NJCAA CHAMPIONSHIP HOST MANUAL & REQUIREMENTS 2014-15
NJCAA CHAMPIONSHIP HOST MANUAL & REQUIREMENTS 2014-15 2014-15 NJCAA Championship Host Manual & Requirements DEAR PROSPECTIVE/CURRENT CHAMPIONSHIP HOST, First and foremost – THANK YOU for your interest in hosting an NJCAA Championship Event. Since 1938, the NJCAA has provided thousands of student-athletes the opportunity to follow their dreams of playing collegiate athletics on one of the biggest stages in the country…..and we couldn’t do it without great partners like you. The NJCAA is committed to providing its member colleges and student-athletes a first-rate experience at its 48 national championship events and sanctioned football bowl games. With your hard work and talented staff we can meet this goal. This document serves as a general snapshot of what is expected and required of a HOST of an NJCAA Championship Event. In addition to the details outlined in this manual, there are also specific requirements of certain championships based upon the sport. Be sure to read over this manual and the sport specific requirements carefully as it is vital that a potential host understands exactly what is expected from them by the NJCAA. Potential HOSTs will be asked to do the following in order for their bid proposal to be considered by the NJCAA Championship Events Committee. 1. Submit complete bid proposal via the NJCAA Championship Bid Website- http://bids.njcaa.org/ 2. Submit a signed NJCAA Championship Contract Form* 3. Submit a signed NJCAA Insurance Agreement Form* 4. Submit a preliminary budget* 5. Agree to all items set forth in this document (NJCAA Championship Host Manual & Requirements) and any sport specific requirements *Must be submitted/uploaded with proposal through NJCAA Championship Bid Website All bids are due to the NJCAA by October 1, 2014 and must be complete. Late bids or bids with insufficient information will not be considered. NJCAA Championship Events are the greatest assets of the organization. They are the most anticipated and exciting events of a sports season and provide student-athletes an once-in-a-lifetime opportunity – to be crowned the best in their sport. In addition, these events provide a tremendous opportunity for the NJCAA to promote itself within the community hosting a championship event. It is likely that for many people their first and only exposure to the NJCAA will be at a championship event. Thus, it is vital that this experience be lasting and memorable. We are honored that you have considered hosting one of our events and look forward to potentially working with you. Should you have any questions regarding anything related to hosting a national championship event of the NJCAA please contact Assistant Executive Director Mark Krug at [email protected] or 719.590.9788 x284. i|Page 2014-15 NJCAA Championship Host Manual & Requirements TABLE OF CONTENTS ADMINISTRATION NJCAA Sport Committee Chair Representative ........................... 1 NJCAA Headquarters (HQ) Staff.......................................................... 1 NJCAA Sports Properties ........................................................................ 1 HOST – Tournament Director .............................................................. 1 HOST – Leadership & Staff .................................................................... 2 BUDGET & FINANCIAL GUARANTEES Economic Impact........................................................................................ 2 Budget & Expense Reports .................................................................... 2 Financial Guarantees................................................................................ 2 INSURANCE General Public Liability Insurance .................................................... 3 Participant Coverage ................................................................................ 3 FACILITIES Press Box........................................................................................................ 3 Scoreboards .................................................................................................. 3 Public Address System ............................................................................ 3 Hospitality Room ....................................................................................... 4 Parking ............................................................................................................ 4 Athletic Training Facilities .................................................................... 4 Inclement Weather / Lightening ........................................................ 4 SECURITY & CROWD CONTROL Security ........................................................................................................... 4 Cheerleaders/Mascots/Bands ............................................................. 4 MEDICAL SERVICES Certified Athletic Trainer(s) ................................................................. 4 Emergency Equipment ............................................................................ 4 Water ............................................................................................................... 4 Ambulance..................................................................................................... 5 GAME SCHEDULES Bracket ............................................................................................................ 5 Game Times/Start Times ....................................................................... 5 Balls .................................................................................................................. 5 National Anthem ........................................................................................ 5 CHANGE TO TOURNAMENT FORMAT ............................................................ 5 GAME / EVENT OFFICIALS Contracting of Officials ............................................................................ 5 Assigning ........................................................................................................ 5 Fees and Expenses..................................................................................... 5 Complimentary Rooms ........................................................................... 6 PRETOURNAMENT MEETING .......................................................................... 7 TOURNAMENT CREDENTIALS Tournament Status ................................................................................... 7 Media ............................................................................................................... 7 College VIP’s ................................................................................................. 7 BANQUET ........................................................................................................... 7 TICKETS / ADMISSION Gate ................................................................................................................... 7 Attendance .................................................................................................... 7 NJCAA BRAND STANDARDS & LOGO USAGE Brand Identity ............................................................................................. 8 Championship Specific Logos .............................................................. 8 CHAMPIONSHIP MERCHANDISE / CONCESSIONS Championship Merchandise – Licensing ....................................... 8 Concessions .................................................................................................. 8 Tobacco and Alcohol ................................................................................ 8 SPONSORS / ADVERTISING NJCAA Sponsors.......................................................................................... 9 Local Sponsors ............................................................................................ 9 Inventory .................................................................................................... 10 MARKETING ITEMS Championship Program ....................................................................... 10 Banners ........................................................................................................ 10 PA Announcements................................................................................ 10 NJCAA TV – BROADCAST POLICIES Broadcasting Rights ............................................................................... 10 NJCAA TV .................................................................................................... 10 WEB & SOCIAL MEDIA Championship Website ........................................................................ 10 Social Media ............................................................................................... 11 STATISTICS & RESULTS Recording of Official Statistics/Results ........................................ 11 --specific sport requirements – PHOTOGRAPHY ............................................................................................. 12 AWARDS ............................................................................................................ 6 PRETOURNAMENT INFORMATION PACKET............................................... 13 HOUSING & LODGING Official Tournament Hotels ................................................................... 6 Team Lodging .............................................................................................. 6 Lodging Assignments ............................................................................... 6 POST-CHAMPIONSHIP REPORT .................................................................. 14 ii | P a g e OFFICIAL SITE VISIT..................................................................................... 14 2014-15 NJCAA Championship Host Manual & Requirements ADMINISTRATION NJCAA Sport Committee Chair Representative The chair of the national sport committee (or a designee assigned by the NJCAA) will be in attendance from the Championship Banquet and Coaches Meeting through the duration of the tournament. The Sport Chair will assist the tournament director in the selection of the All-Tournament team, act as a liaison between coaches and tournament director, oversee rules of the NJCAA/tournament, etc. The Host shall make arrangements and be responsible for the cost of the Sport Chair’s travel, housing, meals and/or meal per diem for 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. NJCAA HQ Staff The staff at the national office of the NJCAA in Colorado Springs, Colo., are the direct liaison between the HOST and the organization’s 500+ member colleges and its Board of Directors. Select members of the national office staff will work with the HOST to ensure proper information is communicated between the two entities. The national office will post all championship information for teams via the NJCAA website and communication channels. *The HOST shall make arrangements for and be responsible for the cost of at least one potential national office staff member’s travel, housing, meals and/or per diem 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.* *This applies only to championships awarded after August 2014* Below is the roster of individuals that make up the NJCAA HQ Staff and their responsibilities related to championship events. HOST’s will work directly with the following individuals from NJCAA HQ Staff: Mark Krug – Asst. Executive Director Mary Ellen Leicht – Executive Director Michael Teague – Asst. Media Relations Dir. Dee DuBois – Admin. Assistant Lead contact for all things Championships Bid Process, Contracts, Budget Reports Statistics, Photography, Web, Social Media Awards, Insurance, Pretournament Info NJCAA Sports Properties The multi-media rights holder of the NJCAA is NJCAA Sports Properties (NSP). NSP is responsible for securing and executing national partnerships and sponsorships of the NJCAA. The HOST will interact and assist NSP staff in making sure NJCAA Broadcast Policies (radio/television/internet) are followed and sponsorship activation is properly administered. HOST - Tournament Director The Tournament Director serves as the liaison between the host site and/or entity, NJCAA HQ and participating teams. The Tournament Director will assist teams to secure practice facilities, hotel accommodations, local media and merchants. The host is responsible for all expenses related to the administration of the championship, including but not limited to banquet (if applicable), NJCAA Sport Committee Chair, officials, promotion/marketing, staff, insurance, championship programs, statistic and record keeping, facility and medical personal. NJCAA HQ staff and Director and Sport Committee Chair shall be included in all communication sent from Tournament Director. 1|Page 2014-15 NJCAA Championship Host Manual & Requirements HOST – Staff The HOST is responsible for coordinating and staffing all vital roles in the operation of hosting the championship. The following leadership personnel is essential to successfully host a NJCAA Championship: - Tournament Director - Media Relations Director - Head Statistician - Athletic Trainer - Facilities Director - Facilities Staff - Supervisor of Officials In addition, the following describes the necessary staff needed to successfully host a NJCAA Championship. Recommended staffing of NJCAA Championship personnel would be through local volunteer organizations, civic organizations, nearby NJCAA colleges and/or other colleges and universities. - Security - Ticket sales/gate entry - Experienced Statisticians - Experienced Scorekeeper (in addition to statistician) - Scoreboard operators (some sports require multiple, i.e. shot clock operator for basketball) - Concession staff - Hospitality hosts - Field/Court assistants (ball boys/girls) - Field/Court Maintenance crews - Public Address Announcer BUDGET, FINANCIAL GUARANTEES Economic Impact Hosting a NJCAA Championship Event can have a significant economic impact on a community. Read more here: http://bids.njcaa.org/economic-impact/ Budget & Expense Reports Prior to being awarded an NJCAA Championship Event, the HOST shall establish and submit a potential budget (income & expenses). The Host is required to submit a post-championship budget & expense report (Click here for NJCAA Championship budget template) to the NJCAA no later than 60 days following the completion of the event. Financial Guarantees Any financial commitment due to the NJCAA, as directed in the contract/bid submitted by the HOST, is to be paid in full no later than 60 days following the completion of the event. Such payments are to be included with the submission of the post-championship budget & expense report. 2|Page 2014-15 NJCAA Championship Host Manual & Requirements INSURANCE General Public Liability Insurance HOST is responsible for procuring and maintaining during the tournament comprehensive general public liability insurance covering the NJCAA and HOST against claims for bodily injury and property damage with a minimum of $1,000,000.00 CSL. The policy shall name the NJCAA as an additional insured. At least sixty (60) days prior to the tournament, HOST shall furnish the NJCAA a certificate of insurance showing such coverage. HOST further agrees to indemnify and hold harmless the NJCAA from and against all claims of liability to third parties for injury to or death of persons or loss or damage to property arising out of or in connection with the performance of this contract and tournament. If the HOST chooses to be self-insured and cannot comply with the above named requirements then HOST must purchase and provide proof of a Special Events liability policy with the same terms and conditions as listed above. NOTE: Potential HOSTs must submit a signed NJCAA Insurance Agreement Form during the online bid submission process. Participant Coverage Medical, hospitalization, travel and accident insurance for members of a participating college’s team is not the responsibility of the HOST or the NJCAA. FACILITIES Press Box HOST shall provide a dedicated press box/room that is isolated away from the general public. This area is to be used by tournament staff, NJCAA staff/representatives and members of the media covering the championship. It is recommended that a press box/room at a NJCAA Championship event have the following amenities: - Proper visibility of the playing field/court - Adequate space for press members - Wireless internet access (password protected) - Phone - Printer - Computer - Updated statistics/results from the championship readily available Scoreboards An electronic scoreboard must be provided at the championship facility. At a minimum, the scoreboard must display home and visiting scores, game time, and periods/innings, etc. Public Address System A permanent or portable public address/music system must be available and used throughout the championship. The PA system will be used for team introductions, substitutions, awards presentation, general sponsorship announcements and any other announcements deemed appropriate by the HOST, NJCAA staff and Sport Chair. 3|Page 2014-15 NJCAA Championship Host Manual & Requirements Hospitality Room HOSTS are to provide a hospitality room for the benefit of the game officials, staff administering the championship, sponsors and special guests of the HOST and NJCAA. The hospitality room must provide drinks and snacks for all workers during the course of the championship. A system for monitoring access should be in place. NOTE: Alcohol is not to be made available for consumption in the hospitality room. Parking An adequate parking area for participating teams and championship officials (i.e., key HOST personnel, volunteers, VIP’s and game officials) is required. Parking passes should be provided. The HOST is responsible for all costs associated with parking. Athletic Training Facilities HOST is to provide dedicated athletic training area where Certified Athletic Trainers, those provided by the tournament and those from a participating college, can treat student-athletes. Inclement Weather / Lightening Detection HOST is to have equipment or service for monitoring and tracking inclement weather that potentially could disrupt tournament play or compromise the safety of participants and spectators. Outside venues are required to have lightening detection equipment on site that is constantly monitored throughout the event. Sport specific playing rules dictate when competition is to be suspended due to weather / lightening. SECURITY, CROWD CONTROL Security HOST is responsible for all security measures for the championship. The HOST is responsible for crowd control before, during and after all championship competition during the tournament. The NJCAA suggests that there be a minimum of two (2) campus/community security officers (uniformed) on site at all times throughout the duration of the event. Cheerleaders / Mascots / Bands Official cheerleaders, mascots and bands of participating colleges shall be provided free entry into the tournament (while in uniform and/or performing at the event) provided they have an official sponsor with them (college staff member). The HOST has the discretion and authority to direct and place these groups and individuals to certain areas of the facility. The NJCAA discourages the use of trampolines, stunts more than 2 ½ persons high, ‘basket tosses’ and cheerleader flips. MEDICAL SERVICES Certified Athletic Trainer(s) HOST is to provide certified athletic trainer(s) to cover all days (official practice days, games, matches, etc.) of the championship. Emergency Equipment It is the responsibility of the HOST to make sure all necessary emergency equipment is on site and quickly accessible. This equipment must include an AED (Automated External Defibrillator). Water HOST is to supply teams with clean drinking water throughout the event (team benches & locker rooms). 4|Page 2014-15 NJCAA Championship Host Manual & Requirements Ambulance HOST shall provide ambulance service on-site or immediately on call throughout the event. GAME SCHEDULES Bracket Pairings, seeding, and the creation of a championship bracket is determined by the NJCAA/NJCAA Sport Committee and varies by team sport. Once complete, the tournament schedule/bracket will be forwarded to the HOST and released to the public. NOTE: For the sports of cross country, half marathon, track & field, golf, tennis, swimming & diving and wrestling the HOST will be responsible for developing/creating the tournament schedule/pairings/bracket in consultation with the NJCAA and the Sport Committee Chair. Game Times / Start Times Game times or Tournament Start times each day are established by the HOST in consultation with the Sport Committee Chair unless otherwise directed by the NJCAA. Game Balls For the sports of baseball, basketball, football, softball and soccer the NJCAA will furnish a supply of game balls for use at the said national championships. Any additional ball needs are the responsibility of the HOST. The ‘official’ ball of the NJCAA is to be used at all times during championship play. National Anthem The National Anthem of the United States of America is to be played once each day throughout the tournament. Securing music and/or talent is the responsibility of the HOST. CHANGE TO TOURNAMENT FORMAT NJCAA Championships are subject to change each year. Any format / bracket change, including expansion of teams, to a championship will be done with consultation with the current championship HOST. GAME / EVENT OFFICIALS Contracting of Officials In most cases the contracting of championship game / event officials is the responsibility of the HOST as outlined in the championship bid process. The HOST is required to provide the NJCAA with its method for selecting tournament game / event officials no later than 90 days prior to the start of the event. The Assigning The HOST is responsible for having a Supervisor of Officials on its tournament staff to coordinate the assigning of officials throughout the tournament. Fees and Expenses The HOST is responsible for providing travel expenses, pier diem, lodging and game fees of game / event officials. 5|Page 2014-15 NJCAA Championship Host Manual & Requirements AWARDS All NJCAA and Coaches Association awards relative to a national championship will be ordered by the NJCAA from Medalcraft Mint, the official award supplier of the NJCAA. HOST will be billed for all national awards (Coaches Association awards are billed to the appropriate coaches association). Awards will be shipped to the host 3-4 weeks prior to the championship event. The HOST must inventory all awards and inspect for any errors or damages. Any error or damage discovered less than 7 days prior to the start of the tournament will result in the HOST being responsible for all last minute corrections and shipping charges. NOTE: Only approved awards from the NJCAA shall be presented. Should a HOST wish to create an additional award(s) for a Championship it must first get approval from the NJCAA. Presentation The NJCAA will provide a complete list of awards that are to be presented as well as an awards ceremony script that may be edited/altered as desired. The awards ceremony script is to be shared with all coaches at the coaches meeting prior to the start of the tournament. HOUSING/LODGING Official Tournament Hotels HOST is to secure tournament lodging for teams/participants and officials of the championship at a rate not to exceed the U.S. General Services Administration (GSA) current Per Diem Rate (www.gsa.gov/portal/category/100120). When possible, it is the expectation of the NJCAA that HOST works to secure room rates that provide qualifying teams the best value possible. Per NJCAA bylaws, teams participating at a NJCAA Championship are required to stay in the ‘official’ designated tournament hotels. Team Lodging Should the HOST choose to assign lodging for teams to a specific hotel property all participating colleges must honor that assignment or pay for those rooms. Lodging Assignments HOST is encouraged to assign each participating team to one of the ‘official’ designated tournament hotels. Lodging assignments should then be communicated in the Pretournament Information Packet. Complimentary Rooms HOST is to arrange complimentary lodging for the personnel listed below. *NJCAA HQ Staff will notify HOST 30 days prior to championship if rooms are not needed. - Tournament game referees/umpires/officials - NJCAA Sport Chair (1 – single bed)* - NJCAA HQ Staff Member (1 – single bed)* - NJCAA TV broadcast crew (2 – double beds)* 6|Page 2014-15 NJCAA Championship Host Manual & Requirements PRETOURNAMENT MEETING HOST shall schedule a pretournament coaches meeting prior to the start of the championship event. This is the ideal time to review the NJCAA Code of Conduct & Sportsmanship policies, the tournament schedule, distribute team credentials, and answer any questions. In most cases the Sport Chair along with the NJCAA HQ Staff member will attend this meeting and assist in answering any questions from coaches/college administrators. During this meeting, HOST is to distribute the NJCAA Code of Conduct as well as the NJCAA Sportsmanship Policy, which is to be followed by all coaches, student-athletes and administrators during the tournament. TOURNAMENT CREDENTIALS Tournament Status Championship teams/participants, coaches, officials, volunteers, VIP’s, authorized media, administration from participating colleges, etc., should be provided proper identification regarding their status for the tournament. HOST is responsible for the cost and distribution of tournament credentials. Bag Tags, Inc. is the official credential supplier of the NJCAA and makes great products. The NJCAA encourages all HOST’s to give Bag Tags, Inc. (www.bagtagsinc.com) an opportunity to win your business. Contact Brian Doyle at [email protected] or 847.424.1900. Media HOST is to provide members of qualified media (radio/print/television/online) access to a media credential that provides complimentary access to all games and the ability to interview coaches/studentathletes/administration in a reasonable manner. Media credentials should also be made available to the media relations/public relations/sports information/statistician/photographer of a participating college. College VIPs HOST is to make available a VIP tournament credential that provides free admission and complimentary parking to the President (or designee), Vice President (or designee) and Athletic Director (or designee) of each participating college. BANQUET A tournament banquet is optional, but encouraged. This is a great way to kick off the event and recognize the outstanding achievements of NJCAA student-athletes. This event is typically held at one of the ‘official’ hotel properties or local member college. Many hosts are able to secure a sponsor for this event while others charge a minimal fee for teams to attend. TICKETS / ADMISSION The HOST is responsible for the printing of tickets / admission passes as well as the establishment of ticket/gate office. Ticket / gate prices are to be set by the HOST and all gate receipts are to be reported as event income in the post championship budget and expense report. The HOST should make every effort to provide ticket information for fans available at least 30 days prior to the start of the tournament. Attendance HOST shall track and keep a record of attendance for each game / session of the tournament. A report of attendance should be included in the post-championship report to the NJCAA. 7|Page 2014-15 NJCAA Championship Host Manual & Requirements NJCAA BRAND STANDARDS & LOGO USAGE Identity The NJCAA shield logo and/or specific sport logo are to be used on promotional materials, soft goods and game programs in accordance with the NJCAA Logo Use and Style Guide. The NJCAA has proprietary rights and interest to its name, logo, trademark and service marks. The championship must be marketed in a consistent manner that best represents the NJCAA. All event marketing materials must meet the NJCAA Name & Text Style Guide (print & radio advertisements, press releases, website display, merchandise, etc.). Championship Specific Logos The HOST may produce a unique championship logo. These logos must incorporate the official NJCAA logo and/or the words NJCAATM (with Trademark subscript) along with the sport name and division of play (Division I, II, or III). Championship Specific Logos produced by a HOST are to adhere to the NJCAA Logo Use and Style Guide and must be submitted to the NJCAA for approval in .EPS and .JPG format no later than Oct. 1 (Fall Championships), Jan. 1 (Winter Championships) and March 1 (Spring Championships). All products bearing the NJCAA name must include the appropriate trademark symbol (NJCAATM ). Any products bearing a NJCAA logo must include the registered mark (®). CHAMPIONSHIP MERCHANDISE / CONCESSIONS Championship Merchandise - Licensing Strategic Marketing Affiliates (SMA) is the official licensing partner of the NJCAA. Any products, minus the tournament program, that are to be sold to the general public (including participating teams & studentathletes) at an NJCAA Championship must be licensed in the NJCAA program with SMA (Strategic Marketing Affiliates). The vendor/company that is responsible for making the championship merchandise for sale at the event must go through the licensing process with SMA. Holly White ([email protected] or 317-669-0805) is the NJCAA’s account rep at SMA and can provide a current listing of licensed vendors/companies in the NJCAA program. It is the responsibility of the HOST to inform their vendor/company of this policy. HOST is to provide the NJCAA and SMA the name and contact of their merchandise vendor at least sixty (60) days prior to the start of the event. All products bearing the NJCAA name must include the appropriate trademark symbol (NJCAATM ). Any products bearing a NJCAA logo must include the registered mark (®). NOTE: BJ’s Custom Creations is the Preferred Soft Goods Vendor of the NJCAA and are licensed in the NJCAA program with SMA. The NJCAA encourages all HOST’s to give BJ’s Custom Creations an opportunity to win your business. Contact Mindy Sommers at [email protected] or 301.733.9500 ext.124. Concessions Food and drink concessions may be offered at the full discretion of the HOST. All income from concessions is to be reported as event income in the post championship budget and expense report. Tobacco and Alcohol Products containing Tobacco and/or Alcohol are NOT to be sold or made available at an NJCAA Championship Event, which includes banquet, coaches meeting, etc. 8|Page 2014-15 NJCAA Championship Host Manual & Requirements SPONSORS / ADVERTISING NJCAA Sponsors The NJCAA has many national sponsors that support the organization and in return are contracted to receive specific opportunities at select national championships including, but not limited to, premier banner signage placement, full page advertisement placement in championship program, access to display/distribute brand and products, provide gifts/product to teams & participants, public address announcements, involvement in tournament banquet, and possibly more. HOST will be provided all necessary details regarding each sponsor’s contracted opportunities from the NJCAA. Click here to see current listing of official NJCAA sponsors. Local Sponsors / Advertising A HOST may sell program ad space or hang local sponsor banners at the championship so long as there is no conflict with NJCAA national sponsors. Any revenue from sponsorship/advertising is to be noted in the post championship budget and expense report. Inventory Below is an example of the potential sponsorship/advertising inventory available to a HOST. This is just an example to provide HOSTs the ability to create possible sponsorship packages for their event. High Level Sponsorships - Overall Naming Rights or Title Sponsorships of the Championship* - Naming rights or presenting sponsorship of a day or session of the event* - Category specific naming rights or presenting sponsorship (Official Restaurant/Hotel/Gas Station) On-site - On site opportunities to display/distribute/sell product (exclusive or non-exclusive) - On site coupon or information distribution - Merchandise sales rights Signage - Tiered levels of signage opportunities (near playing venue / high fan traffic areas) - Off-site signage inclusion Media Inclusion - Inclusion in all press releases - Inclusion in all promotional materials - Ad space in event program - Press conference signage / backdrop Hospitality - Preferred seating / VIP upgrades - Event staff shirts/hats/uniforms - Exclusive supplier of goods for hospitality room Charitable Opportunities - Donation of percentage of ticket / product sales to charity *All title sponsorships must be presented to the NJCAA for approval at least 60 days prior to the event. 9|Page 2014-15 NJCAA Championship Host Manual & Requirements MARKETING ITEMS Championship Program The HOST shall create a championship program in consultation with NJCAA HQ Staff. The cost of printing the program will be paid by the HOST. The NJCAA requires a minimum of 5 and a maximum of 10 pages within the program to include full-page advertisements of national sponsors, NJCAA marketing items, historical information, etc. Any additional advertising within the program is the responsibility of the HOST and must not conflict with the NJCAA’s national sponsors. Upon written request no later than 30 days prior to the start of the e vent, the NJCAA can provide general information such as previous season results, records, etc., for inclusion in the program. It is up to the HOST to determine style and format. Banners The NJCAA will order a championship banner – at no cost - from its national sponsor Displayability to be shipped directly to the tournament director. If the host would like to order additional championship banners, please contact NJCAA HQ. The NJCAA championship banner is to be displayed in a direct, prominent and visible area of the facility/venue. Several NJCAA national sponsors are contracted to receive prominent display opportunities at national championships. NJCAA HQ Staff will inform each HOST directly regarding this requirement and provide such banners at no cost to the HOST. There can be no conflicts with sponsorships between any local sponsor that the HOST acquires and a national sponsor which the NJCAA has acquired. PA Announcements The NJCAA will provide appropriate public announcements to be read periodically throughout the championship event and will include national sponsors contracted with the NJCAA. Local sponsors may be added to this list. NJCAA TV – BROADCAST POLICIES Broadcast Rights – Review the NJCAA Sports Properties Radio, Digital, Television Policy 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. The NJCAA reserves the right to broadcast any of its championship events on its official digital network – NJCAA TV (www.njcaatv.com). The HOST will be asked to assist in securing high-speed, dedicated internet lines to be used for video streaming as well as necessary electrical needs. For select championships, HOST will be responsible for all costs associated with the overall production of a live, high-definition (HD) video stream for each contest to the standards set by the NJCAA. This responsibility includes the hiring of a production company and incurring expenses related to the overall production with the approval of the NJCAA. The NJCAA has the exclusive rights to the final broadcast product and how/when/where it is distributed. WEB & SOCIAL MEDIA Championship website Each championship of the NJCAA has its own information page on NJCAA.org. A HOST is permitted, and encouraged, to develop its own event championship website following the written approval of the NJCAA. Such websites should feature the official NJCAA logo and provide participating teams and fans with all necessary information relative to the event: ticket info, game schedules/brackets, results, game statistics, articles, photos, links to NJCAA TV broadcasts, tournament contacts, etc. 10 | P a g e 2014-15 NJCAA Championship Host Manual & Requirements Any HOST that wishes to launch and operate a championship specific website must first get written approval from the NJCAA and, following approval, must provide the NJCAA with the correct URL address of the website and direct contact information for the individual responsible for its upkeep. Click on the links below for examples of good championship specific websites. DI Baseball Championship - http://jucogj.org/ | DIII Men’s Basketball Championship - www.championships-sullivan.com Social Media The use of Facebook and Twitter can be powerful tools for NJCAA Championships. Both can help disseminate important tournament-related information to fans as well as teams and student-athletes. In addition, both platforms can assist in promoting your event and generating excitement prior to and during an NJCAA Championship. The NJCAA encourages HOST’s to use of both tools in a professional and tasteful manner in conjunction with its overall promotional efforts for the event. The HOST shall inform the NJCAA of its intention to use such social media tools a prior to the start of the championship. NJCAA Facebook Page - facebook.com/njcaa NJCAA on Twitter - @njcaa STATISTICS/RESULTS Recording of Statistics/Results HOST 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 general public and NJCAA immediately following the conclusion of each contest/round of competition. HOSTs of baseball, basketball, football, lacrosse, ice hockey, softball, soccer and volleyball are required to record game statistics via one of the following statistics software programs: DakStats, StatCrew, CyberSports (basketball-only) or PrestoSports Stat Entry. The XML files for each game are to be sent to the NJCAA following the conclusion of each game. PrestoSports Stat Entry is available to all tournament hosts of these sports at no cost. Contact NJCAA for more information. HOSTs of cross country, half marathon and indoor/outdoor track & field & swimming & diving are 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 in this format – Click Here. HOSTs of bowling are required to distribute/report daily and FINAL results to the general public and the NJCAA in this format – Click here HOSTs of golf are required to distribute/report daily and FINAL results to the general public and the NJCAA in these formats (GolfStat preferred) – Individual Results / Team Results HOSTs of tennis are required to use the USTA Tournament website for official results. HOSTs of wrestling are required to use TRACK Wrestling for official brackets and tournament results. 11 | P a g e 2014-15 NJCAA Championship Host Manual & Requirements PHOTOGRAPHY HOST is to provide an official photographer and photography services to include reproduction, sales and distribution. The name and contact information for the photographer must be provided to NJCAA HQ staff at least one week prior to the start of the event. Immediately following the conclusion of the championship, the photographer is required to submit at least 20 photos to the NJCAA (per instructions provided prior to the championship) free of charge for use on the NJCAA website, publications and promotional materials. Photos needed by the NJCAA include, but are not limited to: For baseball, basketball, football, ice hockey, lacrosse, soccer, softball and volleyball: 1. Team photo of national champion posing with the trophy 2. Championship team celebrating (storming the field, raising the trophy, dogpiling, etc.) 3. At least 3 action photos of players on the winning team from the championship game 4. At least 2 action photos of the Tournament MVP For cross country, half marathon and indoor/outdoor track & field & swimming & diving: 1. Team photo of the national champion (team) posing with trophy 2. Championship team celebrating (raising trophy, candid shots with trophy) 3. Action photos of top performers from championship team 4. Photos of award winners 5. Action photos of award winners For bowling, tennis and wrestling: 1. Team photo of the national champion (team) posing with trophy 2. Championship team celebrating (raising trophy, candid shots with trophy) 3. Action photos of top performers from championship team 4. Action of individual event/flight/weight champions 5. Photos of award winners For golf: 1. Team photo of the national champion (team) posing with trophy 2. Championship team celebrating (raising trophy, candid shots with trophy) 3. Action photos of top performers from championship team 4. Photos of individual award winners 5. Action photo of individual tournament champion (medalist) 12 | P a g e 2014-15 NJCAA Championship Host Manual & Requirements PRETOURNAMENT INFORMATION PACKET Last, but certainly not least, the HOST shall prepare a comprehensive information packet regarding the championship for potential qualifying teams/individuals. This document – referred to as the PRETOURNAMENT INFORMATION PACKET – is vital to the success of any championship as it will be the source of all necessary information regarding the championship for an athletic director or coach of a potential qualifying team/individual. How a HOST will conduct a championship based upon the requirements set forth in this host manual, as well as any sport-specific requirements, should be communicated in the PRETOURNAMENT INFORMATION PACKET. The PRETOURNAMENT INFORMATION PACKET is due to the NJCAA no later than 60 days prior to the start of the tournament and must include the following information: - Tournament Dates/location (name of facility/venue, address, etc.) - Schedule of Events (practice times, event schedule, meeting, schedule, etc.) - Specific/Special sport rules for the tournament (if applicable) - Tournament website information - Bracket information - Entry procedures, requirements and deadlines - How game / event officials are being contracted - Contact information for tournament director and other key event personnel - Hotel assignments, rates and contact information - Airport and car rental information - Directions to hotels from major highways or airports - Local map with directions to playing facility from hotels - Diagram and photos of playing facility/course, if applicable - Area restaurant information - Information on local attractions - Hospitality information - Laundry accommodations - Locker Room accommodations - Athletic training accommodations - Uniform requirements - Coaches meeting information - Banquet information (in applicable) - Media questionnaire/contacts - Credential/Tournament pass procedures - Media Requests - Broadcast policies (including NJCAA Sports Properties Radio, Digital, Television Policy) - Preorder form for championship merchandise - Time and location of awards ceremony - Official roster form - NJCAA Code of Conduct – provided by the NJCAA - NJCAA Sportsmanship Policy – provided by the NJCAA - Overview of awards -Other material as defined by NJCAA Headquarters Below are some good examples of what the NJCAA is looking for in a PRETOURNAMENT INFORMATION PACKET. Division I Men’s Basketball – Click here | Division I Outdoor Track & Field – Click here | Women’s Lacrosse – Click here 13 | P a g e 2014-15 NJCAA Championship Host Manual & Requirements POST-CHAMPIONSHIP REPORT 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 POST-CHAMPIONSHIP SURVEY NJCAA Headquarters will distribute an electronic survey to member colleges that participate in a national championship event. Results of the survey will be made available to the HOST. OFFICIAL SITE VISIT Following its submission of an official bid, prospective HOST could be selected for an official visit the NJCAA Championship Events Committee. If selected for an official visit, prospective HOST will provide travel, lodging and meal expenses for a representative of the NJCAA for the duration of the visit. 14 | P a g e
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