Bidding Procedure
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- Attn: Peggy Savosik, Programs Financial Services
- National Badminton Tournaments Approximate Date Held
- BID DEADLINE FOR 2009: January 31, 2008
- Criteria for Awarding the Bid
- USA Badminton Bid Application
- Services / Clean-Up Crew / Security
- Cultural Activities (Areas of Interest)
- Display Sales / Official Representatives
- Venue Requirements Competition Area
- Hospitality Room and Player’s Lounge
- REQUEST FOR CERTIFICATE OF INSURANCE
- Include address, contact and phone information
 USA Badminton
Bidding ProcedureOrganizations 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 sponsor 4. A proposal detailing the plan of the sponsor, i.e. room and board requirements, sponsorship ideas, volunteer and community support, etc. 5. A detailed description of the proposed venue 6. Information on headquarters, hotel, airline service, local transportation, attractions and other facts. 7. Email package preferred. If mailing the bid package, 8 copies are required.
1 Olympic Plaza Colorado Springs, CO 80909
Email: peggy@usabadminton.org Bid FeesOrganizations 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. If you are interested in bidding and the bid fee is a concern, some resources to consider are: sports commissions, convention and visitor’s bureaus, chamber of commerce, and hotels in the area "assisting with the bid". National Badminton Tournaments & Approximate Date HeldESTIMATED EXPENSES DEADLINE BID FEE TO RUN EVENT U.S. Adult Nationals April* $1,500 $ 10,000 U.S. Senior National Championships March* $1,500 $ 10,000 U.S Junior National Championships July* $1,500 $ 15,000 National Collegiate Championships April* N/A No Bid Fee/ Sanction Require
Local Badminton Infrastructure and Support - tournament director must have run a minimum of 35 badminton tournaments Overall Plan and Budget Funding and Sponsorship Plan Airline and Hotel Costs Location Quality of venue - what area is being used and how will the badminton venue be set up Future Badminton Programs
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 international or national event. USA Badminton will only use this information in order to make these determinations. * - 2009 USA Badminton event(s) interested in bidding on:
USA Badminton Bid ApplicationMain Sponsor’s Information Name of Organization_____________________________________________________ Address________________________________________________________________ Years the organization has been in existence___________________________________ How will the sponsor support the event (cash contributions, value in kind service and/or products, manpower etc.)?_________________________________________________ ______________________________________________________________________
a)_____________________________________________________________________ b)_____________________________________________________________________ c)_____________________________________________________________________ d)_____________________________________________________________________
Other SponsorsPlease list possible sponsors who have shown an interest in this event. Also, list sponsor’s preferred form of advertisement at the event (sign, banner, a-board, program ad, etc.) Name__________________________________________________________________ Address________________________________________________________________ Contact Name___________________________________________________________ Telephone_________________ Fax__________________ E-mail_________________ Form of Advertising______________________________________________________
Address________________________________________________________________ Contact Name___________________________________________________________ Telephone_________________ Fax__________________ E-mail_________________ Form of Advertising______________________________________________________
Address________________________________________________________________ Contact Name___________________________________________________________ Telephone_________________ Fax__________________ E-mail_________________ Form of Advertising______________________________________________________
Address________________________________________________________________ Contact Name___________________________________________________________ Telephone_________________ Fax__________________ E-mail_________________ Form of Advertising______________________________________________________
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 Facility________________________________________________________ Address of facility____________________________________________ Telephone_________________ Fax______________ E-mail____________________ Square Footage____________________ Type of Floor_________________________ Any other 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/indicate location and size ______ Restrooms-number: ____ men _____ women ______ Private Restrooms/Confidential room: Drug Testing ______ Meeting Rooms-number: ____ ______ Locker Rooms - number: ____ ______ Trainer/Medical Room Provide Specific Information______________________ ______ Concession Area ______ Merchandise sales area ______ Hospitality room/Players' Lounge ______ Media Room/Broadcast Area ______ Parking available for cars/vans ______ Free parking ______ Locked Storage Rooms - number: ____ (for shuttles, equipment, trophies etc.) ______ VIP/Sponsor Room ______ Sponsor Sales/Display Area (See "Sponsorship" for fees) ______ On Court Water/Fluid for athletes (Sponsor Coolers)
______ Computer with printer ______ Internet Access Available ______ Copy Machine ______ Typewriter ______ Fax Machine ______ Public Address System ______ Overhead Speakers - number: ____ Furniture - check if available ______ Bleacher accommodations, approximately how many seats_____________ ______ Elevated Platforms (for medal ceremonies) ______ Tables and chairs (minimum of 15 tables and 60 chairs) ______ Portable Bulletin Boards
______ Pipe and Draping ______ Background Draping 12' high ______ Carpeting ______ Signage area-indicate size and area
If yes, which unions? ______________________________________________________ Hourly rates: Clean-Up Crew __________________ Security _____________________
Address________________________________________________________________ Contact Name___________________________________________________________ Telephone_________________ Fax__________________ E-mail_________________ Hotel Capacity_________ Proposed rate(s)____________________________________ Are rates guaranteed_________ is master billing available (including restaurant)______ Check in/out times__________________Guest parking available Rates______________ Number of Restaurants __________ Types of Menus____________________________ Price Range_____________________ Hours of Operation_________________________ Are hours flexible? ______________ Room Service Hours ______________________ 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_________________ Shuttle Service to/from Venue___________ 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: ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________
_______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ This application was prepared by: Name________________________________________________________________ Address ______________________________________________________________ Telephone Number______________________________________________________ E-mail ___________________________ Fax_________________________
Venue RequirementsCompetition AreaA gymnasium/convention center with a seating capacity of up to 2,500 is preferred. It is highly recommended for the proposed venue to have at least 150-foot candles of light on the participation surface. This is the minimum requirement for television broadcast. If portable badminton courts are to be laid out on existing gym surfaces, the surface -wood, synthetics, etc.- must have a degree of "springiness." This cushioning is essential. Unyielding surfaces such as concrete can result in a number of ailments. 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'. (Full court size = 20' x 44") At least six (6) feet of space is required between courts providing ample space for line judges, umpire & referee chairs, scoreboards, etc. One umpire chair per court is recommended. The facility should have a minimum unobstructed height clearance of 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 having a texture surface. This will minimize reflection from the wall or any light. Media WorkroomRoom with workspace for up to six (6) working media and a USA Badminton Media individual. Necessary equipment should include: a telephone with a dedicated line, a fax machine with a dedicated line and a modem line. The room should also have at least one (1) eight-foot table plus twenty (20) chairs and podium for press conferences. Hospitality Room and Player’s LoungeRoom should be set up with soft drinks, snack foods, sandwiches, etc., for the local organizing committee and USA Badminton sponsors, staff, and media, VIPs etc. The room should be staffed. Training RoomPlayers' Only area staffed from one hour before competition until after last match. Available for taping, rubdowns, on site medical care as needed. Concession Area A concession area should be close to, but not part of the playing area. Organizational and Cost Responsibilities Sponsoring Entity The sponsor shall be responsible for the following with regard to the venue (some items are negotiable): 1. Venue- space near courts for tournament desk, check in desk, scorer's table, scoreboards, Public Address system, seating, CD/cassette wired into PA. Court, lighting, other needs listed elsewhere in this packet. 2. Technical Supervision- Fund one (1) pre-competition visit for up to two (2) USA Badminton Tournament Committee members. Site surveys are required prior to approval of each bid. 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. Accommodations should be provided for all referees and umpires. A minimum of 12-24 line judges will be needed. 3. Local Transportation- provides complimentary shuttles from airport to headquarters hotel(s) and from hotel(s) to venue. Shuttles must begin two (2) hours prior to competition each day and run on a regular (hourly) schedule up through two (2) hours after competition each day. 4. Complimentary Tickets- provide USA Badminton with 50 tickets for each session and extra tickets at one-half (1/2) price. 5. Closing Banquet- recommend a closing banquet at rates to be determined and agreed to by USAB. Care should be taken with regard to specific awards, honored guests, list of speakers, etc. 6. Welcome Kit- for athletes and officials 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. 7. Credentials- must be able to credential people associated with the event. The credential should be laminated and distributed with a device to be worn around the neck. 8. Communications Equipment- provides at least four (4) hand-held radios for match control, tournament director, transportation chair, and first aid to remain in contact. 9. Volunteer Support- expect to need twenty (20) to forty (40) volunteers for the following areas: control desk runners, messengers, registration assistants, hospitality, ticket takers, ushers, players' lounge, first aid, athletic trainers, medical support, etc. 10. Hospitality- have food and beverages in hospitality room and player's lounge, located adjacent to courts. 11. Promotion- coordinate with USA Badminton for local promotion of the event (information distribution, press conferences, etc.). 12. Event Logo- USA Badminton must approve event logos and advertising. 13. Awards- provides awards for the top three finishers in each division. All awards must include the USA Badminton logo and be approved by USA Badminton. 14. Trophies—Need to coordinate shipping (at tournament expense) and display. Insure trophies are packed properly and returned to USA Badminton. Tournament will be billed for any damage to trophies resulting from poor security and/or packing. (Adult Nationals) Provide Ken Davidson Memorial replica trophy to winner. (Junior Nationals) Provide Ken Davidson Memorial replica trophy to winner. (Senior Nationals) Provide Ray Scott Memorial replica trophy to winner. 15. Athlete Registration- provide for athlete registration at the official opening of the tournament. 16. Signage- has 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 pick-up areas. 17. Tickets- provide tickets designed in cooperation with USA Badminton 18. Volunteer Support - expect to need 12-24 volunteers for line judge duties. A coordinator will be necessary to work with the referee on training and assignments to various badminton courts. Describe any unique facility designs or facility management styles. In the world of competitive badminton there are several surprising necessities that are placed on a venue before competition. For proper visibility of the shuttle, it is recommended that there are at least 150-foot candles of light on the floor. This is also the minimum allowed for television broadcasts. Background light from doors and windows should be eliminated to the extent possible. Curtains or some kind of screening is acceptable. It is difficult to track the shuttlecock through the air, then to fight an outside light source. On the same level, the walls of the facility should have a dark color and have a slightly textured surface that will minimize the reflection from walls and lights. Unfortunately, in the US, most tournaments are held in high school and community gyms, which mostly have a light background. If the courts are to be placed on a basketball court or other surface, it is best to make sure that the surface has some spring to it. The forgiving surface is needed to reduce the wear and tear on the athletes themselves. Due to the quick turns and stops a basketball floor will do in a pinch, but a rolled out synthetic surface is the best way to go for a professional feel. Finally, the ventilation system plays a huge role in badminton. Any type of air movement disturbs the flight of the shuttle quite a bit. To combat this there are several steps that you could take. First, the air conditioning system could be shut off, but since most badminton is played in California and Florida in the US, this isn’t really a viable option. The second is the explanation from “Guidelines for Indoor Badminton Facilities”: “Because the flight of a badminton shuttle is affected by even the slightest air current, ventilation presents quite a challenge. Air conditioning and forced air ventilation are out of the question while the games are in progress. Louvered wall vents would provide a degree of ventilation but would be insufficient during intense periods of usage, such as a tournament. Thus, the building should be equipped with strategically located blowers and vents, which would quickly circulate fresh air during short breaks in the action. This system, designed by a professional ventilation engineer, would be able to completely replace the air in the hall in 15-20 minutes.” These are the major concerns for a facility dealing with badminton.
1. USA Badminton will be responsible for seeding and scheduling the draw of each National Tournament. All entry forms shall be forwarded to the National Office at least three weeks prior to the event or an acceptable time period agreed upon by the National Office. 2. 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. 3. USA Badminton will provide national and local publicity and promotion, to include dissemination of results to media and coordination with sponsors. 4. USA Badminton will oversee all local promotions to avoid conflicts with USA Badminton or United States Olympic Committee sponsors. 5. USA Badminton will arrange and schedule to have the proper number of nationally qualified umpires to work at each session. 6. 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. 7. USA Badminton retains all broadcasting rights to events. If there is a rights fee paid to USA Badminton, USA Badminton will retain it. The sponsor shall cooperate with broadcasters of events. 8. USA Badminton retains the right to solicit national-level sponsorship for its events and to service those sponsors with complimentary fulfillment of that sponsorship, including advertising in the event program, hanging banners in designated spots at the competition site, etc., and USA Badminton national-level sponsors will be given first opportunity to purchase title of the event in which case the event title will be properly amended to include that sponsor. 9. USA Badminton reserves the right to sell merchandise at events upon such terms and conditions that it deems best. SANCTION REQUEST: NAME OF EVENT: _____________________________________________________________________________________ TYPE OF EVENT: _______________________________________________________________________ SPECIFIC LOCATION OF THE EVENT: ________________________________________________________________________________________ Gym, Auditorium or School STREET___________________________________________________________________ CITY________________________________ STATE __________________ ZIP ________ DATE (S) REQUESTED: __________________________________________ ENTRY DEADLINE FOR TOURNAMENT: _________________________________________________ TOURNAMENT SPONSOR: ____________________________ USAB # __________________________ TOURNAMENT DIRECTOR: ____________________________________________________________ First Name Last Name EMAIL__________________________________________________________________
TELEPHONE ________________________________ FAX ______________________________________ SHUTTLECOCKS: Brand: _________________________ Model: _______________________________ REQUEST FOR CERTIFICATE OF INSURANCELiability Insurance at $1,000,000 per Occurrence. Sanctioned Event – Sanction No.____________ 1. Name of Event: _______________________________ Date(s): ________________ Location of Event: ______________________________________________________ Name of Gym, Auditorium, Club or School ______________________________________________________________________ Street City State Zip 2. Sponsor/Club Name: ____________________________________________________ Address: ______________________________________________________________ City: __________________________ State: ________________ Zip: _____________ Contact Person: _________________________________________________________ Daytime Phone: _________________________ Fax #: _________________________ 3. Send Certificate To: ____________________________________________________ Address: ______________________________________________________________ City: ___________________________ State: ________________ Zip: ___________ 4. Additional Insured? _____ Yes _____ No If Yes, Venue: _______________________ Sponsor: ____________________________ Include address, contact and phone informationAdditional parties can be listed on separate sheet if necessarySignature of Person Completing Form: ___________________________ Date: ________ Tournament Software Form Event (Reason): ________________________________________________________________________ Date(s) of the Event: _____________________________________________________________________
Last Name First Name E-Mail ______________________________________________________________________________________ Street City State Zip Phone # Fax # TOURNAMENT SOFTWARE POLICY: The Tournament Director/Official requesting the tournament software laptop is responsible and financially liable for any damages that may occur while the laptop is in their possession until it is returned to and received by the National Office. The tournament software laptop must be returned to USA Badminton within 2 weeks of the completion of the tournament. This timeline is very important because USA Badminton must ship the laptop to other tournaments around the nation. A late fee of $100.00 will be imposed should the laptop not be returned within the specified period. The Tournament Director/Official is responsible for the laptop must reimburse USA Badminton for shipping and insurance expenses. The cost for shipping is $25.00. The laptop must be insured for a minimum of $2,000 when returned. Having read and understood the contents of this contractual form, I/We agree to adhere to the rules and guidelines as set forth by USA Badminton in this tournament software form. Application Submitted By: ______________________________ Date: ______________________ Approved by USA Badminton: _______________________________ Date: ______________________ PAYMENT OPTIONS Check or Credit Card Please make check payable to USA Badminton and return with this form Credit Card (circle one): Visa MC Discover Amex Credit Card No: __________________________________________ Expiration Date:__________________________________________ Signature: __________________________________________ PRELIMINARY BUDGET Income: Admissions ____________ Program Sales ____________ Concession Sales ____________ Program Advertising ____________ Souvenir Sales ____________ Sponsors (please detail) ____________ Trade Shows ____________ Miscellaneous ____________ TOTAL INCOME ____________ Expense: Bid Fee ____________ Venue Rental ____________ Site Visit ____________ Trophy (shipping) ____________ Printing Costs ____________ Brochures ____________ Posters ____________ Tickets ____________ Program ____________ Advertising ____________ Direct Mail ____________ Creative/Logo Development ____________ Welcome Kits ____________ Supplies ____________ Transportation ____________ Medical ____________ Insurance TOTAL EXPENSES ____________ NET INCOME (INCOME LESS EXPENSES) ____________ CHECKLIST The following is to be provided by the bidder: Facility: Appropriate number & quality of courts Ceiling height Lighting Background (when necessary, improve with black plastic backdrop, dividers, etc.) Nets Court number Scoring devices Wastebaskets for used shuttles Clothesbaskets for player's gear at courtside Chairs for service judges & line judges Seating for players, umpires, line judges Seating for spectators (Classics-500, Adult Nationals-1,000, Juniors-1,000 U.S. Open- 2,000) Locker rooms Player’s lounge Meeting room/area for umpire briefings Meeting room/area for umpire clinic, line judge training Drug testing location-separated from locker rooms Hotel/Motel: In close proximity to venue Area for registration desk evening prior to start of event Hospitality room
tournament expense. Scheduling Committee: With appropriate experience or provided by USAB at tournament expense.
Local umpire coordinator Per Diem for umpires & referees - $30-$60 per day Hotel accommodations for referees & umpires Line judges- (depending on # of courts...usually minimum of 12-24) Pre-tournament training for new line judges Line judge t-shirts (No White) Food & drink for referees, umpires & line judges while on duty
To & from airport to hotel/motel To & from venue Throughout days of tournament play Day/Evening before if practice times are available To & from banquet or planned social events if not held at tournament hotel Social Events: Banquet/dinner (Discuss Menu with Committee) Hospitality room Sightseeing/tours of areas of local interest
Awards &/or prize money for consolation flight winners Awards for 1st through 5th place for juniors Shipping to & from event of perpetual trophies (Adults & Seniors) Display of trophies during the event Careful packing for return shipping Awards ceremony & presentation plan Platforms or other appropriate area for photos Drug Testing: Area separated from main locker rooms Toilet facilities Table & chairs Escorts (minimum of 3) Food/Drink: Available at venue for purchase Complimentary drinks for players (water, sport drinks, etc.) Complimentary food for players (fruit, power bars, etc.) Provided for officials while on duty Tournament Operations: Registration desk- at hotel/motel day/evening before start At venue during first rounds of play Match Control/tournament desk/referee table in a position where courts can be observed with PA System Shuttle Control-purchase & humidify shuttles Provide warm up shuttles Dispense shuttles for matches Court Cleaning-equipment & personnel available to clean courts during and after play Draw Boards-draw & times for matches in each event posted for viewing with results updated as matches progress
Program and/or copy of draw Transportation information-restaurants, attractions, etc. T-Shirt
"Freebees" Stringer: Available at venue First Aid: Physician or physical therapist First aid supplies Ice & plastic bags
Media coverage at event TV coverage
(Note: USA Badminton has an existing joint marketing agreement with the USOC. All potential sponsors must be cleared through the USAB office.)
Tournament report Match results Write up
Photos To be provided by USAB: Entry forms Seedings & Draw Transportation for referee & umpires assigned to the event Ken Davidson Award (Adult and Junior Nationals Ray Scott Award (Senior Nationals) Line judge training Download 67.24 Kb. Share with your friends:
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