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2010 NCAA DIVISION III
MEN’S AND WOMEN’S TENNIS CHAMPIONSHIPS
HOST OPERATIONS MANUAL
Information in this document applies to both preliminary rounds and final site competition
unless otherwise specified.
TABLE OF CONTENTS
SECTION TITLE PAGE
Introduction 3
NCAA Division III Men’s and Women’s Tennis Committee Directory 4
NCAA Staff Directory 5
1 Championships Format 6
2 Awards and Mementos 7
3 Bands/Cheerleaders/Spirit Squads and Mascots 9
4 Banquets 10
5 Broadcasting/Internet 11
6 Commercialism/Contributors 11
7 Critical Incident Response/Emergency Plan 12
8 Drug Testing 13
9 Facility, Equipment and Space Requirements 14
10 Financial Administration 19
11 Tournament Management 20
12 Lodging 21
13 Meeting/Schedule of Events 22
14 Media/ Credentials 23
15 Medical Procedures 28
16 Merchandise 28
17 Officials 29
18 Participant Information 31
19 Promotions and Marketing 33
20 Practices 37
21 Programs 37
22 Security 38
23 Volunteers 39
APPENDIX TITLE
A Sample Championship Brackets
Women’s team, singles and doubles
Men’s team, singles and doubles
B Tentative Schedule of Events – 2010 Championships
Women’s schedule of events
Men’s schedule of events
C Shipments Schedule
D Print Photography Policies
E Officials Expense Form
F Volunteer Waiver of Liability
2
Introduction
Information in this document applies to both preliminary rounds and final site competition
unless otherwise specified.
On behalf of the NCAA Division III Men’s and Women’s Tennis Committees, thank you for being
an important part of the 2010 NCAA Division III Men’s and Women’s Tennis Championships.
Administration of the championships is under the direction of the Division III Men’s and
Women’s tennis committee. The hosts play an integral part in the successful administration of
the championships.
The purpose of this manual is to outline the responsibilities of the tournament director and
other host institution personnel for the championships. It is designed to use in conjunction
with, not in place of, the NCAA Division III Men’s and Women’s Tennis Championships
Handbook, which provides more general policies for the administration of the championships.
The host institution/conference shall appoint staff members to assume the positions of
tournament director and media coordinator.
Tournament Director. This individual shall maintain ultimate responsibility for the local
operation of the event. The host shall appoint a knowledgeable person, preferably with
experience in tournament administration and match management, to serve in this position. The
function of the tournament director is to ensure that the policies of the committee are applied.
Specific responsibilities may include direction and supervision of facility arrangements, ticket
sales, participant information, security, lodging, transportation, promotions, financial
administration and adherence to the policies outlined in the NCAA operations manual for hosts.
The tournament director will also provide the NCAA with a post-championships evaluation
including suggestions for future conduct of the championships.
Media Coordinator. The media coordinator, preferably the sports information director of the
host institution/conference, shall work with the NCAA championships manager to ensure that
the committee’s policies regarding media are applied. Responsibilities may include planning
and supervision of media work areas, coordination of all news conferences, statistical services
and communications.
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Contact Information
2009-10 DIVISION III WOMEN'S TENNIS COMMITTEE
Mindy Mangels (Northeast) Ann Lebedeff (West)
Associate Athletics Director Head Women’s Tennis Coach
Wellesley College Pomona-Pitzer Colleges
106 Central Street 220 East 6th Street
Wellesley, Massachusetts 02481 Claremont, California 91711
Work: 781/283-2017 Work: 909/607-2492
Fax: 781/283-3641 Fax: 909/621-8547
E-mail: mmangels@wellesley.edu E-mail: alebedeff@pomona.edu
Ximena Moore (Atlantic South) Jeff Borengasser (Central)
Head Women's Tennis Coach Head Tennis Coach
Huntingdon College Westminster College (Missouri)
1500 East Fairview Avenue 501 Westminster Avenue
Montgomery, Alabama 36106 Fulton, Missouri 65251
Work: 334/833-4507 Work: 573/592-5331
Fax: 334/833-4415 Fax:
E-mail: xmoore@huntingdon.edu E-mail: Jeff.Borengasser@westminster-mo.edu
2009-10 DIVISION III MEN'S TENNIS COMMITTEE
Tracy King (Northeast) Benjamin Belletto (West)
Commissioner Sports Information Director
Skyline Conference Pomona-Pitzer Colleges
107 Ketterer Court 220 East 6th Street, Rains Center
Lawrenceville, New Jersey 08648 Claremont, California 91711
Work: 732/586-5922 Work: 909/621-8427
Fax: 609/883-0077 Fax: 909/621-8547
E-mail: tking@skylineconference.org E-mail: benjamin.belletto@pomona.edu
Eric Rodgers (Central) John Browning (Atlantic South)
Head Men’s Tennis Coach Head Men’s Tennis Coach
Coe College Emory University
1220 1st Avenue NE 600 Asbury Circle
Cedar Rapids, Iowa 52402 Atlanta, Georgia 30322
Work: 319/399-8799 Work: 404/727-7270
Fax: 319/399-8298 Fax: 404/727-4989
E-mail: erodgers@coe.edu E-mail: jbrow25@emory.edu
4
NCAA STAFF
NCAA Championships Manager, primary NCAA Championships Manager, secondary
(women’s focus) (men’s focus)
Liz Turner Suscha Ethan Walker
NCAA NCAA
P.O. Box 6222 P.O. Box 6222
Indianapolis, Indiana 46206-6222 Indianapolis, Indiana 46206-6222
Phone: 317/917-6222 Phone: 317/917-6476
Fax: 317/917-6826 Fax: 317/917-6826
E-mail: lsuscha@ncaa.org E-mail: ewalker@ncaa.org
Katie Holmes, support
NCAA
P.O. Box 6222
Indianapolis, Indiana 46206-6222
Phone: 317/917-6206
Fax: 317/917-6210
E-mail: kholmes@ncaa.org
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SECTION 1 – Championships Format
The DIII men’s and women’s tennis championships shall consist of team and individual
championships. The tournament shall be conducted according to the format approved by the
committee. All matches shall be played outdoors, weather permitting. At all times, the referee
or a designated replacement, in consultation with the games committee, shall determine which
matches shall be played indoors.
The team championship shall consist of 41 teams for men and 48 teams for women, in which
eight teams will advance to the final site. Individual championships shall include 32 singles
student-athletes and 16 doubles teams. Please see Appendix A for sample brackets for both
the team and individual championships.
Team Championships. The teams will play a single-elimination tournament with the first,
second and possible third rounds played at non-predetermined sites. The quarterfinals,
semifinals and final rounds will be played at a predetermined finals site. All matches will use a
3-6 format - three doubles matches using an eight-game pro set with each match valued at one
team point, followed by six singles matches, each valued at one team point, played best of
three sets. All matches will be played to decision. Regular scoring and a 12-point tiebreaker at
eight games all in doubles and at six games all in singles will be used.
The games committee reserves the right to stop a match in the best interest of the
administration of the tournament.
The following schedule for competition will be used for the 2010 championships:
May 14-16 First-, second- and third-round competition
May 25 Quarterfinals
May 26 Semifinals
May 27 Championship and third-place matches
Individual Championships. All matches shall be the best of three sets unless otherwise
determined by the men’s and women’s tennis committees. The regular scoring system and a
12-point tiebreaker at six games all will be used for all matches.
The following schedule of competition will be used for the 2010 championships:
May 28 Round of 32 singles
Round of 16 singles
Round of 16 doubles
May 29 Singles quarterfinals
Singles semifinals
Doubles quarterfinals
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May 30 Singles championship match
Doubles semifinals
Doubles championship match
Note: The games committee may alter the order of play in the event of inclement weather.
Please refer to Appendix B for the tentative schedules of events for the 2010 championships.
SECTION 2 – Awards and Mementos
Awards.
Preliminary Rounds
No official NCAA awards will be presented at first, second and third rounds of the
championships. Individuals who participated at preliminary rounds who do not receive a
team and/or individual award will receive a participant award after the championships.
Finals
MTM will send official NCAA awards to the tournament director approximately two weeks
prior to the championships. When the awards arrive the tournament director should
inventory all awards to be sure they are undamaged, are correctly inscribed and are in the
appropriate quantities. The awards boxes should then be re-taped, closed and secured in a
limited-access area.
Awards Ceremony (Finals only).
For individual competition, official NCAA awards will be presented to the top four singles
finishers and the top four doubles teams. For the team championships, a team trophy and
nine individual awards will be presented to the top four finishers.
Championships awards ceremonies should be conducted in an organized and formal
manner. It is customary for the awards to be presented by the members of the men’s or
women’s tennis committees. The host institution should designate an individual to serve as
emcee for the ceremonies. Alternatively, the ceremonies can be coordinated with the
public address announcer.
Team Awards. The awards ceremony for teams will be conducted on the court of
competition after each team championship match (third/fourth place and national
championship title match). Personnel must be in place and alert to setting up the table for
the ceremony without undue delay. A six-foot table should be used to hold the awards and
should be appropriately draped and NCAA decals affixed (if possible). The following awards
will be presented for teams at the championships: 4 team trophies; 9 individual mini-
trophies to each 2nd, 3rd and 4th place team; 8 or 9 watches to the national championship
team. At the women’s championships, 8 watches will go to the national championship
team, and an additional watch will be sent to the team after the conclusion of the
championships. The men’s championship team will receive all 9 watches on site.
It is recommended that the team awards ceremony proceed as follows:
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a. The emcee makes a few opening remarks and introduces the individuals who will
present the awards.
b. The chair of the committee makes a few brief remarks.
c. The emcee asks the fourth-place or runner-up (if national championship title
match) team to come forward (one at a time, as their names are called) to
receive the team trophy.
d. The third-place team and national champion follow, respectively, and receive
awards in the same manner.
e. The emcee will make closing remarks and encourage the attendees to return for
individual championships competition, which begins the next day.
Individual Awards. The awards ceremony for individuals will be conducted on the court of
competition after their respective singles and doubles semifinals and finals. Personnel must
be in place and alert to setting up the table for the ceremony without undue delay. A six-
foot table should be used to hold the awards and should be appropriately draped and NCAA
decals affixed (if possible). The following awards will be presented for the individual
championships: 1 mini-trophy to the top four singles finishers; 2 mini-trophies to the top
four doubles teams (1 for each doubles student-athlete).
It is recommended that the ceremony for the semifinals and finals championship rounds
proceed as follows:
a. The emcee makes a few opening remarks and introduces the individuals who will
present the awards.
b. The chair of the committee makes a few brief remarks.
c. The emcee introduces the awards recipients and asks them to come forward to
receive their awards.
d. The emcee encourages everyone to stay for subsequent competition, if
applicable.
The ceremony after the finals match, the doubles championship, would proceed similarly,
with the emcee providing closing remarks at the end of the ceremony.
Each participating student-athlete who does not receive an individual or team award at the
championships will receive a participant medallion. Participant medallions will be sent to
the student-athletes’ institutions within one month of the conclusion of the championships.
Mementos.
Preliminary Rounds
Due to the financial burden on a host institution, to be consistent with NCAA policy, and to
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provide each student-athlete participating in NCAA preliminary round competition the
same experience, mementos will NOT be permitted at preliminary rounds.
Finals
The NCAA will provide funds ($55 per person in the official travel party) for student-athlete
mementos. Bylaws 16.1.4.2 and 16.1.4.3 outline permissible awards for NCAA
championships, including mementos and “welcome” packets, and stipulate 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 Bylaws 16.1.4.2 and 16.1.4.3 and are provided by the NCAA
selected student-athlete memento licensee, PPI Sports. To order student-athlete
mementos, host institutions should visit www.ncaachampionshipstore.com. Should you
need personal assistance regarding your order, please contact Mark Williams at 612/379-
3859 or 612/386-3952 or by e-mail at ncaa@gamedaymarketing.com. Some mementos
may require up to 90 days lead time. The host should consult with the championships
manager regarding the quantity to order.
SECTION 3– Band/Spirit Squads and Mascots
While bands, spirit squads and mascots and not commonplace at the tennis championships,
please note the following guidelines in the event of their participation. Cheerleaders and/or
dance team members, not to exceed 12 in number, plus the mascot shall be admitted if in
uniform. A maximum of 12 cheerleaders and/or dance team members shall be allowed during
the progress of the game. The cheerleaders shall be seated in the area designated by the
tournament director.
All cheerleading squads must conform to the guidelines set by the American Association of
Cheerleading Coaches and Advisors (AACCA). Neither the NCAA nor the host institution shall be
responsible for supervising or monitoring routines performed by cheerleaders at championship
events. Except as noted in this section, supervision of cheerleading squads, their activities, yells
and stunts is solely the participating institution’s responsibility. The participating institution
shall ensure that the squad has sufficient training, supervision and equipment for any and all
routines its squad may choose to perform. Tournament directors must inform participating
institutions if the host facility has more stringent requirements. If so, the director of athletics at
each institution must apprise his or her cheerleading squad of such requirements and ensure
compliance. The cheerleading squad is allowed to carry an institutional flag, but it may only be
displayed between matches. It cannot be used to taunt competitors or block spectators’ view.
Band members, not to exceed 25 in number, who are in uniform and performing at the
championship, will be permitted at the championships. Bands, or any component thereof, are
allowed to play between matches and immediately after competition.
The logo restriction on student-athletes’ apparel set forth in Bylaw 12.5.3 shall apply to
commercial logos on uniforms worn by band members, cheerleaders, dance team members
and the institution’s mascot during NCAA Division III championship events.
9
Artificial Noisemakers.
No air horns or artificial noisemakers are allowed, and electronic effects and bands may not
play when match play is in progress.
Electronic Amplification.
Full bands are not permitted to use electronic amplification. Small (10 members or fewer)
bands are permitted to use reasonable electronic amplification. The host institution should
be prepared to assist with accommodations.
Seating.
Bands should be seated in comparable areas of the facility. Place bands so as not to
interfere with spectators, photographers or teams, subject to the approval of the
committee. Bands and cheerleaders will be provided seating when their team is not playing.
Warm-Up Tapes.
No warm-up tapes are permissible. Only band(s) and electronic scoreboard music will be
used. The host institution will select and administer the music.
SECTION 4 – Banquets
Preliminary Rounds. Due to the financial burden on a host institution, to be consistent with
NCAA policy, and to provide each student-athlete participating in NCAA preliminary round
competition the same experience, banquets will NOT be permitted at preliminary rounds.
Finals. The host institution should plan for a championships banquet for both the team
championships and the individual championships, both of which should be formal events. A
program, including a welcome from the host and from the NCAA, should be planned. For the
team championships banquet, the host is asked to design a plan to incorporate team
involvement at the banquet (e.g. remarks from each team’s head coach or captain, team
videos, etc). For the individual championships banquet, the host is asked to highlight the
participants through photo montage, remarks by selected participants or any other means
discussed and approved by the tennis committee. In addition, hosts are encouraged to work
with the committee and championships manager to secure a keynote speaker for the individual
banquet per the approved budget. The banquet budget should be part of the overall
championships budget as approved by the championships manager. The championships budget
shall cover the expense for members of the institutions’ travel parties (9 people for each team
at the team banquet and one for each individual participant plus one non-athlete for each team
represented at the individual banquet), as well as members of the tennis committee, NCAA
staff and host staff. Space permitting, the host shall accommodate additional attendees at a
price designated by the host that reflects, at a minimum, the cost of the meal. Host institutions
are encouraged to seek sponsorship of any entertainment not allowed for in the budget from
local chambers of commerce, merchants or other outside sources, but the NCAA national office
must be notified of any sponsorship prior to the host institution making a commitment.
The team championship banquet should be held on Monday night, the day before competition
begins. The individual championships banquet should be held on Thursday night, allowing
enough time between the team championship match and the banquet.
10
Officials shall NOT to be included in any social event involving the participating coaches or
student-athletes.
SECTION 5 – Broadcasting/Internet
Host institutions should review Section 2 (“Television Guidelines for Site Selection”) of the
NCAA Broadcast Manual & Policies (www.ncaa.com/broadcast). Web casting arrangements, if
applicable, will be communicated by the championships manager and could include broadcast
of the team championships finals and portions of the individual championships.
SECTION 6 – Commercialism/Contributors
Commercial Identification, Signage and Official Marks.
1. No advertisements of any kind shall be displayed in the competition area prior to or dur-
ing the conduct of the championships. This includes any back-up indoor or practice
courts.
2. The facility agrees that no advertisements denoting, publicizing or promoting the sale of
alcoholic or nonalcoholic beverages, cigarettes and tobacco products, professional sports
organizations, or organizations or individuals promoting gambling shall be hung, installed
or displayed anywhere within the facility during the term of the rental period. Any such
advertisements existing at the time an agreement is reached between the NCAA and the
facility, institution or sponsoring agency shall be covered by the facility at its expense, as
designated by the NCAA. The NCAA requests that all other permanently affixed
advertising, banners, signs or displays in the stadium proper shall be covered by the
facility at its expense, as designated by the NCAA.
3. The facility shall not permit any temporary banners, signs, displays or advertising to be
posted, hung or displayed in the competition area during any session of the
championships, without the prior approval of the NCAA.
4. No announcements, except those approved in advance by the NCAA, or for public
emergencies, shall be allowed over the public-address system.
NCAA Corporate Partners.
The NCAA administers a national corporate partner program, under the direction of the
NCAA branding, broadcasting and communications group and has established guidelines
pertaining to corporate involvement by these partners and local commercial entities. These
guidelines are outlined in Section 10 in the NCAA Championships Promotion Manual.
Local Contributors.
Local sponsorship programs using the NCAA’s registered marks, logos, name of reference to
the championship (including tournament brackets), or involving any tournament function
are strictly prohibited unless specifically approved in advance by the NCAA.
11
SECTION 7 – Critical Incident Response/Emergency Plan
The NCAA will send information regarding the Critical Incident Response Plan to the
tournament director by April (or in conjunction with site selection for preliminary-round hosts).
Please complete all necessary forms and return them to the NCAA championships manager no
later than May 1 (or the day before competition begins for preliminary-round hosts).
Preparation.
The facility liaison and NCAA staff shall review with the local law-enforcement agencies
their procedures for circumstances requiring emergency evacuation of the facility or
interruption of the matches. Facility management is reminded of its responsibility to
provide sufficient security and/or law-enforcement personnel to ensure that access to the
competition and surrounding areas is restricted to student-athletes and credentialed
individuals.
Each host will be asked to provide the following:
Develop contact lists.
o NCAA.
o Local authorities and critical incident response team.
Review emergency protocol prior to the start of the event.
Identify chain of authority.
o Incident Commander (second in command).
o Decision-making personnel/team.
Identify incident command center.
Identify incident communication plan.
Review evacuation plan – Review plan with facility manager.
Review emergency response plan for typical emergencies.
Review emergency response plan for national disasters.
Review emergency response plan for terrorists’ actions.
In the event of a critical incident, contact the NCAA manager immediately before any
decisions are made.
Interruption of Play. The officials have the authority to interrupt play. If play is interrupted
because of events beyond the control of the committee, it shall be continued from the
point of interruption at a time determined by the committee. If necessary, the remaining
schedule of competition also shall be adjusted by the committee. The committee should
review the following procedures for interruption of play:
Officials. Assure that the score has been accurately recorded and that the officials know
the exact situation when play was halted.
12
Student-Athletes and Coaches. These individuals should await instructions from the
committee and/or host institution.
Power Source/Public Address. Facility management should protect the power source
and the public-address system. If an alternate public-address location is available (i.e.,
away from the competition area) it should be used so communication is not
interrupted.
Responsibility. Building security and/or law-enforcement personnel shall be responsible
for the restoration of order in the event unauthorized individuals occupy the
competition area or if play is otherwise disrupted. The NCAA suggests that law-
enforcement personnel attempt to communicate with the leaders of the group
occupying the competition area (if applicable) to ascertain whether the situation can be
rectified in the short term. Under no circumstances are student-athletes, coaches,
officials or NCAA representatives to become involved in the removal of such persons.
Communication. A senior member of the facility management and the senior law-
enforcement officer at the site must proceed immediately to the committee with means
of portable communication to and from other facility staff and security officers. The
public-address announcer should keep spectators informed of the conditions, if
possible. Teams and officials must be kept informed throughout the delay.
Meeting. The committee chair, NCAA staff and tournament-management staff should
assemble immediately to assess the situation.
Normal Conditions. The committee shall determine when conditions have returned to
normal.
Resumption of Play. As soon as possible, play shall be resumed from the point of
suspension. The committee shall determine the revised schedule after consultation with
the committee. If possible, the contest should be resumed in the primary facility. If
necessary, the committee has the authority to limit attendance to credentialed
individuals. Also, the committee has the authority to reschedule the match in a nearby
facility (e.g., on campus or elsewhere in the city,) provided the alternate facility meets
the provisions of NCAA playing rules.
Spokesperson. The committee chair or his or her designee, working with the facility
management, the NCAA and, when appropriate, city, county, state and federal law-
enforcement agencies, will serve as spokesperson in the event of an emergency.
SECTION 8 – Drug Testing
Drug-Testing Procedures.
The Center for Drug Free Sport (The Center) will conduct drug testing at selected
championships, and the assistance of the host institution will be a vital part of the testing.
Information is available on the NCAA Web site.
13
Notification.
The tournament director will be notified not later than seven days in advance of the
competition as to whether drug testing will be conducted. This information must be kept
strictly confidential.
Site Coordinator.
The tournament director is responsible for designating an individual to serve as the site
coordinator for drug testing. This individual will work closely with The Center staff;
responsibilities are outlined in the site coordinator’s manual. This shall be their only
responsibility during the championship.
Testing Area.
All participating student-athletes may be tested. It is suggested that the site coordinator
arrange to provide a closed-circuit television in the drug-testing room so student-athletes
who are waiting to be tested can watch the next match.
SECTION 9 – Facility, Equipment & Space Requirements
Neutrality.
Host institutions should keep in mind that an NCAA event is not a home event. Neutrality is
important; therefore, such items as the use of student-athletes on programs and host
institutional signage should not be used to create a "home" atmosphere. Traditional pre-
match or between-match activities are not permissible (e.g. tossing items to the crowd,
permitting mascots to lead "trains" through the stands, etc.)
Alcoholic Beverages.
On the dates of competition or practice, no alcoholic beverages or “non-alcoholic” beer
shall be sold or dispensed for public or private consumption anywhere in the facility, or on
facility property, other than in privately-owned suites specifically exempt by facility
contracts. Such beverages may not be delivered/brought to the suite during the
championship (i.e. during the period of time when the facility is under NCAA control.)
Americans with Disabilities Act.
The Americans with Disabilities Act, which went into effect January 26, 1992, requires that
public establishments offer equal access and services to people who are physically and
mentally disabled. The NCAA will rely on host organizations to confirm compliance with the
act by the host facilities. The host is responsible to check and see that its facility will be in
compliance as of the dates of the championships and to advise the NCAA national office by
March 15 before the championships if it will NOT be in compliance.
Concessions.
Food and beverage prices shall be no higher than similar events or primary tenants in the
facility.
Vending. No food, beverage or merchandise, of any nature, may be vended or
dispensed in the seating areas, except before competition begins. During competition,
selling is restricted to the arena concourse and established selling locations.
14
Courts.
Maintenance. Host institutions for all rounds of competition should arrange for proper
clearing and drying of the courts in case of inclement weather. This includes providing an
adequate number of rollers and squeegees, as well as proper wind screening. The host
should conduct a daily check of net height, center straps, etc.
Indoor Courts. For all rounds of competition, a minimum of six indoor courts should be
secured throughout the championships in case of inclement weather. All indoor courts
should be tennis specific.
Decorating and Advertising.
Banners. Only NCAA-approved banners are permissible inside the facility. Please see
Appendix C for a list of banners that will be sent to preliminary and final rounds.
Covering. The facility shall not permit any advertising banners, signs or displays of any kind
to be hung, posted or displayed anywhere within the competition area (i.e. any place that
can be seen from the playing area or seating area) during the championships.
Institutional Signage. Institutional signage does not need to be covered. Championship
banners may remain if permanent (not hung seasonally). If temporary and hung on a
seasonal basis, they must be taken down.
Directional Signs. Directional signs should be posted in all areas used by the participants
and the media.
Video Boards and Electronic Messages. No electronic board advertising of any kind or
messages promoting non-NCAA events in the facility may be displayed during practice or
competition. The following kinds of messages are permissible: announcements of results
from other NCAA competition; reminders that NCAA merchandise and concessions are on
sale; or any public-services announcements or promotional messages specifically provided
by the NCAA. The NCAA will provide programming upon request (preliminary rounds and
finals).
Table Banner (generic for preliminary rounds and site specific for finals). The NCAA will
provide one banner to be displayed in the competition area. The NCAA championships
manager will consult with the tournament director to determine the dimensions for the
banner.
Equipment.
Please see Appendix C for a full list of items that will be shipped to the each host, including
approximate delivery dates.
Officials’ Patches. NCAA patches will be sent to all host institutions for placement on all
officials’ shirts. Preliminary round hosts will receive 24 patches by the Wednesday before
competition begins, and the finals host will receive 48 patches approximately 1 – 2 weeks
prior to the championships.
15
Radios.
Preliminary Rounds. The tournament director should provide the NCAA site representative
with a handheld radio to use throughout the competition for communication with the
tournament director.
Finals. The tournament director should provide the NCAA staff and committee with 6
handheld radios to use throughout the competition. Earpieces are preferred to headset.
Scorecards. Official NCAA scorecards will be sent to host institutions to be used for all
rounds of competition by the tournament officials. Preliminary round hosts will receive the
scorecards by the Wednesday before competition begins. The championship finals host will
receive a minimum of 150 scorecards approximately 1 – 2 weeks prior to the
championships.
On-Court Equipment. Each competition court should be properly outfitted including singles
sticks when necessary and scorecards to identify the names of the institutions competing.
Water Equipment.
Preliminary Rounds. Generic cups (devoid of commercial identification) should be provided
by the host institution for the participants during competition and in the media and
hospitality areas. This can be included as a games expense in the budget. No product or
equipment will be shipped to preliminary round hosts.
Finals. A specified amount of Smart Water and Vitamin Water, packets of POWERade
powder, cups, coolers and ice chests will be sent to the finals site. These cups are to be
used in place of other cups (e.g., Coke, Gatorade) during practice and competition. Generic
cups (devoid of commercial identification) also should be provided in the media and
hospitality areas in the event the supply of NCAA cups runs low; this can be included as an
expense in the budget. Provided coolers should be used in place of the institution's coolers
and bottles.
If you would like to purchase additional product or soft drinks and are a Coke pour
institution, please use the relationship you have with your local bottler. You do not need to
contact the NCAA national office regarding additional product. Please note that this amount
is to be listed on your final financial report. If you are a Pepsi pour school and would like the
opportunity to purchase product, please contact the championships manager for the
appropriate forms and guidelines. In the event that you are purchasing small quantities of
product, you should check your local grocer, as these prices may be better than what the
Coke local bottler can offer.
A letter from the NCAA office outlining the specific amounts will be sent to the tournament
director. You will be asked to inventory the amount of product that is left over at the
conclusion of the championships. The national office will provide a form and a reminder
letter. It is important that you are as accurate as possible on your count, so that we may
ensure that future championships are receiving adequate amounts of bottled water and
DASANI equipment.
16
If you have any questions regarding any of this information, please contact the NCAA
championships manager.
Wilson Equipment. Wilson (US Open Heavy Duty) is the official ball of the NCAA tennis
championships and will be used during all rounds of team and individual competition.
During competition, balls shall be changed after the second set in a match. Practice balls
must be provided by the competing teams or individuals.
Preliminary Rounds. Balls will be shipped directly to the tournament directors of
preliminary round immediately after the selections announcement.
Finals. Twelve (12) cases of Wilson tennis balls will be sent to the finals site approximately
1 – 2 weeks prior to the start of competition. The NCAA championships manager will notify
the host if Wilson umpire bags will be provided. If provided, all umpire bags should be
shipped back to the NCAA at the end of the championships. The NCAA championship
manager will provide the host with a Fed Ex number to be used for the return shipment.
Results Board. The host/facility shall post tournament results on an ongoing basis in a
location that is easily accessible to participants and spectators.
Facility Use.
The facility shall be reserved for the exclusive use of the NCAA beginning at 8 a.m. one day
before competition begins through the conclusion of the final match. All space shall be
available and the facility set up no later than 1 1/2 hours prior to the beginning of the first
practice.
Inclement Weather.
The host institution should prepare a “rain plan” and be prepared to review the plan at the
administrative meeting the day before competition begins. For the finals site, the host
institution is required to submit this plan to the championships manager for approval.
NCAA Space Requirements.
Entrances. Entrances must be staffed by an adequate number of persons. Signage should
be posted to clearly identify all entrances (i.e., media, student-athlete-ticket, band/spirit
squad, etc.).
Locker Rooms. Locker rooms, if available, with shower facilities should be provided for use
by teams, and two rooms for the match officials. A sign reading, “NCAA Use Only” shall be
posted on the officials’ locker rooms.
Supplies. Each locker room must be clean and adequately supplied with towels, toilet
paper, and water and ice (Coca-Cola supplied products for Finals site only).
Signs. Signs should be posted to identify the team and officials locker rooms.
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Media Areas. The areas used for the media workroom and the post-match interviews
should be in close proximity to one another and to the locker rooms in order to facilitate
the media’s work and access for coaches and student-athletes. There needs to be adequate
distance between the interview area and competition area to ensure interviews can be
conducted without interruption. The workroom and interview room must be separate
rooms (e.g., not one room divided by a curtain). Neither should be adjacent to the
hospitality area.
Workroom. The media workroom should be equipped with an adequate number of
telephones, electrical outlets and other necessary supplies. NCAA logos should be
displayed appropriately.
Refreshment Area. A refreshment area should be set up adjacent to or in the media
workroom to accommodate the working press throughout open practices and
competition. Only NCAA, Vitamin Water and/or generic drinking cups (devoid of
commercial identification) should be used in the refreshment area.
Backdrop (Finals only): The NCAA will provide a back-drop with the NCAA logos to be
hung behind the presentation area.
Access/Security. A security officer should be stationed outside the media workroom to
check credentials; this individual should be instructed that only credentialed individuals
may enter the area. Match officials are specifically prohibited from this area.
NCAA Games Committee Meeting Room (Finals Only). Room should be large enough to
accommodate 10 people comfortably. This area needs to be as close to the competition
area as possible and not accessible by the public.
Training Room. Provide a training room stocked with towels and other necessary
equipment, and staff it with the appropriate personnel prior to and during the matches and
practice sessions.
Statistics Area.
The statistics area should accommodate at least 4 personnel. The host sports information
director or designated sports information contact should be seated in the statistics area in
order to receive official results.
Parking.
There should be enough parking spaces adjacent to the primary competition courts for the
committee, team personnel, match officials, NCAA staff and media. In addition, designate
an area for team van/bus drop-off and pick-up.
Videotaping.
An area should be designated from which each team may videotape if it wishes to do so.
Each participating team is automatically authorized to videotape each match; it is not
necessary to sign any authorization form. Please provide adequate space for cameras (max
1 per institution) and personnel.
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SECTION 10 – Financial Administration
Championships Budget.
Each host institution is required to submit a proposed budget prior to competition, which
must be approved by the NCAA championships manager. Once approved, it may not be
exceeded without the approval of the NCAA. If the competition incurs a deficit, the host
institution will be reimbursed up to the amount of the deficit (provided the budget was not
exceeded) and will receive an honorarium. If the competition generates net receipts, the
host institution may retain the honorarium.
Preliminary round hosts have a limit of $2000 for operational expenses.
(Note: Income from merchandise and programs sold under contract between the NCAA
and an outside agency shall not be included in the host institution's percentage of the net
receipts.)
For further information about financial matters, refer to Bylaw 31.4 of the 2009-10 NCAA
Division III Manual.
Championships Financial Report.
The host institution must file, within 60 days after the competition, the "Financial Report"
section of the proposed budget/financial report form. The committee may assess a
financial penalty against the host institution for failure to submit the financial report within
60 days after the conclusion of the competition. Your timely cooperation with report
submission is greatly appreciated. The proposed budget/financial report is available on the
NCAA Web site at http://www.ncaa.org/champadmin/champ_budget/.
Committee/Site Representative Expenses.
The host institution will not be responsible for payment of all expenses incurred by the
NCAA site representative/committee, as has been the practice in the past. However, the
host is responsible for covering hotel expenses (see Lodging Expenses) for these individuals.
Drug-Testing Expenses.
The budget should be completed only if you have been notified that there is drug testing
and returned to The Center. The drug-testing budget and expenses are separate from the
financial report form. The drug-testing budget form is an appendix in the drug testing
manual, available on the NCAA Web site.
Lodging Expenses.
Officials. Room and tax shall be direct billed to the host institution and be reimbursed via
unbudgeted disbursements on the final financial report. Officials will be responsible for
their own incidentals.
NCAA Affiliates. Will be responsible for their own expenses.
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NCAA Staff. Will be responsible for their own expenses.
NCAA Men’s or Women’s Tennis Committee. Room and tax shall be direct billed to the host
institution and be reimbursed via unbudgeted disbursements on the final financial report.
Committee members will be responsible for their own incidentals.
SECTION 11 – Tournament Management
The host institution, in accordance with the men’s or women’s tennis committees and NCAA
staff, shall ensure that all necessary tasks are completed prior to the championships.
Games Committee.
The games committee shall be comprised of:
Preliminary Rounds: The NCAA site representative, host institution director of
athletics, host tournament director and head official. The NCAA site representative
will serve as chair of the games committee.
Finals: The NCAA Division III men’s or women’s tennis committees serve as the games
committees at the finals site, with the national committee chair serving as chair of the
games committee.
Pre-match Protocol.
National Anthem. The national anthem will be played before the first match of each session of
competition.
Official Team Line-up. For the team championships, preliminary round hosts should have
on-hand official team line-ups for all institutions participating at their respective site. Line-
ups for all teams will be available on the NCAA Web site (www.ncaa.org, sports,
men’s/women’s tennis, championships information). The championship finals host should
print line-ups for the final eight teams, once they have been determined.
Team Introductions
Following team warm-up, the following protocol will be used for the national anthem and
student-athlete introductions at all rounds of competition:
• Teams huddle on court, announcements.
• Teams stand for the national anthem.
• Student-athletes from both teams line up and face each other on the top singles court, in
singles order from #1-6. Introductions from the match begin with #1 singles players
meeting and shaking hands, then shaking opposing coaches’ hands. This same procedure
should be followed for the remaining singles matches, with the doubles teams to follow.
• The athletes will move to their assigned competition courts for instruction from officials
and final warm-up.
• Play begins as directed by court official.
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Public Address Announcer
Public-Address Announcer. The public-address announcer should follow the NCAA script as
provided by the NCAA championships manager.
Starting Times.
The committee will approve all starting times. The committee in consultation with the host
institution will determine the order of events. Host institutions are permitted to schedule
evening matches; however, evening matches should begin no later than 5 p.m., and for
teams and/or individuals who play late matches, every effort should be made to schedule
subsequent matches later the next morning.
Match Times.
Preliminary Rounds. First-, second-, and third-round competition will take place
Friday, May 14 through Sunday, May 16. If a participating institution has a policy
against Sunday play, competition may begin on Thursday, May 13. Matches played on
Sunday cannot start before noon. Match times for all other days should be submitted
for approval to the NCAA championships manager.
Finals. The schedule for the team and individuals championships will be determined
by the committee in consultation with the host institution. See Appendix B for a
tentative schedule of events for the 2010 championships.
Statistics Crew.
The statistics crew should be set up in accordance with the institution's normal operating
procedure. For the finals site, the host statistician or media coordinator is expected to
coordinate live results for posting to the championships Web site.
Trainer Hours.
An athletic trainer must be on site 1 ½ hours prior to the start of competition each day
through one hour following the last match. An athletic trainer must be available for practice
day(s) as well.
SECTION 12 – Lodging
The host institution is responsible for reserving hotel accommodations for (a) participating
teams; (b) match officials; and (c) NCAA committee/site representative, media and the drug-
testing crew for all rounds of competition. All efforts should be made to secure rooms at a rate
at or below $120/night. Arrangements that include a complimentary breakfast per room
reservation are preferred.
For the finals site, the tournament director should conduct a survey of the recommended
properties and execute contracts with those selected. The contract(s) should be submitted to
the championships manager for review prior to signing. Once a headquarters hotel has been
selected, NCAA staff will work in accordance with the host institution and the hotel contact to
determine the appropriate rooming needs for the championships. Hotels should be as close to
the facility as possible, but not be more than 30-minutes from the facility.
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Drug-Testing Crew.
The host institution will reserve four rooms for members of the drug-testing crew at the
headquarters hotel.
Match Officials’/NCAA Committee Hotel.
Room and Tax. Tournament directors will arrange for the officials’ and NCAA
committee/site representatives’ hotel rooms and tax to be master-billed to the institution.
All other parties will be responsible for payment on their own. These expenses should be
included as an unbudgeted disbursement on the financial report form. All parties are
responsible for their incidental charges. Officials should not be housed at the same hotel(s)
as participating teams.
Preliminary Rounds. When the officials are determined, the tournament director shall
provide the rooming list to the hotel. It is recommended to lodge the officials in the same
hotel as the NCAA site representative.
Finals. NCAA staff will work in accordance with the host institution and the hotel contact to
determine the appropriate rooming needs for the finals site. The rooming list, which will be
approved and submitted by the NCAA, will include the key officials, NCAA committee and
staff, and any other necessary parties.
Hotels.
Preliminary Rounds. Hosts are required to secure hotel rooms for eight participating
student-athletes and one additional non-athlete for all participating institutions.
Finals. A recommended number of hotel rooms to be reserved for the finals site are listed
in the chart below. The figures indicated are approximate numbers.
Day/Date Sun Mon Tues Wed Thurs Fri Sat Sun Mon
Teams/Ind 24 48 48 48 60 60 30 12 c/o
Headquarters 5 5 5 5 5 5 5 5 c/o
Officials 0 6 12 12 12 12 6 2 c/o
Total 29 59 65 65 77 77 41 19 0
SECTION 13 – Meetings/Schedule of Events
Administrative Meeting.
At all championship sites, the games committee will conduct a mandatory administrative
meeting before competition begins to review championship matters. It is mandatory that
each head coach attend the meeting. At the finals site, the mandatory administrative
coaches meeting will be held for teams on the Monday prior to competition. For the
individual championships, the meeting will be held Thursday night prior to the
championships.
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NCAA Representatives.
The NCAA site representatives at each site will meet before competition begins with the
tournament director, media coordinator, and facility manager. If requested by the site
representative, additional personnel may participate. The NCAA staff will provide the site
representative and the tournament director with a checklist to review with coaches during
the administrative meeting.
Officials.
A meeting with all officials and the NCAA committee/site representative should be
scheduled to review procedures, scoring system, handling of appeals, etc. The officials
meeting should not be conducted the day prior to the competition, inasmuch as some
officials would be required to remain overnight an additional night. However, the head
referee should be advised that his or her attendance at the coaches administrative meeting
is mandatory.
Schedule of Events.
The men’s or women’s tennis committee will approve the schedule of events for all rounds
of competition.
Teleconferences.
Championship hosts are required to participate in teleconferences with the NCAA
committee and participating institutions prior to the championships.
Preliminary rounds. The men’s and women’s tennis committee, all preliminary round
hosts and all NCAA site representatives will conduct a teleconference at 11 a.m. Eastern
time on Tuesday, May 11 to discuss championship administration. Each preliminary-
round host will conduct a separate call with coaches and administrators of institutions
participating at their site on May 11. The women’s hosts will hold their calls at 1 p.m.
Eastern time and the men’s hosts will hold their calls at 2 p.m. Eastern time.
Finals. In addition to calls scheduled with the committee periodically throughout the
season, the finals host will also participate in teleconferences involving the committee,
NCAA staff, and participating coaches and administrators once the final teams have
been determined. The teleconference for all team participants will be held on Tuesday,
May 18 (11 a.m. Eastern time for women, 1 p.m. Eastern time for men) and the call for
all individual participants will be on Wednesday, May 18 (11 a.m. Eastern time for
women, 1 p.m. Eastern time for men).
SECTION 14 – Media/Credentials
Credentials.
Preliminary Rounds. First-, second- and third-round hosts will be responsible for printing
and distributing credentials for the matches as necessary.
Finals. The NCAA will print and send to the host institution all credentials for participating
teams and individuals, coaches and administrators, media, NCAA committee members,
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officials and other tournament personnel, as necessary. Credentials will be distributed by
the NCAA staff and committee to each participating institution at registration the day prior
to the start of competition. Credentials are not transferable.
Gambling. NCAA policy prohibits the issuance of media 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 Championships competition are
subject to the Association’s enforcement procedures if the media coordinator disregards
this policy.
Issuance of Credentials. Working credentials shall not be mailed. The media coordinator
shall issue media credentials on an individual basis. Credentials may be issued to the
following:
Participants. Each institution participating in the finals of the team championships
will receive eight (9) credentials, eight for student-athletes and one for a non-
athlete. All individuals participating in the championships will receive one credential
for themselves and one for a coach.
Officials. All officials working the championships shall receive a credential.
Credentials are not transferable.
Drug-Testing Team. In the event of drug testing, plastic credential badges will be
issued for the drug-testing team by The Center staff. Individuals serving in this
capacity will be identified for the tournament director at each site by the national
office staff.
Tournament Staff. All tournament personnel will be issued credentials. The NCAA
championships manager will contact the host institution regarding the numbers of
credentials needed for all groups, as well as the names for any pre-printed
credentials.
NCAA Committee and Staff. The men’s or women’s tennis committees and all
NCAA staff will be provided with pre-printed credentials, to be distributed by the
championships manager on site.
Personnel. Each host SID is responsible for organizing workers to assist in the press
operation of the championships. The number of workers will depend upon the media
demand for the championships. Communication with the media coordinator and the SID's
knowledge of the area media will help with advance planning. Such duties as press runners,
quote takers, stat crews, copy machine personnel, fax machine operators, etc., should all be
coordinated with the tournament director and media coordinator.
Printing. The NCAA will distribute credential boards, print photography policies, news film
and mini-camera policies, and the following types of credentials:
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1. Tournament Staff 4. Officials
2. Media 5. NCAA Staff
3. Participant 6. NCAA Committee
Credential types and numbers can be adjusted based on host needs.
Photography. Refer to Appendix D for the print photography policies.
Press. For any questions regarding media criteria, please contact the NCAA championships
manager.
Radio Not Providing Play-by-Play. Each station or network will be limited to one credential.
Radio Providing Play-by-Play. Credentials may be provided to the number of individuals
required by a station or network to originate matches during the regular season. However,
in no case may more than four credentials be provided for any single station/network.
Broadcasts of any championship match must conform to the general broadcasting policies
established by the Association.
For the radio agreement form, and radio and Internet policy, refer to the NCAA Broadcast
Manual (ncaa.org/media & events/broadcasting).
Volunteers. It is not permissible to issue credentials to volunteer workers except for those
directly involved in event management.
Hospitality.
Limited media hospitality is encouraged, and media coordinators are responsible for
coordinating media hospitality functions. Accordingly, disbursements for these items shall
be guided by the budget that was originally submitted by the tournament director and
approved by the committee. Budgets cannot be changed without the prior approval of the
committee.
Live Scoring.
Refer to the NCAA Broadcast Manual at www.ncaa.com/broadcast.
Mini-Cams and News Film.
If a match is televised, only the station that has purchased rights may film match action.
Media coordinators shall designate an area near the dressing rooms or interview room
where video distribution facilities will be placed. For mini-cam and news film photography
policies, refer to the NCAA Broadcast Manual.
News Conferences.
The media coordinator shall have the authority to designate and require any student-
athlete to attend a news conference scheduled before or after any round of competition at
the finals site. Each participating institution shall make student-athletes available at all
scheduled news conferences.
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Staffing. The media coordinator shall appoint a moderator for the news conference. The
media coordinator must monitor the schedules closely to ensure success. The media
coordinator shall identify a moderator. Individuals also shall be assigned to escort the
coaches and student-athletes to the interview room to ensure that all representatives
arrive at each news conference at the scheduled time.
Parking.
Designated media parking is preferred. It is the responsibility of the media coordinator to
design and print parking passes, if necessary.
Post-competition Interviews.
Immediately after the awards ceremony, an interview area should be open to all certified
members of the news media. Requests by the media for interviews throughout the
competition must be directed to the host media coordinator. All coaches and student-
athletes must be made available for post-competition interviews. Failure to do so may
result in possible misconduct, as determined by the respective sport committee.
Interview Availability. Participating student-athletes and coaches should be available
for interviews following a 10-minute cooling-off period. The cooling-off period begins
when the match reaches decision.
Equipment. The host institution shall provide all the necessary equipment
(microphones, mult box, adequate lighting) for interviews.
Facility Coordinator. Host media coordinators must designate an interview room at
the facility and an individual to coordinate the activities in it.
Moderator. The media coordinator shall identify a moderator for each news
conference who shall keep the conference moving on schedule.
Obligation of Coach. Regardless of any personal regular-season radio or television
contract(s), the coach first is obligated to the entire media staffing the tournament
and must report to the interview room immediately after the 10-minute cooling-off
period expires. The coach cannot delay a post match interview with the covering
media to conduct a program for a single newspaper, radio or television reporter
unless requested to grant a short interview (not to exceed four minutes) by the
television network that has purchased rights. (The media coordinator or designee
shall have the responsibility to terminate the four-minute interview period, not the
network that has purchased rights.) After fulfilling this commitment to the media
staffing the tournament, the coach and student-athletes may participate in a special
interview.
Quotes. Typed quotes shall be distributed to the media immediately following each
news conference. It is recommended that one person be assigned to each team so
that news conferences are covered in their entirety.
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Security.
Security personnel should be instructed to protect the press conferences and working press
areas, especially before and after each match, and to limit access in all restricted areas to
individuals wearing credentials. It is incumbent on the media coordinator to emphasize the
necessity to protect the courtside media areas from the fans, and to encourage the security
supervisor to designate additional personnel to staff this area before and after each match.
Team Films/Videotapes.
Each participating team is permitted to tape all matches at the site at which it is
participating with a single camera and one person (videotape or film). The team
representative is not permitted to have an assistant during filming/videotaping.
Noncommercial Usage. Films or videotapes of any of the games of the championship
procured by any participating institution, whether filmed or videotaped by the
institution or received from NCAA Productions, may be performed freely for the
institution’s own noncommercial purposes (not including television broadcast), but
only with the advance written consent of the NCAA, may they be performed, repro-
duced or distributed for television purposes or other commercial purposes.
Restricted Space. On completion of the match being filmed/videotaped, the
representative will be required to immediately depart the area in order for other
videographers to establish their shooting positions.
Working Press Room.
The media coordinator is responsible for the working pressroom at the arena.
Equipment. It is desirable to have facsimile machines and operators available for
faxing. The fax machines should not be located in the interview area. In addition,
appropriate access (wired or wireless) should be installed for transmitting
information.
Individual Telephones. Individual media representatives may order telephones at the
media outlet’s expense. Media coordinators shall coordinate these orders according
to host institution/conference or facility policy.
SID Needs. The media coordinator shall contact each SID representing a participating
team at the site and request a shipment of media guides, statistics and other updated
information to place in the pressroom prior to team arrival.
Copier. One photocopy machine with capabilities for reproducing statistics and other
material on bond paper with a minimum per copy speed of 75 per minute. The facility
will be responsible for the installation, service costs and paper for these machines for
the tournament. Each machine will also include a collator and automatic stapler, with
an additional collator available capable of handling 12 separate sheets of paper.
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Telephones. At each site, telephones may be installed in the designated working
pressroom as a championship expense. These phones, with direct-dial access, should
be limited to credit card, toll-free or incoming calls. The media coordinator shall
determine the number of telephones required by evaluating the number of press
credentials.
Computer Ethernet. At each site there should be a minimum of 2 ethernet
connections or wireless (preferred) access.
Printers. At least one high-speed printer shall be available in the media area.
SECTION 15 – Medical Procedures
Medical Procedures.
Each scheduled practice and contest requires (a) the on-site presence of a person qualified
and delegated to render emergency care to a stricken participant; (b) planned access to a
physician for prompt medical evaluation of the situation, when warranted; (c) 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; (d)
access to a working telephone or other telecommunications device; and (e) a thorough
understanding by all parties, including the leadership of the visiting teams, of the personnel
and procedures associated with the emergency-care plan. The entire athletics staff
(coaching, medical and paramedical personnel) is strongly encouraged to become proficient
in cardiopulmonary resuscitation techniques. The host institution must provide standard
procedures and equipment for handling injuries involving blood.
SECTION 16 – Merchandise
Event merchandising policies are included in the Championships Promotions Playbook. Once
you are on the Playbook page, scroll down and click on the Corporate Alliances, Local
Contributors and Licensees heading.
Exclusive Rights.
The NCAA retains the exclusive right to sell souvenir products at all rounds and sites of all
NCAA Championships. Any merchandise or material bearing any name, logo, trademarks or
service marks of the Association that is sold or distributed at an event sponsored or
administered by the Association must have the prior approval of the NCAA. No such
merchandise or material will be sold by anyone except as designated by the NCAA. For
NCAA event merchandising policies and an official licensee list, go to section 8 of the NCAA
Championships Promotional Manual.
Team Orders.
Once participants are selected, a memo will be sent to each institution with information on
how to pre-order championships apparel. Orders will be shipped directly to the institution.
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SECTION 17 – Officials
Head Referee.
One head referee shall be hired for each preliminary round, subject to the approval of the
men’s or women’s tennis committees. For the finals site, the head referee will be assigned
by the men’s or women’s tennis committees, in conjunction with the host institution. The
head referee’s responsibilities include the following:
1. Ensuring that the championships are conducted according to the rules of the United
States Tennis Association (USTA), as modified by the Intercollegiate Tennis
Association (ITA) and the committee;
2. Ruling on defaults, whether having to do with tardiness or improper conduct;
3. Assisting in the scheduling of matches and termination of play due to weather or
darkness;
4. Rendering those decisions necessary to ensure the proper conduct and operation of
the championships;
5. Meeting with the games committee, coaches and other designated personnel.
The head referee works in accordance with the national committee, and should discuss all
matters with the committee or on-site NCAA representative before making an official
decision.
Number of Officials.
Preliminary Rounds. A minimum or four roving umpires shall be secured for all preliminary
rounds, and every effort should be made to have solo umpires for each preliminary round
match as well. Preliminary round hosts should send their list of officials for approval to the
NCAA championships manager by 3 p.m. Eastern time, Tuesday, May 11. For preliminary
rounds, officiating costs should not exceed $1,340 if using four roving umpires and $2,010
if using 6 umpires, excluding per diem, travel and hotel (if necessary). See page 30 for a
breakdown of fees and expenses.
Finals. Once a head referee is determined for the finals site, the host institution, head
referee and men’s or women’s tennis committees will work together to assign all additional
officials. Solo chair umpires shall be available for each match at the championship finals.
Once all officials have been assigned to the championships finals, the head referee should
create a schedule detailing which officials work each match for every day of the
championships.
Reimbursement for officials' match fees, per diem and transportation expenses should be
mailed to the officials within 10 days after the competition or, if payment can be processed
prior to their departure, given to the committee member to distribute.
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Confidentiality.
Participating coaches will be advised of the officials assigned to their competitions at the
administrative meeting. The NCAA site representative will meet with the officials
(separately from the administrative meeting) to review their responsibilities, administer the
officials' fees and expense forms, and distribute the NCAA patches. The committee
member will give the expense forms to the tournament director to be kept on file. Officials’
expenses will be submitted on the financial report in the unbudgeted disbursements
section.
Communication.
Once officials have been approved for all rounds of competition, host institutions should
contact all officials to discuss:
Travel plans;
Responsibilities of officials;
Payment policies;
Hotel reservations (if applicable);
Time and site of officials meeting and coaches meeting (attendance required);
Championships format;
Contact information for key personnel; and
Any other matters relevant to officials.
Preliminary round hosts should contact officials immediately after approval by the NCAA.
The finals site host should work with all officials to develop a detailed work schedule for the
team and individual championships.
Fees and Expenses.
The tournament director is responsible for paying the officials’ fees and expenses, which
will then be submitted on the financial report for reimbursement by the NCAA. Each official
should complete the NCAA Statement of Officials Expense Form (Appendix E) and return
the form to the host institution. It is not necessary to submit the expense forms to the
NCAA national office, but forms should be kept on file in case there are any questions about
officials’ expenses. Only key officials will be reimbursed for working the championships.
Fees. Officials’ fees are outlined below. Hosts are required to document the officials’
schedule each day.
$1,000 for the head referee of the finals site (excludes per diem, travel and hotel);
$85 for an official assigned to work one match in a single day during first-, second-
or third-round competition;
$125 for officials assigned to work two matches in a single day during first-, second-
or third-round competition;
$85 for officials assigned to work one match during the championships finals;
$130 for officials assigned to work more than one match in a single day during the
championship finals; and
30
*For preliminary rounds, officiating costs should not exceed $1,340 if using 4 roving
umpires, and $2,010 if using 6 umpires (excluding per diem, travel and hotel if necessary).
Lodging. It is encouraged to secure local officials for the championships; however, the hotel
expenses (excluding incidentals) for officials required to stay overnight at the
championships site shall be paid by the host institution. The host institution will be
reimbursed by the NCAA for these expenses.
Per Diem. Officials and will receive $45 per diem for meals and incidentals for each day
they work the championships. A record should be kept of which days each official works.
Transportation. It is encouraged to secure local officials for the championships; however,
officials required to travel shall be reimbursed 50 cents per mile round trip not to exceed
$500 from their home to the host site. Mileage expenses incurred while on site will not be
reimbursed. Parking should be made available for all officials.
Hotel.
Officials’ hotel rooms and tax should be billed to the host institution; the officials are
responsible for incidental charges. The host institution will then file these expenses on the
financial report form after the competition. [Also refer to Game Officials’ Hotel, Section 8.]
The officials should be housed in the same hotel as the NCAA representatives and may not
be housed with the teams.
Meetings.
All officials are required to attend the officials meeting prior to the conduct of the
competition. The officials meeting will take place on the morning of the first day of
competition for all rounds of team competition. The officials meeting for the individual
championships will be held the night prior to the first day of competition (typically
Thursday).
Uniform.
Championships officials must be identified properly and dressed in appropriate attire for
tournament competition.
SECTION 18 – Participant Information
Local Transportation for Teams.
Transportation arrangements to and from the championships site shall be arranged by the
competing institutions; however, the host institution is urged to assist each team in
arranging for local transportation.
Parking. Parking information should be sent to all participants with an indication of how to
obtain parking permits when they arrive on site. A designated, secure area for team
vehicles, as well as committee and officials parking, should be provided.
31
Participant Manual.
Preliminary Rounds. Institutions that are notified of their selection as a preliminary-round
host must immediately produce an informational packet to be distributed to all teams
participating at their respective site. The participant manual should be e-mailed to all
participating coaches and administrators and NCAA staff, as well as posted on the host Web
site. Information that should be included in participant manuals is listed below.
Tournament personnel contact information
NCAA site representative contact information
Schedule of events
Administrative meeting information
Facility information
Hotel information for participating teams
Hotel listing for the general public
Directions to competition facility, hotel, etc.
Parking instructions
Local restaurants, entertainment, etc.
Any other relevant information
Finals. The NCAA, in accordance with the host institution, shall make available a participant
manual to all schools participating at the final site of competition. The manual shall provide
details for the championships and will be posted NCAA championships Web site.
The host institution should send a draft of the participant manual to the NCAA for review
by March 1. The NCAA shall provide comments regarding the draft manual by March 15.
Once teams participating in the finals site have been determined, the manual should be e-
mailed to coaches and administrators of all participating institutions and individuals. The
host should not distribute or post the participant manual until approved by the NCAA. The
NCAA will send each host a sample participant manual.
Web site.
The participant manual and all other information relevant to the championships will be
posted to the Web site designed by the NCAA (finals only). Hosts should send the following
information, as soon as it becomes available, to Kristen Jacob (kjacob@ncaa.org) and Eric
Mirlis (emirlis@cbs.com), to be posted on the designated Web site:
Schedule of Events
Ticket Info
Picture of the city/venue
Facility diagrams/maps
Host information (logo and blurb on the organization)
Restaurant/hotel guide
Any kind of fan fest/community involvement info
Participant Manual
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Regional hosts should post the participant manual and all other relevant information to the
host’s Web site. Web sites must be approved by the NCAA before they go live.
SECTION 19 – Promotions and Marketing
The NCAA will continue with online promotional assistance for championship hosts. As a host
institution, you WILL NOT receive any promotional materials, e.g., posters, flyers and print ads
from the national office. You may, however, customize and download all the necessary
artwork for the championships from the promotions Web site. Television and radio spots are
also available through the Web site.
Each NCAA Championships host promotions/marketing contact and tournament director will
receive an e-mail with the promotional materials Web site address, username, password and
specific promotional budget allocated for the championships you are hosting. The
reimbursement amount is separate from the marketing/promotions budget allocated by host
institutions through the championship bid process. Please contact The NCAA at
ncaachampspromotions@ncaa.org if you are unable to locate this e-mail.
Promotional Products.
No cost downloadable artwork items available on the Web site include:
Poster
Flyer
Print Ad
E-mail blast
Banner
Web Banner
Billboard
Table Tent
Television/Video and Radio Ticket Spots.
The NCAA has developed several platforms for effectively promoting NCAA Championships.
One of these platforms is technology. This online promotional Web site allows
championship hosts to download video and radio spots for immediate use. There are
several file options to choose from which will cover a variety of needs. The video and radio
spots can be easily uploaded to Web sites, burned onto discs, used on video boards, or sent
via e-mail.
:30 Video/TV Spot
The NCAA will create video/television spots for all predetermined championship sites
that are not sold out.
The online video spot is not intended to be used for television; however, the quality of
the video spot allows for use on Web sites and video boards. If you would like to order a
television broadcast quality version of your spot (BETA tape), please contact Kelly Biggs
via e-mail or telephone 317/917-6222. Please be sure to provide Kelly with your name,
telephone number and physical shipping address.
Three file formats are available for download: QuickTime, Real Player and Windows
Media.
33
The video spots are also posted on the NCAA YouTube channel which can be accessed at
www.youtube.com/ncaa.
:30 Radio Spot
The NCAA will provide radio spot for all predetermined championship sites that are not
sold out.
The radio spots can be used on radio stations, Web sites, burned onto discs or e-mailed.
The file format available for download is .wav.
Championship Logo.
The official NCAA championship logo is provided so that you may assist the NCAA in publicizing
the championship. The logo should be used as a part of all materials that are produced to
promote the championship. NCAA Championship logos are available online at
www.NCAAlogos.com. Please contact Judy Whittaker at 317/917-6856 to obtain a password or
to answer any questions concerning the NCAA logo library.
Signage.
Each round of every NCAA championship will receive a shipment of official NCAA signage that
helps identify the event as an NCAA championship. The signage includes a quantity of banners
displaying NCAA logos in a variety of sizes. Please see Appendix C for the detailed list of
signage sent to each host.
Possible uses of NCAA signage include displaying it at the championship site, especially in the
competition area within camera angles, and all related championship functions. Signage should
always be displayed during news conferences and banquets.
NCAA-produced signage materials may be reused at other championships. Before discarding
materials, please check with an NCAA championships representative. Materials containing
NCAA marks and logos may not be sold.
Host Responsibilities.
The NCAA championships promotions assistance program is designed to help host
institutions generate awareness and promote the NCAA Championships. The materials
from the NCAA are by no means intended to be used as the sole promotion for the
championships. They are to be implemented as part of the host institution’s championship
promotions program.
Banners.
All commercial identification within the competition area must be covered. Any signage
promoting alcohol, tobacco or gambling must also be covered.
Materials Sent to High Schools.
Per Bylaw 13.4.4.3, an institution hosting an NCAA or conference championship may
provide a poster promoting the championship and send it to a high school coach and/or his
or her educational institution. It is not permissible to send such a poster to a prospective
student-athlete.
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Promotional Ideas.
Following are ideas to stimulate host institutions’ thoughts in planning their promotional
strategies to generate community awareness and support:
Advertising. Plan an advertising campaign to be implemented during the final weeks prior
to the championships, with increased advertising during the final few days. Give
consideration to the following media:
* Newspapers. Alternate morning and evening papers in the metropolitan area as
well as surrounding communities. Be sure to include specific information about how
to obtain tickets.
* Radio and Television. If your budget prohibits purchasing, attempt to solicit
promotional messages as free public service announcements.
* Banners. Hang at key intersections of the city and on your campus.
* Billboards. Display throughout the city if they are considered to be an effective
advertising medium in your area.
* Electronic Message Boards. Run championship information on electronic message
boards on campus and around town.
“Buddy” System. Encourage booster and/or alumni groups on campus not only to purchase
tickets for themselves, but also to sponsor another person or group to attend the
championship (e.g., Girl Scouts, Boy Scouts, underprivileged children, etc.).
Conference Office Involvement. Make sure ticket order forms and information are available
through the nearest conference office and enlist its assistance in promoting the
championships through its releases, newsletters, clinics, conference meetings, etc.
Corporate Sales. Establish a program to solicit corporate ticket sales. A committee could
be set up to personally solicit each business in the city to encourage the purchase of blocks
of tickets for employees, underprivileged children or other citizens.
Fax Cover Page. Include championship information on your athletics department's fax
cover page.
Fliers. Send ticket fliers and cover letters to:
* Booster club members.
* Season ticket holders.
* Previous year’s postseason competition ticket holders, if applicable.
* Local chamber of commerce and merchants.
* Faculty, staff and students.
* Local USA Track & Field youth clubs.
35
* State high school and junior college coaches associations.
* Conference offices.
Grade School Involvement. Plan activities to involve grade school students in the
promotion of the championships (e.g., conduct an art contest welcoming the
championships and display the art in the airport the week of the championships; award two
tickets to the winning artist).
Internet. Provide championships information on your institution's page on the Internet.
Mailings to Ticket Holders. Include notice of the championships on all lists and mailings to
your institution’s regular-season events (both athletics and general) and on athletics
department answering service recordings.
NCAA Corporate Partners. Enlist the cooperation and support of the affiliates of NCAA
corporate partners in the area to purchase tickets to be used for promotion of the
championship.
“NCAA Week”. Request your community to declare “NCAA Championship Week” prior to
the championship. Information could be distributed at different locations throughout the
city in conjunction with the declaration.
Promotion at Home Events. Promote the championship at all home men’s and women’s
athletics events on the scoreboard/message board and public-address system. Use PSAs on
local radio broadcasts and telecasts of other institutional sporting events
Public Speaking. Establish community support by:
* Obtaining the support of key political and corporate leaders.
* Arranging speaking engagements by coaches and athletics department personnel at
chamber of commerce meetings, booster-club meetings, etc.
* Arranging radio and television appearances by campus or local “personalities” to
promote the championship.
Radio/Television Promotions. Purchase tickets to be used as trade-outs for promotional
spots on local radio and television stations.
Speaker’s Bureau. Establish a speaker’s bureau through the chamber of commerce through
which leaders of service organizations would be encouraged to invite someone from the
athletics department to speak about the championship.
Street-Pole Banners. The NCAA will offer the opportunity, on request, to its corporate
partners to include their logos on the official street-pole banners and will coordinate this
activity with the organizing committee and partners.
Student Involvement. Direct promotional efforts to student organizations on campus and
faculty and staff; enlist student organizations to help sell ticket blocks. Visit dormitories,
36
fraternities and sororities and organize a contest among them to sell tickets.
Ticket Donations. Distribute a mailing to the parks and recreation department participants
in the city soliciting donations for the purchase of tickets for children who participate in the
recreational programs.
SECTION 20 – Practices
The host institution shall provide practice facilities and monitor a sign-up system throughout
the tournament. Each coach shall be responsible for signing up his or her team for practice
times. Practice schedules should be rotated whenever possible to permit participants in the
team championship to practice in each battery of courts. Practice will not be allowed on the
competition courts until one day before competition begins. The host institution’s team will be
exempt from this policy, provided the championships are conducted on the institution’s home
courts.
Alternate Practice Site.
The host institution is not obligated to arrange for an alternate practice facility for
participants in the event they arrive early. Practice at an alternate site is permissible, but
the visiting teams/individuals are responsible for making these arrangements themselves.
Squad Size.
All teams are limited to eight (8) student-athletes in uniform. Remaining team members
may wear team warm-up, but must keep it on for duration of match.
SECTION 21 – Programs
The NCAA has the exclusive right to distribute the game programs during the championships.
The facility shall sell the programs delivered to it by the NCAA at all public practices and on
each day of competition. The facility shall provide all vendors.
IMG College will be responsible for all program production including layout and design,
advertising, printing, vending and distribution to the championship sites. All items will be
reviewed and approved by the NCAA. The championships host does not need to include
expenses or revenues for programs in the proposed championship budget.
IMG College will be responsible for publishing the official game program for the championships.
A representative of IMG College will contact the media coordinator. IMG College will contract
with a representative in each host city to sell local advertising, and will contact the tournament
director for references.
In addition, IMG College will:
1. Send NCAA advertising guidelines as needed.
2. Contact the appropriate sports information director to obtain the required team
information.
37
3. Handle vending and distribution of the programs. A representative of IMG College will
contact the championships host with additional information.
LOC Pages. The host institution will be contacted by a representative of IMG College about
their pages in the championship program. IMG College will contact individuals who are listed
on the institution’s key contact form.
Complimentary Programs.
Preliminary Rounds. Each team shall receive 9 programs.
Finals. Each institution shall receive 9 complimentary programs, and each individual will
receive 2 programs.
Media. An allotment of game programs will be available for the media. Game programs
shall be distributed to individuals seated on press row immediately before the start of the
championships.
Receipts.
Program receipts should not be included with the championship income. This revenue
should be sent immediately following the competition to Operations Manager, IMG College
(904 North Broadway, Lexington, Kentucky 40505; 859/226-4556).
SECTION 22 – Security
Crowd Control.
The tournament director must review crowd control policies with the committee liaisons
and is responsible for strict enforcement of these policies. The following crowd control
statement should be read by the public address announcer prior to the start of the event.
"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 comments or other intimidating actions directed at officials,
student-athletes, 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 is prohibited."
Personnel
Adequate uniformed security (not necessarily uniformed police) must be provided for the
participant seating area, officials' locker rooms, press conferences and working press areas,
post-match interview room, hospitality areas and any other area for which a credential is
required or where crowd control is necessary. The committee representative will discuss
with the tournament director specific plans in this regard (e.g., number of security
personnel necessary in each area). The tournament director is responsible for reviewing all
credentials with security personnel.
Emergency Plans. Facility management must have specific written policies and
procedures outlining the facility’s emergency/evacuation plans and plans for
38
assignment of security officers in and around the competition site. The committee
and tournament director should meet with security personnel to discuss existing
security procedures and review potential security threats, review the facility to
determine potential security problems, and discuss the emergency/evacuation plan.
Local Spokesperson. The host institution, working with facility management and
Federal, state, county and city law-enforcement agencies, shall designate one
individual to coordinate security efforts and serve as a local spokesperson during an
emergency.
Non-permissible Items.
The tournament director and facility staff are responsible for enforcing the NCAA's policies
described on each ticket back or distributed at the point of purchase. The facility shall
encourage patrons to return non-permissible items to their automobiles. Also, an area shall
be established for the checking and securing of such articles at the patron's expense.
Laser Pointers. Laser pointers are not permitted.
Noisemakers. Artificial noisemakers of any kind, megaphones used for distraction, air horns,
electronic instruments, inflatable noisemakers, etc., are not permissible. The facility staff is
responsible for confiscating prohibited items at the entrance points or removing such items
from the facility. Megaphones may be used for voice amplification, but they shall not be
used as a distraction.
Spectator Photography/Video Cameras.
Flash photography is prohibited; however, video cameras are permissible by spectators.
Fans must remain in their seats and not obstruct others’ view and are not allowed
courtside.
Distribution of Materials.
No person or group may distribute the following materials in the facility or adjacent areas
that fall under the control of the arena management without the advance written
permission of the NCAA: handbills, flyers, newspapers, memorabilia or promotional
materials for other events or activities.
SECTION 23 – Volunteers
It is recommended that the host institution recruit volunteers from the local community to
assist in the preparation and administration of the championships to help alleviate some of the
demands of the administering the event. Volunteers can be assigned to assist with concessions,
merchandise, hospitality, the tournament desk, etc.
The LOC volunteer program should strive to accomplish the following goals:
• Provide an enthusiastic and warm welcome to guests visiting the area;
• Answer questions and provide information to visitors; and
• Contribute to the general aura of excitement surrounding the championships.
39
Recognition.
Upon receipt of a list of key volunteers (maximum of 25 individuals) provided by the LOC,
the NCAA shall prepare an appreciation certificate for each volunteer included on the LOC’s
list. This process may be initiated at any time in order that the certificates may be
presented at a volunteer recognition event.
Waivers.
Each volunteer must sign a waiver of liability before the start of the championships (see
Appendix F). After the championship is completed, please collect all waivers and send them
to the NCAA championship manager, where they will be kept on file for future reference.
40
Appendix A
Appendix A
Appendix A
Appendix A
Appendix A
Appendix A
Appendix B
2010 NCAA DIVISION III WOMEN’S TENNIS
CHAMPIONSHIPS SCHEDULE OF EVENTS
May 25-30, 2010
Battleground Tennis Complex
Fredericksburg, Virginia
MONDAY, MAY 24
9 a.m. – 3 p.m. Registration – UMW Indoor Tennis Center (UTC) (Campus Map- Page 2)
9 a.m. – 3 p.m. Practice Times
4-5 p.m. Mandatory Coaches Meeting – Hilton Garden Inn
6:30 p.m. Team Banquet – UMW Faculty/Staff Dining Room
TUESDAY, MAY 25
8 a.m. Team Picture – UMW Indoor Tennis Center (Campus Map- Page 2)
9 a.m. Meeting with Umpires and Committee
9:30 a.m. Quarterfinal Matches (Top Half of the Draw) – UMW Outdoor Courts
9:30 a.m. Quarterfinal Matches (Top Half of the Draw) – UMW Outdoor Courts
12:50 p.m. Team Picture – UMW Indoor Tennis Center (Campus Map – Page 2)
2 p.m. Quarterfinal Matches (Bottom Half of the Draw) – UMW Outdoor Courts
2 p.m. Quarterfinal Matches (Bottom Half of the Draw) – UMW Outdoor Courts
WEDNESDAY, MAY 26
9 a.m. Semi-Final Match (top half of draw) – UMW Outdoor Courts
2 p.m. Semi-Final Match (bottom half of draw) – UMW Outdoor Courts
THURSDAY, MAY 27
9 a.m. – 3 p.m. Registration for S & D Participants – UMW Indoor Tennis Center (UTC)
9 a.m. – 3 p.m. Practice at UMW Indoor Tennis Center
9 a.m. Team Championship (Third place match] – UMW Outdoor Courts
Awards Presentation – Immediately following the match
1 p.m. Team Championship Final
Awards Presentation – Immediately following the match
7 p.m. Banquet/Awards Presentation – UMW Grand Ballroom (AEC)(Building # 2 on Campus
Map)
9 p.m. Mandatory Coaches Meeting – Hilton Garden Inn
9:30 p.m. ITA Meeting – Hilton Garden Inn
FRIDAY, MAY 28
7:45 a.m. Pictures- Participant(s)/Coach – UMW Indoor Tennis Center (UTC)
9 a.m. Round of 32 Singles – UMW Outdoor Courts
Noon Round of 16 Singles – UMW Outdoor Courts
1:45 p.m. Pictures- Participant(s)/Coach – UMW Indoor Tennis Center (UTC)
3 p.m. Round of 16 Doubles – UMW Outdoor Courts
SATURDAY, MAY 29
9 a.m. Singles Quarterfinals – UMW Outdoor Courts
Noon Singles Semifinals – UMW Outdoor Courts
3 p.m. Doubles Quarterfinals – UMW Outdoor Courts
SUNDAY, MAY 30
Noon Singles Finals – UMW Outdoor Courts
Awards Presentation – Immediately following the match
2 p.m. Doubles Semifinals – UMW Outdoor Courts
4 p.m. Doubles Finals – UMW Outdoor Courts
Awards Presentation – Immediately following the matches
2010 NCAA DIVISION III MEN’S TENNIS
Appendix B
CHAMPIONSHIPS SCHEDULE OF EVENTS
May 25-30, 2010
Oberlin College
Oberlin, Ohio
TENTATIVE
MONDAY, MAY 24
9 a.m. – 5 p.m. Registration and Team Photos
9 a.m. – 5 p.m. Practice
6:30 p.m. Team Banquet
9 p.m. Mandatory Coaches Meeting
TUESDAY, MAY 25
9:15 a.m. Meeting with Umpires and Committee
10 a.m. Quarterfinal Matches (Top Half of Draw)
10 a.m. Quarterfinal Matches (Top Half of Draw)
2 p.m. Quarterfinal Matches (Bottom Half of Draw)
2 p.m. Quarterfinal Matches (Bottom Half of Draw)
WEDNESDAY, MAY 26
1 p.m. Semi-Final Match (Top Half of Draw)
1 p.m. Semi-Final Match (Bottom Half of Draw)
Not Before 4 p.m. Draws for Individual Championships
THURSDAY, MAY 27
9 a.m. – 5 p.m. Registration for Individual Championships and Player / Coach Photos
9 a.m. – 5 p.m. Practice at
Noon Team Championships (Third place match]
Awards Presentation - Immediately following the match
1 p.m. Team Championships Final –
Awards Presentation - Immediately following the match
6:30 p.m. Championships Banquet (Individuals and teams that participated in the semifinals)
9 p.m. Mandatory Coaches Meeting / ITA Meeting
FRIDAY, MAY 28
9 a.m. Round of 32 Singles -
Not Before 1 p.m. Round of 16 Singles -
Not Before 3 p.m. Round of 16 Doubles -
SATURDAY, MAY 29
9 a.m. Singles Quarterfinals
Not Before 1 p.m. Singles Semifinals –
Not Before 2 p.m. Doubles Quarterfinals -
SUNDAY, MAY 30
Noon Singles Final -
Awards Presentation - Immediately following the match
Not Before 1 p.m. Doubles Semifinals -
Not Before 4 p.m. Doubles Final -
Awards Presentation - Immediately following the matches
Appendix C
List of Items Shipped to Host
Shipped by: Item Quantity Estimated Arrival Date
NCAA (Katie Holmes) Wilson Tennis Balls Preliminary rounds – 4 cases for each site; Finals – 12 cases Preliminary rounds – immediately following
selections; Finals – approximately 2-3 weeks
prior to champs
NCAA (Katie Holmes) Wilson Umpire Bags (finals only) TBD Approximately 2-3 weeks prior to champs
NCAA (Katie Holmes) Scorecards Preliminary round – 70 cards; Finals – 150 cards Preliminary rounds – immediately following
selections; Finals – approximately 2-3 weeks
prior to champs
NCAA (Katie Holmes) Patches Per round - One for each official and one for each student-athlete Preliminary rounds – immediately following
(finals only for student-athlete patches) selections; Finals – approximately 2-3 weeks
prior to champs
NCAA (Katie Holmes) Credentials (finals only) Credentials for: participating teams and individuals, coaches and Approximately 2-3 weeks prior to champs
administrators, media, NCAA committee, meet officials and
tournament personnel
NCAA (Katie Holmes) Credential boards (finals only) Approximately 10 Approximately 2 -3 weeks prior to champs
NCAA Table Banner 1 – 27" x 32' Preliminary rounds – immediately following
selections; Finals – will ship on February 26
NCAA Blue Disk logo banner 4 – 46" x 46" Preliminary rounds – immediately following
selections; Finals – will ship on February 26
NCAA NCAA.com banner Preliminary rounds – immediately following
4 (prelim) or 3 (finals) – 6" x 62" selections; Finals – will ship on February 26
NCAA Sport icon banner Preliminary rounds – immediately following
4 – 26" x 62" selections; Finals – will ship on February 26
NCAA RESPECT banner (finals only) Preliminary rounds – immediately following
1 – 26" x 62" selections; Finals – will ship on February 26
NCAA Press conference backdrop 1 – 10' x 20' Preliminary rounds – immediately following
(finals only) selections; Finals – will ship on February 26
NCAA Corporate Champions banners Preliminary rounds – immediately following
(finals only) 2 – 4'h x 12'w selections; Finals – will ship on February 26
NCAA Corporate Champions and Partners Preliminary rounds – immediately following
banners (finals only) 2 – 4'h x 12'w selections; Finals – will ship on February 26
NCAA AT&T Welcome Banners (finals 2 – 3' x 6' or 6' x 3' Preliminary rounds – immediately following
only) selections; Finals – will ship on February 26
MTM Recognition NCAA Official Awards (finals only) 4 team trophies (1st through 4th); 9 individual mini-trophies to each Two weeks prior to champs
2nd, 3rd, and 4th place team; 8 (women) or 9 (men) watches for
national championship team
Event 1 Merchandise Merchandise* Approximate quantities based on previous champs. Preliminary rounds – immediately following
Finals: 160 short sleeve t-shirts (variety); 55 long sleeve t-shirts; 54 selections; Finals – approximately 1-2 weeks
caps prior to champs
Appendix C
Preliminary rounds: 24 short sleeve t-shirts; 9 caps
NCAA Coca-Cola product and equipment DASANI water bottles, Vitamin Water, packets of POWERade Product will arrive approximately 1 week prior
(finals only) powder, cups, coolers and ice chests to champs; sideline equipment (ice chest,
coolers and cups) will arrive approximately 2
weeks prior to champs
NCAA Volunteer/Officials’ Apparel (finals TBD Approximately 3-4 weeks prior to champs
only)
IMG College Programs Preliminary rounds – each team will receive 9 programs, any others Preliminary rounds – immediately following
sent to host are for sale; Finals – each team will receive 9 programs selections; Finals – Wednesday prior to champs
and each individual will receive 2 programs, all others sent to host are
for sale
PPI Sports Student-Athlete Mementos (finals Approximately 122; product determined by host Dependent on host
only)
*Event 1 Merchandise will send a merchandise plan to the specified contact at the finals site two weeks prior to the championships. The plan will outline everything Event 1
is sending, based on size of championship and site. Quantities listed in this chart are based on previous championships.
Appendix D
NCAA Championships Local Photographer Limited License
ll A
This Limited License between ______________________ (“Licensed Photographer” or “Photographer”) and the
National Collegiate Athletic Association (“NCAA”) or its authorized designee (“host/LOC”) shall be in effect for
the (name of NCAA Championship event) __________________________.
NCAA Photos is the official championships photographer for the NCAA, which has the right to sell photographs of
championship activity. NCAAPhotos.com currently provides member institutions, coaches, student-athletes and
their parents’ access to photography online at a discounted rate. Member institutions have full access to the NCAA
photo library found at NCAAphotos.com for non-commercial use (e.g., for year books, on-site banners and posters,
web, media guides, etc.).
In the event that NCAA Photos is not providing a photographer for the championship event, the NCAA in its
discretion may grant a limited license for one selected photographer to shoot and sell photographs under the
specified terms and conditions. With approval of the NCAA, the host/LOC may grant one limited license to a
qualified photographer if a photographer requests a limited license and agrees to meet all terms and conditions
herein. In the event that more than one photographer requests a limited license, the host/LOC shall work with the
NCAA to determine which applicant shall be granted a license. The grant by the NCAA for a photographer to take
photographs is a privilege subject to revocation.
To qualify for the single license that may be granted if NCAA Photos will not be on-site, a photographer must not
be otherwise credentialed for the event or employed by editorial photographers such as newspapers, magazines
and major wire services. The primary purpose is to protect the Association’s intellectual property and to ensure that
student-athletes are protected from entities attempting to exploit their images. Please abide by the following
regulations if you plan to work with any non-editorial or non-NCAA Photos photographers. Please contact Levida
Maxwell, administrative assistant of corporate and broadcast alliances (lmaxwell@ncaa.org, 317/917-6356) with
any questions.
License Terms and Conditions:
1. One (1) qualified photographer who is not affiliated with NCAA Photos may be licensed for the purpose of
taking candid consumer shots at an NCAA championship event, if and only if, the NCAA does not provide an
official photographer from NCAA Photos. NCAA championships administrators, hosts institutions or local
organizing committees may authorize the license, at their discretion. Authorization from host institutions or
local organizing committee is subject to NCAA approval.
2. The licensed photographer may take any number of photos on-site throughout the championship event,
provided they do not interfere with play. Please refer to the NCAA credential policies regarding any
restrictions for where photos may be taken during the event.
3. Printed or electronic photos may be sold on-site at a location within the championship venue determined by
the NCAA. Photos may be sold throughout the championship from ENTER DATES OF THE
CHAMPIONSHIP EVENT under the following conditions:
A. If the NCAA contracts and pays a fee for photography services, the photographer must pay a royalty
equal to seventy percent (70%) of net royalties. Licensed photographer shall perform all services
pursuant to the separate contract;
B. If licensed photographer is willing to provide photographic services to the NCAA at no cost, the
photographer shall pay a royalty equal to fifty percent (50%) of net royalties.
C. Licensed photographer may sell photos online on the photographer’s previously existing professional
photography Web site for a period of 30 days after the conclusion of the event. Royalty percentages
Appendix D
noted above shall remain in effect. The licensed photographer may not allow any third-party retail
operation or Web site, including NCAA member institutions to sell championship photography without
NCAA approval.
D. If the NCAA develops an online photo store, the NCAA has the right to sell any photos taken by
licensed photographer on the online store for an unlimited period of time. Royalty shares shall remain
in effect.
E. Licensed photographer shall provide a royalty report of onsite sales no later than 14 days after the
event. The report should be sent electronically to Levida Maxwell (lmaxwell@ncaa.org). If licensed
photographer intends to sell photos online after the event, a second royalty report shall be sent
immediately following the 30-day window for selling photos through approved distribution.
F. The NCAA will invoice the licensed photographer for the proper percentage of royalties owed to the
NCAA. Licensed photographer shall have 30 days to pay the invoice.
G. After the appointed period, licensed photographer shall make no additional sale of NCAA
championship photographs without advance, written NCAA approval.
4. Licensed photographer must provide an electronic copy of all pictures taken at the championship on CD or
other acceptable media within in 14 days after the event. The photos should be sent to the NCAA national
office (1802 Alonzo Watford Senior Drive, Indianapolis, IN 46204, attention Levida Maxwell, 317/917-
6356). The NCAA reserves the right, and licensed photographer grants the NCAA the unlimited, perpetual
right, to use the photos free of charge for its own editorial and promotional purposes.
5. Printed photos may only be sold for consumer, personal use as a memento of the event, and not to
corporations or individuals who intend to repurpose or resell such photos.
6. Photo orders may be taken by licensed photographer’s order form provided to the host institution and placed
in the team registration packets. Photography order forms may be distributed to student-athletes leading up to
the championship event through the final date of the event. Any sales through these forms are subject to
above-noted royalty percentages.
7. Photos taken by licensed photographer may not, at any time, be sold for commercial purposes of any kind
(e.g., for advertising) or to media entities.
8. Licensed photographer agrees that no rights fees will be charged to consumers for the photos outside the
original sales price of each photo, to be determined by the photographer.
9. Licensed photographer may not claim any relationship to or endorsement by the NCAA and may not use
NCAA trademarks in any way, except as permitted in paragraph 10 or if approved in advance by the NCAA.
10. The only language that may be printed on the actual photo itself is the date of the event and the name of the
participant, if applicable. If the event title is to be used, licensed photographer must use the official NCAA
championship event title, which can be found on NCAA signage, promotional materials and the NCAA event
logo on-site.
11. Photographs taken at NCAA championship event cannot be used in any way to market or advertise the
services of licensed photographer.
12. Licensed photographer is permitted to use one sign or banner to identify the location of the sale of their
photographs and equipment. The location of the signage must be outside of the actual venue or bowl (i.e., on
a concourse not viewable from the seats). The only photography signage permitted in-venue is
NCAAPhotos.com signage. Layouts for such signage must be approved by the NCAA and the championship
host and/or local organizing committee prior to being displayed outside the venue.
Appendix D
13. NCAAPhotos.com has first right to take and sell photos on site. If NCAA Photos is onsite, this license shall
be subject to revocation and no authorization shall exist for the photographer to shoot photos within the
championship venue.
14. The photographer receiving this limited license shall affirm the terms and conditions by signing the document
on the signature field below. The agreement should be sent to Levida Maxwell, administrative assistant of
corporate and broadcast alliances (lmaxwell@ncaa.org, or by fax, 317/917-6807)
15. This license may be modified by the NCAA in its sole discretion at any time. The NCAA shall provide a
copy of modifications to licensed photographer and shall be binding upon them or license shall be revoked.
16. The NCAA reserves the license to revoke photography privileges in its reasonable discretion.
17. The NCAA makes no representations that spectators, participants, or anyone in the venue has granted
permission for photographs of their likenesses to be sold. Licensed photographer assumes all risk associated
with the grant of the license to photograph the championship event.
18. Licensed photographer understands the inherent risk of being in close proximity to athletic contests and
waives any and all liability stemming from injury and/or property damage in conjunction with photography at
an NCAA championship.
19. Nothing is meant to convey employee status on photographer. The grant of photography privileges shall not
be interpreted as a partnership, joint venture, or any recognized association with the NCAA.
Appendix D
The following license is granted for the purposes specified and under the terms and conditions stated herein.
Championship Event:
Championship Round(s):
Date(s) of Championship Event:
Host institution: _____________________________________________________________
Institution Administrator: _____________________________________________________
Title: _______________________________________________________________________
Photographer Name:
Photographer Address:
Photographer E-mail Address:
Photographer Phone Number:
Photographer Web site:
Will photos be sold on-site? Yes No
Will photos be sold online? Yes No
I hereby agree to the terms and conditions as stated in
NCAA Championships Local Photographer Limited License
Signature of institution administrator Date
Signature of photographer Date
Signature of authorized NCAA representative Date
Please e-mail or fax to Levida Maxwell, NCAA
E-mail: lmaxwell@ncaa.org
Fax No. 317/917-6807
Appendix E
National Collegiate Athletic Association
Statement of Officials’ Fees and Expenses
A fee of $______ per person per game, plus travel expenses according to the actual mode of transportation up to commercial
air fare not to exceed coach air fare or 50 cents per mile round-trip, and a per diem shall be paid. Officials shall receive a full
day's per diem for the day of arrival at the championships site, for each day of competition and for the day of departure. If an
official is required to remain overnight, the host institution shall pay for the hotel room and tax (but not incidentals) and be
reimbursed by the NCAA.
Certain items on this statement of expense are considered taxable. This includes fees, honorariums and per diem. If your annual
taxable income from the NCAA exceeds $600, a 1099-MISC form will be issued. This amount should be included on your annual
income tax return. It is the responsibility of the recipient to keep track of un-reimbursed expenses incurred that could
potentially reduce tax liability. Officials should retain original receipts and submit copies of those required for reimbursement.
National Collegiate: ________________________________________________________________________________________________________
(division and sport)
Date (s): _________________________________________________________________________________________________________________
at _______________________________________________________________________________________________________________________
(location)
TRANSPORTATION
From: _______________________________________________________ To: _____________________________________________________
(City, ST) (City, ST)
Car rental (if approved in advance) .............................................................................................................................................. $__________
________ Auto miles at 50 cents per mile round-trip (personal auto) ......................................................................................... $__________
Acct# __.__.__ __ __.__.__ __ __.6607.0000
Subtotal $__________
PER DIEM ALLOWANCE
________ Day(s) at $ 45 per day ........................................................................................................................................... $__________
Acct# __.__.__ __ __.__.__ __ __.6615.0000
FEES
________ Game(s) at $__________ ............................................................................................................................................ $__________
Acct# __.__.__ __ __.__.__ __ __.6614.0000
TOTAL $__________
PRINTED NAME SIGNATURE
STREET ADDRESS SOCIAL SECURITY #
CITY/STATE/ZIP NCAA Approver (Print)
PHONE OR EMAIL NCAA Staff Signature
PLEASE COMPLETE AND RETURN TO THE HOST INSTITUTION'S DIRECTOR OF ATHLETICS, SENIOR WOMAN ATHLETICS
ADMINISTRATOR OR THE SPONSORING AGENCY TO BE ATTACHED TO THE COMPLETED FINANCIAL REPORT. THE HOST
INSTITUTION WILL BE RESPONSIBLE FOR PAYING THE GAME OFFICIALS.
Appendix F
ASSUMPTION OF RISK, RELEASE AND WAIVER OF LIABILITY
AND INDEMNITY AGREEMENT
Event: ___________________________________________________ (the “Event”)
Participant’s Name (Please print): _______________________________ (the “Participant”)
Participant’s Age: _____________
In consideration for permitting Participant to participate as a volunteer in the Event as directed by
the relevant staff, the undersigned, for themselves, and for their respective heirs, personal representatives
and assigns, agree as follows:
Assumption of Risk: The undersigned hereby acknowledge and agree that they understand
the nature of the Event; that Participant is qualified, in good health, and in proper
physical condition to participate therein; that there are certain inherent risks and dangers
associated with the Event; and that, except as expressly set forth herein, they, knowingly
and voluntarily, accept, and assume responsibility for, each of these risks and dangers,
and all other risks and dangers that could arise out of, or occur during, Participant’s
participation in the Event.
Release and Waiver: The undersigned hereby RELEASE, WAIVE, DISCHARGE AND
COVENANT NOT TO SUE the National Collegiate Athletic Association and its member
institutions, the host entities and the host city, and each of them, their officers and
employees, (collectively, the “Releasees”), from and for any liability resulting from any
personal injury, accident or illness (including death), and/or property loss, however
caused, arising from, or in any way related to, Participant’s participation in the Event,
except for those caused by the willful misconduct, gross negligence or intentional torts
of the above parties.
Indemnification and Hold Harmless: The undersigned also hereby agree to INDEMNIFY AND HOLD
the Releasees HARMLESS from any and all claims, actions, suits, procedures, costs, expenses, damages
and liabilities including, but not limited to, attorney’s fees, arising from, or in any way related to,
Participant’s participation in the Event, except for those arising out of the willful misconduct, gross
negligence or intentional torts of the above parties.
Permission to Use Likeness: The undersigned further agree to allow, without compensation,
Participant’s likeness to appear, and to otherwise be used, in material, regardless of media form,
promoting the National Collegiate Athletic Association, and/or its championships, events and activities,
including those of its representatives and licensees.
Severability: The undersigned expressly agree that the foregoing assumption of risk, release and waiver
of liability and indemnity agreement is intended to be as broad and inclusive as is permitted by the law of
the host state and that if any portion thereof is held invalid, it is agreed that the balance shall,
notwithstanding, continue in full legal force and effect.
Acknowledgment of Understanding: The undersigned have read this assumption of risk, release and
waiver of liability and indemnity agreement, and have had the opportunity to ask questions about the
same. The undersigned fully understand this assumption of risk, release and waiver of liability and
Appendix F
indemnity agreement, that the undersigned are giving up substantial rights in connection therewith, and
that its terms are contractual, and not a mere recital. The undersigned acknowledge that they are signing
this agreement freely and voluntarily.
_____________________________________________________
Signature of Participant Date
_____________________________________________________
Signature of Parent/Guardian of Minor Date
_____________________________________________________
Signature of Parent/Guardian of Minor Date
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