credentials (Finals only). Funding for the host to provide mementos to the official traveling parties of the participating teams (Finals only). Funding for volunteer apparel (Finals only). Funding for promotional efforts.

HOST INSTITUTION/CONFERENCE AND/OR SPONSORING AGENCY PROVIDES: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Facilities Volunteers (forecaddies, shuttle drivers, etc) Public relations coordination. First aid/medical services/AED on-site/ambulance on-site. Championships hospitality. Food/beverage concessions. Public address system. Support personnel –ticket takers, media runners, etc. Security. Media room (fully equipped). Media seating/work area with constant refreshments. Tickets (Finals only). 6

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13. 14. 15.

All computers, printers, fax machines, photocopy machines, telephone lines, DSL lines, etc. necessary to administer the championships, and as may be required by the NCAA. Appropriate directional signage within and outside the golf course. Other items as later requested by the NCAA. SECTION VI: TELEVISION

Local transportation for the participating teams shall be the responsibility of the participating institutions.

SECTION VII: TRANSPORTATION Local transportation for the participating teams shall be the responsibility of the participating institutions.

SECTION VIII: VOLUNTEER NEEDS Approximately 400 volunteers will be needed for assignments, including scoreboard operations, scoring control, spotters, hospitality, media and merchandise sales.

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SECTION IX: AGREEMENT TO TERMS AND CONDITIONS PLEASE NOTE: Please indicate the year in which you are interested in serving as host: QUARTERFINALS 2011 (May 20-21) 2012 (May 18-19)

The championship host agrees to all terms and conditions as outlined above in the Championship Bid Specifications Agreement. Agree Disagree

In addition to this form please submit the following:  key contact form  proposed budget and financial report  facility site questionnaire

SIGNED: Sponsoring Agency Representative _________________________________________________ Agency _______________________________________________________________________ Address (Please list street, city, state and zip code for overnight mail.) ______________________________________________________________________________ Telephone Number ( )_____________ Facsimile Number ( )_________________

Email: _______________________________

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