2018 USA Gymnastics T&T Stars & Stripes Championships Bid Book - Connect Sports
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2018 USA Gymnastics
T&T Stars & Stripes Championships
Bid Book
Table of Contents Page
A. General Information 2
B. Venue Requirements 3
C. Hotel Accommodations 6
D. Business Plan 7
E. Conditions 9
F. Marketing 10
G. Hospitality 11
H. Production 12
I. Transportation 13
J. Ceremonies & Gifts 14
K. Athlete Medical 15
1A. GENERAL INFORMATION
The Stars & Stripes Championships include competitions for levels 5-7 trampoline & tumbling
athletes in the following events: individual trampoline, double mini-trampoline, and tumbling. A
host city can anticipate a delegation size of approximately 800 people, which includes athletes,
coaches, judges, and staff. The competition format includes one day of training and three days
of competition.
Anticipated Dates and Event Schedule
The preferred dates are July 18-22, 2018.
Day 1 - Wed Set-Up
Day 2 - Thurs Training
Day 3 - Fri Competition
Day 4 - Sat Competition
Day 5 - Sun Competition and Load-Out
Bidding Procedures
Complete bid proposals outlining comprehensive plan for event should be submitted to Jordan
Dillon, Director of Junior Olympic Events (jdillon@usagym.org) no later than July 11, 2017.
2B. VENUE REQUIREMENTS
The following specifications apply to the USA Gymnastics T&T Stars & Stripes Championships.
The facility should be a modern, clean, and accessible arena or convention center exhibit space
meeting the following minimum standards:
1. Competition Floor Area
a. 120’x200’ unobstructed space to accommodate one competitive gym set-up
b. 30’ ceiling height
c. Seating for at least 2,000 in stadium-type seating
2. Conditions and Availability
a. The venues must be modern, clean and accessible and have at least 2,000 seats
in convention or event space, set arena style around the competition area.
Competition areas must meet USA Gymnastics standards.
b. The venue and surrounding area – parking lots, frontage property and other
adjacent areas must be available for move-in on the designated date for the
purpose of preparing for set-up, training and conducting the competition.
c. The venue must provide the use of the arena and hall, cleaned, lighted and
heated or air-conditioned in a manner acceptable to USA Gymnastics.
d. The venue will not enter into any agreement or understanding that would permit
any corporation or other third party to be entitled to hospitality, entertainment or
temporary signage privileges in the venue and surrounding area (i.e., parking
lots, frontage property and any other adjacent areas) that the venue may provide
to USA Gymnastics.
3. Seating and Tickets
a. Exact use of the venue seating will be determined during the site visitation for the
event. Arena style seating is needed for a minimum of 2,000. If necessary, space
adequate to accommodate retractable and temporary seating, in accordance with
the required space for competition, should be available.
b. USA Gymnastics will require a set number of complimentary tickets per session
to fulfill sponsor obligations. Exact number and assignment of locations will be
determined after the bid has been awarded. Any unused tickets will be returned
to the Host for re-sale. The Host and USA Gymnastics will agree upon the
number and location of complimentary tickets for the Host.
c. If permanent seating is not available in the Convention Spaces, alternatives must
be furnished for temporary seating at no cost to USA Gymnastics.
d. Tickets for competition sessions will be available for purchase to the general
public.
4. Working Space, Equipment and Labor
a. The competition and training floors must be set-up on a concrete or wood floors.
3b. The competition venue must furnish the arena floor clear of all obstructions and
unused seating on the move-in day.
c. The competition venue must furnish lighting levels (including installation labor
i.e. rigger) adequate for sports.
d. A loading dock with forklift access to the competition and training areas must be
available.
e. Staging (risers) for the competition floor areas and for the awards stand area will
be needed, along with staging for the main production tables in all competition
venues; placement to be determined. All staging risers must have skirting
provided as well.
f. Pipe and Drape – high pipe and drape to divide competition and training areas
may be required for the venue (if stage curtain or air wall cannot be used). Other
8-16 ft. pipe and drape, rope and stanchion, and barricade need to be determined
after layout is finalized.
g. Internet Connection – One (1) high-speed Internet connection needed for
production area, in the competition venue, provided at venue’s expense.
h. Digital Photocopy Machine – Two (2) digital photocopy machines, with capabilities
for reproducing results, competition start orders, and other materials with a
minimum copy speed of 50 copies per minute and collation and staple
capabilities to be used by event production staff. The photocopy machine should
be available during load-in through load-out. Expected usage will be
approximately 10,000 copies per machine.
i. All Audio-Visual Equipment requirements are based on venue size and
capabilities and final competition layout and will be determined based on site
visitation and communications with audio-visual staff/company.
j. USA Gymnastics is responsible for the rental of all gymnastics equipment.
k. USA Gymnastics will coordinate volunteers to provide necessary labor,
installation and removal of gymnastics and production equipment.
l. Venue Labor will be determined upon site visit, but is expected to include:
medical staff and/or paramedic, box office personnel, fork lift operator, ticket
taker(s), and credential checker(s).
m. USA Gymnastics will utilize volunteers to fill positions not required by venue.
5. Auxiliary Rooms, Locker Rooms, and Satellite Working Areas
a. The following rooms and/or space are required at the Venue: But will be finalized
upon review after initial site visit.
i. Two (2) Dressing Rooms with immediate access to training and/or
competition area.
ii. One (1) Officials Meeting room, set for up to forty (40) officials
4iii. One (1) Hospitality Room, set with round tables for fifty (50) people. In
most cases, a single room could accommodate the meeting room and the
hospitality room.
iv. One (1) Stretching & Staging Area immediately adjacent to the
competition floor.
v. One (1) Awards Room (located adjacent to the competition space) with
staging and seating for 750-1000.
vi. 3000-4000 sq. ft. of space in the lobby, concourse, ticketed area or other
near the competition hall to accommodate vendors.
6. Electrical Requirements
a. USA Gymnastics will need a sufficient amount of complimentary electrical power
and power outlets. The exact number of outlets, amps, and voltage required will
be determined upon site visitation.
5C. HOTEL ACCOMMODATIONS
1. Host agrees to ensure hotel availability and assist in negotiating the best possible rate
for staff, participants, and spectators in hotel properties within walking distance to
venues, if possible. National Travel Systems (NTS), travel partner of USA Gymnastics,
will solicit and sign hotel contracts and final agreements. All reservations will be
directed through NTS. Final room blocks will be determined at a later date. Due to the
nature of this event a high percentage of double / double rooms are required. The
following room blocks should be made available:
Tues Wed Thurs Fri Sat Sun Total
Single 3 30 48 50 44 12 187
Double 12 120 192 200 176 48 748
Total 15 150 240 250 220 60 935
a. Room rates should include the following concessions, if there are multiple
hotels, these concessions should be at the Staff hotels:
i. Special Rate for up to five (5) staff rooms
ii. One (1) Complimentary VIP Suite
iii. Other Various Complimentary Meeting Room Space
iv. Complimentary Parking for up to five (5) staff vehicles
v. Complimentary high speed internet for staff rooms
vi. 1/40 complimentary ratio; to be applied to master bill or used for pre-
planning purposes.
vii. No attrition clause confirmed
viii. $11 rebate and 10% commission (to be retained by National Travel
Systems)
ix. Two week cutoff
x. Up to two (2) complimentary rooms for pre-planning visits.
6D. BUSINESS PLAN
1. Financial Arrangements
a. The financial terms for the event are as follows:
i. Except as provided in the preceding Section 1.b, USA Gymnastics is solely
responsible for all expenses related to the Event.
b. The Host will assume responsibility to provide for the following financial
obligations:
i. Assume responsibility to provide an approved facility with one (1)
competitive venue for a total of one (1) set-up day, one (1) training day,
and three (3) competition days.
ii. Assume responsibility to provide local certified athletic trainers and/or
physicians (as deemed necessary by the USA Gymnastics Medical
Administrator) to be present for all training and competition sessions.
This must be coordinated and approved by the USA Gymnastics Medical
Administrator.
iii. Assume responsibility to provide an emergency first aid facility and first
aid supplies on site during all training and competition sessions.
iv. Assume responsibility to provide sufficient staffing for the provided
facility including but not limited to ushers, ticket takers, box office staff,
and credential checkers.
c. USA Gymnastics will assume responsibility to provide for the following financial
obligations:
i. Cause the competition venue and Host to be named as additional insured
on USA Gymnastics liability insurance policy. The policy provides for
coverage in the amount One Million Dollars ($1,000,000) per occurrence
with no general aggregate and excess liability coverage of Five Million
Dollars ($5,000,000) per occurrence and in the aggregate. To the extent
Host or any third party with whom it has a relationship requires different
or additional insurance, Host is responsible for obtaining that additional
coverage at its sole expense.
ii. Grant a sanction for this Event.
iii. Cover costs relating to USA Gymnastics T&T Program personnel.
2. Administrative Arrangements
a. The Host will assume responsibility to provide for the following administrative
obligations:
i. Assume responsibility to provide approximately fifty (50) volunteers per
day to assist with the running of the event
ii. Assume responsibility if asked, to help negotiate for the best rates for
audio/visual, internet, catering, and hotel needs.
b. USA Gymnastics will assume responsibility to provide for the following
administrative obligations:
i. Ensure that the current USA Gymnastics T&T Rules and Policies are
followed completely for competition.
7ii. Verify that all participating competitors/gymnasts have current, valid USA
Gymnastics Athlete Memberships
iii. Provide scoring provider and materials (pre-printed master score sheets
and judges’ score slips) and the computer software and scoring
personnel to coordinate the scoring.
iv. Provide the official list of competitors, perform the “draw” for competition
by computer, and provide the official “Start Lists”.
v. Assign a technical director to supervise the planning and execution of the
Event.
vi. Assist in providing biographical and background information, as available,
on the competing athletes and information on USA Gymnastics National
Programs for use in promoting the Event.
vii. Verify that all participating coaches and officials have current, valid USA
Gymnastics Professional Memberships.
viii. Select and invite meet officials.
ix. Assume responsibility for the coordination of all medical services through
the USA Gymnastics Medical Administrator.
8E. CONDITIONS
1. Commercial Identification, Signage and Official Marks:
a. All activities utilizing the USA Gymnastics event logo or registered marks must
have the prior approval of USA Gymnastics.
b. USA Gymnastics will design the official event logo for this event. All entities
involved in the event will use this logo and no other.
c. Announcements and/or message boards that are not related to the competition
in progress may not be made over the public-address system, unless approved in
advance by USA Gymnastics or for public emergencies.
2. Sponsorship and Local Patrons:
a. USA Gymnastics expressly reserves the right to provide benefits associated with
the Event to any of its national sponsors. These benefits may include, but are not
limited to, site signage, identification on athlete or volunteer uniforms, program
advertisements, on-site hospitality, Event tickets, inclusion of the sponsor's
name in the Event name and other forms of public recognition.
b. The Host or venue will not enter into any agreement or understanding that would
permit any corporation or other third party to be entitled to hospitality,
entertainment or temporary signage privileges in the venue and surrounding
area (i.e. parking lots, frontage property and any other adjacent areas) that the
venue may provide to USA Gymnastics.
3. Concessions
a. The Host will retain, operate and control all food and beverage concession
b. The Host or its concessionaire will provide food and beverage in all refreshment
areas, restaurants and suites at costs comparable to the most favorable price for
other customers during other events in the arena.
c. Alcoholic beverages may be sold for consumption in the venue.
4. Merchandise
a. USA Gymnastics retains the exclusive right to create and sell apparel and
merchandise (event t-shirts, street wear, accessories, jewelry, and other novelty
items) at the Event, which means no other company in this category may have
any presence at the Event.
5. Concourse Space
a. Upon request by USA Gymnastics, the Host shall make reasonable space
available for USA Gymnastics sponsor presence in the concourse.
6. Volunteers
a. Approximately fifty (50) volunteers per day are required for a successful Stars &
Stripes Championships. Host will work with the local Gymnastics community to
identify a volunteer coordinator and recruit volunteers.
9F. MARKETING
1. USA Gymnastics will be responsible for pricing of all tickets and ticket packages.
2. The Host will submit a written Marketing Plan and budget (if applicable) to promote the
event through multiple media platforms including, but not limited to print, television,
radio, posters, flyers, billboards, etc. All promotional materials must be submitted for
prior approval from USA Gymnastics
3. The Host will be responsible for all costs associated with production of
advertising/marketing materials.
10G. HOSPITALITY
1. The Host shall provide the following during the events at the training and competition
venue.
a. USA Gymnastics will provide meals for the meet officials
b. USA Gymnastics will provide meals for up to ten (10) USA Gymnastics personnel
and all medical personnel. This may be provided in conjunction with the meals
provided to the judges.
c. The Host venue will be expected to provide complimentary water stations and ice
in the training and competition areas of the venue for participants and event
staff.
11H. PRODUCTION
1. USA Gymnastics will be responsible for all production planning and costs for the Event.
2. USA Gymnastics shall receive a comprehensive pricing plan for the desired event
production prior to any finalization on contractual arrangements.
12I. TRANSPORTATION
1. Meet Officials Travel
a. USA Gymnastics will assume responsibility for costs and arrangements for fees,
air travel, hotel, and per diem/meals for the meet officials.
b. Host will be responsible for providing airport transportation for meet officials as
coordinated through USA Gymnastics.
2. Shuttle Service
a. The Host is responsible for providing shuttle service between the Host
Competition Hotel and Competition Venue for judges and staff corresponding to
the daily schedule if venues are not within walking distance.
b. Host will assist in securing discount transportation and/or parking for Athletes
and Coaches if hotels are not within walking distance of training and competition
venues.
13K. CEREMONIES AND GIFTS
1. USA Gymnastics will provide competition awards for athletes.
2. Host will provide a delegation gift to all participants and may provide flowers or other
gifts for award winners.
14L. ATHLETE MEDICAL
1. Host to assume responsibility to provide local certified athletic trainers and/or
physicians (as deemed necessary by the USA Gymnastics Medical Administrator) to be
present for all training and competition sessions (minimum of one per gym). This must
be coordinated and approved by the USA Gymnastics Medical Administrator. Typically,
the Host works with a local medical group to create a value in kind relationship providing
supplies and services which include:
a. Doctors and Certified Athletic Trainers (number TBD) during all training and
competition sessions
b. Equipment and Supplies
c. On site Ambulance during Competition Sessions
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