NAIA Tennis National Championship Bid Form

The NAIA Men's and Women's Tennis National championships are five-day events (Monday-Friday) held in Mid-May. The format for the Men's and Women's Tennis National Championships are in team format. 24 teams will compete in each of the championships, totaling 48 teams. The National Championships will utilize a 3-6 format. Doubles matches will count as 1 point each. Those matches will be an 8 game pro set with 12 point tie breaker at 8 all. Single matches will be the best 2 out of 3 sets with a 12 point tiebreaker in any set that reaches 6 all.

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 Men's and Women's Tennis National Championships. 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 Men's and Women's Tennis 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 Men's and Women's Tennis National Championships, please contact:

Dan Robinson - Championships Manager

[email protected]

NAIA National Office - Department of Championships

1200 Grand Blvd.

Kansas City, MO 64106

Main: (816) 595-8129

Fax: (816) 595-8200

I. DESIGNATION OF BID
The official bid is submitted by: *
* Acknowledgement of bid to host the NAIA Men's and Women's National Championships in 2022 (Dates: May 17-21) and 2023 (Dates: May 16-20)
II. STATEMENT/ACKNOWLEDGEMENT OF EVENT POLICY:

The official name of the event shall be the NAIA Men's and Women's Tennis 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 Athletics Communications and Media The name National Association of Intercollegiate Athletics, initials NAIA, logo and other NAIA symbols and insignia (the "NAI 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 ised 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, ribbons, medals, award banners, rings and lapel pins. 5) PROMOTIONAL GIVEAEAYS - 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.
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 tennis 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: *
Average temperature during championship week:
Average rainfall during championship week:
Average humidity during championship week:
Elevation (above sea level):
How far is the nearest indoor tennis facility from the championship site?
- What playing surface does it have?
- Would it be available for use if weather impeded a normally scheduled finish?
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: Number of courts: *
C. Seating Capacity: *
Box Seats: *
Reserved Seats: *
General Admission: *
D. Describe the ownership and operation of the facility: *
E. Describe the playing surface.
G. Do courts meet NCAA regulations? Yes No.
H. Does the facility have main stadium courts? * Yes No
I. Does the facility have a press box/working area? * Yes No
Are there phone lines in the press box? * Yes No
If not, can they be installed? * Yes No
G. What is the seating capacity in the press box? *
H. List previous tennis tournaments and other specific functions hosted at this facility: *
I. Please list practice courts available, and distance and playing surface from main facility: (Court-Distance-Surface)
J. Additional site data 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 Site for all event matches of the Championship. Use of this facility shall include but is not limited to, spectator seating, lights, electronic scoreboards, public address, parking lots, restrooms, concession/souvenir stands, press box, team benches, signage, water coolers, and all normal preparation and maintenance of such facilities. The Host shall provide the Site as a practice site for all 48 teams starting Sunday prior to the tournament. The Host shall provide practice sites meeting game standards and approval of the NAIA as close to the immediate area of the competition facility as possible. Practice times and sites will be assigned by the Host in cooperation with the NAIA Sport Manager. The Host shall pay for all approved Championship awards. The NAIA will be responsible for ordering and coordinating the shipping of such awards. 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. The Host shall provide appropriate space at the championship facility and designated hotels to fulfill NAIA National Office contractual signage commitments. The Host shall be responsible for all expenses related to printing of all programs and separate binding costs of the allotment of press books. In addition the host shall employ a graphic designer to create templates for the combined game program. These templates will be given to the National Office 60 days prior to the event. Complimentary copies will be given to the head coaches of participating institutions, Championship Committee members, credentialed media personnel and officials. The Host shall be responsible for the printing of event tickets and the management of all Championship admissions. Approval of the copy for the front and back side of the Championship tickets and the cost of admissions must be approved by the NAIA Sport Manager. The Host shall be responsible for all expenses related directly to the administration of the Championship, including printing, postage, telephone calls and supplies, unless otherwise noted. The Host is responsible for all costs associated with the overall production of a live, high-definition (HD) video stream for select games, to be determined by the NAIA. This responsibility includes the hiring of a production company and incurring expenses related to the production. 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 match. The NAIA owns the exclusive rights of how that content is distributed The Host shall provide a press area equipped with the necessary equipment to meet the standards and approval of the NAIA. Specific needs include: • Internet – Wireless signal that is not open to public – If no dedicated wireless internet is available, the Host is required to have a minimum of six dedicated hard lines. • Phone – A minimum of four analog phone lines (not digital) are required for use by school radio stations. • Computers – The Host must supply two laptop computers that have access to internet, Microsoft Office programs and be networked into the printer. One computer will serve as official statistic computers, while the will serve as a back-up. A mouse and mouse pad shall also be provided for each computer. • Printers – One network printer that is connected to the two supplied computers and have the capabilities for stapling, collating and scanning. • Power – Ample power outlets for a minimum of 6 users ,including extension cords. • Space – Adequate space to accommodate a minimum of 6. This space should be enclosed and have power and wireless internet access and be separate from the fans. The Host shall provide one meeting room and one headquarters room at the tennis center. These rooms shall be used for the coaches business meeting and team registration. The Host shall provide meeting/hospitality space at the competition venue as agreed upon by the Host and the NAIA.
Staffing: * The Host shall provide all Championship personnel necessary to conduct the Championship including but not limited to ticket sellers and takers, adequate security/police, concession vendors, maintenance crew, secretarial assistance and hospitality workers. The Host shall select and assign sixteen (16) game officials and one (1) Supervisor of Officials for the Championships in consultation with the NAIA Tennis Coaches Association. The NAIA will either assign a staff member from the athletic communications team or accredited person to serve in this role under the NAIA’s direction. Should a full-time staff member be assigned, the host shall be responsible for the travel, hotel and $35 per diem for this individual. Should an independent accredited person be assigned by NAIA staff to serve in this role, the Host will be charged $250 and will also provide mileage reimbursement, hotel room and $35 per diem. Host shall provide a $250.00 honorarium ($50 / each day) to the Official Statistician. This person will be hired and secured by the NAIA, with approval by the hosts. The main function of this person will oversee the complete process of gathering all results and entering that data into a computerized statistical software, provided by the NAIA. 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 s/he may not have any coaching related responsibilities.
Hotel/Travel/Fees: * The Host shall provide complimentary airport pickup and return to the airport for NAIA staff, Championship Committee and game officials. The Host shall provide travel, housing, meals and/or meal expenses of $35 per diem (less provided meals) for a maximum of two NAIA representatives. The Host shall provide travel, housing, meals and/or meal expenses of $35 per diem (less provided meals) for the four members of the Championship Committee. The Host shall provide travel, housing, meals and/or meal expenses of $35 per diem (less provided meals) and an Honorarium of $500 for the Coordinator of Officials. The Host shall provide all travel, housing, game fees, meals and/or meal expenses up to $35.00 per diem and game fees, for a maximum of sixteen (16) game officials for the duration of the event. NAIA Staff, Championship Committee and Officials’ ground transportation shall be reimbursed at the rate established by the Internal Revenue Service at the time of the National Championship. The Host shall provide a maximum of four (4) courtesy cars with a full tank of gas for use by the NAIA Championship Committee and Officials. Vehicles shall be assigned by the NAIA Sport Manager. The Host shall negotiate the best possible rates for team housing to include a room block of not less than 280, complimentary suite/meeting space for the NAIA Championship Committee and provision of complimentary rooms for NAIA representatives and committee members (maximum of 8 rooms). The Host shall provide meeting rooms at the Championships hotel. These rooms shall be used for the coaches’ business meeting and team registration. The Host shall provide meeting/hospitality space at the competition venue as deemed necessary by the NAIA.
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 developing an opening “Student-Athlete Experience Event”, (formerly referred to as the banquet) for all coaches, athletes and championship officials. The plan for this event must be presented to the NAIA championship sport manager in writing no later than six months prior to the event for approval. The event should include enough food for participants to replace a dinner meal, exciting and engaging entertainment and audio/visual to show high-light videos, special presentations and the like. Complimentary tickets will be pro-vided on the following basis: participating teams (576); NAIA staff/tournament committee/officials (25); and NAIA Hall of Fame inductees (8 per inductee). The Host may offer public sale of tickets for this event at its discretion and all public sale income will be retained by the host.
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 ATA-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. The Host shall be responsible for all expenses related to printing of all programs and separate binding costs of the allotment of press books. Complimentary cop-ies will be given to the head coaches or participating institutions, Championship Committee members and officials.
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 $8,000. 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 $8,000 (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 $8,000. 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 $8,000. 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 * - (###) - ### ####

NAIA Tennis National Championship Bid Form

NAIA Tennis National 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.