NJCAA CHAMPIONSHIP BID FORM

NJCAA Championship Bid Form

DIII Men's and Women's Outdoor Track & Field 2023-24-25
EVENT AKNOWLEDGEMENT
HOST agrees that the official name of the event shall be the NJCAA Division III Outdoor Track & Field Championships and must be conducted under the guidelines, policies and requirements of the NJCAA.*

Yes
DATES
HOST agrees to operate the NJCAA Division III Outdoor Track & Field Championships on the following dates *Suggested dates from the NJCAA. Alternate dates will be considered.

May 11-13, 2023May 9-11, 2024May 8-10, 2025
Alternate dates:*
OFFICIAL VISIT
Prospective HOST agrees that if selected by the NJCAA Championship Events Committee for an official site visit that HOST will provide travel, lodging and meal expenses for a representative of the NJCAA for the duration of the visit.*

YesNo
Alternate site visit arrangements:*

HOST INFORMATION
Name of Host (Organization taking on majority of hosting responsibilities)*
Address*
City, State, Zip*
Phone*
Website*
President/CEO*

LOCAL INFORMATION
Name of City/State*
Population*
Closest Major Airport(s) with distance in miles*
Average Temperature During Championship*
Average Rainfall/Snowfall During Championship*
Elevation*
Comments/Additional Information

HOST - Staff (If known, Otherwise put TBD)
Name of Tournament Director*
Tournament Director E-mail*
Name of Media Relations Director
Media Relations Director E-mail
Name of Head Statistician
Head Statistician E-mail
Name of Facilities Director
Facilities Director E-mail
Name of Supervisor of Officials
Supervisor of Officials E-mail
Name of Certified Athletic Trainer
Certified Athletic Trainer E-mail
HOST agrees to staff the following positions in order to run a successful event: - Field / Court Maintenance - Custodial - Security - Public Address Announcer - Scoreboard Operator - Scorekeeper (Scorebook) - in addition to statistician - Timers (if necessary) - Ticket Sales / Gate Entry - Concession Staff - Hospitality hosts - Field / Pit Assistants - Other staff as needed**

YESNO (explain below)
Comments:*
List other individuals that will assist HOST with operation of the championship:*
Comments/Additional Information

PREVIOUS EVENTS HOSTED
Previous Events Hosted by Organization*
Previous Sports Events Held*
Experience with the NJCAA*
Community Involvement/Volunteers in Host Community*
Other Events Before, During or After NJCAA Championship*
Comments/Additional Information

HOTEL ACCOMODATIONS
Host agrees to the following hotel requirements for DIII Outdoor Track & Field : - 125 double room block - Complimentary breakfast - Complimentary wi-fi - Complimentary parking - Hotel rate should be in the $109 range and not to exceed current U.S. GSA Rate*

YesNo (explain below)
Comments:*
Look up current U.S. GSA rates at www.gsa.gov/portal/category/100120
Please provide the approximate daily hotel rate during event for teams / participants:*
HOST agrees to secure complimentary lodging for the personnel listed below: - Tournament game referees/umpires/officials - NJCAA Track & Field Chair or designee (1) - NJCAA Headquarters Staff Member or designee (1)*

YesNo (explain below)
Comments:*
List of Host Hotels*
Please attach a letter of commitment from each hotel, including amenities offered (breakfast, wi-fi, laundry,etc.), distance to airport and venue, number of double-double rooms, rate and block cut-off date.

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List of Local Restaurants*
If available, please upload a map with local restaurants

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Local Attractions*
If available, please upload maps and information on attractions

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Comments/Additional Hotel, Local Attractions & Restaurant Information

FACILITY OVERVIEW
Name of Facility*
Address of Facility*
Ownership of Facility (college, city, private, etc.)*
Track Surface Material*
Please upload a diagram of facility with dimensions*

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Please upload photos of facility*

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Please upload video of facility:

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HOST agrees the facility and committee will not discriminate against individuals based on race, color, religion, sex or national origin.*

Agree
HOST agrees to provide the NJCAA exclusive use of facility during the set days and times of the meet.*

Agree
HOST agrees the following facility requirements for DIII Outdoor Track & Field : - ADA Compliant - No tobacco use at NJCAA event - Public Address and Sound System - Athletic Training Facilities - Hospitality room for coaches, officials and VIPs - Appropriate lighting for outdoor sports - Press Box - Concessions and Souvenir sales area- Ticket Office / Gate Entry - Minimum of three (3) locker rooms for participants, coaches and officials - 8 (eight) or 9 (nine) lane (42 inches wide each lane) flat track with all-weather surface - high jump area - horizontal runway and pit - pole vault runway and landing pit - throwing area with protective cage - javelin runway and landing area - steeple chase water barriers - adequate supply of hurdles - fully automatic timing system – Accutrack – (1 mandatory, 2 preferred) - Designated warm-up areas for participants - Designated seating area for teams/competitors when not playing

YesNo (explain below)
Facility requirements explanation:*
Preliminary Practice Times:*
If any facility/equipment updates in excess of $2,000 will be needed to meet NJCAA Championship specifications please list below:
Comments/Additional Information

OFFICIALS
HOST agrees that it is responsible for securing the services of all necessary officials, judges, etc. to satisfactorily conduct the meet as determined by the NJCAA Track & Field Committee. The NJCAA Track & Field Committee recommends that all officials assigned to the championship be certified by USA Track and Field. When hosting the NJCAA Track & Field Championship, where both men and women jointly compete, HOST shall provide referees and officials representative of both divisions for NJCAA approval .*

YesNo (explain below)
Comments:*
Number of officials you will hire for championship event*
Fee to be paid per official*
Comments/Additional Information

CHAMPIONSHIP BANQUET
A tournament banquet is optional but preferred. Do you plan on having a tournament banquet for teams / participants of the championship event?*

YesNO (explain below)
Comments:
Banquet-Cost per player (amount or complimentary)
Banquet Speaker
Comments/Additional Information

NJCAA BRAND STANDARDS & LOGO USE
All NJCAA Championship Hosts must adhere and follow all policies of the NJCAA Style Guides, as well as what is outlined in the NJCAA Championship Host Manual & Requirements. The official championship logo will be provided by the NJCAA. No alternate logos may be used without prior approval.
Do you agree to adhere and follow the policies mentioned above? **

Yes
Comments:
MERCHANDISE / CONCESSIONS
HOST agrees that all official merchandise for NJCAA Championships that will be sold onsite and online will be handled by the NJCAA’s official championship merchandise company. Any group outside of the NJCAA’s official championship merchandise company that desires to produce merchandise or products must first seek permission from the NJCAA and then be properly licensed with Affinity Licensing. This includes any player gifts, staff/volunteer apparel, giveaway items or any product bearing the NJCAA name, logos or marks. **

Agree
Comments:
HOST agrees that it is responsible for food and drink concessions. All income from concessions is to be reported as event income in the post championship budget and expense report.*

Yes
HOST agrees that products containing Tobacco are NOT to be sold or made available at an NJCAA Championship Event, which includes banquet, coaches meeting, etc.*

Yes
SPONSORS / ADVERTISING
HOST agrees that it will adhere and follow all policies regarding SPONSORS / ADVERTISING as outlined in the NJCAA Championship Host Manual & Requirements ( NJCAA Sponsors, Local Sponsors / Advertising / Inventory)*

YesNo (explain below)
Comments:*
All high-level sponsorships (i.e. title sponsorships) must be approved by the NJCAAA Headquarters at least 60 days prior to the event.*

Agree
MARKETING
HOST agrees that it will adhere and follow all policies regarding MARKETING ITEMS as outlined in the NJCAA Championship Host Manual & Requirements ( Championship Program, Banners / PA Announcements)*

YesNo (explain below)
Comments:*
Please list service organizations, sports commissions or other civic groups wiling to assist the organization and promotion of this championship event.*

STATISTICS / RESULTS
HOST agrees that it is responsible for providing knowledgeable staff to record official statistics for the entire championship. Statistics are to be recorded for each game/event of the championship and distributed/reported to the NJCAA immediately following the conclusion of each contest/round of competition.

HOST of Division III Outdoor Track & Field Championships is required to use a digital meet manager (preferably Hy-Tek Meet Manager) for all events. Daily and FINAL results should be distributed to the general public and the NJCAA.
HOST agrees to the recording and reporting of statistics/results as outlined above? **

YesNo (explain below)
Comments:*
PHOTOGRAPHY
HOST agrees to provide an official photographer to take photographs during the entirety of the event . The name and contact information for the photographer must be provided to the NJCAA at least thirty days to the start of the event. For head-to-head sports, photographers will be required to provide 3-5 images to the National Office immediately following each contest. All remaining pictures should be provided immediately after the conclusion of each day of competition. For non-head-to-head sports, photographers will be required to provide all photos to the National Office immediately after the conclusion of each day of competition. Photographers will be required to provide all photographs taken at the event to the NJCAA free of charge for use on the NJCAA website, publications and promotional materials. **

YesNo
Comments:*
BROADCAST POLICIES
The NJCAA shall be responsible for any and all negotiations for radio and television rights in consultation with the host. Any rights fees collected by the host will be designated as event income. **

Agree
All broadcasting rights(radio/tv/internet) of NJCAA Championship Events are exclusive to the NJCAA and the NJCAA will have final authority over all broadcasts. *

Yes

PRETOURNAMENT INFORMATION PACKET
HOST agrees that it will provide necessary information for a comprehensive information packet regarding the championship for potential qualifying teams / student-athletes as described in the NJCAA Championship Host Manual & Requirements . **

Yes
Comments:
STUDENT-ATHLETE EXPERIENCE
How will your organization / college / city will create a memorable experience for NJCAA Student-Athletes?....In other words, why should the NJCAA select your bid?
For Example: local events, study/break rooms, souvenirs, gifts, local attractions, evening bbq, fireworks, community service projects, youth clinics, etc.
Upload supporting documentation:

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SPORT CHAIR / NJCAA STAFF
HOST shall assist in making arrangements and be responsible for the cost of the NJCAA Track & Field Chairperson"s (or designee) hotel and meals for the duration of his/her stay at the championship. The Sport Chair is to be provided full tournament credentials and parking in close proximity to the tournament facility/venue.*

Agree
HOST shall assist in making arrangements for and be responsible for the cost of at least one potential NJCAA national office staff member's hotel and meals for the duration of his/her stay at the championship. The national office staff member is to be provided full tournament credentials and parking in close proximity to the tournament facility/venue.*

Agree

SUBMIT BID
Name of Person Submitting Bid:*
Email:*
Phone:*
Upload any additional supporting information you wish to provide here:

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HOST shall submit a post-championship report to the NJCAA no later than sixty (60) days following the conclusion of the even that is to include the following: - General overview of the event"s operation - Keys to improving the event the following year - Record of attendance - full budget & expense report*

Agree
NJCAA Championship Host Manual & Requirements
By submitting bid, potential HOST agrees and acknowledges that it will comply and follow all guidelines and requirements outlined in the NJCAA Championship Host Manual & Requirements as well as the Division III Outdoor Track & Field Championships Host Requirements listed below:

Agree
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NJCAA Championship Bid Form