AMATEUR ATHLETIC UNION

AAU Girls’ Basketball National Championships

5th – 6th – 7th Grades

2019, 2020 and 2021 Bid Specifications

Prepared by: AAU Girls’ Basketball Committee

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THE NATIONAL CHAMPIONSHIP

Who is eligible to bid an event? AAU National Championships are awarded to an organization which becomes the Local Organizing Committee (LOC) for the event. No championship may be awarded to an individual. The host organization must be a level 2 or level 3 club member of the AAU prior to making a bid and during the calendar year in which the Championship is being conducted. Examples of a host organization include a YMCA, a sports commission, a convention and visitor’s bureau, a Chamber of Commerce, and a service organization such as Rotary Club, Kiwanis, other non-profits etc. The Championship for which you are bidding is an event of the Amateur Athletic Union and the AAU Girls Basketball Committee. The AAU and its Girls Basketball Committee retain sole control over the administration of national championship events. The host is required to follow the administrative procedures as specified in the contract and addendum.

Championship Tournament Management

The AAU Girls’ Basketball Committee will assign up to two Commissioners to oversee and monitor the progress of each National Championship event. Additionally, a member of the AAU National Staff will serve as a liaison in coordinating information with the Local Organizing Committee (LOC). The AAU is responsible for team qualification, team entries, player eligibility, tournament seeding, tournament brackets, tournament schedule, officiating assignments and meetings. The assigned Commissioners are responsible for any on-site decisions regarding the National Championship.

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THE HOST ORGANIZATION

Program and Services

Designation as a host city of an AAU Girls’ Basketball National Championship carries many responsibilities. To fulfill these responsibilities, each host city must form an administrative unit called the Local Organizing Committee (LOC). Local championship responsibilities will be executed by the LOC which may be chartered as a separate 501c3 status, or be part of an existing organization. Each LOC must raise funds to support all its championship responsibilities. The LOC may hire professional staff in addition to recruiting volunteers to fulfill responsibilities. The LOC promotes and markets the championship to the public and local media. The LOC shall identify local and regional basketball clubs participating in the specific age/grade division of the event and assist in recruiting their participation. A formal contract (Host Agreement) and addendum binds both parties to specific responsibilities necessary for the successful conduct of the Championship. These responsibilities, which specify operating details, can be found starting on page 4 “Conducting the Championship”.

Fundraising

Each LOC is permitted to generate funds from local corporate sources. These contributors are known as Local Patrons, Hosts, Donors, and can be designated as Gold, Silver, Bronze, etc., according to the level of support. The AAU maintains “National Sponsors” for its AAU Youth Sports Program and consequently reserves the right to the “sponsorship” terminology. In soliciting support locally, you may not utilize this terminology. Additionally, the LOC does not have the right to sell or market a title or present sponsorship packages. Prior to you making any contacts with a national corporate entity, you must first advise AAU National Headquarters so as to avoid any potential conflicts with current sponsorship activities. AAU, at its sole discretion, will approve all such fundraising activities.

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Conducting the Championship

The LOC is responsible for providing all staff necessary to run the event. Additional responsibilities of the LOC include but are not limited to the following: Enter into agreement with the Amateur Athletic Union detailing the contractual conditions of

the AAU National Championship.

Coordinate efforts in the areas of souvenir sales, fundraising, volunteer manpower, etc.

Fund the AAU National Championship through private and public contributions, in addition to the sale of tickets to competitions, souvenir sales, concession sales, and entry fees.

Promote and market the AAU National Championship to the public, in coordination with AAU Marketing Department.

Coordinate with the National Staff and local AAU District Sport Director on the recruitment of

teams to participate in the event. Implement a printing, marketing, and accounting strategy for souvenirs and merchandise for

the competition. Furnish competitive venues that meet the technical specifications for the competition.

Provide adequate security at all competition venues and any other official venue as part of

the National Championship.

Provide a system for credentials.

Provide adequate emergency medical and ambulance services for all athletes throughout the championship as well as first-aid and emergency medical and ambulance service for all other participants and spectator attendees.

Provide first-aid accommodations at all venues. This shall be marked and conveniently

located. Water coolers and cups must be furnished at each bench. Ice must be available courtside for injuries. Emergency transportation must be on-site or on call.

Provide a registration area.

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Contact the local Chamber of Commerce and/or Convention and Visitors Bureau to obtain civic support for the National Championship.

Furnish equipment [other than basketballs] for the conduct of the National Championship.

Plan and stage an Opening or Welcoming Ceremony as described by the AAU Girls’ Basketball Committee.

Obtain AAU license from the AAU National Headquarters.

Forward to the AAU National Office copies of all publicity clippings and articles generated prior to, during and following the National Championship.

Assemble staff to coordinate functions in the following areas:

Awards

Signage

Finance

Housing

Opening Ceremony

Customer Service

Marketing / Recruitment of Teams

Security

Souvenir / Merchandise Sales

Sports Medicine

Ticket Services

Transportation

Volunteers

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AAU NATIONAL CHAMPIONSHIP LOGISTICS

SCHEDULE

Prior to Competition: Commissioners arrive Meetings with LOC, Site Directors & Officials Assignor Teams begin to arrive

Day 1: Registration Opening Ceremony

Coaches’ Meeting Pool Play begins Day 2: Pool Play concludes Day 3: Championship & Classic Bracket Play begins Day 4: Championship & Classic Bracket Play continues

Day 5: Championship & Classic Bracket Play concludes with medal & trophy presentations

PROCEDURE TO AWARD EVENT BID

Organizations interested in hosting an AAU Girls’ Basketball National Championship for 2019, 2020 and 2021 shall review these “Bid Specifications”. Proposals should be presented to AAU National Headquarters immediately upon completion, but not later than Sunday, April 1st, 2018. The AAU is most interested in a proposal to host a particular event that is inclusive of all three years, 2019, 2020 and 2021. Upon receipt, the proposals will be surveyed by the AAU Girls’ Basketball Executive Committee relative to the organization’s ability to conduct the National Championship within the guidelines set forth. National Championship awards are not finalized until the AAU Girls’ Basketball Committee conducts a site survey, reviewing the facilities and logistics as proposed by the host organization. Site surveys will be scheduled by the Girls Basketball Executive Committee. Sites will be notified of dates.

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PROPOSAL CHECKLIST [ ] Club Level 2 or 3 Membership in AAU [ ] Complete National Championship Proposal Form beginning on page 10 [ ] Proposal sent to AAU National Headquarters [ ] Fees accompany proposal

BID FEES

Any bid application should include the following: The grade division you wish to bid and the bid fee amount for each year:

5th grade all of which include Divisions I, II & III = minimum bid of $20,000 per year

6th grade all of which include Divisions I, II & III = minimum bid of $20,000 per year

7th grade all of which include Divisions I, II & III = minimum bid of $20,000 per year Bids shall include a minimum deposit of $3,000 that will be applied to your winning bid fee. If a bid is not accepted, the deposit will be refunded in full to the bidder.

BID SPECIFICATIONS

VENUES

Competition Venues:

Six - Ten (6 - 10) basketball courts

Courts must be air-conditioned to an internal temperature of no more than 72 degrees (F)

All courts must have rectangular, glass backboards

Courts must be marked with NFHS 3-point field goal line

Courts must have a minimum seating of 250 and the finals competition venue must seat 2,500

Men’s and Women’s Officials’ changing rooms and break room area

Competition schedules must be posted at all venues (results will be reported to a mobile app provided by AAU)

Tournament office with computer that has Internet capabilities and Microsoft Office

Information Desk at primary venue

Public restroom facilities

Concessions area

Designated first aid area in each facility

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AAU Commissioners/Representatives Rental cars to be provided to assigned Commissioners/Representatives for duration of the

Championship [one day prior to Registration Day through day following the end of play].

Housing for three representatives of AAU Girls Basketball. Double rooms or king-size room for duration of respective stays.

Sports Medicine

Medical care must be available at each venue. All first aid stations shall be staffed with certified health care professionals, student athletic trainers, or certified athletic trainers, with training adequate to handle the anticipated medical needs associated with the event [On duty beginning 1/2 hour before the first game through 1/2 hour after the final game of the day].

Ensure the availability of licensed physicians and emergency medical staff on a 24-hour emergency call basis at nearby hospitals and clinics throughout the Championship.

Designate of a sports medicine facility or hospital for primary treatment.

Water must be furnished at each bench for drinking.

Ice must be available courtside for injuries.

Emergency transportation must be on-site or on-call.

Game Officials

All game officials must have a minimum high school certification.

The Host is responsible for all game fees of officials.

Venue/Game Personnel

Provide a site coordinator for each venue. Site Coordinator must be present on site during course of daily competition.

Two (2) bench officials per game – scorekeeper and scoreboard operator, minimum age 18.

Ceremonies

Conduct an Opening Ceremony that shall be approved by the AAU Girls’ Basketball Committee.

Conduct an Award Ceremony per AAU Girls’ Basketball specification following the National Championship game.

Meetings

Facilitate the following meetings:

Tournament Director and Site Coordinators with Commissioners prior to day of registration.

Officials’ Meeting - Commissioner with local officials’ assignor.

AAU Commissioners and Tournament Director with coaches before competition.

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Housing

Work with local hotels to secure reduced rates.

Provide AAU with a detailed list of hotel offerings to be posted online.

Check into university/college dormitory housing, if available.

Awards

Host is responsible to pay for national team trophy awards for finalists. Team awards will be ordered by the Committee and billed to the Host Organization. (Budget approximately $3,500 + shipping). Medals are standardized and provided through AAU. The host is responsible for cost of team awards for all Divisions.

Complimentary National Championship t-shirts shall be provided by AAU for each athlete and coach listed on the official team roster. T-shirts to be distributed by the host at registration or following the conclusion of pool play.

National Classic Tournament Host shall conduct an alternative tournament following the conclusion of pool play for those

teams not advancing into the National Championship bracket (minimum of 33 teams).

Host is responsible to pay for trophies for first through fourth places of the Classic. Team awards will be ordered by the Committee and billed to the Host Organization. AAU Girls’ Basketball shall provide the medals for the Classic for the top four finishers.

Host shall recognize tournament passes for the Classic. Daily passes may be sold.

Venues must meet same criteria as for the National Championship.

Host shall conduct all aspects of the Classic tournament as required by the AAU Girls’ Basketball Committee.

Security

Host shall have security available at all venues to ensure the safety of participants coaches and spectators.

Entry Fee

National Championships: The Host Organization shall receive $325.00 for each team entered regardless of Division. AAU Girls’ Basketball shall escrow $75 of the $325.00 fee to ensure that Host fulfills its contractual obligations. If everything is in order escrow amount will be advanced within sixty (60) days after the Tournament conclusion.

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AAU GIRLS’ BASKETBALL National Championship Proposal Form

Date Submitted: ____________

2019 National Championships 2020 National Championships 2021 National Championships

( ) 5th Grade ( ) 5th Grade ( ) 5th Grade

Bid Amount: Bid Amount: Bid Amount:

( ) 6th Grade ( ) 6th Grade ( ) 6th Grade

Bid Amount: Bid Amount: Bid Amount:

( ) 7th Grade ( ) 7th Grade ( ) 7th Grade

Bid Amount: Bid Amount: Bid Amount:

If awarded, this bid shall become part of the National Championship Contract.

Name of Host Organization:

Address of Host Organization:

Host Organization Contact [Name]:

Title Within Organization:

Phone Numbers: _____________________________ [Office]

_____________________________ [Cell] _____________________________ [Email]

Identify Classification of host organization: Not-for-Profit

Other - Please Specify

Purpose of Host Organization:

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Community Support

Have you notified Chamber of Commerce and/or Convention and Visitors Bureau? Yes No

Contact: Title: Phone Number: Attach support documents from Chamber of Commerce, Mayor, and other support groups.

Housing Types of Accommodations: [ ] Hotel [ ] Motel Name Rates # of Available Rooms Limitations [ ] Hotel [ ] Motel Name Rates # of Available Rooms Limitations [ ] Hotel [ ] Motel Name Rates # of Available Rooms Limitations [ ] Hotel [ ] Motel Name Rates # of Available Rooms Limitations [ ] Hotel [ ] Motel Name Rates # of Available Rooms Limitations [ ] Hotel [ ] Motel Name Rates # of Available Rooms Limitations [ ] Hotel [ ] Motel Name Rates # of Available Rooms Limitations [ ] Hotel [ ] Motel Name Rates # of Available Rooms Limitations [ ] Hotel [ ] Motel Name Rates # of Available Rooms Limitations [ ] Dormitory Name Rates # of Available Rooms Limitations [ ] Other _______

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Competition Name of Tournament Director: Address of Tournament Director: Phone Numbers: _____________________________ [Office] _____________________________ [Cell] _____________________________ [Email] Name of Facilities: (You are REQUIRED to submit photos of inside and outside of proposed playing venues) 1. No. of Gyms Seating Capacity 2. No. of Gyms Seating Capacity 3. No. of Gyms Seating Capacity 4. No. of Gyms Seating Capacity 5. No. of Gyms Seating Capacity 6. No. of Gyms Seating Capacity 7. No. of Gyms Seating Capacity 8. No. of Gyms Seating Capacity Attach letters from school superintendents, or other appropriate individuals, indicating that the listed facilities would be available for this National Championship.

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Transportation Shuttle available from airport to accommodations?

Charge $ Free shuttle Not Available

Shuttle provided from accommodations to competition venues?

Charge $ Free shuttle Not Available

Travel into Host City:

Airline List carriers:

Train

Bus

Interstate List:

Media/Public Relations/Social Media Media Director: Address: Phone Numbers: _____________________________ [Office] _____________________________ [Cell] _____________________________ [Email] Media Headquarters during Competition: Phone Number: Email: Local Newspapers: Local Television Affiliates: [ ] ABC [ ] CBS [ ] FOX [ ] Independent [ ] NBC [ ] PBS [ ] UP [ ] WB [ ] Cable

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Special Events On separate paper, list any special events that you may be planning. This includes the Opening Ceremony,

Coaches' party, Athletes' party, the Award Ceremony, Tours, etc. The Opening Ceremony is a required event. List where the Opening Ceremony will be held. The Award Ceremony will be conducted at the National Championship site.

Also, if there are unique or interesting entertainment or local attractions that you would use to promote your

bid, please list them on a separate paper.

Map Enclose a map of the Host City highlighting the following areas: [ ] Competition venues [ ] Proposed hotels/motels/dormitories locales [ ] Location of other events not held at the competition venues [ ] Airport

COMPLETE THIS FORM AND SEND ONE COPY ALONG WITH YOUR $3,000 CHECK TO:

AMATEUR ATHLETIC UNION Attn: AAU Girls’ Basketball

P.O. Box 22409 (regular mail) Lake Buena Vista, Florida 32830

AMATEUR ATHLETIC UNION Attn: AAU Girls’ Basketball

1910 Hotel Plaza Blvd. (Fed Ex, UPS, etc.) Lake Buena Vista, Florida 32830

407-934-7200

*Make checks payable to: AAU Girls’ Basketball*