"NAIA SOFTBALL NATIONAL CHAMPIONSHIP SITE SURVEY FORM AND OFFICIAL BID The NAIA Softball National Championship is a 32 team pool play into double elimin"
NAIA SOFTBALL NATIONAL CHAMPIONSHIP SITE SURVEY FORM AND OFFICIAL BID The NAIA Softball National Championship is a 32 team, pool play into double-elimination tournament. The following survey is for the purpose of obtaining important information from member institutions and/or community groups expressing an interest in hosting the NAIA Softball National Championship. Information received is used to evaluate facilities and local conditions for prospective host sites. Please complete this bid form as an official application to host the NAIA Softball National Championship and return to the NAIA National Office. Please be advised that after appropriate site visits, a contract shall be offered to the selected site based upon the terms and conditions of this bid. If you have any questions relative to the completion of this bid or about the NAIA Softball National Championship in general, please contact: NAIA National Office Department of Championships 1200 Grand Blvd. Kansas City, MO 64106 (816) 595-8000 main (816) 595-8200 fax I. DESIGNATION OF BID This official bid is submitted by to host the NAIA Softball National Championship, in one or more of the years checked below: 2011 (Dates: May 19-25) 2012 (Dates: May 17-23) II. STATEMENT/ACKNOWLEDGMENT OF EVENT POLICY: The official name of the event shall be the NAIA Softball National Championship and must be conducted under the direct control and supervision of the National Association of Intercollegiate Athletics (NAIA). The NAIA will approve the designation of the host site event chairperson and committees, who will work with the NAIA National Office staff administrator in organizing and conducting the championship. The acceptance of a bid and designation of a host site does not become official until an event contract has been executed between the host and the NAIA. 1 In submitting this bid, the prospective host site agrees to the following NAIA policies by initialing on the line provided in front of each section: A. To indemnify fully and save harmless the NAIA, its officers, agents and employees of and from any and all claims, demands and causes of action, including cost of attorney's fees arising out of anything done or purported to have been done by the host or any of its agents. B. Corporations with business interests beyond the local area of the championship site shall not be solicited for financial support without the prior approval of the NAIA Division of Marketing. Further, businesses or corporations shall not be identified or receive recognition as a "title" sponsor of the championship without prior approval of the NAIA Division of Marketing. C. Alcoholic beverages and tobacco products of any form shall not be advertised, sold, disbursed or brought into the site of the championship event. D. To honor all NAIA membership cards, passes and credentials for admittance to the event. E. The NAIA shall be responsible for any and all negotiations for radio and television rights in consultation with the host, and such rights shall be designated as event income. F. The sale of promotional items denoting "NAIA" or approved complimentary items given to officials and volunteers (i.e, t-shirts, caps, etc.) shall be marketed, sold and/or purchased only by or through an authorized licensee of the NAIA. The host shall prohibit all souvenir and promotional sales at event headquarters and/or the event site that have not been approved by the NAIA. G. The host shall be responsible for conducting an approved NAIA Champions of Character program immediately prior to or during the championship. The Host will work with the NAIA Sport Manager in creating, promoting and coordinating a Champions of Character program/event that will integrate the participating student-athletes/coaches and the local community. III. AT-SITE VISIT GUARANTEE: The prospective host site agrees to the following statement (please initial the line provided): If selected for a site visit, we will provide travel, lodging, and meal expenses for an NAIA representative for the duration of the visit. NOTE: If selected to host event, these expenses will be approved as event expenses. IV. INSTITUTIONAL DATA (if applicable): A. Name of Institution: B. Address: C. Telephone: D. President/CEO: E. Athletics Director: F. Softball Coach: G. Does the institution employ a certified athletic trainer? Yes No H. Does the institution employ a full-time sports information director? Yes No I. Is campus meal service available for teams/officials? Yes No If yes, what would be the cost per day (3 meals)? V. COMMUNITY DATA: A. Host Organization: B. Name of City: Population: Metropolitan Area: 2 C. Primary industry/major corporations: D. Name of closest major airport: Major airlines serving closest airport: Distance from airport to campus: Distance from airport to housing: Distance from airport softball facility: E. Please list major hotels, number of rooms, and current rates: 1. # Rooms Rates 2. # Rooms Rates 3. # Rooms Rates 4. # Rooms Rates 5. # Rooms Rates F. Which hotel is large enough to serve as the headquarters hotel for the national championship, accommodating most or all the teams? G. Average temperature during championship week: Average rainfall during championship week: Average humidity during championship week: Elevation (above sea level): H. Is there a softball association in the community or state from which to obtain volunteers? Yes No I. What service organizations, sports commissions or other civic groups would be willing to assist in the organization and promotion of this event? Please list groups and contact person below: 1. Contact: 2. Contact: 3. Contact: 4. Contact: J. Please list other sports/athletic events this community has hosted in the past: 1. 2. 3. 4. K. Please list any other major events/activities scheduled for the community within 30 days before or after championship week: L. Please check below sources of financial support for an event of this nature: Institutional Funds City/County/State Tourism Grants Corporate Funding City/County Funds Ticket Sales Private Funding Other: VI. STADIUM DATA (Please enclose photos/brochures): A. Name of Stadium: Number of Fields: B. Seating Capacity (main field): Box Seats: Reserve Seats: General Admission: Other: C. Is there an admission charge for games held at this stadium? Yes No If yes, please list below: Box Seats Adults Reserved Seats Students General Admission Children 3 D. Describe the ownership and operation of the stadium: E. Is the stadium lighted? Yes No F. Does the stadium have a protective tarpaulin? Yes No G. Does the stadium have an electronic scoreboard? Yes No H. Does the stadium have a press box? Yes No If yes, what is the seating capacity in the press box? I. Type of playing surface: Infield: Natural Grass Skinned Outfield: Natural Grass Artificial Turf J. Fence Dimensions: Left: Right: Center: Alleys: K. Dugouts: Covered Fenced Other: L. Please list practice fields available, and distance from the stadium: 1. Distance: 2. Distance: 3. Distance: 4. Distance: M. List previous softball tournaments and other special functions held at this stadium: 1. Dates: Attendance: 2. Dates: Attendance: 3. Dates: Attendance: 4. Dates: Attendance: N. Additional site data which would be helpful (Please include a diagram of the facility): VII. FINANCIAL INFORMATION Tournament Income: Tournament income shall be defined as all income derived by the host from ticket sales, program advertising, program sales, concession stand sales/commissions, honorary coach fees, public sale of banquet tickets, parking revenues and approved sponsorships/donations. Tournament Expenses: Tournament expenses authorized by the NAIA to be charged to the tournament budget include any items listed in the Declaration of Authorized Expenses, except those marked complimentary or participant. Any other expenses must receive written approval by the NAIA in order to be charged as authorized expenses to the tournament budget. Declaration of Authorized Expenses: Following is an outline of tournament expenses. Please indicate in the appropriate box next to each category whether the item would be: 1. Complimentary Provided at no charge to the event budget. 2. Tournament Item will be charged to event budget (list projected amount). 3. Participant Item will be expense of participating institutions (list projected amount). A. FACILITY INFORMATION Facility Provide a softball facility that meets the standards and approval of the NAIA with 3-4 primary fields in “cloverleaf” style venue, multiple auxiliary fields, adequate spectator seating, lights, electronic scoreboard, press box, concession stands, restrooms, signs, water coolers, etc. Complimentary Tournament Participant Cost/Comments: 4 Facility Personnel Provide all on-site personnel necessary to conduct the tournament games including ticket sellers and takers, ushers, concession vendors, adequate security, field maintenance crew, and facility liaison. Complimentary Tournament Participant Cost/Comments: Practice Sites Provide a minimum of three practice fields in the immediate area of the stadium complex or easily accessible, meeting the standards and approval of the NAIA. These facilities must be available to schedule team workouts and practice sessions before and during the event. Complimentary Tournament Participant Cost/Comments: Press Box Provide press box personnel necessary for the administration of the games, including public address announcers, scorekeepers, statisticians, scoreboard operators, radio broadcast service coordinator, and personnel to prepare and provide results to media, coaches, etc. Complimentary Tournament Participant Cost/Comments: B. TOURNAMENT SUPPLIES/AWARDS Awards All approved championship awards for the event must be purchased through the NAIA Official Awards provider, Midwest Trophy. Complimentary Tournament Participant Cost/Comments: Program Production of the tournament souvenir program including printing costs and advertising commissions. Complimentary Tournament Participant Cost/Comments: Tickets All costs related to tournament tickets including printing and sales expenses. Complimentary Tournament Participant Cost/Comments: C. GAME PERSONNEL Games Committee Travel, lodging and meals ($30 per diem) for a maximum of four (4) games committee members representing the NAIA-Softball Coaches Association and assigned by the NAIA. Complimentary Tournament Participant Cost/Comments: NAIA Staff Lodging and meals ($30 per diem) for a maximum of two (2) NAIA staff personnel. Complimentary Tournament Participant Cost/Comments: Umpires Travel, lodging, meals ($30 per diem) and game fees for a maximum of twelve (12) umpires and one umpire-in-chief, selected and assigned by the NAIA. Game fees will be at a rate of $60 per game. Umpire-in-chief will be paid an honorarium of $500. Housing should be in complimentary rooms (two per room). Complimentary Tournament Participant Cost/Comments: Photography/ Videotaping Photography and/or videotape personnel assigned to the event for coverage of the banquet, opening ceremonies, the championship game(s) and the award presentations. Provide NAIA with a minimum of 25 photos, sent to the National Office within ten (10) days upon completion of the event. Note: Sale of photos/videotapes to participating teams and the public may be offered at rates approved by the NAIA. Complimentary Tournament Participant Cost/Comments: 5 Athletic Trainers Travel, lodging and meals ($30 per diem) for a maximum of two (2) NATA-certified athletics trainers selected and assigned by the NAIA, and adequate training room supplies. Complimentary Tournament Participant Cost/Comments: D. MISCELLANEOUS Administration Items related directly to the planning and administration of the event including printing (except program/tickets), postage, telephone, office supplies, clerical assistance, copiers, facsimile machines, etc. Complimentary Tournament Participant Cost/Comments: Team Housing Negotiate best possible rates for team housing to include a block of not less than 400 rooms, complimentary suite for NAIA headquarters and complimentary rooms for NAIA committee and officials. Indicate the projected rate and whether the rooms would be complimentary, charged to the tournament budget or be the expense of the participating teams. Complimentary Tournament Participant Cost/Comments: Courtesy Cars Provide a maximum of eight (8) courtesy cars/vans for use by NAIA staff, committee and officials. Vehicles will be assigned by the NAIA sport manager. Complimentary Tournament Participant Cost/Comments: Insurance Spectator liability at a minimum of $1,000,000.00 and related insurance for the facility, naming the NAIA as an “additionally- insured’ party. Complimentary Tournament Participant Cost/Comments: Meetings/Headquarters Provide space on site or nearby the facility for use as Tournament Headquarters with secretarial help, computers, copiers, facsimile (FAX) machines and a minimum of two (2) phone lines. Provide meeting space for NAIA Softball Coaches Association meetings, including seeding, bracketing, business meeting, etc. Complimentary Tournament Participant Cost/Comments: Banquet Opening banquet for all players, coaches and tournament officials on the day before the tournament begins. The official party of 20 for the competing teams and 30 tickets for use by NAIA officials should be guaranteed. Additional tickets may be sold to the public. Complimentary Tournament Participant Cost/Comments: Medical Medical coverage of the event to include a physician and ambulance service on-site or immediately on call throughout the tournament. Complimentary Tournament Participant Cost/Comments: Publicity and Promotion Advance publicity and promotion related to the event to include paid advertising, posters, flyers and related expenses. Complimentary Tournament Participant Cost/Comments: Champions of Character Program/Event Create, promote and coordinate a Champions of Character event which will integrate the participating student-athletes/coaches and the local community. Complimentary Tournament Participant Cost/Comments: 6 VIII. FINANCIAL OPTIONS: Prospective host sites may choose one of the following financial options in bidding for the national tournament. The selected option will be included as part of the event contract once the host site has been selected by the NAIA. A. The Host will guarantee all authorized expenses. If event income exceeds expenses, the net income will be divided with % to the NAIA and % to the Host. (Note: Minimum 50% to NAIA.) B. The Host will guarantee the NAIA the sum of $ . If the event income exceeds expenses, the net income will be divided with % to the NAIA and % to the Host. (Note: Minimum 50% to NAIA.) C. The Host will guarantee the NAIA the sum of $ . If the event income exceeds expenses, the Host will retain a sum equal to the $ guarantee to the NAIA. The remaining income will then be divided with % to the NAIA and % to the Host. (Note: Minimum 50% to NAIA.) D. The Host will guarantee the NAIA the sum of $ . The Host will be responsible for all authorized event expenses and retain all event income. E. Other options may be proposed (please provide a written copy of alternative financial option). Signature Date Title Daytime Telephone Number Institution/Affiliation Evening Telephone Number Email Address Fax Number Return to: NAIA National Office Department of Championships 1200 Grand Blvd. Kansas City, MO 64106 (816) 595-8000 main (816) 595-8200 fax 7