IHSA Announcements

September 8, 1999

Seven Communities Represented At State Final Site Proposal Meeting

Site Proposal Specifications for IHSA State Final Events

Girls Volleyball, Football, Individual Wrestling, Girls & Boys Basketball

Each proposal to host an Illinois High School Association state final event must address and include information relating specifically to the following items:

1) Site Availability: The site must guarantee availability of its facilities for all dates of event(s) sought. The IHSA seeks proposals for the following dates and events.

The listed dates are fixed under current tournament structures. In the event changes in structure which may change these dates are considered during the term of the agreement, the venue will have the right of first refusal to continue hosting the event.

2) Minimum seating requirements:

Girls Volleyball: 7,500
Football: 8,000
Individual Wrestling: 10,000
Girls Basketball: 7,500
Boys Basketball: 11,000

Proposals must include seating diagrams, showing designated seating areas (including the number of seats in each area) for the following: spectators, participants, handicapped, media, participants and VIPs.

3) Term and Form of Contract: Individual proposals must be submitted for each event. Each proposal must be for a 5 year term. Proposals must include provision for annual review. The IHSA has provided a sample contract (attached). Proposals must address items in the sample contract with which the venue may have difficulty.

4) Facility Considerations:

Competition Area: Describe in detail the dimension, design, and surface of competition area. List and describe all competition equipment that will be provided on behalf of venue i.e. flooring, scoreboards etc. Also include any equipment that may be used for special events.

Insurance: Describe in detail any and all insurance coverage that the venue currently has as well as any insurance coverage that would be required of the association or lessee.

Security: Submit the venue’s security plan. The plan must include, but is not limited to: routine crowd control, emergency control i.e. fire, tornado, terrorist etc.

Handicap Accessibility: Submit verification that the venue complies with all federal and state laws pertaining to disabled persons.

Special Seating: List and describe any special seating that is available such as corporate or VIP boxes.

Special Technological Features: Describe any technological capabilities the venue can provide to enhance tournament administration. Such items might include, but not be limited to, message boards, special lighting and sound capabilities, giant screen television monitors, etc.

5) Locker/Training Facilities Describe the locker room and training room facilities available. All dressing and locker areas need to provide security to ensure privacy and lock-up. Minimum requirements for each sport are:

Girls Volleyball: 4 team locker/dressing rooms, 2 officials locker/dressing rooms, 1 training room, and dressing area for cheerleaders.

Football: 4 team locker/dressing rooms, 1 officials locker/dressing room, 2 training rooms.

Individual Wrestling: locker/dressing room(s) to accommodate 120+ participants (includes shower area), locker/dressing room(s) to accommodate 18+ officials, weigh-in area and training room.

Girls Basketball: 4 team locker/dressing rooms, 2 officials locker/dressing rooms, 1 training room, dressing area for cheerleaders.

Boys Basketball: 4 team locker/dressing rooms, 2 officials locker/dressing rooms, 1 training room, and dressing area for cheerleaders.

6) Parking: The following minimum numbers of parking spaces must be available on a complimentary basis for IHSA use:

Girls Volleyball: 200
Football: 200
Individual Wrestling: 500
Girls Basketball: 200
Boys Basketball: 300

These parking spaces must accommodate participating schools/athletes, media, IHSA workers, and VIPs.

Describe parking arrangements which would be provided to accommodate a sell-out crowd. Specify the total numbers of parking spaces and parking areas available, indicating the numbers of spaces in each parking area, special accommodations for handicapped parking, locations of the spaces required for IHSA use (as noted above), and the proximity of each proposed parking area to the venue. Describe shuttle services, if available, from remote parking locations to the venue. Furnish a map or chart showing all prospective parking locations. Describe all financial terms and arrangements associated with parking.

7) Financial Considerations: Describe in detail the costs which the Association would incur by holding its event in the venue. Provide a sample proposed budget for the event.

8) Hotel Accommodations: The following minimum numbers of hotel/motel rooms must be available for IHSA use:

Girls Volleyball: 250
Football: 150
Individual Wrestling: 400
Girls Basketball: 250
Boys Basketball: 300

These rooms will be used to accommodate participating schools/athletes, media, IHSA workers, and VIPs.

List all hotels/motels in the area that have made commitments to provide accommodations during the event(s) sought. Include the number of rooms at each hotel/motel along with the rates at each facility for the duration of the proposal term. Include a map of the community showing all hotel/motel locations in proximity to the venue. Finally describe in detail proposed housing arrangements for participating teams. Describe food service available to teams at their housing site(s). Also describe all financial terms and arrangements associated with participant housing.

9) Press and Media Accommodations: The following minimum seating requirements for working press must be available on a complimentary basis for IHSA use:

Girls Volleyball: 50
Football: 50
Individual Wrestling: 100
Girls Basketball: 100
Boys Basketball: 150

A separate press work area providing a minimum of 15 dedicated telephone lines in Girls Volleyball, Football and Individual Wrestling, 20 in Girls Basketball, and 50 in Boys Basketball, is also required. Accommodations must also be provided at each event for the following:

Media Hospitality Room: Fitted with television monitors with access to the game being played and accommodations for computers, phones, and workspace.

Photo Dark Room/Digital Reproduction Room: Providing fifteen dedicated telephone lines for photographers.

Television Camera Locations: Venue must cooperate with producers of IHSA event telecasts to provide television camera locations as producers determines.

Television Production Parking: Must accommodate parking for two television productions trucks and one satellite truck. Parking spaces must be close together and in close proximity to the venue.

10) Meal and Hospitality Accommodations: The venue must be able to provide meals and/or hospitality service for the following minimum numbers of persons:

Girls Volleyball: 150 served in 2 separate areas

Football: 100 per game, 2 meals per day, served in one common area

Individual Wrestling: 250 per day, 2 meals per day served in one common area

Girls Basketball: 150 served in 2 separate areas plus meals for happening participants on Thursday night.

Boys Basketball: 300 served in 2 separate areas plus meals for happening participants on Thursday night

11) Merchandise: The IHSA shall provide and have exclusive rights to sell merchandise with no royalty or fees to venue. The IHSA shall have exclusive control over all merchandise sold in the host venue.

12) Concessions: Food and beverage concessions shall be provided by the venue or its contracted concessionaire. Alcohol and tobacco products must be prohibited. Describe any financial terms associated with concessions.

13) Tickets: The venue must provide tickets and handle ticket sales for the event. Describe in detail the ticketing services the venue provides. Indicate whether and under what terms venue will use a ticketing service such as Ticketmaster. Describe any financial terms associated with ticketing.

14) Programs: The IHSA shall provide and have exclusive rights to sell merchandise with no royalty or fees to venue. The IHSA shall have exclusive control over all programs sold in the host venue.

15) Signage: The IHSA shall have exclusive authority over event signage. No royalty or fee will be paid to venue for IHSA’s signage commitments. Please identify all existing signage and contractual commitments for its display which venue currently maintains. Describe any negotiability for such contracted space. Also describe venue’s ability to work with IHSA and sponsors if product category conflicts or other signage issues should materialize.

16) Sponsorship: Describe how venue and host community will advertise and promote tournament events.

17) Special Events: The following Special Events are associated with the listed state final tournaments. Describe the plan the host community will implement to accommodate, help underwrite, develop and/or enhance these events:

Girls Volleyball:

* Captains Day and Officials Day, attendance promotions featuring the introduction of attending girls volleyball team captains and/or licensed volleyball officials.

Girls Basketball:

* Team Banquet, held on Thursday evening before the tournament.

* Happening Skills Competition, beginning on Thursday evening before the tournament and concluding on Saturday evening.

* A auxiliary fan-focused event like the March Madness Experience currently conducted in Boys Basketball.

Boys Basketball:

* Team Banquet, held on Thursday evening before the tournament.

* Happening Skills Competition, beginning on Thursday evening before the tournament and concluding on Saturday evening.

* The March Madness Experience, an auxiliary fan-focused event which runs continuously with the tournament games but in a separate facility in close proximity to the tournament arena.

Close the proposal with an explanation as to how and why the mentioned facility should be selected to host and IHSA state final event. Specifically address how the facility and surrounding community are qualified to uniquely fulfill the aforementioned specifications.

After examining all proposals thoroughly, the IHSA staff will prepare recommendations in regard to site assignments for consideration by the IHSA Board of Directors. Fulfillment of the essential criteria for hosting, the cost factors, and specific advantages and disadvantages of each proposal will be the foundation for these recommendations.

Deadlines for submitting proposals and anticipated date of action by the Board of Directors to accept proposals for each sport are: