Transcription
BID MANUALFOR THE YEARS 2021 THRU 2024GIRLS’ JUNIOR NATIONAL CHAMPIONSHIPSA PROPERTY OF USA VOLLEYBALLCOPYRIGHT USA VOLLEYBALLREVISED AUGUST 2018
ACKNOWLEDGEMENT & COMMENTARYThis Bid Manual and Bid Application is based on the demands of continued development in managing theongoing growth of the USA Volleyball Girls’ Junior National Championships. This manual was initiatedprimarily to address the needs of all the Junior National Championships events and assure their needs incontinuing the quality and growth each respectively deserve. This Bid Manual and the accompanyingApplication is relevant to the bidding process for the years 2021 through 2024.We wish to acknowledge the contributions of USA Volleyball leadership and staff in helping to compilethis manual.REPRESENTING THE JUNIOR ASSEMBLY:Dave GentileChairREPRESENTING USA VOLLEYBALL STAFFKristy CoxDirector, EventsUSA VolleyballJasmine SappManager, EventsUSA VolleyballBy design, this Bid Manual and Bid Application may require annual review and update to remain current.Comments, suggestions and recommendations are welcome and should be directed to the USAV EventsDepartment at the USA Volleyball Corporate Office in Colorado Springs, CO.Revised: August 2018ii
TABLE OF CONTENTSAcknowledgement & Commentary .iiTable Of Contents . iiiIntroduction .1Bid Manual . 1Bid Application . 1USA Volleyball Girls’ Junior National Championships . 1Features . 1Previous Girls’ Junior National Championships Hosts . 2Future Girls’ Junior National Championships Hosts. 3CHAPTER 1: HOST OBLIGATIONS .4EVENT DATES . 4HOST OBLIGATIONS . 4CHAPTER 2: SITE SELECTION DATES .8Site Selection for Years 2021 thru 2024. 8Site Evaluation Visit . 8Potential Variables . 8CHAPTER 3: HOW THE HOST CITY BENEFITS .9Visitors . 9Economic Impact. 9Recognition and Visibility. 9Publicity and Public Relations . 9Media Exposure . 9Shared Work Experience . 10Revenue Opportunities . 10CHAPTER 4: VENUE REQUIREMENTS . 11Venue . 11Court Arrangement (Refer to Appendix G & H) . 11Playing Surface . 11Courts for Gold Medal (Final) Matches. 12Available Playing Site Hours . 12iii
Storage Facilities and Equipment . 12Venue Support Requirements . 13Championship Desk (Appendix I) . 13Sports Medicine Center . 13Results Area (Appendix J) . 13Photographer Booth (Appendix K) . 14Exposition/Sales Area . 14Officials’ Lounge/Work Room . 14Awards and Registration (Staging) Room . 15Officials Assignor’s Room . 15All-Tournament Selection Committee Room . 15Officials’ Meeting Room . 15Registration Desk (Appendix K) . 15Coaching Education . 15Scorekeeper Clinic & Meeting . 15Comptroller Room . 15Spectator Admission . 15Parking . 15Security . 16Concession Stands . 16Communications . 16Admission Sales/Entry-Exit Control . 16CHAPTER 5: HOUSING/HOTEL REQUIREMENTS . 18. Error! Bookmark not defined.DETAILS FOR ALL HOTELS: . Error! Bookmark not defined.HOUSING - TERMS & CONDITIONS . Error! Bookmark not defined.IMPORTANT: CVB CONFIRMATION OF HOTEL CONCESSIONS . 20CHAPTER 6: HUMAN AND MATERIAL RESOURCES PROVIDED BY THE LOCAL ORGANIZING COMMITTEE. 21Human Resources . 21Maintenance Crews . 22Publicity/Public Relations . 22iv
Local Printing and Copying . 22Material Resources . 22Event Signage. 22Office Supplies/Materials . 23Decorations/Awards Ceremonies . 23Sponsor Signage/Packet Materials/VIK . 23Equipment . 23CHAPTER 7: BID APPLICATION AND SITE SELECTION PROCEDURES . 24Review and Inspection of Bid Manual/Presumption of Responsibility. 24Bidding Schedule . 24Preliminary Steps . 24Pre-Bid Processing . 24Review of Bid . 25Site Evaluation Visit. 25Site Selection. 25Contracts and Agreements . 25Contract Approval . 26Use of Nomenclature/USAV Marks . 26Promotion and Publicity . 26Questions? . 26APPENDIX A – Venue Meeting Room Requirements . 27APPENDIX B – Computer Requirements . 29APPENDIX C – Equipment, Supplies and Services . 31Material Handling Equipment . 31Communication, Office, & Audio/ Visual Equipment . 31Medical Supplies . 31Exposition Services & Drayage . 32Food Services . 32Financial Services . 32APPENDIX D – Printing and Copying Requirements . 33Printing Requirements . 33v
Championship Tournament Program . 33Copying Requirements . 33Schedule Books . 33APPENDIX E – Sample Court Layout . 34APPENDIX F – Championship Court Layout . 35APPENDIX G – Championship Desk Layout . 36Appendix H – Results Station Layout . 37Appendix I – Photographer Booth Layout . 38Appendix J – Medical Trainer Area Layout . 39CROSS-REFERENCES . 39vi
INTRODUCTIONBID MANUALThis manual will familiarize the potential bidder with (1) the United States Volleyball Association (USAV) d.b.a.USA Volleyball, (2) the requirements for hosting a USA Volleyball Girls’ Junior National Championships, and(3) the process for filing a Bid Application. Once a host/city has been awarded the event, this manual can beconverted into a basic planning and operating manual. It can also be a valuable tool for the host in theirplanning efforts and subsequent program operation. It should be noted that while the term “city” is a frequentreferral, the potential host is not limited to city government or specialized organizations.BID APPLICATIONThe Bid Application is the companion document to the Bid Manual. The application is in a questionnaireformat and responds to the requests and requirements outlined in the Bid Manual. In addition to submittalof the Bid Application, prospective hosts are asked to attach other materials and information. These areimportant supplements to the total fact finding process USA Volleyball utilizes to make their best-informeddecision.The United States Olympic Committee (USOC) recognizes USA Volleyball as the National Governing Body(NGB) for the sport of volleyball in the United States. A primary function of the NGB is to conduct nationalevents in its sport. One of these events for USA Volleyball is the Girls’ Junior National Championships (GJNC).It is conducted annually and is held in different regions of the country each year.USA VOLLEYBALL GIRLS’ JUNIOR NATIONAL CHAMPIONSHIPSThis manual is designed for use when bidding for the USAV GJNC.Currently, the USAV GJNC is divided into five (5) categories of competition. The divisions are broken into Open,National, USA, American and Patriot Divisions. Within each division there are single age classificationChampionship Tournaments. Tournaments are offered for each age starting with 11 & Under through 17 &Under. The number of Divisions offered per age group will vary due to interest and projected growth. ContactUSAV for the projected number of Divisions and teams in these Divisions for the year of your bid. The GJNCis played in late June to early July.FEATURES 8-10 days of volleyball activity involving international, national and local volleyball communities. More than 27 National Championship Tournaments featuring the best indoor volleyball athletes in thecountry.A principal goal of site selection is to showcase the sport of volleyball in different regions of the country. Ithas been consistently demonstrated that local and regional volleyball activity has increased significantlyfollowing a USAV Junior National Championships event. Other by-products are an increased awareness andbetter appreciation of volleyball in the local community.Previous hosts are listed on the following page. You will note the rapid growth of the number of entries thathave been realized.USAV Girls’ Junior National Championships Bid Manual –August 2018Page 1
PREVIOUS GIRLS’ JUNIOR NATIONAL CHAMPIONSHIPS HOSTSPrevious HostsYearHost City# of GJNC Teams2018Detroit, Michigan12742017Minneapolis, Minnesota12612016Indianapolis, Indiana12602015New Orleans, Louisiana12782014Minneapolis, Minnesota12362013Dallas, Texas11842012Columbus, Ohio8162011Atlanta, Georgia8082010Reno, Nevada8082009Miami, Florida7882008Dallas, Texas7882007Minneapolis, Minnesota7882006Atlanta, Georgia7562005Salt Lake City, Utah7562004Houston, Texas7242003Atlanta, Georgia5722002Sandy, Utah5722001Sandy, Utah5722000Louisville, Kentucky5761999New Orleans, Louisiana5121998Dallas, Texas5121997Denver, Colorado4001996San Jose, California2971995Orlando, Florida2561994Austin, Texas2551993Kansas City, Missouri2151992Albuquerque, New Mexico1921991Tampa, Florida185(1991 – First year in a Convention Center)USAV Girls’ Junior National Championships Bid Manual –August 2018Page 2
FUTURE GIRLS’ JUNIOR NATIONAL CHAMPIONSHIPS HOSTSFuture HostsYearHost City2019Indianapolis, Indiana2020Dallas, TexasUSAV Girls’ Junior National Championships Bid Manual –August 2018Page 3
CHAPTER 1: HOST OBLIGATIONSEVENT DATESYearGirls’ JNC Preferred DatesMOVE-INCOMPETITIONMOVE-OUT2021June 21 – 24June 25 – July 4July 52022June 21 – 24June 25 – July 4July 52023June 21 – 24June 25 – July 4July 52024June 21 – 24June 25 – July 4July 5The USA Volleyball Girls’ Junior National Championships is a major program of USA Volleyball and currentlyinvolves more than 1270 teams plus spectators. While USA Volleyball will be responsible for actuallyconducting the event, the Host is expected to provide the basic ancillary elements associated with conductingthe championships.It is important that the bidding group is fully aware of the following expectations when considering whetherto host this event. These will be primary issues in the final negotiations, as well as integral components of theoperating agreements.Upon submittal of the bid, USA Volleyball will assume that the bidder and its related partners (such as hotels)have read and fully understand these expectations and are prepared to assume the responsibilities outlinedin this document and the complete Bid Manual.Upon receipt of the Bid Application, and witnessed by an authorized signature, a bid will be considered as an officialinvitation for USA Volleyball to proceed with these assumptions in place.HOST OBLIGATIONSUSAV STAFF SITE VISIT (CHAPTER 7) Up to 2 economy class round trip domestic airfares for USAV Event Department Staff1 full size automobile for use of USAV staff if not chauffeured by hostUp to 2 single rooms for USAV staff3 meals per day for 3 persons or 75 per person, per day, meal per diem.If City is chosen as the host – staff planning visit in the year of event or the fall prior to that year:o Up to 2 economy class round trip domestic airfares for USAV staffo Complimentary housing for a maximum of two days and three nights per visit.VENUE REQUIRMENTS (CHAPTER 4)The Host obligations for the Event Competition Venue are briefly outlined below, and described in more detailin Chapter 4. Such obligations include obtaining bleacher seating, equipment and the following majorrequirements:USAV Girls’ Junior National Championships Bid Manual –August 2018Page 4
HOST will secure at NO COST or a substantially reduced cost to USAV open convention center spacea minimum convention center space of at least 500,000 – 600,000 square feet, depending onbuilding configurations, would be needed for approximately 80 courts. A minimum height from thefloor to the lowest impairment or overhanging obstruction shall be no less than 30 feet. Column-freespace is preferred but columns spaced at 90-foot minimum intervals are acceptable.o Set-up consists of 4 days prior to the first Competition day and tear down can be completedone day following competition. Eight to Ten competition days are needed to conduct theevent, depending on the size of the venue.o A .dwg format floor plan based on the requirements in this document. USA Volleyball (USAV) competition area responsibilities:o Sport Court Flooring for all courts including shipping.o Net Standards and postso Floor Plates (placed within sub floor)o Competition Volleyballso Courtside banner system for Championship Court consisting of USAV Sponsors, and potentiallocal sponsorso Court Divider Netso Other necessary equipment for conducting the competition HOST In-Venue Support Facilities Requirements – All of the following functional areas must have airconditioning, electrical and adequate lighting. Chapter 4 outlines each of the following areas:o Secured storage areaso Championship Desko Sports Medicine Centero Results Areao Photographer Bootho Exposition/ Sales Areao Officials’ Lounge/Work Roomo Registration (Staging) Roomo College Recruiting Services Roomo Officials Assignors’ Roomo All-Tournament Selection Committee Roomo Awards Roomo Officials Meetingo Registration Desko Merchandise Storageo Equipment Storageo Coaches Education Rooms(s)o Scorekeeper Clinic/ Meetingo Comptroller Roomo Spectator Pass Sales AreaHOST Auxiliary Venue Serviceso Parking Complimentary parking for all USAV staff vehicles Reduced rate parking with in and out privileges for all tournament participants. EVENT HOUSING (CHAPTER 5)USAV Girls’ Junior National Championships Bid Manual –August 2018Page 5
USAV will require hotel blocks to accommodate approximately 60,000-70,000 room nights (depending onblock layout and range) for the entire GJNC event. This need should be met using as many hotels as possiblewith a wide range of cost and amenities in the area. Team Travel Source (TTS) will negotiate (with consultationwith USAV) all hotel contracts. Please note the hotel contract terms needed to meet the housing/hotelrequirements of USAV/TTS. Event housing needs are outlined in further detail in Chapter 5 and in the HousingRFP documents provided with this manual.HUMAN RESOURCES & EVENT STAFFING (CHAPTER 6) HOST Pre- and Post- Event Support Staff Requirementso Host Services Coordinatoro Venue Coordinatoro Publicity and Public RelationsHOST During Event Support Staffing (requested not required)oo Security, police and door guards, ushers, and other auxiliary staff required by the venue.o Equipment Committee Staff assistance USAV prefers for assistance from the local Fire Department in filling of water barrelsfor the competition. If this is not possible, USAV requests complimentary water hookups at the competition venue on set-up days.o Maintenance Crews 4-8 persons to clean the courts following competition each dayUSAV Staff Requirements (Provided by USAV)o Independent Contractors Event Arbitrators- Resolves conflicts and eligibility issues from the time teams arrive until theydepart the city. Officials Scorekeeper Monitors Equipment Committee Chair and Staff Championship Registration Awards All-Tournament Spectator Pass Sellers College Recruiter ResourcesREVENUE, ADVERTISING, PROMOTION & SPONSORSHIP HOST shall retain 100% of local sponsorship subject to USAV approval and not in conflict with USAVsponsors, parking, arena concessions etc. Local sponsors can be incorporated into courtside bannersystem (cost of banner(s) production to be paid by host), players’ packets, PA announcements, etc.USAV shall retain ALL hotel room rebates.USAV shall retain ALL admission fees.Host will release merchandising and television/streaming broadcasting rights to USA volleyball forthe Facilities. USOC RIGHTS (Required)USAV Girls’ Junior National Championships Bid Manual –August 2018Page 6
HOST is responsible for all local advertising, public relations and promotion expenses. USAV willassist HOST in promotion of the event through the national media, local Regional VolleyballAssociations and USAV’s national publications.USAV will publicize host in USAV Member Organization publications, USAV publications, eventinformation, “Rotations” email newsletter, website listings, national Meeting and Conventionpublications, sponsors, and various other advertising streams.OTHER BID ENHANCEMENTSA bidder can enhance the bid package by offering donations or discounted prices on products and servicesthat are important for conducting the event. These will be strong considerations when deliberating siteselection. Enhancements can include the following: Assistance in obtaining tax exempt status in the state where the event is conducted. USA Volleyballis a non-profit 501(c)(3) corporation and currently has tax-exempt status in most states.Release to permit “outside” food to be imported for feeding event staff and tournament officials only.Procurement of office equipment (Bid Manual: Appendix E) such as:o Two copy machines (one larger unit fully capable of 20,000 copies, duplexing, collating andstapling; and a second smaller free standing unit).o Computers and Printers: All equipment must be “state of the art” machines available at thetime of the event. Please see the bid manual for the detailed specs for all equipment needs.Copy and printer servicesProcurement of office suppliesProcurement of audiovisual equipmentProcurement of local sponsors to donate food, coffee, bottled water and soda (for USAV staff andofficials).Drayage service for exhibitors, sponsors and USA Volleyball to ship materials prior to the event; venueaccess for drayage services.Provide Professional Sports Photographer at no cost to USAV for historical, marketing, andsponsorship benefits (provide a minimum of 50 digital photos to USAV each day of the event). Salesof event photography are prohibited.Assistance in procurement of necessary equipment.Completion of a post-event survey and after-action report.Staff to assist with set up and tear down.USAV Girls’ Junior National Championships Bid Manual –August 2018Page 7
CHAPTER 2: SITE SELECTION DATESSITE SELECTION FOR YEARS 2021 THRU 2024Bids are currently being accepted for this event through the year 2024. Preferred dates are:YearGirls’ JNC Preferred DatesMOVE-INCOMPETITIONMOVE-OUT2021June 21 – 24June 25 – July 4July 52022June 21 – 24June 25 – July 4July 52023June 21 – 24June 25 – July 4July 52024June 21 – 24June 25 – July 4July 5Bid solicitations will be accepted immediately for all years. It is the desire of USA Volleyball to decide on each bidconsistent with the following schedule. The deadline may be extended if insufficient bids are not on line by thesetarget dates.YearNotice of Bid ProposalFinal Decision Date2021Letter of Intent submitted no later than March 1, 2019October 20192022Letter of Intent submitted no later than October 1, 20192023Letter of Intent submitted no later than March 1, 2020October 20202024Letter of Intent submitted no later than October 1, 2020March 2021 or soonerMarch 2020 or soonerSITE EVALUATION VISITSerious bidders will be expected to host and provide all expenses for up to three persons from USA Volleyball.This site evaluation visit will inspect
The United States Olympic Committee (USOC) recognizes USA Volleyball as the National Governing Body (NGB) for the sport of volleyball in the United States. A primary function of the NGB is to conduct national events in its sport. One of these events for USA Volleyball is the Girls' Junior National Championships (GJNC).
