Dear Prospective Bid Cities, On behalf of the USA Badminton Board of Directors, we would like to thank you for your interest in hosting a USA Badminton Championship. USA Badminton has served as the Governing Body for the sport since 1937. Our championships cover not only the elite Olympic and Pan American level players, but also the rising young juniors from across the country. Enclosed is our most up to date RFP encompassing events for 2016 and 2017. The RFP includes critical information covering the following areas: Bid application and guidelines Event descriptions Bid fee structure Bid selection criteria Venue requirements USA Badminton responsibilities Host responsibilities Frequently asked questions Sample budget Please feel free to contact us with questions about the bid process. Thank you again for your interest in a partnership with USA Badminton. Sincerely, Dan Cloppas Executive Director USA Badminton
National Event Bid Application Organizations interested in bidding for USA Badminton national-level championships must submit a formal bid package to USA Badminton. This package must include: 1. Bid Application. 2. Names and address of those individuals responsible for submitting the bid. 3. A description of the hosting entity (CVB, Sports Commission, etc.). 4. A proposal detailing the plan of the host city including: housing, transportation, sponsorships, transportation, volunteer and community support, etc. 5. A detailed description of the proposed venue. 6. Information on the host community s attractions and other facts. 7. Email package preferred in a PDF format. If mailing the bid package, eight (8) copies are required. The bid package should be submitted to: USA Badminton National Events Attn: Peggy Savosik 1 Olympic Plaza Colorado Springs, CO 80909 (719) 866-4808 Email: peggy@usabadminton.org Event Descriptions U.S. Masters International Championships: This event is held in March with 150-200 participants. Age divisions begin at age 35, and increase in five-year increments. There is a national rotation on this event among the five USA Badminton Regions. The event has been held in Shreveport, Spokane, Washington D.C., San Diego, Tucson, and Estero (FL). In 2015 the US Masters Championships was held in Raleigh, NC. BID DEADLINE FOR 2016: Awarded BID DEADLINE FOR 2017: October 1, 2015 U.S. Adult Nationals: This event is held in late March or early April with 80-125 participants. Events include men's and women's singles, men's and women's doubles, mixed doubles with consolation rounds in all events. This event was held in 2011 in San Carlos, CA. It was held at Orange County Badminton Club in 2012 and 2013 and in 2014 it was held in Westborough, MA. The 2015 event will be held in Manhattan Beach, CA. BID DEADLINE FOR 2016: June 30, 2015 BID DEADLINE FOR 2017: October 1, 2015 National Collegiate Championships: This event is usually held the last weekend in April on a college campus. Past host sites include U Conn, UC Berkeley, Swarthmore College (PA), Irvine Valley College (CA), and College Park (MD). The 2015 event will be held in Milpitas, CA. It is strongly advised that a host community bidding on a U.S. Junior Nationals, also bid to host the Collegiate Championships in a prior year. BID DEADLINE FOR 2015: June 30, 2015 BID DEADLINE FOR 2016: October 1, 2015 U.S. Junior Nationals: This event is held in July with 300+ participants. Events include 11U, 13U, 15U, 17U, 19U, and 22U in boy's and girl's singles, boy's and girl's doubles, mixed doubles. The event was held in Orange County, CA in 2011 and 2012. In 2013, the event traveled to San Francisco and in 2014 the event was held in Los Angeles. The 2015 event will be held in Orlando. BID DEADLINE FOR 2016: June 30, 2015 BID DEADLINE FOR 2017: October 1, 2015
Contact Information Contact Person Day Phone Cell Mailing Address_ Email City, State, Zip Club Sponsor Club Website_ Applicant s Signature Date The following application is for the purpose of obtaining important information about possible sites for USA Badminton events. The information received in this packet will be used to evaluate the location on the suitability of hosting a USA Badminton national event. USA Badminton will only use this information in order to make these determinations. USA Badminton event(s) interested in bidding on: 2016 2017 U.S. Masters Championships U.S. Adult Nationals National Collegiate Championships. U.S. Junior Nationals Bid Fees Event Bid Fee** Organizations that are bidding for national level events will be required to submit the bid fee as part of the bid application and by the application deadline. Incomplete bids (those lacking appropriate information or bid fees) will be notified, and will not be considered. A decision will be made within 30 days after the entry deadline and fees will be returned in full, within 60 days, if the bid is not accepted. U.S. Adult Nationals $2,500 U.S. Senior National Championships $2,500 U.S. Junior National Championships $2,500 National Collegiate Championships $1,000 ** Sanction Fee is included in Bid Fee. Amendments to this Bid Application may be made by USA Badminton at any time.
Host Organization s Information Name of Organization Address Years the organization has been in existence Contact Name Phone_ Fax Email How will the host support the event (cash contributions, value in kind service and/or products, manpower, etc.)? Please list the sponsor's experiences with running similar events: a) c) b) d) Additional Partnering Organizations Name Address Contact Name Telephone Fax E-mail Role of Partner Name Address Contact Name Telephone Fax E-mail Role of Partner Name Address Contact Name Telephone Fax E-mail Role of Partner Name Address Contact Name Telephone Fax E-mail Role of Partner
Criteria for Awarding the Bid - Local Badminton Infrastructure and Club Support (tournament director must have run a minimum of 5 badminton tournaments) - Overall Operations Plan and Budget - Funding and Sponsorship Plan - Airline and Hotel Costs (USAB has partnership with both Hilton Hotels and United Airlines) - Location (USAB has strong membership numbers in the Northeast, Mid-Atlantic Region, the Chicagoland area, and in California) - Quality of Venue - Existing Badminton Programs - Community and Volunteer Support (minimum of 20 volunteers needed) USA Badminton Clubs may bid on national events, however, that club must agree to sanction all tournaments during the year they host in order to be considered and/or selected. Venue Requirements Competition Area A gymnasium/convention center with a seating capacity of up to 500 is preferred. It is highly recommended for the proposed venue to have at least 150-foot candles of light on the participation surface for video streaming and/or television broadcast. If portable badminton courts are to be laid out on existing gym surfaces, the base surface (wood, synthetics, etc.) must have a degree of "springiness." This cushioning is essential. Depending on the event, anywhere from eight (8) courts (U.S. Open) to eighteen (18) courts (U.S. Junior Nationals) could be needed. The typical layout for four (4) badminton courts is a total of 120' x 60' (single court size = 20' x 44 ). At least six (6) feet of space is required between courts providing ample space for line judges, umpire and referee chairs, scoreboards, etc. One umpire chair per court is recommended. The facility should have a minimum unobstructed height clearance of at least thirty (30) feet. Background light should be eliminated. Any source of lighting behind the ends of the courts, such as a doorway, a window or a light fixture, can interfere with the tracking of a shuttle in flight. Windows should be fitted with dark colored shutters or curtains. Walls should be dark colored and ideally have a textured surface in order to minimize reflection of light. A physician or emergency medically trained individual must be on site during play. A portable defibrillator on premises is highly recommended. Hospitality Room and Player s Lounge A VIP hospitality room should be set up with soft drinks, snack foods, sandwiches, etc. for the local organizing committee and USA Badminton sponsors, staff, and media. Training Room A players only training area should be staffed daily from one hour before competition until the last match is completed. This area is for taping, rubdowns, and additional on-site medical care as needed. Concession Area A concession area should be close to, but not part of the playing area. Waivers to above criteria will be considered on a case by case basis.
Facility Information Competition venue Information (please submit exterior and interior photographs in addition to a facility diagram showing floor plans, height, seating, entrances/exits, adjacent rooms and areas etc.) Name of Venue Address of Facility Contact Person Phone Fax Square Footage Type of Floor Email Is court marking on floor space? (Badminton, Basketball, Volleyball, etc.). _ Is facility air-conditioned? Can air-conditioner be turned off? Type of Lighting Direct or Indirect (please circle) Number of Foot-candles Height of Ceiling ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- Adjacent Facilities/Rooms/Specific Areas (check if available) Restrooms/Number: men women Private Restrooms/Number available for USOC drug testing Meeting Rooms/Number: Locker Rooms/Number: Trainer/Medical Room Provide Specific Information Concession Area Merchandise Sales Area Hospitality Room/Player s Lounge Parking/Number of Spaces: Parking Fees (if any) Locked Storage Rooms/Number: (for shuttles, equipment, trophies etc.) Sponsor Sales/Display Area (See "Sponsorship" for fees) On Court Water For Athletes Equipment (check if available at the host venue) Computer with printer Wireless Internet Access Copy Machine Fax Machine PA/Sound System Furniture (check if available at the host venue) Seating Capacity/Number of Seats: Seating Type (circle all that apply): bleachers, portable, chair back Elevated Platforms (for medal ceremonies) Tables and Chairs (minimum of 15 tables and 60 chairs) Portable Bulletin Boards
Staging - check if available Elevated stage area Pipe and Drape Background draping 12' high Carpeting Signage area - indicate size and area Services / Clean-Up Crew / Security Subject to union contracts? If yes, which unions? Hourly rates: Clean-Up Crew Security Other Volunteers must be allowed to assemble and disassemble badminton courts, hang banners, set up television cameras,. Will this infringe on existing union contracts? Yes No ------------------------------------------------------------------------------------------------------------------------------------------------------------------------ Accommodations Please submit a single area map showing venue location, hotels and nearby restaurants. USA Badminton strongly recommends Hilton properties be given priority in planning the host hotel block for your bid. Please attach a spreadsheet with additional overflow hotel choices with name, distance from venue, and rate. Headquarters Hotel Name Address Contact Name Phone Fax Hotel capacity Proposed rate(s) Email Are rates guaranteed? is master billing available (including restaurant)_ Check in/out times Guest parking (rates) Number of Restaurants Types of Menus_ Price Range Hours of Operation Room Service Hours Complimentary Meeting Room Available Registration Area Banner/Display Area In Lobby Hospitality Room Fitness Center on Property Yes No Whirlpool/Sauna Yes No Swimming Pool Yes No Distance from Venue Distance from Airport Free Shuttle Service to/from Venue Free Shuttle to/from Airport Distance from Nearest Major Retail Center Cultural Activities (Areas of Interest): Please list activities or sightseeing, which would be of interest during the event:
Tips for Choosing a Safe Facility When choosing a facility for your badminton event, we want to make sure the space is a safe and welcoming atmosphere for all players. Also, we would like to make sure there is a club contact person that fully understands the facility/rental agreements. Here are additional factors to keep in mind: Is the facility suitable for badminton practice and tournament play? Check the floor for defects or trip and fall hazards. Check for low-hanging lights, heating, and plumbing. Men s and women s restrooms in rood repair? Does this facility have locker rooms available? Check that there is a phone available in the event of emergency. Are there well-lit & monitored parking spaces? Is there an emergency response plan at the facility for evacuation & medical emergencies? Are lighting and electrical systems checked at facility? Is there a rental agreement required? Additional Facility Information _ Responsibilities of USA Badminton USA Badminton will be responsible for seeding and scheduling the draw of each National Tournament. All entry forms shall be forwarded to the Tournament Director at least three weeks prior to the event or an acceptable time period agreed upon by the National Office. USA Badminton will provide athlete and venue liability insurance. The athlete insurance will cover accidents that may occur during the conduct of the event. USA Badminton will also provide a certificate of liability insurance to the venue and other additional insured as approved by the insurance carrier. See attached packet for USA Badminton Sanction forms and request for certificate of insurance. USA Badminton will provide T-Shirts for the National Events. Please include $15.00 in the registration package for each shirt. USA Badminton will approve all local promotions to avoid conflicts with USA Badminton or United States Olympic Committee sponsors. The Tournament Director will arrange and schedule to have the proper number of nationally qualified umpires to work at each session. USA Badminton retains the right to approve all merchandise that displays or refers to USA Badminton and to approve all vendors who will be making sales at USA Badminton events. USA Badminton retains all broadcasting rights to its events. If there is a rights fee paid to USA Badminton, USA Badminton will retain it. The host shall cooperate with broadcasters of events. USA Badminton retains all marketing and sponsorship rights for its events. Hosts are asked to assist in the fulfillment of national level sponsorships, including advertising in the event program, hanging banners in designated spots at the competition site, etc. USA Badminton reserves the right to sell merchandise at all national events.
Host Responsibilities The host shall be responsible for the following with regard to the event (some items are negotiable): 1. Venue - Space near courts for tournament desk, check in desk, scorer's table, scoreboards, public address system, seating, CD/DVD wired into PA. Court, lighting, and other needs are listed elsewhere in this packet. 2. Site Visit - Fund one (1) site visit for up to two (2) USA Badminton Tournament Advisory Group members. Site visits are required prior to the award of a USA Badminton tournament to a host community. 3. Umpires and Referees - A per diem of $30-$60 per day is recommended for umpires and referees. 4-8 umpires are recommended along with a local umpire coordinator. Complimentary accommodations should be provided for all referees and umpires, up to eight (8) rooms double occupancy. A minimum of 12-24 line judges will be needed. 4. Local Transportation - Provide complimentary shuttles from airport to headquarters hotel(s) and from hotel(s) to venue. This includes a schedule as agreed upon including shuttle service before, during, and after competition. 5. Complimentary Tickets - Provide USA Badminton with 50 tickets for each session and additional tickets at half price. 6. Closing Banquet - Recommend a closing banquet at rates to be determined and agreed to by USA Badminton. Care should be taken with regard to specific awards, honored guests, list of speakers, etc. 7. Welcome Kit - Each athlete and officials shall be provided a welcome bag including a copy of the souvenir program and gifts/coupons from event sponsors, local Chamber of Commerce, etc. The USA Badminton National Office should be consulted for specific formats of welcoming letters, awards, national advertisers, event schedule, etc. 8. Credentials - All people associated with the event should be credentialed. The credential should be laminated and distributed with a lanyard to be worn around the neck. 9. Volunteer Support - Twenty (20) to forty (40) volunteers are needed for the following areas: control desk runners, messengers, registration assistants, hospitality, ticket takers, ushers, player s lounge, first aid, athletic trainers, medical support, etc. 10. Hospitality - Provide food and beverage in the VIP hospitality room and player's lounge at the competition venue. 11. Promotion - Coordinate with USA Badminton for local promotion of the event (press releases, press conferences, media outreach, etc.). 12. Event Logo - USA Badminton must approve all event logos and advertising. 13. Awards and Trophies - Provide awards for the top three finishers in each division. All awards must include the USA Badminton logo and be approved by USA Badminton. Host to coordinate shipping (at the host s expense) and display. Host to ensure trophies are packed properly and returned to USA Badminton. (Adult Nationals) Provide Ken Davidson Memorial replica trophy to winner. (Junior Nationals) Provide Ken Davidson Memorial replica trophy and Deb Brown trophy to winner. (Senior Nationals) Provide Ray Scott Memorial replica trophy to winner.
14. Athlete Registration - Provide space for athlete registration at the official opening of the tournament. 15. Signage - Provide printed signs in various locations specifying areas such as: players lounge, medical center, changing rooms, restrooms, registration, transportation/shuttles and help desk. Location signs should be placed strategically throughout the venue, hotel lobby area and shuttle pick-up areas. 16. Tickets - Design and print tickets for the event. Ticket layout to be approved by USA Badminton. 17. Shuttles - Yonex Corporation is an official sponsor of USA Badminton. Only Yonex shuttles may be used for USA Badminton sanctioned events. 18. Medical - Medical assistance must be provided throughout the tournament. 19. USA Badminton Board - The USA Badminton Board meets throughout the year at various USA Badminton sanctioned national tournaments. Host cities can strengthen their bids by providing a complimentary meeting room for one full day at the host hotel for the USA Badminton Board to assemble. In addition, consideration will be given to host cities that can provide complimentary rooms for USA Badminton Board Members during the tournament (USA badminton has 11 Board Members, each who normally stay 2-3 days for meetings around a national tournament). 20. Budget - Host is responsible for the finances of the event. The event s profit and loss responsibilities fall solely on the host. A proposed event budget is required with all bid submissions (a sample budget is provided on the following pages). Frequently Asked Questions Q: Can a badminton club host a national tournament without a sports commission or a convention bureau? A: Yes, however USA Badminton strongly encourages that the local organizing committee for any championships include members from the local tourism and sporting events community. Q: Do we need a local badminton club to host a tournament? A: No, but it is strongly suggested that the bidding entity have a partnering badminton club to help run the event successfully. Q: How can I find out if I have a local badminton venue or club to help me host a USA Badminton tournament? A: Contact Peggy Peggy Savosik at USA Badminton at (719) 866-4808. Q: Does USA Badminton need to sanction our event? A: Yes. USA Badminton will handle the sanctioning of each event once the host site is selected and contracted. Q: Does my bid submission need to be in the exact format of the RFP? A: No. However we ask that all areas of the RFP be addressed in your response.
SAMPLE BUDGET Income: Registrations Admissions Program Sales Concession Sales Program Advertising Souvenir Sales Sponsors (please detail) Banquet Tickets * - Miscellaneous TOTAL INCOME Expenses: Bid Fee Venue Rental Site Visit Tournament Director Stipend Umpire/Referee Per Diem Umpire/Referee Staff Shirts Staff Housing Trophies (with shipping) Printing Costs (Brochures, Posters, Signage, Tickets) Program Advertising Banquet Direct Mail Creative/Logo Development Welcome Kits Supplies VIP Area Food and Beverage Transportation Medical Insurance TOTAL EXPENSES NET INCOME (LOSS) *-T-Shirts Include $15.00 per shirt in Registration Fee Vendors/Sponsors Any and all vendors and sponsors must be approved by USA Badminton.