NJCAA CHAMPIONSHIP BID FORM

NJCAA Championship Bid

DIII Men's & women's Cross Country 2023-24-25-26
EVENT AKNOWLEDGEMENT
HOST agrees that the official name of the event shall be the "NJCAA Division III Men's & Women's Cross Country Championships" and must be conducted under the guidelines, policies and requirements of the NJCAA.*

Yes
DATES
Please indicate what years of this championship you are interested in serving as HOST.
NOTE: You can select one, two, three or all 4 years.
Available Years: *

November 11, 2023November 9, 2024November 8, 2025November 14, 2026
Do the dates for this championship (listed above) work for you as a potential HOST?*

YesNo (explain below)
Comment (provide alternative dates):*

0/400
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 - Potential 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 / Court Assistants - Ball Chasers (if applicable) - 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 Sports Events Hosted*
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 Men's & Women's Cross Country : Room blocks to accommodate 180+ participants | Complimentary breakfast | Complimentary wi-fi | Complimentary parking | Rate under $99 per night is preferred | Hotel rate should be at or near GSA standards for the area*

YesNo (explain below)
Look up current U.S. GSA rates at www.gsa.gov/portal/category/100120
Comments:*
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 DIII Cross Country 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

CROSS COUNTRY FACILITY OVERVIEW
Name of Facility*
Address of Facility*
Ownership of Facility (college, city, private, etc.)*
Playing 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 shall 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 Cross Country:

- ADA Compliant
- No tobacco use at NJCAA event
- Public Address and Sound System
- Athletic Training Facilities
- Hospitality room for coaches, officials and VIPs
- Course(s) should electronically measure to a 5k route for the women's competition and an 8k route for the men's competition.
- Course(s) should be well-kept and clearly marked for participants and feature adequate warm-up areas.
- Course(s) should not include tricky turns and should be capable of being followed with minimum orientation.
- Course(s) should be far enough and cover enough varied terrain to challenge competitors.
- Course(s) shall be measured by approved surveyor's method.
- Finish line should include 4-6 chutes (not required if chip timing system is used). Chute length must be equal to three feet per entry. Chute may be in as many section as the meet manager deems necessary.
- Course(s) must be available for practice Thursday and Friday prior to the championship meet on Saturday.
- Facility must be able to accommodate championship awards ceremony near or in close proximity to the finish line.
- HOST must have a fully automatic timing system, preferably a computerized transponder (chip) timing system and HyTek Meet Management, and appropriate backup equipment for official timing of the race.
- Running numbers/hip numbers are to be secured through the HOST and considered an event expense. Running numbers should have enough space to accommodate NJCAA event logo and potential sponsor logo.
Does your facility meet the requirements mentioned above?*

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

MEET OFFICIALS
HOST agrees it is responsible for securing the service of all necessary officials, judges, etc., to satisfactorily conduct the tournament as determined by the NJCAA Committee on Cross Country and will submit for approval by the NJCAA National Office.*

YesNo (explain below)
Comments:*
HOST agrees it is responsible for having a Supervisor of Officials on its tournament staff to coordinate the assigning of officials throughout the tournament. At least thirty (30) days prior to the start of the tournament, HOST is to provide the NJCAA with the name and credentials of all officials contracted as well as the name and contact information of the person serving as the Supervisor of Officials for the tournament for NJCAA approval.*

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

CHAMPIONSHIP BANQUET
A tournament banquet is optional . 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 Logo Use & Style Guide. As well as what is outlined in the NJCAA Championship Host Manual & Requirements.
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*

Yes
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:*

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 provided to the NJCAA immediately following the conclusion of each contest/round of competition. The name(s) and contact information for the individual(s) keeping statistics for the event must be provided to the NJCAA at least thirty days prior to the start of the event.

HOST of the DIII Cross Country 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 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 shall 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 make arrangements and be responsible for the cost of the DIII Cross Country 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 make 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 event 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
Potential HOST agrees and acknowledges that they have read and reviewed the NJCAA Championship Host Manual & Requirements as well as the NJCAA Division III Cross Country Championships Host Requirements and will comply follow all guidelines and requirements outlined in these documents.
Prior to submitting your official bid, have you read and reviewed the documents mentioned above and agree to the guidelines and policies outlined?*

Agree
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NJCAA Championship Bid