2008 NCAA Division III Women’s Lacrosse Championship
Tournament Director’s Manual
TABLE OF CONTENTS INTRODUCTION .....................................................................................................................4 DIVISION III WOMEN’S LACROSSE COMMITTEE ...................................................................4
BID CHECKLIST ......................................................................................................................5 CHAMPIONSHIP WEEK CHECKLIST ........................................................................................7
TOURNAMENT D IRECTORS TIMELINE ..................................................................................10
IMPORTANT PHONE NUMB ERS ...............................................................................................13 ACCOMMODATIONS ...............................................................................................................13 ANNOUNCER ...........................................................................................................................15 AWARDS..................................................................................................................................15 BALLS .....................................................................................................................................16 BANQUET ................................................................................................................................16 COMMUNITY SERVICE............................................................................................................17 CREDENTIALS /PASSES ............................................................................................................17 CROWD CONTROL/SECURITY.................................................................................................18 DRUG TESTING .......................................................................................................................18 FACILITY ................................................................................................................................19
FIELD MARKINGS ...................................................................................................................20 “FINAL FOUR” ........................................................................................................................20 FINANCIAL ADMINISTRATION ...............................................................................................20
GAMES COMMITTEE MEMB ERS ..............................................................................................21
INSURANCE ............................................................................................................................21
MEDIA .....................................................................................................................................21
M EDICAL PROCEDURES .........................................................................................................22
M EMENTOS ............................................................................................................................22 M ERCHANDISING...................................................................................................................22 OFFICIAL TRAVEL PARTY FORM..........................................................................................22
PERSONNEL
............................................................................................................................22
PRACTICE ...............................................................................................................................24 PROMOTION ...........................................................................................................................24 SITE VISIT ...............................................................................................................................25 TICKETS ..................................................................................................................................25 VIDEOTAPING.........................................................................................................................26 WARM UP MUSIC .....................................................................................................................26
APPENDIX
TOURNAMENT TEAM SELECTION BALLOT ............................................................................A ANNOUNCERS INSTRUCTIONS ................................................................................................B SPORTS INFORMATION DIRECTOR .........................................................................................C MEDIA POLICY........................................................................................................................D MEDIA CHECKLIST .................................................................................................................E COACHES ’ MEETING AGENDA ................................................................................................F OFFICIALS MEETING CHECKLIST...........................................................................................G RESPONSIBILITIES AND DUTIES OF TABLE OFFICIALS ...........................................................H FIELD DIAGRAM .....................................................................................................................I HELPFUL BUDGET HINTS ........................................................................................................J HOTEL FORM .........................................................................................................................K OFFICIAL TRAVEL PARTY FORM............................................................................................L NCAA REPRESENTATIVES CHECKLIST ...................................................................................M PROMOTIONAL ITEMS AND SIGNAGE – IDEAS FOR USE.........................................................N
INTRODUCTION The purpose of this manual is to highlight the responsibilities of the tournament director at the 2008 NCAA Division III Women's Lacrosse Championship. This should be used in conjunction with the 2008 NCAA Division III Women's Lacrosse Championship Handbook. Although this manual and the handbook attempt to cover all phases of championship competition, some questions may arise before or during the event. Please feel free to contact any members of the NCAA Division III Women's Lacrosse Committee or Kristin Steckmesser, assistant director of champio nships, at the national office. Thank you and good luck in your efforts! NCAA Staff Liaison Kristin Steckmesser Assistant Director of Championships NCAA P.O. Box 6222 Indianapolis, Indiana 46206-6222 Phone: 317/917-6618 FAX: 317/917-6210 E-Mail: ksteckmesser@ncaa.org NCAA Staff Assistant Erin Zgonc Staff Assistant for Championships NCAA P.O. Box 6222 Indianapolis, IN 46206-6222 Phone: 317/917-6560 Fax: 317/917-6210 E-Mail: ezgonc@ncaa.org
NCAA DIVISION III WOMEN’S LACROSSE COMMITTEE NEW ENGLAND Charlyn Robert Director of Athletics Nichols College 121 Center Road Dudley, Massachusetts 01571-5000 Phone: 508/213-2368 Fax: 508/213-2384 Email: robertca@nichols.edu METRO Lynn Rothenhoefer Director of Athletics/Head Lacrosse Coach Rosemont College 1400 Montgomery Avenue Rosemont, Pennsylvania 19010-1699 Phone: 610/527-0200 Fax: 610/526-2956 E-Mail: fhlax@rosemont.edu NEW YORK Shannon McHale , chair Head Women’s Lacrosse Coach St. John Fisher College 3690 East Avenue Rochester, New York 13110 Phone: 585/385-5219 Fax: 585/385-7308 Email: smchale@sjfc.edu WEST Susan Stuart Head Lacrosse Coach Colorado College 14 East Cache la Poudre Colorado Springs, Colorado 80903 Phone: 719/389-6497 Fax: 719/389-6873
E- mail: sstuart@coloradocollege.edu
SOUTH ATLANTIC Scott Musa Assistant Athletics Director/Sports Information Director Shenandoah University 1460 University Drive Winchester, Virginia 22601 Phone: 540/665-5417 Fax: 540/665-5430 E-mail: smusa@su.edu
4
BID CHECKLIST Before bidding for a championship round please review the following information, which will assist you in completing your bid. ______ 1. Playing Facility. Guarantee use of the playing facility for the appropriate round(s) of competition: 2008 First Rounds (9) Regionals (4) Championship 2009 First Rounds (9) Regionals (4) Championship Date Formula FIRST ROUNDS REGIONALS FINALS WEDNESDAY PRIOR TO REGIONALS SECOND FULL WEEKEND IN MAY (SATURDAY-SUNDAY) THIRD FULL WEEKEND IN MAY (SATURDAY-SUNDAY) May 7, 2008 May 10-11, 2008 May 17-18, 2008 May 6, 2009 May 9-10, 2009 May 16-17, 2009
*Note: Due to religious and/or commencement exceptions regional games may have to be conducted Friday-Saturday. Facility must be available 24-hours prior to practice and competition. ______ 2. Accommodations. Check availability and rates of hotel/motel accommodations in the facility's vicinity. Accommodations should be available beginning two days prior to the competition. (See Accommodations) Practice. Secure practice time for all teams on the game field. Have an indoor back-up area available and ready in case of inclement weather. Personnel. Make sure adequate personnel will be available in the following areas: facility management (security, tickets, concessions, grounds crew, videographer, cleanup), game management (public -address announcer, scoreboard operator, statistics crew, timer), training (including doctor on call), sports information and ball retrievers. (See Personnel and Officials) Conflicting Events. Check your institution's calendar of events, as well as that of your city, for other major activities during the same time period. Determine if conflicting events will affect travel arrangements or hotel availability. Information must be noted on the facility evaluation form.
______ ______
3. 4.
______
5.
5
______
6.
Ticket Prices. Determine ticket prices for the event. For min imum ticket prices, established by the NCAA Division III Women's Lacrosse Committee, see Tickets. The prices in your proposed budget cannot be lower than the minimums established by the committee. Proposed Budget. A list of helpful budget hints are available in Appendix J Forms. You will need to complete a facility evaluation, key contact and proposed budget form which can be found online at www.ncaa.org.
______
______
7.
8.
6
CHAMPIONSHIPS CHECKLIST
1. Initial Contact with Participating Teams and NCAA Representative(s). There will be a conference call with the competing teams, NCAA representatives on the Monday (for first-round participants) or Tuesday (for all potential regional participants) at 11 am EST preceding competition to discuss the following in formation and instructions. Refer to Appendix D in the NCAA Division III Women’s Lacrosse Championships handbook for the conference call agenda. Please note: The four teams participating in the finals will have a conference call on the Monday prior to the event at 11 am ET. 2. Staff Assignments. Review staff assignments with key department of athletics personnel and make sure they have manual appendices pertaining to them. ____ a. Discuss the following with the sports information director: (1) (2) (3) (4) (5) (6) (7) ____ b. Program – Program provided by HOST, Inc. The SID will need to produce copies of up to date statistical information from competing teams. Publicity (press releases, contact with media and press conference, if applicable); Statistics (stats crew and use of NCAA forms); Media arrangements (credentials, seating and interviews); Reporting of scores to NCAA office, and For championships, preparation for all-tournament team selection. Official table personnel.
Discuss the following with the head certified athletic trainer: (1) (2) (3) Training room arrangements and staff scheduling for practices and games; Supplies (medical supplies and water), and Arrangements for physician on call and ambulance onsite.
____ 3.
c.
Confirm promotions/marketing plan with appropriate personnel.
Credentials/Tickets. ____ ____ ____ a. b. c. Provide credentials for the of ficial traveling parties (33 per team), media, NCAA personnel, officials and workers. Each team may purchase up to 9 VIP passes. Provide parking passes for participating teams, tournament officials and VIPs. Make arrangements for tickets; check policies concerning commercial involvement.
4.
Participant Manual. Championship finals weekend only - The manual will be posted on the NCAA website by the end March for teams to access and the host should have a draft to the NCA A for review by March 1.
5
Preliminary rounds - The following information should be emailed to participating coaches, officials and the NCAA representative: ____ a. Schedule of events, which should include: (1) (2) (3) ____ ____ ____ b. c. d. Game times (see Game Schedule); Practice times (see Practices); Time and place for head coaches' and administrators’ meeting (see Meetings).
List of restaurants. Local map, directions to playing site and parking information. Diagram of playing facility, noting field setup, team seating area (when competing and watching), videotaping area, training room, locker room, and post-game interview area. On the field diagram, note approximate distances to the nearest obstructions. Evacuation plan.
____ 5.
e.
Facility Preparation. ____ ____ ____ ____ ____ ____ a. b. c. d. e. f. Confirm games personnel (refer to page 22). Ensure all timing devices and scoreboards are fully operational . Determine seating areas for statistics crew and media and designate videotaping area. Make locker room assignments for participating teams and officials. Make sure adequate personnel (facility manager, trainer) and supplies (water, ice) are available before, during and after every practice. Examine appearanc e of facility and determine if additional maintenance is needed before competition on field markings; designate areas for NCAA signage and determine if additional signs are needed to "dress up" the facility.
6.
Game Setup. ____ ____ a. b. Confirm the game personnel and inform them of game times and roles and responsibilities. (refer to page 22) Officials designated by NCAA Assignor. Confirm officials and inform them of the time of officials’ meeting, hotel accommodations, local maps and directions by Monday at 3 pm.
7
____
c.
Arrange to have the head official attend the head coaches’ and administrators’ meeting. This official must be notified at the initial telephone contact by the host institution and must be informed of the meeting time and place. Prepa re the field to be ready at least 2 hours prior to starting time. Arrange to have chairs or benches for 33 people placed on the side of the field for each team. Have equipment ready for introductions and welcome, including a CD player and CD of the National Anthem; if CD will not be used, confirm other arrangements (band, singer). Review banners with games committee representative(s).
____ ____ ____
d. e. f.
____ 7.
g.
Social Activities. ____ a. Check arrangements for any planned social activities. (1) (2) ____ ____ b. c. Hospitality area, and Banquet. (finals only). Make sure NCAA corporate sponsors' identification will be posted at the banquet.
Any plans involving commercial sponsors must be approved by the staff liaison in championships at the NCAA office (317/917-6618). Confirm personnel for hospitality area and banquet, if applicable.
8.
Awards Finals Only ____ a. ____ ____ ____ b. c. d.
Check awards for quantity, correct championship name and correct color. Prepare to showcase the championship awards at the banquet and competition. Make arrangements for the awards presentation. Arrange for a photographer to take participating team and all-tournament team pictures after the awards ceremony. (optional)
First Rounds and Regionals ____ a. Will receive enough participant medallions to cover the squad size of the nonadvancing team. (i.e. First rounds – 28; Regionals – 84) ____ 9. b. Participant medallions shall be presented to the non-advancing team at the conclusion of each game. (28 per team to cover the squad size.)
Miscellaneous.
9
____ ____ ____ ____
a. b. c. d.
Have officials and NCAA representative(s) complete expense reimbursement forms. If possible, have checks available before they leave the site. Make sure your insurance company/institution has sent proof of insurance to Kristin Steckmesser at the NCAA national office. Confirm merchandising arrangements with Event 1. Ensure that championship is conducted within the guidelines of commercial involvement as stated in the general section of the Division III Women’s Lacrosse Handbook. Ensure 10 working radios/walkie -talkies are available and in working order for the finals weekend.
_____
e.
TOURNAMENT DIRECTOR’S TIMELINE
FIRST ROUNDS Friday, April 18 Sunday, May 4 Deadline for submitting proposed budget(s) and other forms to serve as host for first rounds. Selection of teams and host sites; host sites will be notified of their selection Sunday evening. Participating teams can view the bracket upon the announcement at www.ncaasports.com. NCAA representative who calls also will notify the tournament director of the NCAA representative who will be attending the competition (with phone number). Monday, May 5 First round participants, NCAA site representatives and host institution have a call at 11 a.m. Eastern time to review first round information. Tournament director should make contact with visiting teams and officials (will receive all officials assignments and contact information from the national office). In addition, confirm that the host institution’s proof of insurance has been sent to Kristin Steckmesser at the NCAA national office. Sports information director should contact media about tournament. Tournament director will receive calls from: 1. Event 1 representative (merchandising); 2. NCAA drug-testing representative (if selected). Tournament director will receive Federal Express package from NCAA office containing: 1. Officials' patches; 2. NCAA banners;
9
3. Pregame music CD. If drug testing is being conducted at site, tour nament director will receive drug-testing supplies from the NCAA. Wednesday, May 7 Officials’ facilities walk through – 3 hours prior to game time. Head Coaches’ and administrators’ meeting – 2 hours prior to game time. Officials’ meeting – 90 minutes prior to game time.
REGIONALS Friday, April 18 Deadline for submitting proposed budget(s) and other forms to serve as host for regionals. Selection of teams and host sites; host sites will be notified of their selection Sunday evening. Participating teams can view the bracket upon the announcement at www.ncaasports.com. NCAA representative who calls also will notify the tournament director of the NCAA representative who will be attending the competition (with phone number). Monday, May 5 Tournament director should make contact with visiting teams and officials (will receive all officials assignments and contact information from the national office). In addition, confirm that the host institution’s proof of insurance has been sent to Kristin Steckmesser at the NCAA national office. Sports information director should contact media about tournament. Tournament director will receive calls from: 1. Event 1 representative (merchandising); 2. NCAA drug-testing representative (if selected). Tournament director will receive Federal Express package from NCAA office containing: 1. Officials' patches; 2. NCAA banners; 3. Pregame music CD. If drug testing is being conducted at site, tour nament director will receive drug-testing supplies from the NCAA. Tuesday, May 6 11 a.m. Eastern time conference call with regional host, all potential participating teams and NCAA Division III Women’s Lacrosse Committee site representative. Teams arrive and practices begin. One and one-half hour practice times from 1 p.m. to 7:15 p.m.
Sunday, May 4
Friday, May 9
12
Saturday, May 10
1. Officials’ field inspection with NCAA representative – 8:30 a.m. 2. Officials’ Meeting will begin at 9 am. 3. Head coaches’ and administrator’s meeting must begin by 9:30 am.
CHAMPIONSHIP FINALS Monday, May 12 Conference call with tournament director, participating teams and NCAA national committee at 11 a.m. Eastern time. In addition, he or she should confirm that the host institution’s proof of insurance certificate has been sent to Kristin Steckmesser at the NCAA national office. Tournament director should make contact officials a week prior to confirm hotel, travel and meeting arrangements. (will receive all officials assignments and contact information from the national office) Sports information director should contact local media and participating teams sports information personnel about the tournament. Tournament director will receive calls from: 1. 2. Wednesday, May 14 Event 1 (merchandising); NCAA drug-testing representative (if selected).
Review advance planning checklists. Tournament director will receive Federal Express package from NCAA office containing: 1. 2. Officials' patches; (8) Pregame music CD.
Tournament director should have already received: 1. Brine practice and game balls and goals; 2. NCAA banners; 3. NCAA awards; 4. DASANI Coolers, squeeze bottles, cups, and water. If drug testing is being conducted at site, tournament director will receive drug-testing supplies from the NCAA. Thursday, May 15 Friday, May 16 Field inspection by head official and NCAA national committee members. (typically early afternoon) Team practices from 10:30-4:45 p.m. Head coaches’ and administrators’ meeting will be prior to the banquet at 6:15 p.m. Coaches and student-athlete banquet – 7 p.m.
15
Saturday, May 17 Sunday, May 18 Monday, May 19
Semifinals. (11:30 a.m. and 2:30 p.m.) Finals. (Noon is recommended, but dependent upon approval from CSTV) Sports information director mails (regular mail) two complete sets of box scores and programs to the NCAA national office. IMPORTANT PHONE NUMBERS
NCAA OFFICE STAFF Kristin Steckmesser, assistant director of championships (317/917-6618) Erin Zgonc, staff assistant for championships (317/917-6560) Chris Fitzpatrick, manager of broadcasting (317/917-6222) Phone number to report scores after each session – 317/917-6618 NCAA email to send scores after each session – updates@ncaasports.com and ksteckmesser@ncaa.org BRINE (balls and goals ) Erica Cronan Phone: 508/478-3250 x224 Event 1/Gear For Sports (Merchandising) Kevin Housman 9700 Commerce Parkway Lenexa, KS 66219 Office: (913) 693-2113 Fax: (913) 693-2654
ACCOMMODATIONS A team rate is to be secured. 20 double rooms should be reserved for each team. Rooms for teams should be blocked together. Every possible effort must be made to acquire quality, equitable arrangements for all teams. ***Finals Only – The hotel should be aware of and offer the opportunity for all 4 teams to stay through Sunday. FIRST ROUNDS Visiting teams and NCAA representative may choose to arrive Tuesday, May 6, so availability of hotels in the area should be confirmed beginning with that date. Appendix K should be sent by the tournament director by e-mail by noon, Monday, May 5. The official travel party for all visiting teams is 33 members, as a result each host should secure 20 double rooms for each team. The tournament director should be prepared on Monday, May 5 to give hotel assignments, contact, rate, telephone number and approximate distance to the facility to the visiting teams on the conference call.
13
NCAA Representative Accommodations. For the first rounds, the representative will arrive either Tuesday, May 6 or Wednesday, May 7, depending on the time of the team’s practices; please confirm the arrival date with the representative. Checkout will be dependent upon travel arrangements, please confirm with site representative. Officials’ Accommodations. For first round, officials' accommodations should be available if needed. If necessary, please follow the same procedures outlined for the NCAA representative above -- have the charges direct billed to your institution.
REGIONALS Visiting teams may choose to arrive Thursday, May 8, so availability of hotels in the area should be confirmed beginning with that date. Attachment K should be sent by the tournament director by e-mail by noon, Monday, May 5. The official travel party for all visiting teams is 33 members, as a result each host should secure 20 double rooms for each team. The tournament director should be prepared on Monday, May 5 to give hotel assignments, contact, rate, confirmation numbers, telephone number and approximate distance to the facility to the visiting teams on the conference call. Be aware that two of the teams may leave after Saturday’s game. You should check with the team’s representative to confirm their plans. NCAA Representative Accommodations. For the regionals, the representative will arrive either Thursday, May 8 or Friday, May 9, depending on travel arrangements; please confirm the arrival date with the representative. Checkout will be Sunday, May 11. Officials’ Accommodations. For the regionals, officials may arrive Friday, May 9, or Saturday, May 10, depending on travel arrangements. Please confirm arrival and departure dates with the officials. FINALS The traveling party for all visiting teams in the championships is 33 persons, so each host shall secure twenty double rooms for each team, with check in Thursday, May 15, or Friday, May 16, and checkout Saturday, May 17 or Sunday, May 18. Please note the host should work with the hotels so the teams have the ability to stay throughout the weekend, regardless of the outcomes of Saturday games. Please remember, when working with the hotel(s), try to block each team's rooms in the same vicinity and at least on the same floor. The host site should work with the tournament hotels to ensure there is signage recognizing the NCAA championship. NCAA COMMITTEE For the championships, the committee and the NCAA staff liaison will arrive Thursday, May 15. Please reserve seven single rooms at the tournament headquarters hotel for the appropriate dates and arrange to have the charges (at team rate and excluding incidentals) for five of the rooms direct billed to your institution; the NCAA staff liaison and broadcast liaison will pay for his or her own room. Checkout will be Sunday, May 18. Committee members should not be housed in the same hotel as the participating teams.
13
OFFICIALS For the finals, officials' accommodations will be needed. You should tentatively reserve seven singles, one with check in Thursday, May 15 and six Friday, May 16 and check out Sunday, May 18. Officials must not be housed in the same hotel as the participating teams. ANNOUNCER The announcer is one of the key ingredients to a successful championship session. An effort should be made to acquire a professional announcer with experience in announcing lacrosse games. If possible, the announcer should be assisted prior to the competition by a host institution designee, who shall provide typed information on statistics, interesting notes about the participating teams and announcements (e.g., promotional announcements about the next day's matchups, etc.). Guidelines. All announcements should pertain only to the Division III Women's Lacrosse Championship and other NCAA events. If a special announcement is needed, it should be made only at the direction of an NCAA Representative. At no time should commercial contributors be recognized. The announcer should be asked to: (1) prepare information beforehand; (2) learn the correct pronunciation of all those involved (players, coaches, institutional personnel, officials and NCAA committee members); (3) have team statistical information as well as tournament records on hand for easy reference, and (4) maintain an unbiased stature. The announcer will receive a script ahead of time from the NCAA that outlines NCAA statements, introductions, and the awards ceremony. AWARDS First Round and Regionals Shipment. The NCAA will be sending each tournament director enough participant medallions to cover the non-advancing team’s squad size. (i.e. first round – 28; regionals – 84) Finals Only Shipment. The NCAA has ordered 33 individual awards and a team trophy for each of the top four teams. The host will also receive 28 watches to be distributed to the championship team, the NCAA will work with the winning head coach to order the appropriate style for the additional five watches for the team. The awards are scheduled for arrival three weeks prior to the championship. If they have not arrived by the end of that week, contact Kristin Steckmesser (317/917-6618) at the NCAA national office. Please make sure the correct quantities are delivered. In addition, you should examine each award, opening the awards box to check for the following: (1) correct championship, and (2) correct color of metal (gold -- first, silver -- second, and bronze -- third and fourth).
15
Awards Ceremony. The awards ceremony will be held immediately following the championship game and first semi-final game on Saturday. Please have a long table and the awards (trophies out of boxes) ready to take on the field immediately following the conclusion of the championship game. Members of the Division III Women's Lacrosse Committee will organize the awards table and make the presentations. The awards boxes and wrapping should be kept to give to the teams after the ceremony. BALLS FIRST ROUNDS. Each first round host site will receive 1 dozen Brine lacrosse balls. The balls will be shipped Monday, May 5 arriving no later than Tuesday, May 6 If you do not receive the balls by 4 p.m., Tuesday, contact Kristin Steckmesser at 317/917-6618. Each team should supply their own practice balls. REGIONALS. Each regional host site will receive 3 dozen Brine lacrosse balls. The balls will be shipped Monday, May 5, arriving no later than Wednesday, May 7. If you do not receive the balls by 4 p.m., Wednesday, contact Kristin Steckmesser at 317/917-6618. Each team should supply their own practice balls. FINALS. For the championships, 2 ½ dozen Brine lacrosse balls for practices and 4 dozen Brine lacrosse balls for the games will arrive no later than Wednesday, May 7. (Brine will also be supplying two goals for the championship to arrive on site with the shipment of game and practice balls.) The NCAA will work with the host and Brine to establish delivery dates for all the items. BANQUET (Finals Only) Arrangements should be made for a banquet to be held Friday night, May 16, for the official traveling parties (33 persons) of each of the four participating teams. Other people who should be on the guest list include members of the NCAA Division III Women's Lacrosse Committee, NCAA representatives, additional host institution personnel (i.e., president, faculty athletics representative and workers greatly involved in the conduct of the championship). Officials working the game (lines judges, scorer, referees) should not be invited. Additional Guests. If there is room and arrangements can be made easily, the host may consider having banquet tickets available for sale to each team for their interested parties (e.g., parents, friends and other additional workers). The cost of the ticket should be based on the cost per plate. Information must be available when you talk to the visiting teams Monday, May 12, and they could inform you by a published deadline of additional people who would like to purchase tickets. (Typically the host has 8-10 tickets available for sale for each team.) Some hosts have sold tickets at the door Friday night, but that would be up to you and whether the facility could handle the latecomers on such short notice. Seating. Usually the participating teams feel more comfortable sitting together, so you may want to designate team tables using school colors, the team name and/or team mascot. The NCAA Division III Women's Lacrosse Committee and the NCAA representative should sit at a table with you (tournament director), the program speakers and any dignitaries that you would like there. If one of the committee members is affiliated with a participating team, he or she will sit with the team. Format. In the past, the agenda has called for short welcome statements by representatives of the host institution, community; statements by each participating school and a student-athlete representative from each team. Video. A slide show containing digital pictures of the participating teams should be created in order to enhance the banquet. Please note that there are no allotted funds to create a video. The committee must
15
review the video prior to showing. All teams must be given equal time. Typically the host sports information director requests each participating team to submit 10-15 pictures by Wednesday of the championship week. COMMUNITY SERVICE (Finals Only) As part of the championship experience the committee encourages hosts to involve the community with championships. Hosts should look into scheduling time slots throughout practice day on Friday for the teams to go into the elementary or middle schools to interact with the students. Activities could include question and answer sessions, a lacrosse clinic, playground games, reading time, etc. the community service sessions should be scheduled around the teams practices throughout the day and is up to each head if the team will participate. Details and a schedule should be covered on the team conference call on May 12th . CREDENTIALS/PASSES Preliminary Rounds – The host should create and print credentials to distribute to the participating teams and event staff for competition. The following groups/quantities of credentials should be printed: Participants: 33 per team VIP: 9 per team (each team is allotted 42 members in the bench area which is equivalent to 33 in the travel party plus 9 VIPs that are institutional representatives. These 9 VIPs however must purchase a ticket to get into the venue and then would be allowed in the bench area, hospitality and press conference areas with this pass.) Event Staff: 20-30 Officials: 7 Final Site Only - The NCAA will create and provide credentials for the following individuals: Participants: 33 per team VIP: 9 per team (each team is allotted 42 members in the bench area which is equivalent to 33 in the travel party plus 9 VIPs that are nstitutional representatives. These 9 VIPs i however must purchase a ticket to get into the venue and then would be allowed in the bench area, hospitality and press conferences with this pass.) NCAA Committee/Representatives: 10 Media: 20-30 Officials: 7 Eve nt Staff: 20-30 CSTV – 40-50 All Rounds - These credentials will be provided to each participating team's administrator or coach at the head coaches’ and administrators’ meeting or upon their arrival for practice. If it appears there will be a large crowd during the competition sessions, an area of the facility should be roped off for the teams to sit when they are not playing. This area should be marked on a facility diagram and placed in the coaches’ packet. Parking. A parking area for the participating teams and tournament officials (i.e., key host institution personnel, NCAA committee members and game officials) should be designated. Parking passes should be provided.
19
CROWD CONTROL/SECURITY At least two uniformed security guards should be at the facility during competition. Security measures also should be established for officials' and teams' locker rooms, press areas, post-competition interviews and any other area for which a credential is required. The responsibility for crowd control rests with the director of athletics or designated representative of the host institution. The directors of athletics of the competing institutions are expected to communicate with their students and other fans to encourage enthusiastic support within the confines of good sportsmanship. The championship announcer should read the crowd control statement at least once during each championship session. (Appendix B) 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 the game is in progress. The tournament director is responsible for enforcing these provisions. Banners. Signs or banners promoting the participating teams are permissible under the following circumstances: (1) They are hung only in areas designated by the host institution and the national committee; (2) the games committee approves them in regards to appearance and content, and (3) they include no commercial identification. Electronic Scoreboard. Displays on electronic scoreboards should be impartial and contain no commercial identification. Practices. All practice sessions are closed, and measures should be taken to secure these sessions for all teams. [Note: For more information on crowd control, refer to the Championships Handbook.] DRUG TESTING Drug testing will be conducted at selected NCAA championship sites during the 2007-08 championship season. NCAA championships committees, following a recommendation from the NCAA drug-testing subcommittee, have discontinued the practice of announcing whether drug testing will be conducted at NCAA championship events. Although knowing prior to competition whether NCAA drug testing was to occur had value for reasons of convenience, it left open the possibility that student-athletes might be tempted to use banned substances if they knew that NCAA testing was not being conducted at the site of competition. Therefore, all coaches and student-athletes should presume that NCAA drug testing will occur at this championship event. Please inform your student-athletes that in the event they are notified of their selection for drug testing, the student-athlete must inform an official representative of your institution (e.g., coach, athletic trainer) before proceeding to the drug-testing site. Student-athletes will be reminded by the courier to contact their team representative.
17
You and/or the site coordinator will be responsible for securing five couriers to assist in the drug-testing procedures. Further, since the announcement is no longer being made the drug-testing site coordinator, the NCAA site representative and/or NCAA liaison should be prepared to go over the drug testing logistics at the coaches’ meeting. The NCAA drug-testing crews and couriers/escorts must be properly credentialed. The NCAA/host institution will provide credentials to be worn by the crew and courier/escort allowing complete access during NCAA championships. The site coordinator is responsible for supplying tickets, if necessary, for the couriers/escorts and collection crew. The tickets are to be provided to the crew chief prior to the start of the championship. These credentials allow the crews and couriers/escorts to move freely from the point of notification to the collection area. If drug-testing were to occur the following format would be used: # tested: Based on the number of teams on site Test Plan: 7 random from each team # of Couriers: 1 per team FACILITY The NCAA Division III Championships Committee has approved the following requirements for the NCAA Division III Women's Lacrosse Championship, as well as secondary considerations that are desirable but not mandatory in order to host a championship session: Essential: (1) Regulation field; (2) visible electronic scoring/timing device off the field; (3) four locker rooms; (4) officials’ locker room; (5) one inclement weather practice area indoors; (6) training area, and (6) adequate security. (1) an additional lined practice field; (2) hospitality area; and (3) media seating at a table and press room (4) adequate spectator seating.
Secondary:
Benches. Benches (separate from the bleachers) or chairs for 33 persons per team should be set up on each side of the scorer's table. However, 42 institutional members per team are allowed in the bench area (33 travel party and 9 VIPs). Hospitality Area. A tournament hospitality area should be available. Participating teams' officials (president, athletics administrators, coaches, sports information personnel and trainers), host institution VIPs, media and NCAA lacrosse committee representatives usually are the invited guests. No others should be allowed. Team members should not be invited. The hospitality area should be open before, during and after each game for food and beverages. Coolers of water and PowerAde should be in locker rooms and on the field for players. It is recommended that the officials hospitality area be separate from the general hospitality area. You may be able to get the refreshments donated, however please refer to promotional guidelines found on the NCAA website at www.ncaa.org. Alcohol must not be available for consumption in connection with an NCAA championship. Scorer's Table . There should be enough seats at the scorer's table for the following individuals: scorer, table official, public -address announcer, scoreboard operator and one NCAA representative. If possible,
18
the following also should be seated there: statistics crew of at least four people, additional NCAA representatives (finals only). If applicable, adult supervision should be provided.
FIELD MARKINGS (Finals only) Missouri Turf Paint will provide the stencils and paint for the NCAA field markings. Please see Appendix I for guidelines. “FINAL FOUR” The NCAA Executive Committee has restricted the use of the registered mark “Final Four” to the Division I Men’s and Women’s Basketball Championships only (i.e., “Final Four” refers only to the men’s tournament and “Women’s Final Four” has been approved for use in regard to the women’s tournament). Final Four should not be used in conjunction with the Division III Women’s Lacrosse Championship or any other NCAA event. Inasmuch as Final Four is a registered mark, we ask your assistance in protecting its usage. Please be diligent in refraining from its use in conjunction with any NCAA event you may host, and in using your best efforts to prohibit its use by others in your community who may be involved with the events. Any unauthorized use of “Final Four” should be reported to the NCAA office. FINANCIAL ADMINSTRATION Committee Expenses. The NCAA representative at the first round and regionals and members of the Division III Women's Lacrosse Committee (excluding those affiliated with a team) at the championships site should be reimbursed for expenses. If possible, each person should receive a check before leaving the site; if this is not possible, please send a check within the following week. Ground travel expenses should be paid by your institution at the rate of 43 cents per mile, but not including local transportation. For the championships, lacrosse committee members probably will fly and must make reservations through the NCAA Travel Service, which will direct bill the NCAA national office; therefore, you will not be responsible for reimbursing them for transportation costs unless they drive. These representatives must be paid a $75 per diem allowance for meals and incidentals for each day of the championship, beginning with the day of arrival and ending with the day of departure (i.e., if an NCAA representative arrives Saturday at a regional site and leaves after the competition Sunday, he or she will receive two days of per diem or $150). The representatives should be asked to complete a committee expense form, which will be sent from NCAA at least two weeks prior to championship. Your institution must claim these expenses in the unbudgeted section of the financial report form that you complete wit hin 60 days of the championship. The host should retain these expense forms along with any lodging receipts that were direct billed to your institution. The NCAA does not need to receive hard copies of this information, but the host should have on hand in case follow-up questions arise.
18
Officials Expenses. Officials’ expenses and fees shall be as follows: $ 200 (field and table officials) for first-round and regional games. The semifinal and final game officials will receive $275 (field and table officials). All officials will receive travel expenses of 43 cents per mile, but not including local transportation. For the final site only, the head official shall receive a $100 honorarium. In addition, the championship committee has approved air transportation for up to nine officials for any round of the championships to be determined by the officiating coordinator and NCAA committee. Officials will receive a $40 per diem for meals and incidentals on each day of their assignments, beginning with the day of arrival and ending with the day of departure. Officials will be asked to complete an official expense form and these expenses should be recorded and paid similar to the NCAA representatives’ expenses. GAMES COMMITTEE MEMBERS The Division III Women's Lacrosse Committee will designate an NCAA representative for each First round/Regional site; you will be notified of this person's name and telephone number on Monday, prior to the competition. This representative will serve as chair of the games committee, (for preliminary rounds will be comprised of the host institution's tournament director, an administrator from each competing institution, and the head official) will supervise practices and run the head coaches and administrator’s meeting. Finals Games Committee. The Division III Women's Lacrosse Committee members and the tournament director comprise the games committee at the championships site. If a committee member is associated with an involved team, they will not serve as a games committee member. Lacrosse committee chair, Shannon McHale , will chair the games committee, and NCAA representative Kristin Steckmesser will work with the committee in an advisory capacity. Games Committee Duties. The games committee at each site will actively supervise the conduct of each contest. INSURANCE NCAA regulations require that host institutions and sponsoring agencies of NCAA championships shall have in place primary comprehensive general public liability insurance coverage, with combined single limits of at least $1 million per occurrence for bodily injury and property damage. Self-insurance programs meet the provisions of this regulation, as long as they meet the specifications (i.e., primary comprehensive public liability coverage with combined single limits of at least $1 million per occurrence for bodily injury and property damage). Therefore, it will be necessary for your institution to provide the national office with the appropriate certificate of insurance or documentation of self-insurance with your proposed budget before you will be considered as a host site. The NCAA no longer requires that it be listed as an additional insured. Accordingly, the NCAA will not reimburse institutions for the cost of insurance. If your institution is named the host site, a certificate of insurance must be at the national office prior to the beginning of competition. MEDIA
25
Media Policies. The NCAA's policies concerning the media are included in Appendix D. This should be given to the sports information director prior to championship competition. There should be a media room for post game interviews. MEDICAL PROCEDURES Each practice and competition session requires: (1) the presence of a trainer or other person qualified and delegated to render emergency care to a stricken student-athlete; (2) planned access to a physician by telephone or nearby presence; (3) planned access to a medical facility, including a plan for communication and transportation between the competition site and the medical facility for prompt medical services, if warranted, and (4) a thorough understanding by all affected parties, including the leadership of the visiting teams, of the personnel and procedures involved. MEMENTOS (Finals only) NCAA Bylaw 16.1 outlines permissible awards for NCAA championships, including mementos and "welcome" packets, and stipulates that awards may be presented only by the management of the event (defined as the host institution or sponsoring agency). Mementos are permissible (one per participant) as long as they meet the conditions outlined in Bylaw 16.1 and are approved in advance by the NCAA national office. According to the NCAA General Championships Handbook, mementos approved in advance by the NCAA may be distributed to participants and coaches by the host institution or sponsoring agency in conjunction with a championship, but official NCAA corporate champions and/or partners, and official licensees, shall be given the first opportunity to provide such mementos. Under no circumstances may a competitor of the NCAA corporate champion and/or partner, or official licensee, provide mementos. Memento Samples. In past NCAA championships, mementos (personalized with the championship name, dates and site) have included: mugs, hats, backpacks, blankets and sport-specific items (i.e., softball bat plaque, golf bag tag). [Note: NCAA licensees must be used to provide mementos (see http://www1.ncaa.org/eprise/main/Public/mlp/licensing/licensees.html for listing of licensees).] Watches may not be given as mementos. The mementos have a maximum cost of $55 per item to cover the official travel party (33 per team). MERCHANDISING Refer to the 2008 NCAA Division III Women’s Lacrosse Championship Handbook (section titled Merchandise). You may want to have merchandise for sale or on display at the Banquet or team luncheon. Please make appropriate security and personnel arrangements. OFFICIAL TRAVEL PARTY FORM The NCAA is responsible for distributing the official travel party form to each participating team, and it can also be found in the participant manual the championships handbook or the NCAA website. Please , bring a completed copy of this form to the head coaches’ and administrators’ meeting for every round of competition. (Refer to Appendix L)
22
PERSONNEL As tournament director, you are responsible for recruiting personnel to assist you in your hosting efforts. We have tried to identify most of these people in the following paragraphs, but they will vary depending on the facility. Key Institutional Personnel. The sports information director and head trainer play key roles in the tournament's success. 1. 2. Sports Information Director. For an outline of the sports information director’s duties, see Appendix C. This information should be reviewed with the SID prior to your notification as a tournament site. Head Trainer. The following are a few of the major responsibilities of the head trainer and should be reviewed with the head trainer prior to your notification as a tournament site: a. Arrange for a physician to be on call for all games and practices. The head trainer should be able to explain the medical procedures at the coaches’ meeting, noting also training room hours and services. Plan for a trainer to be at every practice and game and present on the field. Arrange for medical supplies, water and ice for all practices and games.
b. c.
Game Personnel. Besides officials, the following personnel are needed for each game: 1. 2. 3. 4. 5. 6. 7. 8. One official scorer; One clock operators; Scoreboard operator; Adult supervision at the scorer’s table; One public -address announcer; At least four qualified statisticians; Four ball retrievers; and Five drug-testing couriers, if applicable.
Facility Management. Depending on the facility, the number of people needed in each category will vary. Besides the number that you designate, it is always best to have four or five persons who can fill in at a variety of places. Here are the types of personnel needed: 1. 2. 3. Adequate security, with at least two uniformed security persons; Ticket sellers; Ticket takers;
22
4. 5. 6. 7. 8. 9.
Ushers; Concession workers; NCAA merchandise sellers and Host/hostess/escort for officials to and from the locker room. Hospitality area personnel. Hosts for each participating team. PRACTICE
Practice times must be consistent with information in the championship handbook. An institution that cannot provide the required practice times may jeopardize its opportunity to host. An indoor area in case of inclement weather is required and must be set up and accessible by the start of practice day. PROMOTION Regional sites of the NCAA Division III Women's Lacrosse Championship will receive the following to assist the host in promoting the championship: 1. 2. 3. NCAA logo decals and table banner (see Appendix N); Handbills that can be made site specific, and Television public service announcements (PSAs) that can be made site specific.
The finals site will receive all of the above plus field stencils, paint, welcome and generic lacrosse logo banners. For preliminary sites, these materials will be shipped to the tournament director Monday prior to competition and should arrive by Tuesday. Please call Kristin Steckmesser (317/917-6618) at the NCAA national office if these materials have not arrived by noon on Tuesday. The championships site will receive the same materials, shipped Monday, May 5, and scheduled for delivery Wednesday, May 7. Other Promotional Ideas. In the past, some NCAA championship host sites have promoted championships in the following ways: 1. 2. 3. 4. Fliers, using the provided championship logo; they have been distributed in campus mailboxes, placed on cars and/or given out at campus functions (i.e., other sports events). Advertisements in the institutional or local newspaper(s); generally, this should be done on a tradeout basis for preliminary sites to keep expenses down. Radio or television public -service announcements (PSAs); usually this is done for the finals only and is developed ahead of time, even before notification of selection as the championships site. Listing in newspapers' and local businesses' calendar of events sections.
24
5. 6.
Notification on community electronic billboards. Purchasing of tickets by the student government association to provide free or discounted tickets to students. SITE VISIT (Finals Only)
A site visit will take place at least six months before the championship takes place. Planning 1. The visit will be a one-day event with the NCAA liaison and a committee member arriving the night before and leaving the next afternoon. Hotel – Reservations should be made at the host hote l, if possible. The NCAA will pay for the necessary hotel rooms for the site visit. Meetings – The tournament manager should organize meetings for all pertinent people including; marketing director, sports information director, ticket manager, hospitality and hotel coordinator, trainer and/or drug-testing site coordinator, etc. Facility Tours – Arrangements should be made to tour any facilities that are going to be used during the championships including; banquet facility, locker rooms, hotel, playing facilities, etc. Conclusion – The site visit should conclude early in the afternoon in order to allow visitors to return home that evening. Directions should be provided to and from major highways, hotels, and playing facilities. TICKETS Tickets, if printed, should be completed one month prior to the championships. Complimentary tickets are not allowed. Passes only should be given to participating teams, media and championship workers. It is recommended that the tournament director contact participating institutions to determine if advance ticket sales or will-call opportunities are necessary. The minimum ticket prices for the first round and regional games is $3 for adults and $2 for students with ID cards from the host or participating institutions. The ticket prices will be a minimum of $5 and $3, respectively, for the final games. A two-day package for $9 for adults and $5 for students with appropriate ID cards will be available. Children 12 years of age and younger may be admitted to any game for $1. The use of commercial sponsors is prohibited for ticket fronts; use of them on the back of tickets must be approved by the NCAA office. If special tickets are printed for the championship, the following should be printed on the back of the tickets:
2. 3.
4. 5. 6.
24
THIS TICKET IS A REVOCABLE LICENSE USER ACCEPTS RISK OR INJURY The ticket purchaser/holder ("Holder") voluntarily assumes all risk of property loss and personal injury arising during its use. Management may revoke the license and eject or refuse entry to the Holder for violation of ticket terms and conditions, facility rules, illegal activity or misconduct. Holder may not go into the competition area or interfere in any way with the play of the contest. Any Holder interfering with the play of the contest may be subject to ejection from the venue. Tickets reported as lost or stolen may not be honored and may not be replaced nor the price refunded. This ticket may not be duplicated. Holder may not solicit contributions or distribute literature on the premises. Every person, two years of age and older, must have a ticket to enter the facility. Entry will be at the venue's discretion, unless proof of age is provided. Those under two must be accompanied by a person with a valid, admission ticket. Holder may not bring alcoholic beverages, bottles, cans or containers, laser pointers, irritants (e.g., artificial noisemakers) or strobe lights onto the premises. Promotional items (e.g., shakers, cups, flags, etc.) with commercial slogans or identification also are prohibited. Noncommercial signs, flags or banners that, in the opinion of the NCAA, reflect good sportsmanship, can be held by one individual and do not block the view of other ticket patrons, are permitted. No signs, flags, or banners of any size may be affixed to the facility. Holder shall not sell, transmit or aid in transmitting any description, account, picture or reproduction of the game to which this ticket is issued. Holder expressly grants the NCAA and its licensees to use Holder's image or likeness in connection with any live or recorded transmission or reproduction of such event. Unless specifically authorized in advance by the NCAA, this ticket may not be offered in a commercial promotion or as a prize in a sweepstakes or contest. The NCAA may choose to relocate the event to another facility. The NCAA shall not be responsible for punitive, incidental, consequential or special damages. This ticket may not be sold above face value. No refunds or exchanges will be permitted. No readmittance. (NOTE: PLEASE FIND OUT READMITTANCE POLICY FROM YOUR VENUE IN ADVANCE OF PRINTING THE TICKETS. EITHER LEAVE "NO READMITTANCE" LANGUAGE AS LISTED IN THE LAST SENTENCE OR STATE THE VENUE POLICY IN A VERY CONCISE MANNER, IF IT DIFFERS. IF THERE IS A READMITTANCE POLICY, OBTAIN APPROVAL FROM THE SPORTS COMMITTEE). Access to the venue listed on the front of this ticket (or substitute venue) by any person other than the original purchaser of this ticket may be denied. If access is denied, no refund of the ticket price will be due. Persons selling or reselling tickets in violation of any applicable city, county or state regulations, ordinances or laws are subject to arrest and prosecution. The Holder of this ticket agrees not to take any action, or cause others to take any action, which would infringe upon the NCAA's rights . Purchase or use of this ticket constitutes acceptance of these terms . TIMES ARE SUBJECT TO CHANGE.
VIDEOTAPING The host institution is responsible for videotaping each game and providing a copy to each competing institution (no later than 72 hours) after competition. Parents and/or friends may videotape games without signing a release form or obtaining prior approval from the NCAA, but must stay outside of the designated team videotaping areas. Non-participants must remain with designated spectator areas without obstructing the view of other spectators. WARM-UP MUSIC Warm up music will be supplied by the NCAA Committee.
26
APPENDIX A
ALL TOURNAMENT TEAM NOMINATION FORM
(Finals Only) 2008 Division III Women’s Lacrosse Championship
Twelve players will be selected; eleven field players and a goalkeeper. The announcement of the outstanding players will be made after the presentation of awards following the championship game. The two semifinal teams name two players each. The second-place team names three players and the championship team names five players (including the most outstanding player). The nomination form will be collected after each team’s final game by the national committee.
Student-Athlete 1. ________________________________ 2. ________________________________ 3. ________________________________ 4. ________________________________ 5. ________________________________ Uniform # ___________ ___________ ___________ ___________ ___________ Institution __________________ __________________ __________________ __________________ __________________
APPENDIX B ANNOUNCER'S INSTRUCTIONS
Pregame Protocol 1. 2. 3. Welcome. The national anthem will be played before each game of each session of competition; Introduction of teams: a. Region affiliation (and for finals, how teams advanced to finals) b. Win/loss record; c. Location, and d. Number of times in the NCAA championship. Introduction of team personnel (no more than 33): a. Nonstarters in numerical order; b. Starters in numerical order; and c. Coaching staff. Introduction of officials: a. Head official; b. Field officials; c. Table official; NCAA appropriate announcements only.
4.
5.
6.
7. The crowd control statement should be read prior to the start of the day’s competition. “The NCAA promotes good sportsmanship by student-athletes, coaches and spectators. We request your cooperation by supporting the participants and officials in a positive manner. Profanity, racial or sexist comments, or other intimidating actions directed at officials, studentathletes, coaches or team representatives will not be tolerated and are grounds for removal from the site of competition. Also, consumption or possession of alcoholic beverages and tobacco products is prohibited.” End of Competition Announcements Game pairings for the following day and times. Encourage spectators to stick around for the awards ceremony. No spectators allowed on game field before, during or after the awards ceremony. Awards Ceremony Protocol (Finals Only) 1. 2. 3. Remind crowd to remain for the awards ceremony. Introduction of the NCAA Division III Women's Lacrosse Committee and any other institutional dignitaries, which will present the awards. Introduction of the recipients:
4.
Second-place team (same format as above); Individual awards for the second-place team (players in numerical order, coaches, other institutional personnel), followed by the presentation of the second-place team trophy to the team captains;
5. 6 7.
First-place team (same format as above). Introduction of the all tournament team. Thank you to fans for attendance.
The NCAA will provide a script to the host institution two weeks prior to the event to include proper protocol on introductions, NCAA statements and the awards ceremony.
APPENDIX C
SPORTS INFORMATION DIRECTOR Major Responsibilities MEDIA 1. Publicity. Be ready to notify the local media (either by telephone or facsimile) of your institution's selection as host preceding competition: First Round (9) Regionals (4) Finals May 7, 2008 May 10-11, 2008 May 17-18, 2008
If possible, make personal contact with the key media (print, television and media) in the area to try to get a feature or column in one of the major media outlets or the campus newspaper prior to the competition. 2. Media Accommodations. A telephone and facsimile in the facility should be made available for the media. Statistics should be distributed as quickly as possible to the media after each game.
Media Accommodations at the Facility. a. Press box seating. (1) Seating arrangements. (2) Electrical outlets, if they plan to work from seat. (3) Telephone(s). b. Working press room. (1) Equipment. (2) General office supplies. c. Hospitality (probably same room/area used by VIPs). (1) Area/hours. (2) Refreshments. (3) Staffing. d. Interview room. (1) (2) (3) (4) (5) Microphones (4). Podium. Chairs/Tables. NCAA Backdrop. Seat Cards (NCAA can supply)
e. Results/statistics compilation areas. (1) Equipment. (2) Paper. (3) Backup services.
3.
Printing of Media Credentials. It is the responsibility of the host institution to provide media credentials and parking passes (if necessary). All printed media credentials must include the Conditions Placed on Credentials which is contained in Appendix D under Credentials. If specific credentials are not printed, the sports information director is responsible for distributing that information. (Finals only – the NCAA will produce credentials for all parties – including media and CSTV.)
4.
Statistics Crew. Confirm four persons to work on the statistics crew. These people should be experienced in keeping lacrosse statistics. Please review the guidelines for keeping statistics with the crew. Personnel. a. b. c. d. e. f. g. h. i. j. Statistics crew. Runners. Copy-machine operators. Records keeper. Press workroom staff, if necessary. Photo monitors. Security. Press conference moderator. Press conference runners (escort athletes/coaches to area). Quote takers.
REPORTING OF SCORES, STATISTICS
5.
1.
Scores . You, or your designee, are responsible for reporting each session's scores to Kristin Steckmesser at the NCAA national office. Please email scores and statistics to ksteckmesser@ncaa.org. Postchampionship Results. Two complete sets of the box score forms and two programs should be mailed in the week following competition to Ty Halpin at the NCAA national office (P.O. Box 6222, Indianapolis, Indiana 46206-6222).
2.
. MEDIA ACCESS 1. The host institution sports information director should create a color coded map to show areas accessible and not accessible to media.
2. Host institution sports information director should also create a list of instructions for media while they are on site.
APPENDIX D
NCAA DIVISION III WOMEN’S LACROSSE CHAMPIONSHIP MEDIA POLICY CREDENTIALS Although there usually is not a high demand for press credentials for the Division III Women's Lacrosse Championship, the following may be helpful in understanding the NCAA's requirements in this area: Press Criteria . A press agency for purposes of these press criteria shall mean an authorized representative of a single daily, weekly or monthly publication. More than one representative per publication may be authorized by the host sports information director. Subject to limitations of space, credentials shall be assigned to the working press in accordance with the following priorities: 1. 2. 3. 4. 5. Two individuals, certified by the director of athletics and/or the sports information director of each participating and host institution, who will represent all campus-related publications and departments. A press agency at the site of competition that has staffed the matches of the host institution on a regular basis throughout the season. A press agency in the geographical area and/or locale of a participating institution that has staffed its competition on a regular basis throughout the season. A press agency that specializes in the sport of lacrosse. The designated representative of a national television, cable system, radio network or a radio station that originates a daily "sports talk" program and daily circulation newspapers that do not otherwise meet the aforementioned criteria.
Representatives of other weekly or college newspapers, telephone reporting services, professional sports organizations and personnel, and public television stations will not be issued media credentials. NCAA regulations prohibit the issuance of press credentials to representatives of any organization that regularly publishes, or otherwise promotes the advertising of "tout sheets" or "tip sheets," or other advertising designed to encourage gambling on college sports events. Institutions hosting National Collegiate Championship competition are subject to the Association's enforcement procedures if this is disregarded. Photo Credentials. (The NCAA can provide color coded arm bands to distribute to photographers.) Subject to limitations of space, photography credentials shall be assigned in accordance with the following priorities: 1. One photographer, certified by the director of athletics and/or the sports information director of each participating and host institution, who will represent all campus-related publications and departments. A press agency or a television station at the site of the championship.
2.
3. 4.
A daily press agency or television station from the locale of a participating institution that has staffed its competition on a regular basis throughout the season and tournament. Other press agencies or an individual or crew designated by a national television network or cable system.
Media Credentials a. Production, if necessary. b. Seating assignments, if necessary. (1) Print media. (2) Radio/TV. (3) Others. c. Media parking. d. Distribution along with a listing of instructions. Sports editors or directors shall request all photography credentials. The NCAA will supply arm bands for photographers. The following language should be included on the backs of all credentials printed for the championship: Conditions Placed on Use of Credentials The working credential is issued for the sole purpose of providing facility access to an accredited agency's full-time salaried employee who has a legitimate working function (media or game service) in connection with this championship. It is nontransferable. Any unauthorized use of this credential subjects the bearer to ejection from the facility and prosecution for criminal trespass. Any secondary use of any picture, audio description, film/tape or drawing of the game taken or made by the accredited organization or individual to whom this credential has been issued (including but not limited to use in delayed editorial or noneditorial, advertising, sales promotion or merchandising) is prohibited without prior specific written approval of the National Collegiate Athletic Association. Television stations, networks or cable systems taping game action shall use the network feed via the video and audio distributing facilities provided by the NCAA. Television stations, networks or cable systems taping NCAA championship competition recognize that any tapes may be used only in connection with a regularly scheduled television newscast within a seven-day period following the game and the film clip or taped portion of each such showing will not exceed three (3) minutes in length. Neither live nor delayed footage of a game may be shown during the live network presentation of this event. Television stations, networks or cable systems are prohibited from making available game film or tape to any other organization even though the planned use may be editorial in nature without advance written permission from the NCAA. Such film or tape may be aired only by the specific station or entity to whom this credential is issued. These rights may not be assigned, transferred or otherwise disposed to any person, firm or corporation. Any agency wishing to use NCAA film or tape in any other manner must obtain written permission for such usage from the NCAA. Radio stations that have not purchased rights shall not carry any broadcast report from courtside on a live basis or any live description of any game action while it is still in progress. A station may report on events of the championship (other than on a live basis from courtside) for broadcast within a newscast and
is not precluded from reporting or updating the score of a contest while it is in progress except from courtside or in the arena proper. Television/radio stations, networks or cable systems agree to indemnify and save harmless the NCAA, its officers, agents, employees and each of its member institutions, their officers, agents and employees, of and from any and all claims, demand and causes of action arising out of anything done or purported to have been done by the television/radio stations, networks or cable systems, its agents or assigns. The aforementioned further agrees to release the NCAA and all p ersons and educational institutions involved in the management or production of the competition from any claim or liability arising from failure to provide space for telecasting/broadcasting, or other facilities for the television/radio station, network or cable system. Acceptance of this credential constitutes agreement by the bearer and his or her organization to abide by the foregoing conditions. Thank you for your cooperation. NATIONAL COLLEGIATE ATHLETIC ASSOCIATION PHOTOGRAPHY Photographers can shoot beyond benches (past the 30m mark) to the end of the field but never behind goals and not on the endlines. Photographers can be on the spectator side of the field (opposite side of the benches) and can roam the entire sideline. Host media coordinator should create a color coded map to show these allowable access areas and distribute with the credentials. RADIO Occasionally, a participating institution's home radio station (usually a campus station) will broadcast its games. Space should be reserved for any that wish to do so. Broadcasts of any championships competition must conform to the general broadcasting policies established by the Association. All stations will be required to sign a radio agreement provided by the host institution, sponsoring agency or the NCAA national office. Official college or university noncommercial stations of the host institution and competing institutions that broadcast the institution's regular-season competition will not be charged a rights fee. All commercial stations must pay a rights fee. The minimum rights fee per session for all championships broadcasts shall be $50 for originating and $25 for feeder. All commercials shall conform to the NCAA sponsorship restriction policy. Please see the broadcasting manual online (www.ncaa.org) for more information. TELEVISION Television Rights. For information pertaining to the television rights of the 2008 NCAA Division III Women's Lacrosse Championship, please contact Chris Fitzpatrick, NCAA manager of broadcasting, 317/917-6222. News Film and Mini-Cams. The sports information director at each site will make sure that television stations restrict their usage of championships competition footage to a maximum of two minutes on a sports/news broadcast. All television stations are prohibited from airing match footage of any part of championships competition while in progress, for any purpose. In addition, videotape game coverage only may be presented on a sports news broadcast after the game being documented has been completed.
A television station may not sell, loan or give away championships footage to any individual or agency, or for use on any nonsports news program produced or aired by the station. POSTCOMPETITION INTERVIEWS If the media attention warrants it, postcompetition interviews will be held after a 10-minute cooling-off period. All head coaches and designated student-athletes shall be available for interviews. Each host sports information director shall designate an interview room at the facility and an individual to coordinate the activities in it. Subject to media coverage and space, the interview area shall have a public address system, an elevated head table or rostrum, and an audio mixer for tape recorders. The sports information director representing each participant shall escort the coach and student-athletes to the interview area after a 10-minute cooling-off period. Regardless of any personal regular season radio or television commitments, the coach first is obligated to the entire press staffing the championship and must report to the interview room immediately after the 10minute cooling-off period expires. The coach cannot delay a postgame interview with the covering press to conduct a program for a single newspaper, radio or television reporter. After fulfilling all commitments to the press staffing the tournament, the coach and student-athletes may participate in special interviews. Coaches and student-athletes shall not become available to selected media representatives prior to the conclusion of the 10-minute cooling-off period. If the media attention warrants it, quotes should be distributed after each post-competition interview. PRESS CONFERENCES Press conferences are designed to provide the media with championship information required for thorough coverage and to limit the time demands placed upon the coaches and student-athletes. Each head coach and designated players on each team are required to participate in each scheduled press conference. The host sports information director shall have the authority to designate and require any student-athlete to attend a post-competition press conference and/or those scheduled the day before the finals. For more details and directions on this section please see the NCAA Media Coordinators Handbook online at: http://www2.ncaa.org/portal/media_and_events/ncaa_publications/championship_handbooks/general/index.html.
APPENDIX E
DIVISION III WOMEN’S LACROSSE CHAMPIONSHIP Media Checklist 1. Pretournament Publicity. a. Ticket information. b. Press release on participating teams. 2. Lodging Recommendations (should be able to receive team rate). 3. Facility Communications. a. b. c. d. 4. Telephone(s). Electrical outlets. Facsimile units. Email/Internet Access/Wireless codes, if applicable .
Interviews. a. Press conferences. b. Quotes. c. Features procedure.
5. Meetings. a. Games committee chair. b. Statistics crew. c. Attend coaches/administrator’s meeting. 6. Publications. a. Team media guides/up-to-date statistics, reports. b. Press packets/instructions for media c. Seat assignment cards. (NCAA can provide) 7. Miscellaneous. Championship photographer, if possible.
APPENDIX F 2008 NCAA DIVISION III WOMEN’S LACROSSE CHAMPIONSHIP FIRST ROUNDS AND REGIONALS
NOTE: OFFICIALS’ MEETING AT PRELMINARY ROUNDS SHOULD TAKE PLACE THREE HOURS PRIOR TO GAME TIME (FOR FIRST ROUNDS-WEDNESDAY, REGIONALS-SATURDAY). MANDATORY PREGAME COACHES’ MEETING SHOULD TAKE PLACE TWO HOURS PRIOR TO GAME TIME.
Head Coaches and Administrators’ Meeting
NCAA Division III Women’s Lacrosse Site Representative a. Welcome/Introductions b. Schedule of Events c. Squad Size/Travel Party/Bench Area d. Uniform/Bench Assignments e. Shoot-arounds f. Drug Testing g. Misconduct Statement h. Logo Rule i. Alcohol Beverage Policy j. Artificial Noise Maker Policy k. Forms – Officials and Site Evaluations, travel party l. Television, if applicable Local SID a. Interview Policy (cooling off period)/Press Conference b. Photographer c. Announcement of teams (Pronunciations) d. Publicity and statistical information Tournament Director(s) a. Facility b. Parking c. Tickets d. Medical Coverage e. Merchandise f. Laundry g. Videotaping/Scouting Seats and Policy Head Official a. Assignments b. Field markings c. Table officials’ duties d. Carding/Misconduct e. Protest procedure f. Tie breaking procedure g. Rules modifications h. Stick measurements
2008 NCAA DIVISION III WOMEN’S LACROSSE CHAMPIONSHIP
Head Coaches and Administrators Meeting
Chair, NCAA Division III Women’s Lacrosse Committee a. b. c. d. e. f. g. Welcome Introduction of National Committee Schedule of Events Squad Size/Travel Party/Bench Area Uniform/Bench Assignments Shoot-arounds Forms – Officials and Site Evals, Awards List, Official Roster h. All Tournament Nominations i. Awards Ceremony Local SID a. Interview Policy (cooling off period) /Press Conference b. Photographer c. Team Introductions (clarifications/pronunciations) d. Publicity and Statistical Information Head Official a. b. c. d. e. f. g. h. Assignments Field markings Table officials’ duties Carding/Misconduct Protest procedure Tie breaking procedure Rules modifications Stick measurements Tournament Director(s) a. b. c. d. e. f. g. h. i. Facility Parking Tickets Medical Coverage Hospitality YES Clinic (if necessary) Merchandise Laundry Videotaping/Scouting – policy and seats
Kristin Steckmesser, NCAA Assistant Director of Championships a. b. c. d. e. f. Misconduct Statement Logo Rule Alcohol Beverage Policy Artificial Noise Maker Policy Drug Testing Television (Timing sheet, timeout procedure)
APPENDIX G OFFICIALS’ MEETING CHECKLIST
1. Welcome and introductions. 2. Review assignments/table official’s responsibilities. 3. Game timeline. 4. Review protest procedure. 5. NCAA rules (points of emphasis). 6. Inclement weather procedures. 7. Review misconduct policy; inform officials that all rules regarding unsportsmanlike conduct or tactics and conduct of coaches and players are to be strictly enforced. 8. Review table carding policy. 9. Back up goal keeper can be warmed up by member of coaching staff. 10. Television/Media Timeout Procedures (Finals only). 11. Distribute credentials and collect officials’ expense forms. Host institution is responsible for paying officials. 12. Locker room assignments. 13. Security arrangements. 14. Hospitality 15. Field check (first rounds and regionals only)
APPENDIX H
NCAA Women’s Lacrosse Responsibilities and Duties of the Table Official The table official is considered part of the team of game officials. She/he shall be seated at the official scorers table and do the following: 1. Oversee the scorers and timers to see that: a. Both teams’ lineups are in the official scorebook 15 minutes before the start of the game. Confirm that numbers in the book match those on the players. b. The clock is stopped and started correctly and appropriately, by the rules. Correct any mistakes made in this area. c. Records are kept of team and individual warnings and players who have received cards . Table official should keep the time and monitor 3 minute period for yellow card penalties.
d. Should be responsible for the backup timing. e. 2. 3. The correct score is maintained in the books and on the scoreboard.
Replace any field official in the event of injury to that official. Assist the field officials and NCAA lacrosse committee personnel in maintaining bench personnel positioning and decorum. Review table card procedure
4.
Table Official Carding Procedure When necessary, the table official may issue a yellow or red card for misconduct to a player, coach, or any officially designated member of a team’s traveling party who is in the bench area. When the misconduct occurs, the table official will immediately approach the person who committed the misconduct and issue the yellow/red card. The clock will not be stopped and play will not be disrupted. The official will return to the table and inform the nearest field umpire that a card has been issued. On the next whistle, the table official will inform the nearest field umpire that a card has been issued and to whom it has been issued. That field official will then call a time out and will “officially” issue the card, and notify the other umpires. If the card is red, the clock will remain stopped until the offending party leaves the playing area. If the card is yellow, play resumes as it would have after the initial whistle which stopped play. Play also resumes in this matter after the offending party in the red card situation, leaves the field. THERE IS NO PENALTY AFFECTING PLAY ON THE FIELD FOR THESE CARDS!!! 5. Determine the validity of a protest brought to her by a coach and serve, with the three field officials, in the deliberation process of valid protests. Review protocol with ball retrievers. Serve in any other capacity, which would contribute to maintaining control of the game and efficiency of the scorers and timers table. Please refer to the television/media timeout procedures for roles and responsibilities to assist in the administration and communication of media timeouts. (Finals only)
6. 7.
8.
APPENDIX I NCAA Lacrosse Field Diagram
Field Dimensions
Section 1. The playing area shall be rectangular and marked with a solid lined boundary. The field should be between 101m and 128m (110 to 140 yds.) from end line to end line; and between 55m and 64m (60 to 70 yds.) from sideline to sideline. The goals shall be placed no more than 92m (100 yds) and no less than 82m (90 yds) apart, measured from goal line to goal line. There must be a minimum of 9m (10 yds) and a maximum of 18m (20 yds) of space behind each goal line, extending to the end line and running the width of the field. Effective with the 2011 season, the distance from the goal line to the end line must be 9m (10 yds.). There must be 4m (4.4 yds.) of space between the sideline boundary and the scorer’s table. There should be at least 4m of space between the other sideline and any spectator area. There should be 2m (6'6") of space beyond each end line. Where these field dimension requirements are not or cannot be met due to field space limitations, play may take place if the visiting team has been notified in writing prior to the day of the game and personnel from both participating teams agree. However, the minimum distance of 9m (10 yds) of space from goal line to end line must be maintained. Soft/flexible cones or pylons must be used to mark the corners of the field. The playing area must be flat and free of glass, stones, and any protruding objects. It shall be the host institution’s responsibility to see that the field is in proper condition for safe play, and that the field is consistent with the Rules. New field construction: Optimal field dimensions shall be 65 yards in width and 120 yards in total length, with goals 100 yards apart and 10 yards of space behind each goal line. Line Size Section 2. All lines are 5cm–10.1cm (2”-4”) wide, except the goal line which shall be 5cm (2”) wide. Restraining Line Section 3. The restraining line, a solid line 27m (30yd) up field from each goal line, shall extend across the width of the field. It must be clearly distinguishable as the restraining line, for example, the only line on the field, or marked in a different color, or marked with X’s. Cones shall not be used for this purpose. Center Circle Section 4. There is a circle, radius 9m (30’), in the center of the field and through the center of this a line 3m (9’11”) in length, parallel to the goal lines. Arc and Fan Section 5. Two arcs shall be marked 8m (26’4”) and 12m (39’4”) from the goal circles. The arcs shall be measured from the center of the goal line 10.6m (34’10”) for the 8 meter mark and 14.6m (47’9”) for the 12 meter mark. The 8 meter arc shall end on a line on each side that runs from a point on each side of the goal circle, where, if the goal line were continued, would cross the goal line. This line will be at a 45-degree angle to the goal line extended. The 12 meter fan will end at the goal line extended. Section 6. The 8 meter arc will be sectioned off by hash marks 30.5cm (1’) in length, perpendicular and bisecting the arc. These will be measured 4, 8, and 12 meters respectively from either side of the center hash mark which shall be measured from the center of and perpendicular to the center of the goal line (10.6m/34’10”). Two additional 30.5cm (1’) marks will be made 8 meters from the goal circle, perpendicular to the goal line extended. Substitution Area Section 7. The substitution area shall be in front of the scorer's table and centered at midfield line 9m by 4m Team Bench Area
Section 8. The team bench area is defined as the area from the end of the substitution area to the team’s restraining line, and behind the level of the scorer’s table extended. Non-playing team personnel must remain in their team bench area. Violation of this rule is a misconduct foul. Scorer's/Timer's Table Section 9. A scorer’s/timer’s table will be set up at midfield, at least 4m from the designated playing boundaries on the team’s bench side. An accurate visible score must be continuously displayed. A visible clock is recommended. Coaching Area Section 10. Coaches must remain within their own coaching area, that is, the area on the bench/table side of the field extending from their side of the substitution area to their end line, and behind the scorer’s table extended. Violation of this rule is a misconduct foul. Spectator Areas Section 11. Spectators must be kept back at least 4m from the non-bench sideline. Spectators are not allowed immediately behind the team bench or table area except in permanent stadium seating. No spectators are allowed behind the end lines except in permanent stadium seating positioned behind protective netting or fencing. DIRECTIONS FOR 8 METER ARC AND 12 METER FAN 8 METER ARC (See Diagram 1) 1. The two sidelines are made first. Run string from the point (A) on the back of the goal circle that is perpendicular to the goal line at its center, to the points on goal circle (B), where if the goal line were extended would intersect the circle. Extend and mark these lines (45-degree angle) from the g oal circle (B) 8.58m (28’ 3”) to point C. 2. To mark the curve of the arc, measure from the center of the goal line (D) 10.6m (34’ 10”) to G connecting the sidelines. The arc will now be 8 meters from the circle. 3. The center hash mark 30.5cm (1’) on the 8 meter arc shall be measured from the center of and perpendicular to the goal line (10.6m/34’10”). The other hash marks will be measured 4, 8, and 12 meters respectively from either side of the center hash mark. Two additional hash marks will be made 8 meters from the goal circle, perpendicular to the goal line extended. 12 METER FAN (See Diagram 1) Inscribe a semi-circle (E) from the center of the goal line (D) 14.6m (47’ 9”). The flat side of the semicircle should be marked from the points on the goal circle (B) to the semi-circle. Add diagram of 8m arc/12m fan opposite the directions
The Goals
The Goals Section 12. Each goal consists of two posts or pipes perpendicular to the ground, constructed of metal, 1.83m (6’) high and 1.83m (6’) apart, joined at the top by a cross-bar 1.83m (6’) from the ground (inside measurements). The goal posts (pipes) must not extend upwards beyond the cross-bar nor the cross-bar sideways beyond the goal posts. The posts and cross-bar must be a solid white, orange or silver color and be 5cm (2”) in diameter. A line called the goal line must be drawn between the two posts, continuous with them and of the same width. The netting, not more than 4cm (1.5”) mesh, must be attached to the posts and cross-bar and to a point on the ground 2.1m (7’) behind the center of the goal line; it must be firmly pegged
down. Whenever possible the net should be strung so as to prevent the rebounding of the ball. Any additional goal supports which are exposed must be padded the entire length with material that limits the rebound of the ball. Goal cages that have “flat” supports or angled ground pipes which prevent the ball from reentering the playing area after hitting the ground pipe do not have to be padded. Goal Circle Section 13. The goal circle is a circle, radius 2.6m (8 1/2’) measured from the center of the goal line to the outer edge of the goal circle line. The goal circle line shall be 5cm-10.1cm (2”- 4”) wide.
APPENDIX J
Helpful Hints About Championship Expenses
1. Officials Payments. Be sure to refer to the championships handbook for more information. a. No official’s fees, per diem, or lodging should be included under personne l these amounts go in the unbudgeted disbursements page. b. Be sure to have all officials and NCAA representatives complete their expense forms. The expense forms and lodging bills do not need to be sent to the NCAA. The final budget should be submitted online and the host should retain copies of the forms in case any questions arise. 2. Modifications. Kristin Steckmesser must approve any additions or changes to the proposed budget in order to receive reimbursement. 3. Mementos. If you are hosting a final only, you will receive a memo prior to the championship that tell you how much money you have to spend on mementos. Please be aware that this is $55 per member of the official travel party. 4. Programs. For 2007-08 championship programs will be produced by Host Communications, Inc. You may be asked to submit information and pages specific to the host institution and local community. 5. Financial Reports. Please complete all budgets (proposed and final) through the online budget system. 6. Attendance. Please be aware that you will need to calculate the total attendance from the championship and put that number on page 2 in the appropriate section. 7. Parking. If you request an expenditure for parking attendants you will need to charge for parking. You can consider doing this as a way to increase revenue for your championship. 8. Banquet (finals only). Officials are not to be in attendance at banquets. 9. Enhancement Funding. (Finals only) There is the ability for the host to receive $5,000 to help enhance the experience for the student-athlete. Past ideas and uses of the funds have included: hiring photographers, creation of a championship DVD, banquet speakers or a student-athlete hospitality area. Work with the NCAA liaison on setting up a plan to utilize this funding. Also an additional $2,500 is available through the corporate champions and partners program.
APPENDIX K
Immediate Attention Requested!
Team _______________________________ Coach _______________________ Phone ______________ Fax _____________ Cell/Home Phone _____________ Lodging Request Information
# __________ of Single Rooms # __________ of Double Rooms _______ No _______ No
Please indicate if you want restrictions on the movies? _______ Yes Please indicate if you want restrictions on the phones? _______ Yes
(Each team will be limited to 20 rooms)
Your team room reservations will be booked from the information on this sheet. Please return m aster rooming list (in participant manual to ___________ (list contact) at the ____________ (list hotel name and ) contact (fax) number) prior to ________ (list due date). (If using a purchase order, please attach a copy of the purchase order). Teams must confirm by noon, _________ (list due date). Check-in time is ____ (list time) – If you are arriving earlier than _______ (list time), please make arrangements with __________ (list hotel contact) for early check-in. Official Travel Party Size: _________ (maximum 33)
APPENDIX L OFFICIAL TRAVEL PARTY FORM
2008 NCAA Division III Women’s Lacrosse Championship Official Travel Party Form (33 members) Institution: ___________________________________________________________________ Head Coach: __________________________________________________________________ Emergency Contact: ____________________ Number: _______________________________ Championship Hotel Information: ________________________________________________ Name 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 29. 30. 31. 32. 33. __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ Uniform Number ________ ________ ________ ________ ________ ________ ________ ________ ________ ________ ________ ________ ________ ________ 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. Name __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ Uniform Number ________ ________ ________ ________ ________ ________ ________ ________ ________ ________ ________ ________ ________ ________
______________________________ Head Coach ______________________________Administrator ______________________________ ______________________________ ______________________________
Please hand carry a completed copy of this form to all coaches’ meetings at every round of the championship and turn into the NCAA Site Representative .
APPENDIX M NCAA WOMEN’S LACROSSE CHAMPIONSHIPS PRELIMINARY ROUNDS NCAA REPRESENTATIVES’ CHECKLIST
On behalf of the NCAA Women’s Lacrosse Committee, we appreciate your serving as the committee’s representative at preliminary-round NCAA championship competition. You have been chosen to ensure that this competition follows NCAA policies and procedures. If you have any questions that are not covered in the 2007 NCAA Women’s Lacrosse Championship Handbook, please contact your regional advisory committee chair, a national committee member or Kristin M. Steckmesser at the national office (317/917-6618 or cell 317/966-6441). 1. Call host institution on Monday. Review tournament manager’s checklist. 2. Conduct 1st Round or Regional conference call on Monday or Tuesday. Follow conference call agenda in the championship handbook. 3. Arrange to supervise team practices (Friday for regional competition). 4. Conduct tournament meeting according to championships handbook. See the attached agenda to be used at the meeting. 5. Conduct a meeting with game officials. This meeting must be conducted prior to the start of coaches’ meeting. In addition, it is imperative that the tournament director, the committee representative and the head official inspect t e field prior to this meeting to ensure that is properly marked. (See h Women’s Field Markings in the handbook) NCAA representative conducts this meeting following the officials’ meeting checklist. (Appendix G) 6. Evaluations. Hand out officials and site evaluations to coaches. It is helpful to place the names of the officials in the evaluations ahead of time. 5. Post-game responsibilities. a. Telephone or email game results to Kristin M. Steckmesser, assistant director of championships, at the national offic e 317/917-6618 or ksteckmesser@ncaa.org. b. Remind the advancing regional team that a conference call for the coach and athletic department representative is scheduled for Monday, May 12 at 11 a.m. Eastern time. c. Collect site and official evaluations from teams and officials, complete NCAA representative site evaluation and forward to NCAA liaison at the conclusion of regional play. d. Report any misconduct to the national chair at the conclusion of play.
e. Mail the music CD back to the NCAA attention: Kristin Steckmesser, 1802 Alonzo Watford Sr. Drive, Indianapolis, IN 46206-6222, or if serving as a site representative at future sites bring the CD with you to the next round of competition.
APPENDIX N
2007-08 NCAA CHAMPIONSHIPS Promotional Items and Signage – Ideas for use Each NCAA championship preliminary and final site will receive a promotional package to help hosts create awareness of the championship in the local community. The promotional package consists of handbills, flyers, camera-ready ads and welcome banners. In addition, each site will also receive a signage package that brands the event as an NCAA Championship. The materials in the signage package will assist hosts with creating an NCAA championship “look and feel” to the event. The signage package consists of various types and sizes of decals, banners and foam boards to help hosts create a championship atmosphere for the participating student-athletes, fans and local community. The following information is designed to provide hosts with ideas on how to use the promotional and signage packages in their local communities to enhance the overall NCAA championship experience. Promotional Items: • Handbills Each pre-determined site that is not sold out several months in advance of the championship will receive 1,000 handbills. o Highly visible campus and community locations o Chamber of Commerce o Local merchants o Recreational facilities o Organizations that may have an interest in NCAA championships • Flyers Each pre-determined site that is not sold out several months in advance of the championship will receive 350 flyers. o Mail out to targeted mailing lists such as: § Season ticket holders § Youth groups § Boys and Girls Scouts § Boys and Girls clubs • Camera-ready ad can be used in: o Newspapers o Magazines o Game programs o Newsletters Welcome Banners (for final sites only) can be hung at: o High traffic areas around campus o Championship site o Ticket office o Over main walkways o Championship’s headquarter hotel o News conferences o Airport o Banquets
•
Signage: • NCAA logo decals, foam boards and banners o In venue to create an NCAA championship look and feel to the event o In and around facility o At championship functions, e.g., student-athlete banquet o With-in camera range if championship is televised • Generic or specific sport icon decals, foam board and banners o In venue to create an NCAA championship look and feel to the event o In and around facility o At championship functions, e.g., student-athlete banquet o With-in camera range if championship is televised • Table banners o Place at official scorer’s table (if located on or near playing surface) o Place at prominent location near playing surface o With-in camera range if championship is televised • Web site banner o In venue o With-in camera range if championship is televised • NCAA salutes banner o In venue • Press conference backdrop banner o In media room where news conferences will be conducted o If news conference are not conducted, the backdrop may be used to help dress the playing venue • NCAA/CBS Sports Corporate Champion/Partner banners o Please use all four banners if possible. o Hang two banners at a minimum – one each of the version with 5 corporate logos and the version with 3 corporate logos. o All banners should be placed at a prominent gate or entrance to the venue but should not be placed within 50 yards of each other if possible. o The banners should never be placed in the actual competition area. NOTES: Ø The only item that must be returned is the press conference backdrop banner. Upon completion of the championship, carefully fold the backdrop banner and return it to: Don Shafer Display, Inc. 1325 Park Avenue Omaha, NE 68105-2213 402/346-6140 Ø All other signage may be reused at future NCAA championships or discarded if no longer needed. Ø Materials containing NCAA marks and logos may not be sold.