SWIM & DIVE CHAMPIONSHIP BID FORM

The NAIA Swimming and Diving National Championships are a four-day meet featuring championship competition in both Men's and Women's Divisions. Competition is held in 40 events, 20 for Men and 20 for Women. Approximately 450 athletes and coaches participate. The following bid form is for the purpose of obtaining important information from member institutions and/or community groups expressing an interest in hosting the NAIA Men's & Women's Swimming and Diving National Championships. Information received is used to evaluate facilities and local conditions for prospective host sites.

Please complete this bid as an official application to host the NAIA Men's & Women's Swimming and Diving National Championships. 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 Swimming and Diving National Championships in general, please contact:

NAIA National Office - Department of Championships

1200 Grand Blvd.

Kansas City, MO 64106

Main: (816) 595-8000

Fax: (816) 595-8200

I. DESIGNATION OF BID
The official bid is submitted by: *
* Acknowledgement of bid to host the 2020 & 2021 NAIA Men's & Women's Swimming and Diving National Championships.
II. STATEMENT/ACKNOWLEDGEMENT OF EVENT POLICY:

The official name of the event shall be the NAIA Men's & Women's Swimming and Diving National Championships and must be conducted under the direct control and supervision of the NAIA, including the implementation of policies established by the respective NAIA Coaches Associations and the NAIA National Administrative Council (the "NAC:). Policies regarding format of the Championship are subject to change by the NAIA Council of Presidents (the "COP") and the NAC. The NAIA shall approve the designation of the Host's Championship Coordinatoor, who shall work with the NAIA national office sport manager (the "Sport Manager") in organizing and conducting the Championship.
In submitting this bid, the prospective site agrees to the following NAIA policies by checking the box provided in front of each section and signing at the bottom: * 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. Corporations with business interests beyond the local area of the Championships site shall not be solicited for financial support without the prior written approval of the NAIA. The NAIA grants to the host all rights for sponsorship for the championship with the exception of any sponsor that would be listed "above the title". Alcoholic beverages and tobacco products of any form shall not be advertised, sold, disbursed or brought onto the site of the Championship. The Host shall honor all NAIA credentials issued to authorized players, coaches, officials and media for admittance to the Championship. NAIA membership cards presented will be honored for a credential to the Championship. The NAIA will retain 100 percent of the revenue from radio broadcast rights fees. The NAIA will retain 70 percent of the net revenue split from video streaming revenue, the Host will receive 30 percent of the NAIA's share of the revenue. Any Championship Internet broadcast or website must be approved in writing by the NAIA Director of Athletic Communications and Media The name National Association of Intercollegiate Athletics, initials NAIA, logo and other NAIA symbols and insignia (the "NAIA Marks") are the exclusive property of the NAIA. The Host is awarded limited rights and privileges in using the NAIA Marks to promote, advertise and market the Championship. Such use of the NAIA Marks by the Host is restricted in the following areas, which required express written approval by the NAIA. 1) NAIA MARKS USAGE - Prior approval of all advertising and promotional mediums using NAIA Marks. 2) COMMERCIAL APPAREL SALES - All apparel related to the Championship must be purchased through approved Championship vendors. No other vendors may be used to promote before, during or post-championship apparel to NAIA member institutions, teams or fans. 3) COMMERCIAL NON-APPAREL SALES - Any product featuring the NAIA name, initials or logo, and being sold prior to, during or after the National Championship. 4) AWARDS - This includes, but is not limited to trophies, medals, award banners, rings and lapel pins. 5) PROMOTIONAL GIVEAWAYS - Any product featuring the NAIA, name, initials or logo which is given to fans, coaches, or athletes before, during or after the National Championship; or any product featuring the NAIA name, initials or logo which is given to volunteers, Championship coordinators and championship workers or officials. 6) SIGNAGE - Any signage or advertisement created by the Host must be approved prior to installation, uploading, posting or broadcasting. Unless the Host receives prior written approval from the NAIA Chief Executive Officer, merchandise denoting NAIA Marks or competing merchandise for commercial sale or promotional giveaway shall be marketed, sold, or purchased ONLY through an approved NAIA vendor (the "Championship Vendor"). The Host shall prohibit all souvenir sales and promotional giveaways that have not been approved in writing by the NAIA, including the sale or the free distribution of competing products. The Host may provide volunteer t-shirts and polo shirts to be used for event staff/volunteers. Designs must be approved by the NAIA. The NAIA recommends that the Host solicit a bid from the "Championship Vendor". NON-DISCRIMINATION - The NAIA reserves the right to remove the National Championship event from any community that is subject to any policy, law or provision that discriminates against NAIA student-athletes. The Host, in consultation with the NAIA, shall be responsible for any and all negotiations for broadcast rights. The NAIA owns all rights to broadcasting from the Championship. The Host has right to use for promotions for 24-months from the end of each Championship. 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. The Host shall be responsible for developing an opening "Student-Athlete Experience Event," for all, but not limited to, participants and coaches. The plan for this event must be presented to the NAIA Sport Manager for written approval.
Name * Title First Last Suffix
III. AT-SITE VISIT GUARANTEE
The prospective host site agrees to the following statement (please check box provided and sign): * If selected for a site visit, we will provide travel, lodging and meal expenses for at least two NAIA representatives for the duration of the visit. NOTE: If selected to host event, these expenses will be approved as event expenses.
Name * Title First Last Suffix
IV: INSTITUATIONAL DATA (If an NAIA institution is partnering with the prospective bid please answer the following section, if no NAIA school is partnering please skip this section).
A. Name of Institution:
B. Address:
Street Address

Address Line 2

City

State / Province / Region

Postal / Zip Code

Country
C. Phone - (###) - ### ####
D. President/CEO:
E. Athletic Director:
F. Sport Coach
V. COMMUNITY DATA
A. Host Organization: *
B. Name of City: *
Population: *
Metropolitan Area: *
C. Primary industry/Major corporations: *
D. Name of closest major airport: *
Major airlines serving closest airport: *
Distance from airport to hotels: *
Distance from airport to championship venue: *
E. Please list hotels, number of rooms and current rates planning to be used for the event:
(Hotel/# Rooms/$Rates) *
F. Please indicate the hotel planned to serve as the headquarters hotel for the championship: *
G. Is there a swimming and diving association in the community or state from which to obtain volunteers? * Yes No
H. 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 information below:
(Organization name - contact person) *
I. Please list other sports/athletic events this community has hosted in the past: *
J. Please list any other major events/activities scheduled for the community within 30 days before or after championship week: *
K. Please check below sources of financial support for an event of this nature: * Institutional Funds City/County Funds Private Funding City/County/State Tourism Grants Corporate Funding Ticket Sales Other
If other, please specify:
VI. FACILITY DATA (please include photos/brochures)
Photos/Brochures: Upload a File *
A: Name of Facility: *
B. Describe the ownership and operation of the facility: *
C. Seating Capacity: *
D: Dimensions of the Pool: *
Depth of Swimming Area: *
How many 1 meter diving boards: *
How many 3 meter diving boards: *
Depth below 3 meter diving boards: *
E. List the available deck space (in square footage and/or number of people): *
F. List the number of lanes: *
G. How wide are the lanes: *
H. Name of timing/touch pad system: *
I. Is an individual display board available? *
J. Is a team scoreboard available? *
K. Is a computer program/operator available for heating/seeding/results? *
L. Are there lockers available for men and women? *
M. Is there an admission charge for meets held at this facility? * Yes No
If yes, list ticket prices:
N. Are there meeting rooms available at or near site? * Yes No
O. List previous swimming and diving meets with their dates and attendance held at this facility: *
Q. Any additional site and facility information that would be helpful: *
VII: HOST RESPONSIBILITIES

By checking the box provided by each secion and signing at the bottom, the prospective host site agrees to meet the following needs.
Facilities/Operations: * The Host shall provide the facility for practice two full days prior to the competition and throughout the competition. Use of the facility shall include all facilities and equipment necessary to administer the Championships, including, but not limited to, spectator seating, lights, scoreboards, computerized timing system, computer program for all heating and seeding, public address system, parking lots, restrooms, dressing rooms, meeting rooms, ticket booth, concession/souvenir stands, press room, team benches and/or designated spaces, signage, water coolers, and all normal preparation and maintenance of such facility. The Host shall pay for all awards for the championships. The NAIA will be responsible for ordering such awards for the Championships. The Host shall provide the necessary meeting room spaces during the course of the event. These rooms shall be used for team registration, Swimming and Diving Coaches’ Committee Meetings, Swimming and Diving Coaches’ Championships Meeting and Officials Championships Meeting. The Host shall be responsible for the printing of tickets, establishment of box office and outlets, and the management of all Championship admissions. NOTE: Approval of the copy for the front and backside of Championship tickets and the cost of admissions must be approved by the NAIA Manager. The Host shall be responsible for all expenses related directly to the administration of the Championship, including printing, postage, telephone calls, and supplies. The Host shall provide appropriate space at the championship facility and designated hotels to fulfill NAIA National Office contractual signage commitments. The Host shall provide a press area for the administration of the Championships. The site shall be equipped with the necessary equipment to meet the standards and approval of the NAIA. Specific needs include: (2) Telephone lines, (1) high-speed copier with stapler capabilities and networked into the work station computer, (1) on-line work station with internet access, (1) laser printer, wireless internet accessibility and an email account for use by NAIA authorized personnel. The Host shall provide a media room for use by authorized media personnel. The room should be equipped with a minimum of three (3) telephone lines, three (3) Ethernet lines in addition to password protected wireless internet, one high-speed copiers with stapler component, one laser printer. The Host shall pay for all costs associated with the printing and production of Credentials for use by participants, coaches, authorized media, volunteers and staff. The NAIA will be responsible for ordering such credentials for the Championship. NOTE: The cost of local hospitality for participants, coaches, and officials, including receptions, gifts, mementos, and other functions may be provided at the Host’s discretion. Such costs shall not be charged against the Championship budget unless the Host receives written authorization from the NAIA Manager.
Staffing: * The Host shall provide all personnel necessary to conduct the Championship, including but not limited to ticket sellers and takers, adequate security/police, concession vendors, maintenance crew, hospitality workers, timers, public address announcers and computer operators.
Hotel/Travel/Fees: * The Host shall be responsible for the cost of travel for NAIA National Office representatives assigned to the Championship. The Host shall also provide housing, meals, and/or meal expenses up to $35.00 per diem for a maximum of two (2) NAIA representatives. The Host shall provide travel, housing, meal per diem ($35 per day) for the championships officials and Head Official. Officials' ground travel shall be reimbursed at the rate established by the Internal Revenue Service at the time of the Championships. The Host shall provide travel, housing, meal per diem ($35 per day) and honorarium for a championship public address announcer, selected and assigned by the NAIA in cooperation with the NAIA Swimming and Diving Coaches Association and the Host. The Host shall provide a $200 honorarium to the Media Coordinator if this person is not an NAIA staff member, in addition to providing travel, housing, meals, and/or meal expenses up to $35 per diem. The Host shall provide complimentary airport pick-up and return for NAIA and championship staff and officials. The Host shall provide a maximum of two (2) courtesy vehicles, with a full tank of gas for use by the NAIA Sport Manager and Championship Media Coordinator. Vehicles shall be assigned by the NAIA Manager in consultation with the Hosts. The Host shall negotiate the best possible rates for team housing to include a room block of not less than 150; including complimentary rooms for NAIA representatives, officials and tournament personnel. The NAIA and Host may designate an “official hotel” of the NAIA. Participating teams will be required to stay only at properties designated by the Host for this event.
Champions of Character: * The Host shall be responsible for coordinating a Champions of Character event/program for NAIA student-athletes and coaches to work directly with youth organizations, schools and civic groups to educate, promote and incorporate the five core character values of integrity, respect, responsibility, sportsmanship and servant leadership within the national Championships. The plan for this event must be submitted to the NAIA Sport Manager no later than six months prior to the Championships for approval. The NAIA will provide suggestions and information for implementing this program.
Please indicate the initial plans for the Champions of Character event/program: *
Student-Athlete Experience: * The Host shall be responsible for arranging the Student-Athlete Experience for all athletes, coaches, and Championship officials. Complimentary tickets will be provided on the following basis: participants, (10) tickets for use by the NAIA Sport Manager, and tickets for the Hall of Fame inductees (maximum of 8 per inductee) if an induction is taking place that year. The Host may offer public sale of banquet tickets at its discretion. The plan for this event must be presented to the NAIA Sport Manager in writing no later than six months prior to the event for approval. 1) The space for the ceremony shall accommodate a minimum of 450 people. 2) The event should include exciting and engaging entertainment and audio/visual to show highlight videos, special presentations and the like. 3) The event should include appetizers and drinks. The proposed menu shall be approved by the NAIA National Office.
Please indicate the initial plans for the Student-Athlete event/program: *
Championship Vendors * The Host shall provide any Championships Vendors with an area to market and sell NAIA merchandise at the Championships venue. Each sales area shall be a minimum of 10 x 20 feet and equipped with tables, chairs, electrical access, and two sections of 8 ft. pipe and drape. In exchange for the area and equipment, The Host shall receive ten percent (10%) of gross sales (total receipts less any applicable taxes) for merchandise sales from Fine Designs. The NAIA has a contract with a photography concession vendor. The Host shall provide space for the NAIA official photography vendor. The Vendor shall take both action and team pictures throughout the event, and will have the ability to set up a point of sale to sell photos at any Championships event. The photographer shall provide a free photo booth to be set up at the student athlete experience event. 1) The Host shall work with NAIA to schedule a day to capture additional photos, including team and individual pictures of athletes. The NAIA will schedule this as part of the Championships schedule. 2) The Host shall receive five percent (5%) of the net sales of the photo concession. 3) The Host shall provide (1) hotel room for the photographer for the duration of the tournament. In addition, the Host shall secure a $1,000 sponsorship payable to the photographer. 4) The Host may opt to contract with the NAIA photo concession photographer for these services.
Medical Aspects - Athletic Training/Drug Testing * The Host shall provide an NATA-certified athletic trainer to cover all sessions of the Championships including the operation and administration of an athletic training area at the Championships venue. The NAIA will solicit the donation of normal athletic training supplies for use by the Championships athletic trainer. If complimentary supplies cannot be obtained, the cost of athletic training supplies is the responsibility of the Host. The Host shall provide medical coverage of the Championships to include a physician and ambulance service on-site or immediately on-call throughout the Championships. Designated space will be reserved that is clean, secure and confidential, at which drug testing can occur. This space must include a bathroom and a table. The Host shall be responsible for designating an individual to serve as the Drug Testing Coordinator. The Drug Testing Coordinator must be an individual that has a reporting line external to a coaching staff member and he/she may not have any coaching-related responsibilities.
Marketing/Communications * The Host shall be responsible for the development of a marketing, public relations and media outreach strategy to promote the Championships. The Host shall submit a written strategy to the NAIA Marketing Department 120 days prior to the Championships, as well as take part in regularly scheduled meetings with the NAIA Marketing liaison at 90, 60, 30 and 15 days prior to the Championships. The purpose of these meetings will be to update the status of the strategic plan and find opportunities to join forces to promote the event and drive attendance. The NAIA will submit a “Best Practices” document six months prior to the Championships and will be available for consultation as needed by the Host city. The Host shall also recap the results of the media outreach strategy 30 days after the conclusion of the Championships. The NAIA shall print and provide an informational press packet for the media covering the event. The NAIA and the Host will work together to discuss what information will need to be provided to the media. The Host shall be responsible for the advance publicity and promotion of the Championship. Any paid advertising, posters, flyers, and related expenses are championship budget expenses. The Host shall provide the official photographer and photography services to include reproduction, sales, and distribution covering the banquet, Opening Ceremony, Championship, and awards ceremony. In addition to a group of images provided at the conclusion of each session, the photographer shall send a minimum of fifty (50) complimentary images by digital download; selected by the NAIA Media Coordinator, to the NAIA within fourteen (14) days after the completion of the Championship. The host shall be responsible for all costs associated with the overall production of a live, high-definition (HD) video and/or television stream for select games/events, to be determined by the NAIA. This responsibility includes the hiring of a production company and incurring expenses related to the overall production, which includes but is not limited to equipment, staffing, technology/internet. The NAIA must approve the use of the production company. The NAIA reserves the right to select the video-streaming or online broadcasting platform for each game. The NAIA owns the exclusive rights of how that content is distributed. Specific requirements for this live video stream will be discussed at least 120 days prior to the national championship. The hosts will receive a piece of ad inventory they can sell during these broadcasts.
Other * The Host shall obtain general commercial liability insurance for the event at a minimum of $1,000,000.00 per occurrence, naming the NAIA as an additionally insured party. Host shall provide the NAIA with a copy of said coverage thirty (30) days prior to the event.
VIII. FINANCIAL OPTIONS
Prospective host sites may choose one of the following financial options in bidding for the national tournament. The minimum rights fee for this National Championship is $4,500. 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 the NAIA the sum on $4,500 (minimum rights fee). The Host will be responsible for all authorized event expenses and retain all event income. B. The Host will guarantee the NAIA the minimum rights fee of $4,500. If the event income exceed 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 minimum rights fee of $5,000. If the event income exceed expenses, the Host will retain a sum equal to the $___ guarantee to the NAIA. The remaining income will then be divided with ___ % to the NAIA and ___ % to the Host. (Note: Minimum 50% to NAIA) D. Other options may be proposed.
If checked 'B' or 'C', please enter amounts below:
($ retained, % to NAIA, % to Host)
If checked 'D', please explain:
IX. SIGNATURES
Name * Title First Last Suffix
Date * / MM / DD YYYY
Institution/Affiliation: *
Email *
Phone * - (###) - ### ####

SWIM & DIVE CHAMPIONSHIP BID FORM

SWIM & DIVE CHAMPIONSHIP BID FORM

I. DESIGNATION OF BID

III. AT-SITE VISIT GUARANTEE

IV: INSTITUATIONAL DATA (If an NAIA institution is partnering with the prospective bid please answer the following section, if no NAIA school is partnering please skip this section).

V. COMMUNITY DATA

VI. FACILITY DATA (please include photos/brochures)

VII: HOST RESPONSIBILITIES By checking the box provided by each secion and signing at the bottom, the prospective host site agrees to meet the following needs.

VIII. FINANCIAL OPTIONS

IX. SIGNATURES

VII: HOST RESPONSIBILITIES

By checking the box provided by each secion and signing at the bottom, the prospective host site agrees to meet the following needs.