2015 2016 FHSAA Competitive Cheerleading Region 1 and Region 2 Championship Events Site Proposal Outline and Specifications for Prospective Host Organizations
Florida High School Athletic Association Robert W. Hughes FHSAA Building 1801 NW 80th Blvd Gainesville, FL 32606 (352) 372-9551 INTRODUCTION Each winter more than 200 senior high schools across Florida compete in the FHSAA Competitive Cheerleading region competitions for the right to be proclaimed FHSAA Region Champions. More than 1,200 student-athletes annually will participate in each of these events. For many of them, as well as the participating coaches and spectators in attendance, it is one of the most memorable experiences of their lives. Site Proposal Outline. The site proposal outline has been developed to pinpoint key areas that will be evaluated by the FHSAA staff in determining the site for each event, and to assist you in assembling your proposal. This outline also provides you with a template for your proposal. Each and every question, document, map, diagram and form addressed in the outline should be answered, provided, completed and returned as part of your proposal package. Site Proposal Specifications. The site proposal specifications set forth the Association s minimum expectations of both the facilities in which the FHSAA Region events will be conducted and the host organizations. The Association is committed to making each FHSAA Region event a first-class event and will expect no less of the facilities and host organizations. Please read the specifications
carefully. As you work your way through each section, note the requirements that will result in an expense. In this way, you can determine the minimum cost of complying with the specifications and operating the event. The deadline for submission of proposals to host the FHSAA Region 1 or Region 2 Competitive Cheerleading event is 5 p.m. EST, Monday, May 12, 2014. Proposals must be addressed to: Jamie Rohrer, Director of Contract Administration Florida High School Athletic Association Robert W. Hughes FHSAA Building 1801 NW 80th Blvd Gainesville, FL 32606-9176 The FHSAA staff will examine thoroughly each proposal received for each Region event. Fulfillment of the essential criteria for hosting the event, the cost factors, and specific advantages and disadvantages of each proposal will be the foundation of this examination. The Executive Director or his designee will negotiate with one or more prospective host organizations for each Region and will enter into an agreement on the Association s behalf with the successful organization in each region. The target deadline for reaching an agreement for the Region 1 event and Region 2 event is Tuesday, July 1, 2014. Questions regarding the site proposal outline and specifications should be directed to: Jamie Rohrer (352) 372-9551 ext. 440 jrohrer@fhsaa.org # # #
SITE SELECTION TIMELINE The FHSAA, in selecting the sites for the 2015 and 2016 FHSAA Region 1 and Region 2 Competitive Cheerleading events, will adhere as closely as possible to the following time schedule: Monday, April 7, 2014 Site proposal outline and specifications document emailed to interested parties and posted on FHSAA.org. Monday, May 12, 2014 Proposals to host either Region 1 or Region 2 due in the FHSAA Office by end of business day (5:00 p.m. EST). Tuesday, May 13, 2014 - Monday, May 26, 2014 FHSAA staff reviews proposals submitted by the deadline, identifies finalist sites and conducts site surveys for each region as necessary. Tuesday, May 27, 2014 - Friday, May 30, 2014 FHSAA staff finalizes proposal reviews and makes recommendation to Executive Director relative to preferred sites; Monday, June 2, 2014 Executive Director or his designee begins negotiations with each prospective host organization. Tuesday, July 1, 2014 Agreement in principle reached; FHSAA announces chosen sites to public. # # #
PAST ATTENDANCE Region 1: Ridgeview High School (Orange Park) Region 2: Flagler Palm Coast High School (Palm Coast) Region 2011-12 2012-13 2013-14 Region 1 1,432 - Spectators 994 - Participants 2,426 - Total 1,467 - Spectators 1,064 - Participants 2,531 - Total 1,364 - Spectators 1,148 - Participants 2,512 - Total Region 2 1,647 - Spectators 1,577 - Participants 3,224 - Total 1,488 - Spectators 1,518 - Participants 3,006 - Total 1,329 - Spectators 1,284 - Participants 2,613 - Total # # #
SITE PROPOSAL OUTLINE A proposal must consist of the following: a. Cover letter from the prospective host agency addressing these minimum specifications and expectations, the specified region the agency is proposing to host (Region 1 or Region 2) and an outline of all terms and conditions of its proposal. b. Letter of invitation from the proposed facility if different than the host agency. c. Layouts of the proposed facility showing competition area, warm-up areas, etc. d. Listing of all hotels in proximity to the proposed facility and their rates for 2- and 4-person occupancy. e. Listing of all restaurants in proximity to the proposed facility. f. Four (4) completed forms (proposal cover sheet, proposal checklist, key contacts directory and preliminary budget). Proposals must be received in the FHSAA Office not later than 5 p.m. Monday, May 12, 2014. Address proposals to: FHSAA Jamie Rohrer, Director of Contract Admin. 1801 NW 80th Blvd Gainesville, FL 32606-9176 jrohrer@fhsaa.org
TERM OF AGREEMENT The FHSAA seeks to award rights to serve as host of these events for a term of two (2) years with an option to extend, by mutual agreement, the term for an additional three (3) years. DATES AND FORMAT 1. Dates. The events will be held on the following dates within the FHSAA Standardized Calendar: Friday or Saturday of Week 29 in the FHSAA Standardized Calendar January 16 th or January 17 th, 2015 January 15 th or January 16 th, 2016 (May be negotiated between selected Host and FHSAA) 2. Format. a. Competition will be held in a maximum of eight (8) divisions six (6) all-girl divisions (small, medium, large and extra-large varsity and small and large nontumbling); two (2) coed divisions (small and large). b. One (1) round of competition will be held in each division. c. Each member school may enter only one (1) squad. d. All competition will be completed in a single day. e. The FHSAA reserves the right to combine divisions and/or classifications as deemed necessary due to the number of competing teams in two or more divisions/classifications. FACILITY REQUIREMENTS 1. Availability. Facility must be available from 12 p.m. the day preceding the competition through 12 p.m. the day following the competition for the purpose of preparing for and conducting the competition, as well as post-event operations and breakdown following its conclusion.
2. Performance Area. The main performance area must be large enough to accommodate the following, which are required to be provided by the Host: a. 54-foot wide by 42-foot deep main performance floor (9 mat strips) with a minimum of 24 feet of clearance from floor to ceiling or nearest overhead obstruction. b. Elevated judging platform and scoring area with skirted tables, high-speed Internet access, electrical power and seating for 16 persons. c. Area and equipment for public-address announcer and sound system (equipped with CD, MP3 and Aux. playback capabilities) with electrical power, skirted tables and seating for four (4) persons. d. Staging area large enough to accommodate 30 persons. e. Media work area with high-speed Internet access, skirted tables, electrical power and seating for five (5) persons. f. Seating for 3,000 spectators and participants with adequate concession and restroom facilities for both spectators and participants. g. Must have a comprehensive evacuation plan in case of weather conditions or emergencies. h. Athletic training room/area with an unobstructed view of the competition floor. i. Must be in compliance with all applicable city, state or federal regulations concerning access and seating for people with disabilities. 3. Warm-Up Areas. At least one warm-up area, which must accommodate the following and be provided by the Host: a. 54-foot wide by 42-foot deep padded floor (9 mat strips) with a minimum of 24 feet of clearance from floor to ceiling or nearest overhead obstruction. b. An additional area to accommodate two (2) tumble strips and/or additional mat strips for standing tumbling and stretching if a second full floor cannot be accommodated in the warm-up area.
c. Electrical power and warm-up sound system equipped with CD, MP3 and Aux. playback capabilities. d. One (1) table and two (2) chairs clothed and skirted for each floor (for music equipment) and an additional athletic trainers booth. e. Restroom access. 4. Main Entrance/Concourse Areas. Adequate to control ingress and egress of ticketed spectators and credentialed participants, workers, media, etc. Adequate area to house approximately four (4) vendor booths. 5. Hospitality Area. Hospitality area with tables and seating for a minimum of 40 individuals. Individuals to be served in this area include members of the local host committee, event staff and workers, FHSAA staff, FHSAA board members and guests, competition judges, and credentialed media. Coffee, soft drinks, Gatorade, bottled water and snack foods (chips, nuts, candy, cookies, popcorn, fruit, etc.) must be provided in this area throughout the event. A boxed lunch must be served to these individuals in this area. 6. Judges Meeting/Hospitality Room. Meeting room with tables and seating for 15 people. 7. Event Signage. Must allow FHSAA to display event signage branding the event as well as signage recognizing its corporate partners. Facility will provide assistance to FHSAA personnel in installing and removing this signage. Must waive all royalties and/or fees for FHSAA signage commitments. 8. Parking. Must provide ample parking for spectators, participants, FHSAA personnel and event workers; reserved lots must be designated for participant buses (approx. 10 at one time), as well as competition staff and workers, FHSAA staff & media (approx. 15-20 cars at one time). 9. Media Rights Fees. Must waive any and all television, radio, video, film, photography and Internet rights and/or access fees normally charged for events held there, and must grant free and full access to media rights holders as needed. Host organization must pay any such fees not waived.
10. Utility Fees. Must not charge FHSAA or its media rights holders a fee in connection with the use of its power, lighting or parking facilities. Host organization must pay any such fees not waived. 11. Vendor Fees. Must waive all vendor fees and royalties related to the sale of souvenir merchandise for the benefit of FHSAA and its merchandiser(s). Host organization must pay any such fees not waived. 12. Safety Inspection. The FHSAA specifically disclaims any responsibility to investigate the safety or code compliance of the facility and parking lots or their component products, equipment, materials, design and construction. LOCAL ORGANIZING COMMITTEE AND PERSONNEL 1. The host organization must appoint a local organizing committee (LOC) to plan and supervise the conduct of the event. The LOC is responsible for ensuring the successful organization and conduct of the event. The LOC is responsible, at its expense, for the recruitment, training and coordination of all volunteers. The LOC, at all times, shall work in close cooperation with the FHSAA to ensure that the event reflects favorably upon the best traditions and character of interscholastic athletics. 2. The event management staff, at a minimum, must consist of the following five (5) individuals: a. Event Director. The FHSAA administrator for competitive cheerleading will be the Event Director and will oversee all aspects of the competition, including participating teams and competition judges. b. Marketing Director. A member of the FHSAA communications department will serve as Marketing Director and will oversee all aspects of the event related to licensing and branding, merchandising, marketing, promotions and media. c. Event Manager. Appointed by the host. Must have significant experience in event administration and management. He/she is responsible for all planning and organization of the host s operation prior to, during and after event, including the filing of all necessary reports. The event manager will be the FHSAA s primary contact in the LOC with regard to the event.
d. Facility Liaisons. A knowledgeable person, preferably a member of the facility staff. Specific responsibilities may include assisting FHSAA and the host with direction and supervision of facility arrangements, security and assistance in development of participant information. e. Media/Technical Coordinator. Appointed by the host. Preferably an individual with a background in media and technical relations. Specific responsibilities may include planning and supervision of media work areas and technical assistance with all sound systems. 3. The host must provide, at its expense, the following personnel: a. Public address announcers (at least one PA Announcer who is well versed in the area of Competitive Cheerleading); FHSAA will approve selection(s). b. Disk jockey who is familiar with the in-house sound system or supplies their own sound system; needs to be well versed in running music at Competitive Cheerleading events. c. Certified athletic trainer(s). Athletic trainers will be needed in both the warm-up area and the performance area. d. Ticket takers and ticket sellers, pass gate workers, registration table workers, etc. e. Security. f. Hospitality area workers. g. Maintenance workers/custodian. h. Team hosts i. Warm-up timers j. Additional volunteers (parking attendants, concession workers, Gatorade cooler fillers, etc.) 4. The FHSAA will provide competition judges, spotters, performance floor timers, rules judges and tabulators.
5. 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. PROTECTED MARKS "Florida High School Athletic Association", the FHSAA logo, the letters "FHSAA", the phrases "FHSAA Championships" and "FHSAA Finals", and other phrases and logos, including the official event logo are the sole property of the FHSAA. The host will use these marks only in connection with promotions and conduct of the event, and only after receipt of approval for each usage from the FHSAA. COMMERCIAL IDENTIFICATION AND SIGNAGE 1. The official name of the event is the FHSAA Competitive Cheerleading Region Championships. It may be referred to as the FHSAA Region Championships on second reference. 2. The FHSAA will design and provide the official event logo. All parties must use this logo and no other. All advertisements, promotional items, etc., using the FHSAA s name or marks, including the event logo, must have the prior approval of the FHSAA. The host organization is not granted rights to license use of the event name or logo. 3. The use of the official label in relation to any business, organization, group, product, service, function or activity, etc., in conjunction with the event is prohibited without approval of the FHSAA. 4. FHSAA will have exclusive authority over placement of event signage, including official event banners, FHSAA corporate partner banners and host-secured event sponsor banners. No royalty or fee will be paid to host or facility for FHSAA signage commitments. 5. No third-party company, organization, group or individual shall be permitted to set up booths; sell, distribute, demonstrate or display products or services; or circulate promotional materials of any kind (i.e., handbills, flyers, memorabilia, etc.) in the facility during the event without the approval of FHSAA.
6. No announcements, except those approved in advance by the FHSAA, or for public emergencies, shall be allowed over the public-address system. CORPORATE SPONSORS AND SPONSORSHIP 1. FHSAA corporate partners must be permitted to showcase and distribute their products/services at each host venue. 2. 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, parimutuels (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; 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 full-page ad in official souvenir program; signage in prime locations); and e. They are approved by FHSAA, which reserves the right to review the agreements between the host and its event sponsors. LODGING 1. The headquarters hotel, in which the FHSAA staff will be housed, shall be approved by FHSAA and must be in close proximity to the facility. Complimentary hotel room(s) for FHSAA staff, provided by the Host, is preferred. 2. Each participating team is responsible for making its own lodging arrangements as deemed necessary. The host is encouraged to offer assistance in securing affordable lodging for each team.
PROPERTY AND MEDIA RIGHTS 1. Events and activities associated with an FHSAA Finals event, including the official results of the event, are the sole property of FHSAA and may not be reproduced and marketed or otherwise distributed or publicly displayed without the permission of FHSAA. 2. FHSAA retains all rights to television broadcast or cablecast (live or tape-delay), radio broadcast, internet broadcast (audio and/or video), videotaping, filming and photographing of the event, and may at its sole discretion award any or all of these rights to third parties of its choosing. 3. FHSAA, subject to the policies of the facility, allows still cameras and video cameras to be used at state series contests so that spectators may record the excitement and festivities for their own personal use not for the purposes of commercial re-sale or public redistribution in any form. MERCHANDISING AND CONCESSIONS 1. FHSAA and/or its official merchandiser shall have exclusive rights to sell event-related souvenir merchandise with no royalty or fees to the host or facility. The facility may continue to sell during the event any non-event-related merchandise normally sold in the facility. The host and facility must make every effort, including the use of uniformed law enforcement, to restrict the retail sale of, and confiscate, counterfeit and pirated merchandise within the host community. 2. The host or facility shall retain, operate and control all food and beverage concession rights subject to the provisions of this section. Food and beverage concessions must adequately support the number of spectators for each session, and must be sold at costs comparable to the most favorable price for spectators during other events at the facility. 3. No alcoholic beverages, including beer, or nonalcoholic beer shall be sold or dispensed for public or private consumption anywhere on facility property during the event. Furthermore, alcoholic beverages may not be served in clubs or restaurants with direct access to spectator areas at any time the facility is open to spectators or competitors during the event. 4. No tobacco products shall be sold or dispensed for public or private consumption at the facility during the event.
INSURANCE The host must secure primary comprehensive general public liability insurance coverage for the duration of the event (including any practice dates) with combined single limits of $1 million per occurrence and $4 million general aggregate for bodily injury, personal or advertising injury, and property damage. If the facility requires additional insured status, the host will provide that coverage as well. The host must provide FHSAA with a certificate of insurance showing the required coverage, naming the FHSAA as additional insured, not less than 60 days in advance of the event. FINANCIAL ARRANGEMENTS 1. There is a $6 per day admission charge (unless changed by the FHSAA). 2. FHSAA provides: a. Judges and spotters. b. Souvenir merchandise. c. Promotional aids, including official event logo, FHSAA signage and promotional flyers. d. Gatorade coolers, cups and product. e. Credentials. 3. Host provides: a. Facility and equipment. b. Support personnel. c. Athletic trainers. d. PA announcer and sound system e. DJ and sound system f. Hospitality services.
g. Food and beverage concessions. h. Security. i. Lodging assistance. j. Insurance k. Performance floor and warm-up floor mat strips and tumble strips (minimum 20 strips) l. Velcro for all floors and tumble strips 4. FHSAA retains: a. Gate receipts. b. Souvenir merchandise sales. c. Media rights contracts. d. Corporate partners contracts. 5. Host retains: a. Parking fees (if applicable). b. Food and beverage concessions sales. c. Vendor booth rental and royalties. d. Program sales. e. Government and tourist development grants. f. Agreements with its event sponsors. # # #