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									 Pending City 20xx                                                                                           v1v3.0.0




                                NAGAAA GAY SOFTBALL WORLD SERIES
                                       HOST CITY CONTRACT
                                         WORLD SERIES
                                                    City pending

I. Contract Purpose
 This document is to be considered a contract between the North American Gay Amateur Athletic Alliance, Open
 Division, Inc. (to be known as NAGAAA for the remainder of this contract) and the Series 20xx Host City
 Committee. The NAGAAA Board of Director’s will enter into this agreement on behalf of the current NAGAAA
 Member Associations. The NAGAAA Board of Officers will collectively be known as “The Board” and the Host
 City Committee will collectively be known as the “Host City” for the remainder of this contract. This contract
 requires a preliminary agreement of both parties, PRIOR to a Host City being eligible to bid for the NAGAAA Gay
 Softball World Series (known as the GSWS). The preliminary agreement is required to cover the contract
 requirements of the pre-bid process. Sponsoring member association(s) will also be required to sign the contract,
 as they are the entity that will be held responsible in the event of failure to deliver on commitments by the Host City
 Committee (if unable to gain satisfaction from the Host City Committee).

 All issues negotiated within the terms of this contract will require the approval of the Board

 Within the contract, specific areas of responsibility will be defined with the appropriate Board Officer responsible to
 be named. The over-all contract will be agreed to and signed by the NAGAAA Board Commissioner the Host City
 Committee Director(s) and the Commissioner of the Member Association. Once the contract has been signed, all
 changes will require signatures of the Officers responsible for that area (if so named), the Board Commissioners
 and the Host City Director (s). Details of change control will be defined later.

 Basic agreement to this contract by the Host City Director (s) means they understand the expectations and can
 deliver them and they agree that the Board has the authority to assess monetary penalties, at the discretion of the
 Board, based on severity and impact of the issue as outlined in this document. Checkpoint meetings will ensure
 progress on those items requiring timed completion and to provide guidance to the Series Committee on issues
 related to the GSWS.

II. Sponsorships
 Any and all Corporate Sponsorship contracts in place will be included as an addendum to this contract. All
 contractual obligations required via those contracts will be assumed binding on the local Host City and all care
 should be taken to ensure we remain in compliance with all contract obligations. It is agreed that the Corporate
 Sponsorship requirements will take precedence over all conflicts between local Host City sponsorship
 arrangements and Corporate sponsorship obligations. The Host City will be provided with copies of the
 sponsorship contracts as part of this contract and will be responsible for ensuring all obligations are met. If
 Corporate Sponsorships are agreed after this bid has been awarded, it is the responsibility of the NAGAAA Board
 to work with the Host City to ensure there are no conflicts with existing local Host City sponsorship arrangements
 Any sponsorship agreement by the Host City with naming or title rights will require the approval and signature of
 NAGAAA. This is required in order to ensure the objectives of NAGAAA, its mission and prestige are maintained.
 As a general rule, sponsorships should not be solicited from political, religious or groups of dubious ―good taste‖.
 Since these are intangibles that are hard to define, it is assumed that all sponsorships of a major nature will require
 NAGAAA approval before the sponsorship contract is signed (see Sponsorship Section of Requirement Checklist
 for definition of Corporate Sponsorships and Local Host City Sponsorships, with associated guidelines for financial
 distribution.).


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Sponsorship definition is broken into 2 categories: Corporate and Local. There is also criteria to be followed for
Title and Exclusive rights in any/all sponsorship arrangements. For purposes of money disbursement decisions, it
does not matter who negotiates the contracts or who brings the contract to conclusion. Contracts can be
negotiated by the Host City or by NAGAAA but ―ownership‖ of the funds is governed by category as described
above/below and not by completion of the agreement.

        Corporate Sponsorship: Defined as those agreements with companies or organizations that have an
        International or national presence. These arrangements are REQUIRED to be negotiated in conjunction
        with NAGAAA, even if the Host City is doing the majority of the negotiations. NAGAAA must approve the
        contract terms before signature and NAGAAA must be the signing authority. Even if these sponsorship
        agreements are for less than Title or Exclusive level contracts, NAGAAA is considered the owner of
        Corportate sponsorships based on the above definition. NAGAAA will have ultimate decision on how the
        money is disbursed, taking into consideration any desires of the sponsor in this regard. It is critical to note,
        that NAGAAA will have the right to define the split of money from these arrangements and will
        communicate those decisions to the Host City. NAGAAA has responsibility for the management of the
        contract, but will require the support and involvement of the Host City to achieve the goals and
        requirements of the agreement.

                    Host City Negotiated Corporate Sponsorship
                    In situations where the Host City initiates and completes the majority of negotiations on an
                    agreement that is deemed to be a Corporate Sponsorship, NAGAAA agrees that the Host City
                    should receive a guaranteed amount of the proceeds.

                    A sliding scale on Corporate sponsorship monies for multiple sponsorships would be allocated to
                    the Host city as follows:

                        Total Value                                    Host City Share
                      Up to $70K           Minimum 50% of total value
                      $70K - $85K          Initial 50% of first $70K + 45% share of value up to $85K
                      $85K - $100K         initial 50% of first $70K + 45% share of $70-85K value and 40%
                                           value up to $100K
                      + $100K              initial 50% of first $70K + 45% share of $70-85K value + 40% of
                                           $85-100K value + 30% share of additional value


                    If the Host City supports negotiations for a multi-year deal, Series will only benefit from those funds
                    for the year without entitlement to future funds. This scenario assumes the Host City to contact
                    NAGAAA with a proposal to pursue the sponsorship on NAGAAA‖s behalf under these conditions.
                    NAGAAA must agree that the sponsorship opportunity is a valid one to pursue (especially pursuant
                    to Title and Exclusive sponsorship situations). NAGAAA must continue to be the signing entity on
                    the agreement. NAGAAA will continue to be assumed as the managing entity of the agreement
                    with the sponsor. The Host City may be involved in the support of the sponsorship agreement,
                    including appropriate interface with the Sponsor. As a result, NAGAAA must be made part of the
                    negotiation process, although the Host City could take lead efforts to finalize the agreement.


        Local Sponsorships: Defined as those agreements with companies or organizations that have a local or
        regional presence, negotiated by the Host City and generally are not of a Title or Exclusive nature. For
        these sponsorships, the money remains with the Host City although, NAGAAA must approve the
        sponsorship. These contracts are signed by the Host City with the sponsor. All monies from these
        Sponsorship agreements remain with the Host City if the criteria are met. Title or Exclusive rights cannot
        be granted as part of these agreements unless specifically coordinated and approved by NAGAAA . In the
        event that is approved, NAGAAA would become the signing authority.

        Title Sponsorships: NAGAAA will negotiate and, sign the agreements with monetary disbursements of the
        funds to be defined by NAGAAA. Every attempt to make these multi-year deals will be in place with

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            $50,000 assumed to be minimum for assigning Title rights. NAGAAA has the obligation to ensure conflicts
            in Title rights do not occur. NAGAAA will have responsibility for managing the contract and may ask the
            Host City representatives to participate as required.

            Exclusive Sponsorships: Can be negotiated by either NAGAAA or Host City, with NAGAAA having final
            authority to approve. Minimum of $10,000, with optimal $25,000 targets for Exclusive rights in any
            category. NAGAAA has the obligation to ensure these exclusive rights are not n conflict with Title sponsors
            and other exclusive contracts. Exclusive contracts can be negotiated by category with multiple exclusive
            sponsors possible. NAGAAA will have responsibility for managing the contract and may ask the Host City
            to participate as required

      for the GSWS, the vast majority of Corporate sponsorship monies will be controlled by NAGAAA .. The Host City
      has the right to petition for funding from the Corporate Sponsorship funds, as required, but the decision on
      disbursement will remain under the control of the NAGAAA.

      Sponsorship Guidelines:
                    NAGAAA has the right to deny Host City sponsorship agreements based upon exclusivity
                      issues, but only if Corporate Sponsorship agreements are negotiated prior to Host City
                      agreements in process, or if the sponsorship runs counter to the aims and goals of NAGAAA.
                      Sponsorship will not be accepted from any entity advertising an illegal act, object and political
                      or religious affiliations.
                    As future Corporate Sponsorships are secured, NAGAAA will advise and work with the Host
                      City prior to signing the agreement, in order to minimize possible conflicts with local exclusivity
                      agreements.
                    The Arbitration Committee will review any disparities in funding requests that are not agreed to
                      by the Host City and NAGAAA
                    NAGAAA will have control over disbursement of sponsorship funds, based upon Host City
                      budget reviews and funding requests. It is understood that NAGAAA will stay in control of
                      sponsorship funds. NAGAAA may commit a specified amount of sponsorship money to the
                      Host City. The sponsor requirements to be clearly communicated to the Host City required as
                      an appendix to this document. NAGAAA will agree to disburse sponsorship money in a
                      planned manner, to be agreed upon with the Host City as soon as the sponsorship is agreed.
                      The plan will be included as an appendix to this contract.. If a disagreement occurs over the
                      disbursement of the funds, the Arbitration committee will be called upon to resolve the request.
                      It will require a 4/5 of full Arbitration Committee vote to over-rule the decision of the Board.
                    Sponsorship monies will be solicited from various sources, with the purpose of the funds to be
                      agreed upon as part of the negotiation. NAGAAA can decide to use the funds from corporate
                      sponsors to support NAGAAA .
                    Sponsorship monies which have been dispersed to the Host City from NAGAAA are subject to
                      repayment to NAGAAA should the Host City earn a profit from the GSWS. This would be paid
                      after the final financial report is given at the Winter meetings following the GSWS.

III. Document Submission and Change Control Process
    At the time of preliminary signature, the Host City should advise NAGAAA of any potential area of concern. Any
    point of non-compliance must be defined and accepted by the NAGAAA prior to the bid taking place. The
    NAGAAA Board can disallow a bid from taking place. The NAGAAA Commissioner will make that ruling and notify
    the potential Host City 30 days prior to the Bid.

    When the bid is awarded, the amended contract based on changes noted by the Host Committee and approved by
    NAGAAA prior to the bid will be fully executed in NAGAAA Summer Council session, upon the announcement of
    the winning bid. Change Control will go into effect immediately pending all future contract changes. ALL changes
    to the contract will have to be identified by the party requesting the change and reviewed by the affected party.




        NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX                                    3
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It is understood there may be issues outside the control of the Host City or the NAGAAA that will affect GSWS play.
It is also agreed that the Host City has the authority over all social functions, although there are specific
requirements based on timing for GSWS play that will need to be taken into account while scheduling social events.
Contractual guidelines allow for a minimal number of disruptions, but all parties will need to maintain an open
dialogue and an open approach to resolving issues.

Once the fully executed contract has been signed, all agreed upon requirements stated in the document are to be
delivered as written. The only way to make a change to the contract will be to request an official change via written
notification (email acceptable or registered mail) to the NAGAAA Commissioner. Written Notification must include a
description of the change, implications and alternative options. NAGAAA will review the request and respond within
20 days.. An appendix to the contract will record change requests and responses and if the change is accepted it
will be noted in the contract accordingly.

Change Control does not apply to the number of teams playing in the GSWS. NAGAAA will update The initial
projected number of teams. The final number of teams traveling to the tournament falls outside NAGAAA ’s direct
control, this is a risk area the Host City agrees to accept. It may reflect directly on the final number of fields
required but those adjustments will be NAGAAA responsibility to solve.
                  .

Change Control Process

    A. Timeline and Process for change request from the Host City is as follows:
    a) An official request for change can be initiated in writing to NAGAAA or the Host City.
    b) The request should be reviewed by the receiving party and a decision reached whether to accept, reject or
       modify the request.
    c) Changes should be responded to within days of receipt

    B Arbitration Board
     An Arbitration Board made up of NAGAAA members will be appointed by the NAGAAA Commissioner.
       This will be a five member Board.
     This Arbitration Board shall be named with the awarding of a GSWS Bid and should not include anyone
       from the Host City.
     When appointing committee members one alternate will be assigned as well to assure continuity should
       one of the original five members be unable to serve.
     The term of the Arbitration Board shall run from the awarding of the bid to the conclusion of that World
       Series Tournament. Vacancies will be appointed by the NAGAAA Commissioner to fill out the remainder of
       that term.
     The arbitration committee will be the adjudicator committee
     The arbitration committee will pick one position or the other between the disagreements. The arbitration
       committee can define a middle ground if they deem an option for such exists. That decision will then stand
       and need to be implemented
     In order for any issue to be presented and a vote to move forward, 5 members of the committee have to be
       present
     For any change to be implemented 4 yea votes must be received
     Both parties present their case equally to the Arbitration Committee
     Neither party is allowed to contact the Arbitration committee. Any attempt to subvert the process will result
       in the offending party being brought before the Ethics Committee. The Arbitration Committee must
       understand their role and excuse themselves if deemed appropriate (unbiased, conflict of interests, etc.)
       and a replacement will be assigned.
     Decisions of the Arbitration Board are final and are not subject to appeal.




    NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX                                    4
Pending City 20xx                                                                           v1v3.0.0




Agreed to on _____Day of _________, _____ between Host City Director(s) and NAGAAA Commissioner as
signed below.



_____________________________________                       _________________________________
NAGAAA Commissioner                                         Host City Commissioner

_____________________________________                       _________________________________
Host City Director (1)                                      Host City Director (2)




    NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX                     5
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APPENDIX 1: Arbitration Committee Series 20xx

APPENDIX 2: NAGAAANAGAAA Tournament Requirement Checklist

APPENDIX 3 Hotel Contracts. (Pending)

APPENDIX 4: Field(s) Contract(s) (Pending)

APPENDIX 5 Change Control Tracking Document




APPENDIX 1: Arbitration Committee Assignments Series 20xx

Division            Name          City         Phone           Email Contact   Mailing Address
                                               Contact

Open

Open

Open

Open

Open

Alt - O




    NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX                  6
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APPENDIX 2 NAGAAA TOURNAMENT REQUIREMENTS CHECKLIST


Req                                                                        Resp/       Accept
Numb    Requirement                                                        Owner       Date     Remarks / Notes / Changes
1       Budget
1a      Budget responsibility for the tournament is divided between        NAGAAA
        NAGAAA and the Host City Committee. In order for NAGAAA            Host City
        to ensure fiduciary responsibility, it is necessary for budget
        reviews to be coordinated between NAGAAA and the Host City
        at every conference call meeting. The Host City Must maintain
        a separate Bank account exclusively for the GSWS. NAGAAA
        must review the following: 1) Monthly bank statement 2)
        Financial status including profit/loss, and balance sheet. 3)
        Budget worksheet-Original budget Revised budget and actual
        to date. Template to be provided. The Host city also has the
        right to review NAGAAA OPEN DIVISION financials to ensure
        all appropriate funding is in place for the GSWS,
1b      insurance should be in place with sufficient coverage to guard     NAGAAA
        against lawsuits for injury, etc.         This insurance is the
        responsibility of NAGAAA and a copy of the insurance policy
        needs to be provided to the Host City prior to the start of the
        GSWS.
1c      Per Section II, if a Host City negotiates a Corporate              NAGAAA
        Sponsorship a guaranteed payout is defined on a sliding scale
        (defied in Section II).
1d      Sponsorship definition is broken into 2 categories: Corporate l    NAGAAA
        and Local. There are also criteria to be followed for Title and
        Exclusive rights in any/all sponsorship agreements                 Host City




2       Hotel
2a      NAGAAA is responsible for contracting hotel requirements,          NAGAAA
        including meeting rooms, and all other hotel space required.
        Overflow hotels as required will be identified and contracted by
        NAGAAA. The Proposed Hotel contract needs to be in place by
        time of bid and will be communicated to the NAGAAA Summer
        Council Session as part of the NAGAAA portion of the bid.
2b      Identify adequate overflow and alternate hotels with details       NAGAAA
        communicated to Member Associations
2c      Negotiate reasonable rates, include applicable tax in              NAGAAA
        communicated rate, and ensure the committed rate in bid is met
        at time of tournament
2d      Ensure GSWS date availability in accordance to IoG guidelines.     NAGAAA
2e      Hotel availability with negotiated rates applied:                  NAGAAA
                  Winter Meetings- January
                  Summer Meetings-
                  The Host Hotel for NAGAAA will be the Hyatt
                   Regency O’Hare in Chicago
                  The alternate hotels will be The Hyatt Regency
                   Chicago
2f      Communicate method, rate and timing for reserving rooms for        NAGAAA
        Winter Council meetings and team reservations for GSWS.

        NAGAAA will reserve a special block of rooms for delegates to
        Council Meetings in a weekend only arrangement for Summer
        Council Meetings.
2g      Recommendations from Host city and introductions to hotel          Host City
        contacts are encouraged and will be considered by NAGAAA.
        Host City must assign a Hotel Committee Chair not to be the
        Host City Director to support the NAGAAA Commissioner at the
        local level as required/possible. Host city must work with
        NAGAAA commissioner prior to bid in order to coordinate the
        selection of hotels and negotiation requirements.
        Once the Host Hotel has been determined, it will be the
        responsibility of the Host City to provide AM coffee/tea service
        and PM soft drinks for the Winter and Summer Meetings.
        Currently the meetings are on Saturday and Sunday.

     NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX                                                7
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2h      Letter of Agreement (LoA) is to be signed with all hotels listed    NAGAAA
        as part of bid and must include the agreed hotel rates and other
        negotiable requirements. This detail should be communicated
        as part of the bid by NAGAAA. LoA will ensure the hotel is
        contractually willing to sign a final contract upon awarding of
        bid.

        Copy of fully executed contract by NAGAAA is required within
        60 days of the bid award. NAGAAA will communicate the
        completion of this step no later than 60 days after the bid is
        awarded and must reflect the hotel room rate and contract
        assumptions noted in the bid. The NAGAAA Commissioner will
        provide this communication and is responsible to ensure the
        contract is fully executed in the time frame noted.

        NAGAAA representatives will need to travel to Hotels for
        negotiations and appropriate budget assumptions should be
        covered. Hotel contracts will need to be negotiated and signed
        by the NAGAAA Commissioner.
2i      It is strongly suggested that arrangements on behalf of             NAGAAA
        NAGAAA be made as follows: Contract should include a
        minimum of 6 COMP rooms for NAGAAA. Arrangements
        should also be made for 2 suites to be available—if not
        COMPED, at the negotiated hotel rate. This is not a mandatory
        requirement but, in the best interest of NAGAAA , it is strongly
        recommended.
2j      Exact dates for meeting rooms will be determined as part of the     NAGAAA
        bid process and the required meeting rooms will be coordinated
        around those dates.

        Meeting Rooms—Winter:

        Large meeting room to handle the NAGAAA Session Saturday
        and Sunday; table at front of room for Board, microphone,
        media access if requested, 7:00am to midnight on Sat, 7:00am
        to 6:00pm on Sunday. Board Officer and City Association
        placards should be available on the tables

        Smaller meeting room to handle NAGAAA Committee
        meetings; table at front of room for Board, media access if
        requested, 7:00am to midnight on Friday 7:00am to midnight on
        Sat, 7;00am to 6:00pm on Sunday. Board Officer and City
        Association placards should be available on the tables.
2k      Meeting Rooms—Summer                                                NAGAAA

        Large meeting room to handle NAGAAA Session Saturday and
        Sunday; table at front of room for Board, microphone, media
        access if requested, 7:00am to midnight on Saturday, 7:00am
        to midnight on Sunday Board Officer and City Association
        placards should be available on the tables

        Smaller meeting room to handle Divisional meetings; table at
        front of room for Board, media access if requested, , 7:00am to
        midnight on Friday 7:00am to midnight on Sunday, 7;00am to
        midnight on Monday. Board Officer and City Association
        placards should be available on the tables.

        Player Sign-In & Registration Room Location

        Open Division Registration support is required throughout the
        Tournament period (weekend of Council meetings through
        tournament). Host City to provide volunteer support for Open
        Division registration at hotel during Council Meetings and at all
        Open Division complexes during tournament play. The host
        hotel will provide a large room that will be set up to
        accommodate the Open Division Registration. It must operate 6
        to 11 PM on Friday before GSWS play, 9 am to 11pm Saturday,
        and Sunday, and 9 am until one hour before Opening
        Ceremonies begin on Monday.

        Manager Meeting Rooms (1)—large rooms with chairs set up
        auditorium style with table at front; required on date/time to be

     NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX             8
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        defined (no later than Winter Meeting prior to Tournament).
        Specific times to be communicated. Must be flexible.

        Umpires Meeting Room (1)
        Large room with table at front, chairs set up auditorium style.
        Time to be set by the NAGAAA Asst Commissioner and UIC

        Meeting Rooms for Host City/Board meetings (can be at
        discretion of Host City on meeting location)

        At the end of pool play a Meeting Room for the Open Division
        Double elimination Seeding and Bracketing is required. The
        hotel must be flexible as to the day typically this room is utilized
        from 5pm until 1am on Wednesday of GSWS play.

        The Talent Show is a NAGAAA sponsored event.. The Open
        Division will coordinate all requirements for the Talent Show
        with the Host Hotel.
2l      Brackets and schedules need to be posted at the Host Hotel in          NAGAAA
        a pre-defined location; ample room for large congregation of
        people preferred
3       TOURNAMENT PLAY & PLAYING FIELDS
3a      GSWS must be scheduled for play between second week of                 NAGAAA
        August and Columbus Day weekend annually. GSWS must be
        played within a calendar week, but details on specific days of
        play are to be agreed between Host City and NAGAAA Asst
        Commissioner based on scheduling requirements, number of
        teams forecasted, field availability, and other factors as noted
        by the Host City.

3b      If multiple complexes are used, comparable field quality and           NAGAAA
        amenities are required, in addition to similar distance from Host
        Hotel. Field maintenance agreements, water and concession
        availability should be comparable. WS ―environment‖ should be          Host City
        comparable at all locations.

        Any item provided by the Host City to provide enhanced GSWS
        atmosphere‖ are at the expense of the Host City. NAGAAA is
        responsible for tenting and other required items to provide the
        field requirements (first aid, registration, water, umpires, protest
        committee photographer, merchandiser and scheduling) but
        any other tenting not specifically requested and approved by
        NAGAAA is at Host City expense.
3c      Minimum of 12 fields required with forecast to determine if            NAGAAA
        higher number is required. Maximum number of complexes
        should be three (3). Those complexes are:
3d      Contract will be negotiated between NAGAAA and the field               NAGAAA
        complex management.

        The Host City should appoint a Fields Committee Chair to               Host City
        support the needs of NAGAAA at the local level. Host City
        should make recommendations to NAGAAA on field options
        and help to coordinate meetings for the NAGAAA Asst
        Commissioner in the negotiation process.

        Negotiations and decisions on field options are required to be         NAGAAA
        coordinated and worked out between the Host city and                   Host City
        NAGAAA prior to the Bid. Timing of the tournament will be
        based primarily on field availability and options on tournament
        dates can be negotiated between NAGAAA and the Host City
        prior to the Bid. Details of tournament schedule need to be
        communicated as part of the bid.

        NAGAAA will be responsible for deposits and all pre-payments.
                                                                               NAGAAA
3e      NAGAAA has sole responsibility for tournament scheduling and           NAGAAA
        will define play times for the GSWS. The Host City can request
        scheduling accommodation
        NAGAAA Assistant Commissioner is the GSWS Athletic
        Director and should be identified as such to all NAGAAA
        participants and to field complex management.

     NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX                   9
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3f      Contract should be negotiated with field complexes to eliminate     NAGAAA
        complex access fee for players, coaches, NAGAAA
        representatives.
3g      Fields need to be of ASA regulation distance of 300‖ with           NAGAAA
        fences, If temporary fences are required, they must meet
        approval of NAGAAA Assistant Commissioner during the Pre-
        Bid discussions.
        .
3h      Fields must be lined and marked according to ASA regulations.       NAGAAA
        Field maintenance should be available after a set number of
        games to be agreed with the field maintenance crew
3i      Water availability at EVERY field, every dugout is                  NAGAAA
        MANDATORY every day, every game. Ice will be supplied to
        keep the water cool-Ice will be the responsibility is NAGAAAA.
        Arrangements should be made so that when water is required it
        can be quickly delivered. T.

        Supplying water via coolers in the dugout requires significant
        support logistics, in order to ensure the supply is replenished
        with cold, fresh water in each dugout as required. Cups are
        considered to be a requirement if using this plan.

        Requiring players to purchase water at the field complex is not
        acceptable and restricting the players from bringing water into
        the park is not acceptable. The Complex can restrict carrying
        other food and, especially alcohol.
                                                                            Host City
        The Host City is responsible for the distribution of ice water
        and coolers. Host City is responsible to monitor water needs
        and replenish as needed.

        .
3j      First Aid availability at every complex with reasonable access to   NAGAAA
        the aid support from every field. A means of communication to
        the aid stations from remote fields should be made available if
        possible. First aid kits available in each dugout.

        Host city must appoint a volunteer coordinator to help NAGAAA
        with volunteers required to support first aid requirements. It is   Host City
        understood that the logistics of this are dependant on local
        volunteers and that the Host city must help find those
        volunteers at the local level.
3k      Scoreboards need to be in working order if they are available       NAGAAA
        and need to be available at every field of a complex if they are
        to be used at all.
3l      A room to be used for Protests by the Open Division is required     NAGAAA
        at all complexes. These rooms must be secure and private and
        available upon short notice for NAGAAA protests. Accordingly
        it must be available all hours of tournament play per complex.


3m      Umpire space is required at each complex to be used for             NAGAAA
        tournament play. This room provides a place for umpires to
        change clothes, leave their belongings and rest between
        games. It should be a secure room, private, not accessible by
        the players during the tournament. Water must be available in
        the room for umpires.
3n       NAGAAA must appoint a UIC and will be responsible for              NAGAAA
        providing the pool of umpires. Umpires are paid by NAGAAA .


3o      Ball storage must be available at every field complex. It must be   NAGAAA
        secure, dry location, accessible by a limited number of people.
        Open Division approved balls need to be stored in these
        locations.
3p      NAGAAA will choose the official ball and will pay for all balls     NAGAAA
        used in play. NAGAAA will require help from the Host City in
        accepting early shipment of balls or storing them prior to the
        GSWS.
3q      NAGAAA has over-all responsibility to negotiate the concession      NAGAAA
        contracts with the field or other concessionaires that might be
     NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX               10
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        available or required. Host City support in negotiating the
        relationships is requested and support in logistical set-up at
        time of tournament is requested. If field concessions are not
        adequate to support tournament requirements, then NAGAAA
        should negotiate for outside concessions to be allowed in the
        parks.

        If alcohol (beer, wine, or liquor) is allowed to be sold at any of
        the field complexes used as part of the GSWS, NAGAAA has
        responsibility to negotiate those rights with the complex and is
        responsible for securing appropriate licensing. In the event the
        license must be held by a local entity, NAGAAA may elect to
        ask the Host City to act on their behalf.            NAGAAA is
        responsible for finding qualified resources to sell the alcohol,
        although the Host City may be asked to support that
        requirement.

        NAGAAA may use an RFP process for soliciting
        concessionaires. RFP process to be managed separately from
        this contract. NAGAAA has discretion on need for RFP based
        on field complex concession situations.

        Revenue from any concession contracts for the tournament
        negotiated by NAGAAA and for the benefit of NAGAAA GSWS
        belongs solely to NAGAAA. That is inclusive of any alcohol
        (beer, wine, or liquor) concession agreements negotiated.

        Concession staffing must be able to accommodate the large
        number of participants who tend to stay at the complex longer
        than most tournaments. Arrangements must be flexible so that
        large crowds can be handled throughout GSWS play.
3r      GSWS seeding and scheduling posting needs to be available at         NAGAAA
        all field complexes and the Main Host Hotel.

        Host City should appoint a volunteer coordinator to help             Host City
        NAGAAA with volunteers required to support tournament
        bracket posting.
3s      Team and player check-in and registration should be supported        NAGAAA
        at all field complexes for the duration of the tournament as per
        NAGAAA Softball code.. Registration must be available both
        days of the Summer Council session at the Host Hotel.
        NAGAAA requires the Host City handle the actual registration
        of players via team rosters received from the NAGAAA
        Assistant Commissioner.

        Host City should appoint a volunteer coordinator to help
        NAGAAA with volunteers required to support player check-in           Host City
        requirements. While it is NAGAAA’s over-all responsibility, it is
        understood that the logistics of this are dependant on local
        volunteers and that the Host city must help find those
        volunteers at the local level.

        Host City may still require individual player check-in for
        appropriate social activity planned for the GSWS, If required,       Host City
        NAGAAA will provide league rosters as agreed with the Host
        city.

        NAGAAA player registration also needs to be set up at specific
        locations that can be communicated to the players.                   NAGAAA
3t      Water availability to NAGAAA Officers should be available as it      NAGAAA
        is to the player dugouts.
3u      Consideration should be given to providing a place for umpires       NAGAAA
        to receive free or discounted food and drink (non-alcoholic)
        during the GSWS. Water availability on the fields to umpires
        working the games is mandatory and is considered equal to the
        need for players.
3v      Line Up sheets will be provided by NAGAAA and need to be             NAGAAA
        available for all teams at all field complexes in sufficient
        number.

        Scorecards are also the responsibility of NAGAAA and should
        be available in sufficient quantity in an easily accessible

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Pending City 20xx                                                                       v1v3.0.0


        location for umpires to use in tracking game scores.
                                                                            NAGAAA
3w      The Hall of Fame Committee requires set up space at the Host        NAGAAA
        Hotel beginning Saturday night prior to the GSWS and at the
        main field complex for the duration of the GSWS. The Hall of
        Fame Committee will provide details on specific display space
        requirements




3x      Communication between the Host City, NAGAAA Board and               NAGAAA
        volunteer support is crucial to the smooth running of the GSWS.     Host City
        It is assumed that communication tools will be provided to the
        NAGAAA, UIC and Host City committee members for the
        duration of the GSWS,. The communication plan needs to be
        finalized at the Conference call meeting 2 months prior to the
        start of the GSWS.. Mobile phones, walkie-talkies, etc are
        acceptable but must be available for communication between
        fields and personnel in order to ensure a smooth GSWS.
3y      Rain out number must be established from the Host City .            NAGAAA
        Details of the number to call for teams must be provided in the
        manager’s packet at the manager meeting..               NAGAAA      Host City
        Assistant Commissioner must be able to update the message
        on the rainout line..
4       TALENT SHOW                                                         NAGAAA
4a       The Talent Show is a NAGAAA sponsored event and will bear
        the NAGAAA name. All requirements for the Talent Show
        should be coordinated with the hotel and the Host city. It is
        totally under control of NAGAAA.

        This event will be in the host hotel ballroom with minimum
        seating of 600 All the costs associated with this event should
        be donated or kept to a minimum. The Lighting, microphone
        and DJ should also have minimal costs or covered by the host
        city or NAGAAA. If presales are to take place, the tickets should
        be numbered and able to be tracked. This also goes for Online
        ticket sales.

5       SPECIAL EVENTS
5a      Special events are the responsibility of the Host City. Details     Host City
        are to be communicated to NAGAAA and all players and
        coaches. These events will not infringe on playing times of
        the tournament, including the scheduling of Opening
        Ceremonies. All expenses for special events are to be borne
        by the Host City.

        Opening and Closing Ceremonies are the only REQUIRED
        events. At both of those ceremonies, the NAGAAA Directors
        should be adequately recognized and should be given ample           Host City
        time to address the Association.


        Closing Ceremonies MUST NOT start prior to the end of the
        last championship game.. The Host City has responsibility for
        providing team and participant awards. It is recommended that
        ―ownership‖ of this portion of the Closing Ceremonies be turned     Host City
        over to the NAGAAA Board for the awarding of trophies. This
        should be the first order of business during Closing
        Ceremonies. It must take place as the focal point of the event
        and should be completed before entertainment commences.

        The induction of Hall of Fame members also must be
        accommodated during Closing Ceremonies. This part of the
        ceremony should be coordinated with the Hall of Fame
        Committee during the winter meeting prior to the Tournament
        and during pre-tournament meetings as required.

        If food is part of Opening or Closing Ceremonies, it should not     Host City
        require an unreasonable amount of time to serve.


     NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX               12
Pending City 20xx                                                                      v1v3.0.0


        All requirements for participation by NAGAAA Board
        representatives should be communicated to the NAGAAA
        Division Board during the pre-tournament meeting.

        Any Insurance requirements aside from those mandated in the
        contract are the responsibility of the party who engages the
        location or services. The Insurance coverage purchased by
        NAGAAA pertains to playing complexes, the Talent Show,
        Opening and Closing Ceremonies and any contract NAGAAA
        enters into.


6       VOLUNTEER STAFFING
6a      The Host City must ensure sufficient volunteer staffing is         Host City
        available at all venues, including all field complexes for the
        duration of game play.         These volunteers should be
        knowledgeable of field logistics, sign-in procedures,
        communication resources and social special event details.
        They must be available to the NAGAA Board as required and
        to the GSWS participants as reasonable. They should be
        easily recognizable and available at all field complexes for the
        duration of the duration of GSWS play.



7       PROMOTIONAL ITEMS, LOGOS, MERCHANDISING
7a      Merchandising contracts for the tournament belong to NAGAAA        NAGAAA
        who will negotiate with a third party vendor to provide over-all
        merchandising for all NAGAAA named events.

        NAGAAA has responsibility for the distribution of tournament
        merchandise. Any use of the NAGAAA trademarked entities
        (NAGAAA, North American Gay Amateur Athletic Alliance,
        GSWS, GSWS 20xx GSWS, Gay Softball World Series) are
        assumed to be in violation of this section.

        Merchandising and promotional items includes the
        photography and concessions for the GSWS, as such the
        NAGAAA will initiate any third party agreement.

        NAGAAA may use an RFP process for soliciting merchandise
        vendors, promotional vendors or concessionaires.     RFP
        process to be managed separately from this contract.

        The Host City can make a proposal for merchandise sales for
        Host City revenue.     Agreement will not infringe on the
        merchandiers contract with NAGAAA and will be dependant on
        the Merchandising Contract in place for NAGAAA and shall not
        infringe on NAGAAA’s RFP.

        As defined by current or future Corporate sponsorship
        agreement, all logos and merchandising requirements must be
        met. NAGAAA will provide sponsorship agreements to the Host
        City so that all requirements can be reviewed for impact. As
        required, sponsor logos must be affixed and references to our
        sponsors must be assured.

        Use of the NAGAAA logo requires permission from the
        NAGAAA Board. This includes the logo and trademarked uses
        of name of association and event (NAGAAA, North American
        Gay Amateur Athletic Alliance, GSWS, GSWS 20xx, 20xx
        GSWS, Gay Softball World Series).

        It is understood that NAGAAA has the right to the use of the
        Host City logo for merchandise or PR requirements at no cost
        to NAGAAA.. The logo needs to be provided to NAGAAA in
        digitized format as soon as it is available, but no later than 1
        year prior to the tournament.    Use of the logo on tournament
        letterhead and NAGAAA web site does not require specific
        permission.


     NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX              13
Pending City 20xx                                                                         v1v3.0.0


7b      GSWS Program is a requirement from NAGAAA but can be                  Host City
        used by the Host City as a source of revenue. Responsibility
        for the program including sole responsibility for costs to
        produce and solicit ads is the responsibility of the Host City. All
        revenue generated by the Program belongs to the Host City.
        It is expected that program content will be in accordance with
        NAGAAA mission and standards and NAGAAA may require the
        removal of any questionable content within 24 hours of the
        request. Requests for content removal will be made by email
        from NAGAAA Commissioner to the Host City Director(s) and
        are not subject to negotiation, deliberation or Arbitration
        Committee involvement.

        Minimal content in the Program will include the following:
         Open Division Commissioner Letter
         Field / Hotel directions
         Schedule of Events
         Team Participation Listing
         Hall of Fame Inductees
        The above items are assumed to be at no cost to NAGAAA

        In the event a NAGAAA Title or Exclusive corporate sponsor
        requires ad space, NAGAAA will notify the Host City of the            NAGAAA
        requirement and have the ad space provided per the
        sponsorship contract (full page, half page, color, etc) at 25% of
        the normal rate to NAGAAA. This would include the exclusive
        NAGAAA event the Talent show.

        Any other corporate sponsor agreement requiring ad space can
        be requested by NAGAAA but will be charged at 75% of normal
        rate.

        Any other ads or pages outside of the above list on behalf of
        NAGAAA only will be paid for at full value by NAGAAA .

        NAGAAA will comply with all program deadlines and edit
        requirements in order to have the ads placed.
7c      Development of a Series web site, to be established and               Host City
        maintained by the Host City is required. Server costs are the
        responsibility of the Host City and all content of the web site is
        the responsibility of the Host City. It is expected that web
        content be in accordance with NAGAAA mission and standards
        and NAGAAA may require the removal of any questionable
        content within 24 hours of the request. Requests for content
        removal will be made by email from the NAGAAA
        Commissioners to the Host City Director(s) and are not subject
        to negotiation, deliberation or Arbitration Committee
        involvement.

        NAGAAA has reserved domain names for future GSWS Series
        events at their cost, to be provided to the Host City at no
        charge. Access to the domain name should be provided to the
        Host City at time of bid award. Web site domain name will be          NAGAAA
        www.Gaysoftballworldseries.com It is understood that the
        domain name should be visible on all pages.

        NAGAAA will link to the Series web site from the
        www.NAGAAAsoftball.org web site and it is expected that the
        Host City will link to the NAGAAA web site as well.

        The Host City web site should NOT include any information that
        is the responsibility of NAGAAA and the Host City should not
        respond to participant questions on issues that are the
        responsibility of NAGAAA. Once finalized, Details of Host Hotel
        and Fields will be included on the web site but approved by
        NAGAAA for content.

        In addition, the NAGAAA Commissioner should be copied on all
        incoming inquiries concerning the GSWS. This can be done by

     NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX                 14
Pending City 20xx                                                                  v1v3.0.0


        having the NAGAAA Commissioners email blind copied on the
        Host City Director’s email.




8       TOURNAMENT EXPENSE REIMBURSEMENT
8a      NAGAAA has responsibility for the following GSWS expenses:             .
              Field costs, including pre-payments and deposits
              Balls
              Umpires, UIC (per game costs plus room expenses
               as approved by yearly budget)
              Insurance
              Championship Awards (team and individual)
              Meeting rooms and associated meeting requirements
               for winter and summer meeting requirements
              Water and Ice
              Scorecards/Lineup Sheets
              Bracket enlarging
              Registration Support requirements
              First Aid (all complexes)
              Security
              Pre-Tournament Visit expenses
              Publicity/Advertising (NAGAAA National level)
              Sanitation
              Storage Pods
              Golf Carts

        Host City has responsibility for the following tournament
        expenses:
                Special events, including Opening and Closing
                 Ceremonies and all other social events planned by
                 the Host City
                Bid deposit
                Communication logistics
                Transportation (if applicable) for Social Events
                Publicity/Advertising (Host city/Local level)
                All other non-Playing Tournament related activity

        Reimbursement for all NAGAAA GSWS expenses will be made
        at a Post-GSWS meeting. Time for this meeting will be set at
        the Pre-GSWS meeting. NO payments will be made without
        an official invoice and receipt from the entity providing the
        service. They will be paid in full upon receipt of the invoice at
        the time of the post GSWS meeting. NAGAAA Treasurer will
        ensure that he is available to make reimbursement at the
        agreed time.


9       HOST CITY REQUIREMENTS
9a      The Host city has the right to identify any special requests or
        requirements from the NAGAAA Board. They should be
        detailed as part of the contract as soon as the request is
        known.




.




APPENDIX 3: Hotel Contracts
     NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX          15
Pending City 20xx                                                                                   v1v3.0.0




Hotel contracts should be added as appendix to this contract upon their final execution by NAGAAA




   NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX                             16
Pending City 20xx                                                                                   v1v3.0.0



APPENDIX 4 Field Contracts

Field Contracts should be added as appendix to this contract upon their final execution by NAGAAA




   NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX                             17
Pending City 20xx                                                                        v1v3.0.0



APPENDIX 6 Change Control Tracking

Chg #      Date                Changes Incorporated (Section noted)          Initiator   Acceptor
                      1.




   NAGAAA Gay Softball World Series Host City Contract – Pending City 20XX                  18

								
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