2011 & 2012 FHSAA Boys Weightlifting Finals State High School Championship Event

Transcription

1 2011 & 2012 FHSAA Boys Weightlifting Finals State High School Championship Event Site Proposal Outline and Specifications for Prospective Host Organizations

2 2 P a g e Florida High School Athletic Association Robert W. Hughes FHSAA Building 1801 NW 80th Blvd Gainesville, FL (352) INTRODUCTION Thank you for your interest in the Florida High School Athletic Association and, specifically, your interest in serving as a host for an FHSAA Finals state championship event. The FHSAA Finals in each sport is the premier high school event in that sport in Florida. FHSAA Finals events regularly showcase the best student-athletes and coaches in the state. They also showcase the communities and venues in which the events are held. Consequently, it is the position of the Association, and should be the position of the host organization as well, that the FHSAA Finals be a first-class event. Attendance at the FHSAA Finals should be an experience regardless of team or individual success that participants and spectators alike never forget. This document contains the specifications for submitting a proposal to host the FHSAA Finals in the sport of boys weightlifting. Each section must be addressed in your proposal. In some cases, these specifications address the minimum requirements that must be met to successfully achieve the firstclass goal set by the Association.

3 3 P a g e We understand and acknowledge that each prospective host organization and venue has facilities and other factors that are unique. Therefore, these specifications are proposal specifications and not bid specifications. You are encouraged to be creative with your proposal. You may include additional items beyond those covered in the specifications in your proposal, but this is not required. Before preparing your proposal, you should read these specifications carefully. As you work your way through each section, you should note the requirements or suggestions that will result in an expense. In this way, you can determine the minimum cost of complying with these specifications and operating the event. We suggest you use the enclosed FHSAA Finals Event Proposed Expenditures Form to assist you in developing a budget for the event. You should estimate all your expenses before determining the direction your financial proposal will take. While you are encouraged to take liberties with your proposal, you should understand that the Association is seeking substantial compliance with these specifications. The FHSAA will give the most consideration to those proposals that meet or exceed the minimums. The deadline for submission is Tuesday, September 7, 2010 at 5:00 p.m. E.S.T. Proposals should be addressed to: Dr. Roger Dearing, Executive Director Florida High School Athletic Association 1801 NW 80th Boulevard Gainesville, FL 32606

4 4 P a g e The FHSAA staff will thoroughly examine each proposal received. Fulfillment of the essential criteria for hosting, the cost factors and specific advantages and disadvantages of each proposal will be the foundation of this examination. The Executive Director will negotiate with prospective host organizations and will enter into a contract on the Association s behalf once he has negotiated a contract to his satisfaction. The target deadline for completing negotiations and executing a contract is Tuesday, September 28, 2010.

5 5 P a g e SITE SELECTION TIMELINE The FHSAA in selecting the site for the 2011 and 2012 FHSAA Boys Weightlifting Finals will adhere as closely as possible to the following time schedule: Monday, August 9, 2010 Site proposal outline and specifications document mailed to interested parties and posted on FHSAA.org. Tuesday, September 7, 2010 Proposals to host the event due in the FHSAA Office by end of business day (5:00 p.m. EST). September 7 September 17, 2010 FHSAA staff reviews proposals submitted by the deadline, identifies finalist sites and conducts site surveys. Monday, September 20, 2010 FHSAA staff finalizes and makes recommendation to Executive Director relative to preferred site(s); Executive Director or his designee begins negotiations with prospective host organization(s). Tuesday, September 28, 2010 Agreement in principle reached; FHSAA announces chosen site to public. # # #

6 6 P a g e PAST ATTENDANCE Attendance figures for the FHSAA Boys Weightlifting Finals over the past 3 years. Ticket Paid Total Year Site (City) Price Attendance Attendance* 2008 Embry Riddle Univ. (Daytona Beach) $7 1,094 1, River Ridge HS (New Port Richey) $ , River Ridge HS (New Port Richey) $7 1,040 1,560 *Total attendance = paid attendance, student-athletes, coaches and other team personnel, credentialed media, and other credentialed guests # # #

7 7 P a g e 1. OFFICIAL NAME AND LOGO OF EVENT The official name of the event is the FHSAA Boys Weightlifting Finals. The FHSAA Office designs the official logo for the event. Both the official name of the event and the official logo for the event are the exclusive properties of the FHSAA. No other names or logos may be used in conjunction with the event. The FHSAA aggressively markets the official name of its state championship events. The prospective host organization must indicate in its proposal its willingness to assist the FHSAA in this endeavor by using only the official name and logo of the event in all materials relating to the event. This includes all marketing and publicity materials, including print advertisements, television advertisements, radio advertisements, billboards, signs, banners, posters, flyers, brochures, etc. The FHSAA will provide the artwork to the host organization in a variety of formats electronically. 2. LENGTH OF AGREEMENT AND AVAILABILITY OF VENUE The FHSAA will award rights to serve as host of the FHSAA Boys Weightlifting Finals for a term of two (2) years commencing with the 2011 event. The dates for the event in the next two years are: April 15-16, 2011 April 20-21, 2012 The prospective host organization must indicate in its proposal its willingness to serve as host for the event for both years. The prospective host organization must also guarantee availability of the facility at which it proposes to conduct the FHSAA Boys Weightlifting Finals for the dates sought. Pending the mutual agreement between the Host and FHSAA the contract may be renewed for up to two additional years. 3. FORMAT OF EVENT a. Structure. The FHSAA Boys Weightlifting Finals are conducted in two (2) school classifications. The event could be held on one day or two consecutive days. This will be determined by the size of the facility and the availability of equipment and judges. b. Time schedule (Two day schedule). A coaches/student-athlete walk through is conducted the Thursday night before the event and the Friday night following competition. Weigh-ins on Friday begin at 9:00 a.m. concluding at 11:00 a.m. A judge s meeting takes place at 10:30 a.m.

8 8 P a g e followed by a coaches meeting 11:00 a.m. Competition beings at noon. On Saturday, weigh-ins begin at 7:00 a.m. concluding at 9:00 a.m. The judge s meeting takes place at 8:30 a.m. followed by the coaches meeting at 9:00 a.m. Competition begins at 10:30 a.m. This is subject to change at the discretion of the FHSAA. c. Competitors. There are a total of 18 qualifiers in each of the 10 weight classes in each classification for a total of 180 competitors in each classification. 4. ADMINISTRATION AND MANAGEMENT a. Rules and regulations. The FHSAA Boys Weightlifting Finals are conducted under the general direction and supervision of the FHSAA Executive Director, the Assistant Executive Director of Athletic Services and their designee(s), subject to the controlling bylaws, regulations, guidelines, policies and procedures of the FHSAA. Responsibility for the determination of participants in the event lies solely with the FHSAA. b. Host committee. The host organization must appoint a host committee to plan and supervise the conduct of the event. The host committee must include, at a minimum, the following individuals: a representative of the host organization, the FHSAA Assistant Executive Director of Athletic Services; the FHSAA s primary administrator for Boys Weightlifting, the Technical Controller, who is appointed by the FHSAA; and the FHSAA Communications Department contact. The host committee chairperson may appoint additional individuals to the committee, such as the chairpersons of sub-committees established to coordinate the various responsibilities of the host organization. The host committee is responsible for ensuring the successful conduct of the event. c. Host organization. The host organization shall be responsible for providing all necessary facilities and equipment for the conduct of the event. At all times, the host organization shall work in close cooperation with the FHSAA Office to the end that the event shall reflect favorably upon the best traditions and character of interscholastic athletics. 5. VENUE REQUIREMENTS. The venue at which the FHSAA Boys Weightlifting Finals will be conducted must meet the following minimum requirements:

9 9 P a g e a. Weigh-In Area. There shall be a private weigh-in area for all competitors. Each weigh-in area shall be divided so that multiple weight classes can weigh-in simultaneously. Each weigh-in area shall be equipped with competition quality calibrated scales. b. Competition Area. There shall be a sectioned area for only the properly credentialed competitors and coaches. This area should create a barrier preventing spectators and other non-credentialed individuals from entering the area. There should be at least 5 platforms (can have 10 if space allows) with high quality benches, weight bars, weights, weight trees, and scoring tables at each platform. Competition will begin with the bench press then conclude with the clean and jerk. c. Spectator Seating. The venue should have a seating capacity of 1000 or more. Stadium style seating is preferred to allow spectators the best viewing possible. d. Warm up area. The venue should have an area close to the competition area with 3 platforms set up. These platforms shall each have a bench, weights, and weight bars so the competitors can warm up and stay loose throughout the competition. This area must be separated from the spectator seating area and must not allow spectators to enter. e. Coaches/Judges meeting. The venue shall have an area large enough to accommodate at least 110 individuals. This area shall be equipped with a sound system, video screen, and projector. f. Media area. The venue shall area an area designated for media personnel. Several tables with nearby power sources shall be set up. The area should have wireless internet capabilities and access to a high-speed copy machine. g. Awards presentation. The venue should have the ability to set up an awards presentation at the end of the competition that is easily viewed by the spectators. h. Parking. The venue shall have ample parking and plans for overflow. 6. MEET PERSONNEL Competent, enthusiastic personnel are necessary for the successful conduct of the FHSAA Boys Weightlifting Finals. At a minimum, the following personnel are required:

10 10 P a g e a. Judges. The host organization will work with the FHSAA to secure judges at the host s expense. The judges must be familiar with FHSAA rules. A pre-meet judges meeting will be held at the event. b. Scorers. The host organization shall provide at its expense, 3 individuals per competition platform to record the lifts of the competitors. c. Public Address Announcer. The host organization shall provide at its expense a public-address announcer for the entire event. The FHSAA will provide official scripts and PSA s for the announcer. d. Technical Controller. The host organization will work with the FHSAA to appoint a technical controller to assist with running the competition. e. Certified Athletic Trainer. A certified athletic trainer must be present at all times. f. Uniformed Security. An adequate number of security workers must be present at all time at the host s expense. g. Event Staff. The following staff shall be provided by the host organization: ticket sellers, ticket takers, pass gate attendants, parking lot attendants, custodial staff, and any other staff that may be necessary to host a successful event. 7. MEDIA ACCOMMODATIONS A first-class media operation is crucial to the success of the event. It is imperative that both the FHSAA Office and the host organization work closely to ensure that media representatives are supplied with necessary information in a timely manner and shown the utmost hospitality. The media operation of the event will be under the direct supervision of the FHSAA Media Services Department Contact. The Media Coordinator and Press Stewards designated by the host organization will work closely with the FHSAA Media Services Department Contact in administering the media operation. Additionally, the following items regarding media must be addressed in your proposal: a. Hospitality. Complimentary refreshments such as soft drinks, bottled water and snack foods must be provided for media representatives in the press box (or media work area if applicable) at all times during the event. It is recommended you budget a minimum of $150 per day of the

11 11 P a g e event for media hospitality. Media representatives must also be allowed admittance to any hospitalist room/area you may have for event staff, officials, etc. b. Credentialing. The FHSAA communications department will be responsible for the credentialing of all media representatives. c. Printed Materials. Media representatives will be provided one complimentary copy of event heat/lineup sheets and press booklet prepared by the FHSAA Office, as well as copies of eventby-event results. You must include in your proposal a statement to the effect that both your organization and the venue are willing and able to comply with these provisions, and provide the required personnel and services. You may also submit suggested alternatives that you believe will enhance the media operation, if applicable. 8. TELEVISION, RADIO, VIDEO, FILM, PHOTOGRAPHY AND INTERNET RIGHTS. The FHSAA owns, and aggressively enforces, all rights to all FHSAA Finals state championship events. These rights include rights to television (live and delayed), radio broadcasting, videotaping, filming, commercial photography and Internet (including cybercasting). It is FHSAA policy to award these rights in such a manner as to advance most fully the following interests: gate attendance, promotion of interest in the sport, promotion of interscholastic athletics as part of high school education, and promotion of the FHSAA and its purposes and fundamental policy. Negotiations with respect to the awarding of any such rights shall be conducted by the FHSAA Executive Director or his/her designee, who shall have the authority to determine specific terms and conditions and to execute contracts for the awarding of such rights on behalf of the Association. Inquiries concerning all such rights should be directed to Seth Polansky, Media Services Specialist, In accordance with the policies stated herein. The FHSAA Executive Director may negotiate with any party interested in such rights when they are available. Rights to telecast FHSAA Finals state championship events have been awarded to Sun Sports TV Network through June 30, Rights to cybercast FHSAA Finals state championship events for all state finals have been retained by Panhandle Sports Broadcasting (PSB Live) through a contract with the FHSAA through. The rights for commercial photography of state finals events have been granted to Bryn-Alan Photography by Prestige by the FHSAA. Other rights may be awarded at the discretion of the FHSAA. The host organization and venue must waive any and all television, radio, video, film and Internet

12 12 P a g e rights fees normally charged for events conducted by the host organization and/or held at the venue; must not deny ingress, egress and full access to the venue to entities to which the FHSAA has awarded rights; and must not charge any fee in connection with the use of utilities in producing television, radio, video, film and internet broadcasts and other productions of the event. With regard to video rights, it is the policy of the FHSAA to permit participating schools to videotape competitions in which teams or individuals representing them participate. It also is the policy of the FHSAA to permit spectators with handheld camcorders to videotape such competitions, provided no tripods are used by the spectators, they do not block the view of other spectators and such camcorders are self-powered. With regard to commercial photography, it is not the intent of the FHSAA to deny spectators and participating schools from photographing the event for their private use, or to deny news media from photographing the event for publication. However, no such individuals or entities shall be permitted to sell or resell such photographs without the express written consent of the FHSAA. The host organization must disclose in its proposal any restrictions on videotaping or photography that may be imposed by the venue. 9. EVENT RESULTS The results of all FHSAA Finals state championship events are the exclusive property of the FHSAA. These results may not be reproduced, sold or distributed to any individual or entity without the express written consent of the FHSAA, except as is provided for in these specifications and the agreement to host. It is the policy of the FHSAA that such results are provided to the public without charge through the FHSAA web site ( and the various news media, and as such, become part of the public domain. The official results of each meet in the FHSAA Track & Field Finals will be posted on the FHSAA web site ( during or immediately upon the conclusion of each meet. 10. HOSPITALITY AND MEALS

13 13 P a g e You must be willing and able to provide meals and hospitality service for the event staff which should be around 45 individuals including media. 11. MERCHANDISE AND CONCESSIONS The following conditions will apply to the sale of merchandise and food concessions: a. Souvenir Merchandise. The FHSAA and/or its official merchandiser shall provide and have exclusive rights to sell event-related souvenir merchandise with no royalty or fees to the host organization or the venue. The venue may sell any non-event related souvenir merchandise provided such merchandise has been regularly sold at the venue during the preceding 12- month period, and such non-event related souvenir merchandise is disclosed to the FHSAA Office in advance of the event. Both your organization and the venue must agree to assist the FHSAA in the enforcement of its exclusive event merchandising rights during the event, such assistance to include the involvement of local law enforcement authorities if necessary. b. Souvenir Programs. The FHSAA and/or its official merchandiser shall provide and have exclusive rights to sell the official souvenir program with no royalty or fees to the host organization or the venue. c. Food and Beverage Concessions. Food and beverage concessions shall be provided by the host organization and/or the venue or its contracted concessionaire(s). No alcoholic beverages, including beer or nonalcoholic beer, or tobacco products shall be sold or dispensed for public or private consumption in the venue during the event. Proceeds for food and beverage concessions are retained by the host. 12. SPONSORSHIP AND SIGNAGE The Florida High School Athletic Associations and its corporate sponsors are the sole sponsors of the FHSAA Boys Weightlifting Finals. No other business, organization or individual shall be recognized as a sponsor of the event. Contributors to the host organization may be recognized as supporters of or contributors to the event. The FHSAA is the title sponsor of the event unless such title sponsorship is granted to a corporate sponsor under contract with the FHSAA.

14 14 P a g e The FHSAA is under contract with a corporate sponsor management company to administer a corporate sponsorship program and contributor solicitation programs in general. The FHSAA and its corporate sponsor management company will permit the host organization to solicit contributions for the event from local, regional and national businesses or organizations provided those businesses or organizations are not competitors of any FHSAA corporate sponsor and are not granted benefits which conflict with those granted by the FHSAA to its corporate sponsors. Both the FHSAA and its corporate sponsor management company reserve the right to review the agreements between the host organization and its contributors. The FHSAA's current corporate sponsors are: Gatorade isotonic sports drink, Pinch-A-Penny Pool- Patio-Spa, Spalding Sports Worldwide, Brine soccer balls, Dudley softballs, The Sports Authority, Inc., Field Turf, Inc., United States Marine Corps, Bright House Sports Network, Sun Sports. Additional sponsors may be added during the upcoming year. The host organization and the venue must permit without charge or fee the FHSAA and its corporate sponsor management company to display at the venue banners and other signage that recognize any and all current and future corporate sponsors of the FHSAA. Such banners and signage shall be placed in prime locations pursuant to the directions of the FHSAA and its corporate sponsor management company, and shall be given precedence over any banners or other signage recognizing local, regional or national supporters of or contributors to the event as defined above. In your proposal, you must identify all existing signage and contractual commitments for its display that the venue currently maintains. Describe any negotiability for such contracted space. Also describe the stadium s ability to work with the FHSAA and its corporate sponsor management company if product category conflicts or other signage issues should materialize. Local Sponsorship. The host may solicit cash and/or in-kind contributions from local, regional and national companies as event sponsors to underwrite its costs in hosting the event provided: a. They are not competitors of any FHSAA corporate partner; b. They are not alcoholic beverage companies, tobacco companies, drug companies, pari-mutuels (excluding the Florida Lottery), casinos or organizations that promote gambling, adult entertainment establishments and services, political candidates or issues, athletic skills camps, or recruiting and scouting services;

15 15 P a g e c. They are not designated as title or presenting sponsors of the event; d. They receive secondary billing to FHSAA corporate partners, and are not promised any benefits that meet or exceed those granted by FHSAA to its corporate partners (i.e., complimentary fullpage ad in official souvenir program; signage in prime locations on floor/ field/deck level); and e. They are approved by FHSAA, which reserves the right to review the agreements between the host and its event sponsors. 13. BOOTHS, DISPLAYS, DISTRIBUTION OF UNRELATED PROMOTIONAL MATERIALS AND USE OF TERM "OFFICIAL" No company, organization, group or individual may be permitted to set up booths, demonstrate or display products or services, or circulate promotional materials for other events in conjunction with an FHSAA Finals event in the venue during the FHSAA Finals event without the written consent of the FHSAA. Such activities imply an endorsement of the product, service or event by the FHSAA. Similarly, the use of the term official in relation to any business, organization, group, product, service, function, activity, etc. in conjunction with an FHSAA Finals event is strictly prohibited without the written consent of the FHSAA. The term official implies that a contractual relationship exists between the business, organization or group and the FHSAA, that the FHSAA endorses the product or service, or that the FHSAA is a sponsor of the function or activity, etc. 14. PROMOTION, MARKETING AND VENUE DECORATION The FHSAA communications department will work with the host organization to aggressively promote the FHSAA Boys Weightlifting Finals. The FHSAA communications department has created the event-specific logo. This logo will be the official logo for the event. This logo may not be enhanced or modified by the host organization. The development and use of any other logos in conjunction with the event is prohibited. The FHSAA will aggressively promote the event on its official web site ( and any affiliate or ancillary web sites which it may launch or partner with in the future. Information to be included on the web site will include quick facts about the event, maps to and of the host city, ticket information, venue information, community information, lodging information, etc. The FHSAA will

16 16 P a g e depend on the host organization to provide this information to the Association office for posting on the web site(s). The potential host organization in its proposal should describe how it, the venue and the host community propose to advertise and promote the event. 15. TICKETS, CREDENTIALS AND PASSES Every individual admitted to the FHSAA Boys Weightlifting Finals must enter the venue either with a ticket of admission, a credential issued either by the host organization or the FHSAA Office, or a pass issued by the FHSAA Office. a. Tickets. The host organization and/or venue must provide tickets and handle ticket sales for the event. In your proposal, you should describe in detail the ticketing services available. Indicate whether and under what terms the venue will use a ticketing service such as Ticketmaster. Describe any financial terms associated with ticketing. b. Credentials. The FHSAA Office will design, print and provide to the host organization all credentials. These credentials will be color-coded and issued to event staff, FHSAA staff, event support workers, media, participating teams, officials and VIPs. The FHSAA communications department will issue credentials to news media representatives. All other credentials will be issued by the host organization. c. Passes. There are only two passes issued by the FHSAA Office that are to be honored for complimentary admission to the FHSAA Boys Weightlifting Finals. They are: FHSAA State Series Passes FHSAA Lifetime Passes 16. LODGING ACCOMMODATIONS The availability and affordability of hotels and motels in the vicinity of the venue is an important criterion in the selection of the site for the FHSAA Boys Weightlifting Finals. Because of the nature of the event, most participating schools will spend at least one night in the host community. Rooms must be ample in number and reasonably priced.

17 17 P a g e You must include in your proposal a list of all hotels in the area that have made commitments to provide accommodations to participating teams and spectators during the event. Include the number of rooms at each hotel/motel along with the rates during the event at each property for the duration of the term of the agreement. Include a map of the community showing all hotel/motel locations in proximity to the venue. Finally, describe in detail any housing arrangements for participating teams that you would propose to make, including food service(s) available to teams at the proposed housing site(s). Describe all financial terms and arrangements associated with participant housing. a. Participating Schools. Each participating school is responsible for making its own lodging arrangements. 17. INSURANCE The potential host organization in its proposal must describe in detail any and all insurance that the venue currently has, as well as any insurance coverage that would be required of the FHSAA or host organization. The host organization will be responsible for procuring and maintaining a comprehensive general public liability insurance policy from a carrier with an A.M. Best rating of A (excellent), VII, or better covering FHSAA, the host organization and the host member school against claims arising out of or in connection with the performance of this contract for bodily injury, personal and advertising injury or property damage with combined single limits of at least one million dollars ($1,000,000.00) per occurrence and five million dollars ($5,000,000.00) general aggregate. Not less than 60 days prior to the event, the host organization must furnish to the FHSAA a certificate of insurance showing such coverage. The FHSAA shall be named as an additional insured on the certificate(s) of insurance for the event. If the venue requires additional insured status, the host organization will provide that coverage. 18. RISK MANAGEMENT STATEMENT The FHSAA recognizes that the host organization and/or venue management are familiar with the facilities, grounds and equipment it will be providing for use in the event and that the host organization and/or venue s staff members are in the best position to oversee safety preparations and inspections. Accordingly, on behalf of the host organization and/or venue, its staff members must agree to perform such preparations and inspections and to provide such facilities, grounds and equipment free from all

18 18 P a g e defective or hazardous conditions that are known or reasonably detectable. If any such conditions cannot be cured before the event, specifics must be provided to the FHSAA Executive Director in writing as far in advance of the event as reasonably possible. Receipt of any such notice will not obligate the FHSAA either to cure the conditions in question or to relieve the host organization or venue of its legal duties with respect thereto. 19. FINANCES After thoroughly reviewing these specifications, you must ascertain your expenses, develop a budget and include in your proposal a financial package in which you propose how event receipts will be shared between the FHSAA and your organization. a. Gate receipts. The FHSAA sets the ticket price for State Series Events. The current price of general admission to the FHSAA Boys Weightlifting Finals for all spectators is $7. The sum of all ticket sales is the gate receipts of the event. Any proposal to promote reduced priced tickets or advanced ticket sales must be detailed in the proposal and must be approved by the FHSAA Executive Director. Ticket prices cannot exceed the amount set by the FHSAA. b. Other revenue. The FHSAA Office retains all revenue generated by souvenir merchandise sales, souvenir program sales, media rights contracts and agreements with its corporate sponsors. The host organization retains all revenue generated by parking fees, food and beverage concessions, and locally raised supporter contributions. c. Financial proposal. You must describe in detail your proposed financial arrangements for the event. These arrangements may include either: 1. A proposed flat financial guarantee to be paid the FHSAA in exchange for the rights to host the event 2. A proposed percentage split of the gross gate receipts generated by the event between the host organization and the FHSAA 3. A proposed percentage of the net gate receipts (after a maximum cap of expenses have been paid) between the host organization and the FHSAA 4. Any other proposal that the prospective host organization develops and wishes to submit.

19 19 P a g e In general, and unless specified elsewhere herein, the FHSAA provides the champion and runner-up trophies and medallions. It is important that you describe in detail any additional costs that the FHSAA will incur by holding the event at your venue. If you are proposing any financial arrangement other than a flat guarantee, you must submit a sample proposed budget for the event on the enclosed FHSAA Finals Event Proposed Expenditures Form. d. Financial summary. Event Receipts. All revenue derived from sale of tickets of admission is event receipts. FHSAA Provides. a. Trophies and medallions for state champion and state runner-up teams. b. Commemorative certificates for all participants (student-athletes, coaches, officials). c. Souvenir program. d. Souvenir merchandise. e. Promotional aids, including official event logo, FHSAA signage and decals, promotional flyers. f. Gatorade coolers, cups and product. g. Credentials. Host Provides. a. Facility and equipment. b. Judges (to be approved by FHSAA) c. Support personnel. d. First aid/medical services. e. Hospitality services. f. Food and beverage concessions. g. Security. h. Lodging assistance and rooms for FHSAA staff i. Insurance. j. Tickets.

20 20 P a g e FHSAA Retains. a. Souvenir merchandise sales. b. Souvenir programs sales and advertising. c. Media rights contracts. d. Corporate partner s contracts. Host Retains. a. Parking fees. b. Food and beverage concessions sales. c. Government and tourist development grants. d. Agreements with its event sponsors. e. Settlement. All financial matters must be settled not later than thirty (30) days after event. 20. AFTER-ACTION MEETING. Within 30 days of the completion of the event, representatives of the host, members of the LOC, the facility liaison and FHSAA will meet to review the event and discuss plans for correcting situations and making improvements to the operation for the following year. 21. SUMMATION. You should close with an explanation as to how and why you and the proposed venue should be selected to serve as host for the FHSAA Boys Weightlifting Finals. You should specifically address how you, the venue and the community are qualified to uniquely fulfill the aforementioned specifications. # # #

21 21 P a g e PROPOSAL TO HOST FHSAA FINALS STATE CHAMPIONSHIP EVENT Event: Host Organization: City: Has this organization hosted previous FHSAA Finals events? If so, which ones? The FHSAA requires that an FHSAA member high school or public school district whose schools are members be designated as the host school or school district. Host school/school district: CERTIFICATION OF PROPOSAL. The undersigned certify that the information contained in this proposal to host the FHSAA Finals state championship event stated above is accurate to the best of our knowledge. We further understand and acknowledge that this proposal in no way constitutes any form of agreement between the Florida High School Athletic Association and this organization.

22 22 P a g e Authorized host organization representative: Name Signature Date / Position Authorized host school/school district representative: Name Signature Date / Position

23 FHSAA FINALS HOST ORGANIZATION KEY CONTACTS DIRECTORY Event: HOST ORGANIZATION EXECUTIVE OR HEAD ADMINISTRATOR Name: Title: Organization: Mailing address: Street shipping address: address: Organization: Ph: Cell: Fax: HOST SCHOOL/SCHOOL DISTRICT ADMINISTRATOR Name: Title: School/school district: Mailing address: Street shipping address: address: Organization: Ph: Cell: Fax:

24 EVENT MANAGER Name: Title: Organization: Mailing address: Street shipping address: address: Organization: Ph: Cell: Fax: FACILITY LIAISON Name: Title: Organization: Mailing address: Street shipping address: address: Organization: Ph: Cell: Fax: MEDIA COORDINATOR Name: Title: Organization: Mailing address: Street shipping address: address: Organization: Ph: Cell: Fax:

25 MARKETING COORDINATOR Name: Title: Organization: Mailing address: Street shipping address: address: Organization: Ph: Cell: Fax:

26 FHSAA FINALS STATE CHAMPIONSHIP EVENT PRELIMINARY BUDGET WORKSHEET Event: Host organization: A. PROJECTED EVENT REVENUES 1. Event receipts: a. General admission ( $ )... $ b. Special ticket packages (if applicable): ( $ )... $ ( $ )... $ ( $ )... $ c. Total event receipts (add lines a & b)... $ 2. Grants from tourism and visitors bureaus, local government, etc.... $ 3. Corporate support from local contributors.... $ 4. Proceeds from food and beverage concessions.... $ 5. Proceeds from parking fees.... $ 6. Donations.... $ 7. Other (itemize): a.... $ b.... $ c.... $ d.... $ 8. TOTAL PROJECTED EVENT REVENUES (add lines 1-7)... $

27 Budget Worksheet Page No. 2 of 5 B. PROJECTED EVENT EXPENDITURES 9. Facility: a. Rental (if facility is not owned by a member school or on its campus) $ b. Preparation... $ c. Other (itemize) (1)... $ (2)... $ (3)... $ d. TOTAL FACILITY (add lines a-c )... $ 10. Equipment and supplies: a. Tickets... $ b. Telephone installation and instruments... $ c. High-speed Internet installation and equipment... $ d. Photocopy machine... $ e. Public-address system... $ f. Electronic clock(s) and/or scoreboard(s)... $ g. Field paint... $ h. Floor covering... $ i. Pipe and drape... $ j. Table covering and skirting... $ k. Paper... $ l. Temporary restrooms... $ m. Other (itemize)... $ (1)... $ (2)... $ (3)... $ n. TOTAL EQUIPMENT AND SUPPLIES (add lines a-n)... $

28 Budget Worksheet Page No. 3 of 5 PROJECTED EVENT EXPENDITURES (cont d) 11. Personnel: a. Event manager... $ b. Public-address announcer... $ c. Official scorer(s)... $ d. Official timer(s)... $ e. Statistical crew... $ f. Scoreboard operator(s)... $ g. Ticket seller(s)... $ h. Ticket taker(s)... $ i. Ushers... $ j. Non-uniformed security personnel... $ k. Uniformed law enforcement officers... $ l. Clerical... $ m. Facility labor (1) Custodial... $ (2) Grounds $ (3) Maintenance... $ (4) Technical..... $ n. Other (itemize)... $ (1)... $ (2)... $ (3)... $ (4)... $ (5)... $ o. TOTAL PERSONNEL (add lines a-c )... $

29 Budget Worksheet Page No. 4 of 5 PROJECTED EVENT EXPENDITURES (cont d) 12. Hospitality: a. Refreshments for officials, media, workers, FHSAA, etc.... $ b. Meals in hospitality area... $ c. Refreshments for coaches meeting(s)... $ d. Other (itemize)... $ (1)... $ (2)... $ (3)... $ e. TOTAL HOSPITALITY (add lines a-d)... $ 13. Lodging: a. Comp rooms for FHSAA in headquarters hotel (if applicable)... $ b. Other (itemize)... $ (1)... $ (2)... $ (3)... $ c. TOTAL LODGING (add lines a-b)... $ 14. Promotion and communication: a. Advertising (print, radio, television)... $ b. Postage... $ c. Printing... $ d. Other (itemize)... $ (1)... $ (2)... $ (3)... $ e. TOTAL PROMOTION AND COMMUNICATION (add lines a-d)... $

30 Budget Worksheet Page No. 5 of 5 PROJECTED EVENT EXPENDITURES (cont d) 15. Special festivities (if applicable): a.... $ b.... $ c.... $ d.... $ e. TOTAL SPECIAL FESTIVITIES (add lines a-d)... $ 16. Total event expenditures: a. Facility (from line 9d)... $ b. Personnel (from line 10o)... $ c. Equipment and supplies (from line 11o)... $ d. Hospitality (from line 9d)... $ e. Lodging (from line 12e)... $ f. Promotion and communications (from line 14e)... $ g. Special festivities (from line 15e)... $ h. TOTAL EXPENDITURE (add lines a-g)... $ 17. Net Profit before FHSAA Share (Line 8 minus Line 16h) $ 18. FHSAA Share: % multiplies by ticket sales (Line 1c) $ 19. Estimated Host Net Profit (Line 17 minus Line 18) $ Prepared and submitted by: / Name Signature Date Position