HOSTING NCAA CHAMPIONSHIPS Collegiate Event & Facility Management Association (CEFMA)
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2 HOSTING CHAMPIONSHIPS Collegiate Event & Facility Management Association (CEFMA) Kris Boey Associate AD and Director of Track and Field / Cross Country, Ohio Wesleyan University Seth McGuffin Assistant Track and Field Coach / Marketing and Sponsorships Coordinator, Ohio Wesleyan University Amy Reis Associate Director of Championships & Alliances, Ryan Tressel Assistant Director of Championships & Alliances,
3 Goals for Hosting Championships Championships & Alliances Department Objectives: Committed to the best possible student-athlete experience. Execute championship events reflecting appropriate quality and values to/for stakeholders, student-athletes, administrators, member-institutions, coaches, fans, broadcast partners, corporate champion/partners and sport committees. Coordinate all aspects of championships in an efficient, effective manner through common operating policies and practices. Integrating championships with broadcast and corporate relationships in a manner that maintains rich tradition and decorum of such events. Assure effective management of the business aspects of our operation. Enhance the assets of the and their value by collaborating with internal and external expertise to achieve heightened exposure. page 3
4 Structure from National Office in Hosting Championships Business Affairs and Finance Governance Playing Rules and Officiating Tournament Operations Brand and Fan Engagement - Championships Presentation and Decor - Corporate Relationships - Marketing - Ticketing Media Services - Media Coordination - Statistics - Broadcast and.com page 4
5 Championships Marketing Create a meaningful and enhanced student-athlete, fan and stakeholder experience by increasing attendance and awareness of the Championship and fan events by: Developing, delivering and/or executing a marketing plan for championship and fan events. Lead productive relationships with hosts and stakeholders to maximize resources by coordinating comprehensive and cohesive marketing efforts. Utilize pre-produced online marketing materials. page 5
6 Championships Ticketing The will control all ticket sales for the championship, assigning specific duties to the LOC and competition venue as needed. The host s competition venues ticketing provider. Host venue ticket manifest provided to. Host ticketing vendor to provide ticketing staff access to real-time ticket sales reporting. Host ticketing vendor will allow branding to be placed on all sales channels. Customer data must be shared with at agreed upon times. Breakout list of host venues convenience/ticket fees and the ability to use an inside fee model, when applicable. Host venues ticket facility fee, if applicable. page 6
7 Championships Event Presentation Create an atmosphere that is both entertaining and engaging for fans of all ages while providing an optimal student-athlete experience at championships. Develop on-court/on-ice/on-field promotions, announcements, video board content and premium item giveaways meant to entertain fans and provide a vehicle for Corporate Champion and Partner activation. Provide branded promotional signage and championship décor elements that portray and communicate the championship experience and related messaging. Develop ancillary event activities that are complementary to the athletics competition. Develop event guidelines and protocols across championships to ensure consistency and efficiency. Collaborate with other units related to community engagement activities and/or youth programming initiatives. page 7
8 Championships Corporate Champions/Corporate Partner Program Turner Sports and CBS Sports obtain the exclusive rights to license/sell trademarks, tickets and taglines for all championships. Only CC/Ps, official ball/equipment suppliers, licensees and approved network partners are permitted to exhibit or display on-site at championships. Contracts relating to advertising/signage within the championship venue must be disclosed to the prior to the championship. Except when expressly prohibited by contracts entered into prior to the date the site is selected, there shall be no advertising, banners, signs or displays of any kind, including those of CC/Ps, to be displayed anywhere within the facility proper (i.e. any place that can be seen from spectator seating areas). Items that can be displayed include: banners, CC/P video boards and broadcast banners as approved in advance by the. Event 1 is the official merchandiser for championships. Service all 89 championships and have rights to championship venues, ancillary events and first right of refusal of all hotel properties. page 8
9 Championships Broadcast Partner Program and Policies The Media Services Department oversees the multimedia rights associated with all network television broadcasts, cable television, local television, international television, national radio, local radio, satellite radio, Internet audio and Internet video streaming presentations of every championship. Turner Sports and CBS jointly own the domestic television and multimedia rights to the Division I Men s Basketball Championship. ESPN owns the domestic television and multimedia rights to 23 of the 89 championships. Turner Sports owns the digital rights, including web streaming, to 66 of the 89 championships, and operates and manages all digital platforms, including.com, but excluding.org and social media sites. All regular-season collegiate contests, conference tournaments and Football Bowl Subdivision (FBS) broadcast rights are owned by the member institutions (colleges and universities) and individual conferences. These broadcast rights are not managed by the national office. The retains the exclusive copyright to all audio and video of all championship broadcasts. Westwood One owns the audio, including national and local radio, broadcast rights to all championships. In addition, Productions and selected national and regional sports networks produce television broadcasts of various championships. page 9
10 Championships Bid Process Purpose: Provide an integrated, synchronized process for bid submission and site selection with the ultimate outcome being a quality student-athlete experience at every championship. Process: 1) Multi-year process to solicit bids and select future sites (next cycle tentatively in 2017 / 2018). 2) Bids from all 89 championships go out at the same time which allows for strategic planning for the hosts and Association (60-90 day window to complete bids by host/hosts). 3) Bid Review Team compiles all bid information and suggests potential sites to the individual sport committees and sport committees send their recommendations to their divisional Championships Cabinet/Committee. page 10
11 Timeline for Bid Process (Key Elements to Complete Before Hosting) Proposed Budget. - Edits and updates upon approval. Facility & Video Board Questionnaires. Key Contact Forms. - Keep this document current. Signed Agreement for General and Championship Specific Championship Bid Specifications. page 11
12 Championships Future Host Recommendations Attend the championship the year prior, if able to do so. Useful to be on-site and asking questions. Local Support / Fundraising. Enhance the student-athlete experience. Enhance the fan experience. Banquets / Social Events. Unique chance to personalize your championship. Allows for creativity. Venue selection (i.e. beach, local attraction or museum, etc.) Develop Local Organizing Committee (LOC) Structure. page 12
13 Championships Future Host Recommendations Quality & value for stakeholders. Create optimal student-athlete and fan experience (safety & security). - Once-in-a-lifetime experience - Quality practice & competition facilities - Travel, hotel and other amenities Fan experience/special events. - Fan festival; in-venue programming - Abundant service facilities (concessions, restrooms, parking, easy ingress & egress) Host website (microsite). - Spectator information - Example: 2014 Men s and Women s Outdoor Track and Field Championship ( page 13
14 Championships Future Host Recommendations Establish proper focus on financial stewardship and operational efficiency. - Enhancement funding available for selected championships. - Attendance/increase revenue. Efficiencies. - In-kind; free/discounted facility & equipment rental. - Hotel partnerships. Broadcast Partners. - High-definition nationally televised championship/ webcasting all rounds Corporate Champions/Partner activation. Community awareness and acknowledgement. page 14
15 Championships Future Host Recommendations Sport community awareness. Joint championships Basketball, cross country, field hockey, lacrosse, rowing. Collaboration with NGBs & coaches associations: - Coaches conventions held in conjunction with some championships. - Special association sponsored events. - NGBs events. - National team involvement. page 15
16 Championships Roles & Responsibilities Championship Manager. Governing Sports Committee. Tournament Manager. Marketing Director. Ticket Director. Facility Manager. Media Coordinator. page 16
17 Championships Budgeting Recommendations Ask questions about the process. Understanding what the host provides vs.. Hotels. Preliminary site hotel arrangements vs. final site arrangements. page 17
18 Championships Community Engagement Division I: Youth Activations, where possible. Division II: Make-A-Wish and Military Initiatives. Division III: Special Olympics. page 18
19 QUESTIONS OR COMMENTS. page 19
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