USA JUMP ROPE FEDERATION

Transcription

1 USA JUMP ROPE FEDERATION REQUEST FOR PROPOSAL (RFP) HOST CITY FOR U.S. NATIONAL JUMP ROPE CHAMPIONSHIP 2020 / 2021 Marian Fletcher, Executive Director USA JUMP ROPE FEDERATION 2431 Crosstimbers St., Huntsville, TX 77320

2 TABLE OF CONTENTS Executive Summary.. About USA Jump Rope. Historical USAJRF National Championships Schedule.. Benefits to the Host Community... Convention and Visitors Bureau or Sports Commission Services.. USAJRF Event Specific Requirements.. Lodging Requirements... Required Proposal Contents Page 2

3 EXECUTIVE SUMMARY The following Request for Proposal (RFP) has been developed by the United States Amateur Jump Rope Federation, also known as USA Jump Rope Federation (USAJRF), for review by potential Host Cities interested in pursuing their candidacy for the 2020 or 2021 U.S. National Jump Rope Championships. The goal of USAJRF is to select a Host City that will continue the strong tradition set by the Host Cities for prior Championships. The specific purposes of the RFP are (1) to communicate information to prospective Host Cities about the National Championships, (2) to set forth necessary venue specifications and lodging needs for USAJRF to continue to execute an exemplary U.S. National Jump Rope Championship. Once USAJRF reviews your proposal, we expect the Host City/CVB to set up a complimentary site visit for the Site Selection Committee and Executive Director. Proposals must be received by January 15, 2019 Please direct questions to: Ms. Marian Fletcher Mr. John Fletcher Executive Director Operations Manager USA Jump Rope Federation USA Jump Rope Federation Huntsville, Texas Huntsville, Texas (936) (office) (936) (office) (936) (cell) (936) (cell) mfletcher@usajumprope.org jfletcher@usajumprope.org Page 3

4 Section I About USA Jump Rope USA Jump Rope s Mission USA Jump Rope promotes healthy lifestyles and creates competitive opportunities through the sport of Jump Rope. Our Goal is to: Promote physical fitness through jump rope as a life-time sport. Foster confidence, discipline, responsibility and leadership. Be an informational and educational network for jump rope activities and materials. Regulate standards for terminology and procedures for jump rope competitions. Provide representation for the sport on the international level. USA Jump Rope is: A non-profit organization dedicated to: o Promote the sport of jump rope o Inspire, motivate and educate children and adults through the unlimited opportunities that Jump Rope provides. The National Governing Body (NGB) for the sport of Jump Rope in the United States A national umbrella for member state organizations across the United States that host sanctioned jump rope events. USAJRF supports and sanctions these member state organizations and their events located throughout the United States. A national association that works with a variety of other organizations, institutions and supporters to support the sport of jump rope. Page 4

5 SAMPLE HISTORICAL USAJRF NATIONAL CHAMPIONSHIP SCHEDULE U.S. NATIONAL JUMP ROPE CHAMPIONSHIP JUNE 28-July 1, 2017 TENTATIVE COMPETITION SCHEDULE (This schedule is subject to change - all times are estimated) Tuesday, June 26, Registration Time Activity Location 2-6 p.m. Coaches Check-In WWS Complex 4 9 p.m. Practice Facilities Open (competitors under 18 must be accompanied by an adult) HP Field House Wednesday, June 27, 2017 National Age Division Championship Time Activity Location 8 a.m. 12 p.m. Practice Facilities Open (competitors under 18 must be accompanied by an adult) HP Field House 9-10 a.m. Coaches Check-In Continued (Changes will not be accepted after 10 a.m.) HP Field House 10:30 a.m. Mandatory Coaches/Judges Meeting HP Field House 1:45 p.m. Parade of Athletes (all athletes should be in place and lined-up by 1:30) 2:15 p.m. National Anthem HP Field House HP Field House 2:30 p.m. Male and Female Single Rope Speed Single Rope Speed Relay Female Single Rope Freestyle HP Field House Male and Female Triple Unders 6:45 p.m. Awards Ceremony HP Field House Thursday, June 28, 2017 National Age Division Championship Time Activity Location 6:30 a.m. Exhibit Hall Opens HP Field House 8:00 a.m. Male and Female Three Minute Speed Male Single Rope Freestyle and Single Rope Pairs Freestyle 2:30 p.m. Awards Ceremony 4:30 p.m. Team Show Practice 4:30 5:30 p.m. USAJRF General Meeting TBA 6:30-9 p.m. Practice Facilities Open (competitors under 18 must be accompanied by an adult) HP Field House Auxiliary Gym Friday, June 29, 2017 National Age Division Championship Time Activity Location 6:30 a.m. HP Field House Open HP Field House 8:00 a.m. Double Dutch Speed and Freestyle Events Team Show 4:00 p.m. Awards Ceremony 6-10 p.m. Practice Facilities Open (competitors under 18 must be accompanied by an adult) HP Field House Auxiliary Gym Saturday, June 30, 2017 Grand National Tournament Time Activity Location 6:30 a.m. HP Field House Open HP Field House 7:45 a.m. National Anthem HP Field House 8 a.m. Grand National Competition All-Star Performance and Awards Following 8-11p.m. Athlete Beach Theme Party (for all registered athletes) Coronado Springs Ballroom 8 a.m.-3 p.m. Sunday, July 1, 2017 Day Camp HP Field House Page 5

6 SECTION II BENEFITS TO THE HOST COMMUNITY Economic Impact An estimated 2,000 people (including participants and at least twice that many coaches and spectators) attended the 2018 National Championships. As with most events of this size where the average stay is 5 days per person, the estimated economic impact is between $2.8 million and $3.3 million. It is also the case that, for this event, many participant families utilize the event as a family vacation with extensions before or after the event. Media Exposure Since its inception, the U.S. National Jump Rope Championships were televised on ESPN and Fox Sports Network (FSN) with several separate showings of each show until We are currently interested in live stream video and would like assistance with local affiliates with competitive pricing in your area. Assistance in identifying sponsors for this production is desired. Role Models The nature of the U.S. National Jump Rope Championships is one where families and youth are the dominant value. It has been and will continue to be the policy of USAJRF to reach out within the host community prior to and during the Championships period to provide exhibitions, clinics and other activities where participants interact within the host community. We ask that our host cities assist in identifying these possibilities. National Reach The U.S. National Jump Rope Championships are just that a NATIONAL Championship - and participants attending will qualify to compete by qualifying at the state and/or local level creating a Road to (Host City) mindset throughout the sport. Page 6

7 SECTION III CONVENTION AND VISTORS BUREAU (CVB) OR SPORTS COMMISSION SERVICES The following section details the scope of services the CVB/Sports Commission is responsible for providing as the host city of the 2020 or 2021 National Jump Rope Championships. Unless otherwise noted, all items are anticipated to be provided at no additional charge to USAJRF, the athletes or meeting attendees. All items are subject to discussion or negotiation. The CVB or Sports Commission agrees to: Administration Assist USAJRF with identifying a proper venue that meets the needs of our U.S. National Jump Rope Championship and offer any community grants or sponsorship opportunities to offset rental expenses. Assist USAJRF with identifying hotel properties or lodging facilities with a price range from budget to full service. Assist USAJRF with identifying transportation options for participants preferably complimentary shuttle service to and from the airport if less than 20 miles and transportation to and from the competition venue on a daily basis while competition is underway. Identify local airports in city and provide airport codes and distance to hotels and proposed venue (both International and Regional) Preferred airport distance less than 50 miles from venue/lodging. List major air carriers for airport Assist in identifying discount options for rental cars, vans or coach services for participants An all-expense paid site visit by the possible host is required for USAJRF executive director, operations manager, tournament directors, and one board member is necessary before a bid will be accepted. Marketing and Publicity Develop and execute (in cooperation with USAJRF) a media plan for promoting and marketing the Championship to the general public in the local and regional area. The campaign shall include both print and social media. List USAJRF s event on your CVB and/or Sports Commission website and social media platform to supplement and support the information posted at the USAJRF website to help with exposure. Also, list the event on any billboards or venue signs during event. Page 7

8 Collateral Materials Provide a participant welcome bag or backpack for distribution at check-in. Both the CVB/Sports Commission and USAJRF have the opportunity to provide items for the welcome bag/backpack. At its discretion, the CVB/Sports Commission may design and produce additional collateral such as fliers, window decals and brochures, to market to the local and regional area. Entertainment Assist USAJRF in identifying entertainment or social opportunities to attract participants and their families to include coupons or special prices for activities/events and information about the various options in the local and regional area. Assist USAJRF in identifying performance opportunities around the city at Boys and Girls Clubs, YMCAs, schools and community service organizations for USAJRF teams performance opportunities before the competition for outreach and exposure. USAJRF will assist and help identify jumpers to participate in these events. Provide welcome for opening ceremony from a city official or director of CVB/Sports Commission and any local city or team mascots for entertainment for competitors. SECTION IV USAJRF EVENT SPECIFIC REQUIREMENTS An all-inclusive sports complex is preferred. A non-sports complex will require the following specifications listed in Section IV. Competition Dates Week of June 23-28, 2020 Week of June 22-27, 2021 Move in Monday before event with registration Tuesday before event. Prefer Wednesday-Saturday for competition and Sunday for one day camp Please offer alternative dates if necessary. Competition Space Competition area should be a minimum of 40,000 square feet Wood floor is strongly preferred. If wood court is not an option, a high-quality sport court is required with proper underlayment. If Sport Court is the option, it will need to be presented and approved by USA Jump Rope during a site visit. Space without pillars blocking floor is preferred Proper air conditioning and ventilation is a requirement. Page 8

9 Practice Area Practice space should be a minimum of 9000 square feet and can be included in competition space, if available, but must be close to competition space and have wood or sport court surface. Both the competition and practice area must be the same type of surface. Wood floor is the preference for all events Coaches/Judges Check-in and Meeting Space Identify and assist USAJRF with an easily accessible location for team check-in at the sports venue or Headquarter Hotel Provide a meeting room large enough to seat 250 people theater style with a podium, microphone and head tables to seat 12 USAJRF Board Members and two USAJRF staff for Thursday morning before the National event begins at no additional cost to USAJRF. Seating In house seating or bleacher seating with seat backs for a minimum of 1500 provided by venue in proposal is required. No backless bleacher seating is acceptable. If in house seating is not available, venue will need to secure appropriate seating options for USAJRF as part of the venue contract. This will not be an additional cost to USAJRF. Tables and Chairs Venue must provide 42 8 skirted tables and chairs, one 6 table and chairs for announcer on a raised platform. Monitors 7 55 TV/LCD monitors on stands for live speed score display Lighting and Sound Premium lighting and sound packages provided for duration of event. To be determined by USAJRF/Venue. Daily Awards Ceremony 6 8 skirted tables on wheels/rollers Stage for Grand Nationals The Grand National Championship (final day) has historically been on a stage or a stage setting. If there is a theater with a stage and seating, USAJRF is very open to this option if close to venue or easily accessible. Theater/stage set up is NOT required for the RFP. If theater option is not available, competition venue will be changed to high end stage look with proper draping, lighting and sound for the Grand National Championship. Page 9

10 Stage should be 60 x 60 with a solid wood floor or solid sub-floor for Sport Court and underlayment to be placed and provided by venue. Seating availability for up to 1500 Lighting or light rigging available Room for production cameras if filmed for broadcasting or live stream Licensed Sports Trainer Venue will provide a licensed Sports Trainer starting with team practices the night before the event through the duration of the event. Wi-Fi Free dedicated Wi-Fi for spectators. T-1 connection for live stream for Grand National Event for USAJRF. Vendor Space Identify vendor space for event and venue requirements for vendors and any charges for vendor set-ups (i.e. electricity, etc.) Regular space will include one (1) eight-foot table with two chairs. Any additional items will be provided for an additional charge to the vendor. Concessions Concession options in venue area or right outside venue are a must. Venue must be willing to work with USAJRF to provide healthy choices at reasonable prices Information Services Provide local and wide area networks as required to support the Championships. Provide adequate, dedicated broadband internet as required to support both staff and participants. USAJRF Offices Provide two office spaces for USAJRF staff and Tournament Directors with furniture, dedicated internet access, laser printer, copy machine and other agreed equipment for USAJRF personnel for a period beginning two days prior to the first day of on-site athlete check-in through and including two business days immediately following the final day of competition. This room should be large enough for a work room for staff and storage of awards, athlete gifts, etc. and office space for tournament personnel to comfortably hold at least 4-5 directors. Page 10

11 Media Relations Assist in contacting local media outlets for media coverage prior to and during the event to include: local television stations, newspaper and other media outlets Provide at least one staff member to inform USAJRF staff of media interviews, etc. SECTION V LODGING REQUIREMENTS Lodging Requirements USAJRF requests various lodging options for our participants within walking distance to competition venue. Budget/family friendly to full service hotel options. Peak nights require sleeping rooms Hotels should provide one rate single-quad no higher than $175 per night No hotel attrition (willing to honor review date to reduce block) Hotels should provide breakfast or breakfast grab and go options with reservations Hotel shuttle options to and from airports and to venue for participants if within 20 miles from airport For Headquarter hotels to be considered, eight (8) complimentary staff rooms (executive director, USAJRF staff, tournament directors and president) with two suite upgrades are required. Headquarter hotel should provide USAJRF board members half price rates or a special rate for lodging (up to 12 rooms) Discounted rate (to be determined by hotel property) offered to all official USAJRF judges and volunteers Headquarter should provide an Executive Board room for the USAJRF Board of Directors meeting to be held after the competition Bottled water or sports drink should be offered to each competitor at check-in Hotels should offer 1 complimentary room per 30 booked. These rooms should be provided outside of the 8 staff rooms provided for staff. Hotel rebate options for a minimum of $5 per room should be offered to USAJRF Page 11

12 SECTION VI REQUIRED PROPOSAL CONTENTS Proposals in response to this request shall be submitted via or by postal mail by January 15, 2019 Proposals shall be submitted to: Marian Fletcher Executive Director USA Jump Rope P.O. Box 569 Huntsville, TX (936) Or: John Fletcher Operations Manager USA Jump Rope 2431 Crosstimbers Drive Huntsville, TX (936) Proposals will be evaluated in accordance with contents of this request. All proposals shall contain the following information and/or items. Transmittal Letter Clearly indicate the Host City wishes to be considered for the 2020/2021 National Championships and indicate the CVB/Sports Commission point of contact. Description and Experience of the Host City and CVB/Sports Commission Indicate the experience of the CVB with similar events. If possible, include references and photos from past events. Provide live stream companies available for national/international coverage. Provide an indication of the overall community support for this and other events. Financial Considerations Indicate the potential, if any, for the USAJRF and the CVB/Sports Commission to extend community funds to offset rental expenses or procure sponsors. Additional Considerations Include one or more sets of proposed event dates. Discuss the attractiveness of the Host City and surrounding region with respect to attracting a family audience. Include any additional pertinent information. Page 12