NCYSA Youth Academy | Hosting the Showcase

www.ncsoccer.org

Youth Academy | Hosting Application

Hosting Organization Bid to Host the NCYSA | Youth Academy Showcase

_____________________________

Bids should be mailed to:

NC YOUTH SOCCER

Attn: Eric Redder

PO Box 18229

Greensboro, NC 27419

Postmark:

________________________________

www.ncsoccer.orgwww.ncsoccer.org

Deadline: Postmark, ______________________

Name of Association, ______________________

• Name of Assoc. Contact, ______________________

• Position in Association, ______________________

• Contact’s Mailing Address, ______________________

• City Zip, ______________________

• Contact Phone # (h) (w) (c), ______________________

• Contact’s Email Address (fax), ______________________

IMPORTANT!

• Host Site Coordinator (if different from Contact), ______________________

• Coordinator’s Mailing Address, ______________________

• City Zip, ______________________

• Coordinator Phone # (h) (w) (c), ______________________

• Coordinator’s Email Address (fax), ______________________

IMPORTANT!

• We have read the Host Bid Package, and we understand the guidelines on: field specifications, shelter requirements, referee requirements, communications, trainers, hotel requirements, volunteer requirements, and understand that it is the responsibility of the Host Association to meet all stated requirements in this bid package. We also understand that the deadlines for field preparation and availability must be met.

Authorized Association

___________________________________________

Signature Date

Youth Academy Showcase | Application to Host


On a this sheet (attach if more space is needed), please explain why your Association is interested in hosting the NC Youth Soccer Academy Showcase and how it will benefit your Association, NC YOUTH SOCCER and the Showcase participants. PLEASE INCLUDE ANYTHING SPECIAL THAT YOUR ASSOCIATION MIGHT OFFER (free lunches, giveaways, socials, etc.)

Youth Academy Showcase | Application to Host


Field Name/Number

Size(yards)

Condition of Field (ex: good, average, poor)

Condition of use (ex: no Sunday games, no lights, no evening matches)

Site Location (if multiple sites)

Youth Academy Showcase | Host Field Information

Maps & Fields Layouts to all locations must be shared/included

Restrooms: ___________ Permanent _________Temporary (port-a-john)

Concession: _________Association will handle ________Will sub-contract outside of organization

How many volunteers are available: ________________ (approximately)


Youth Academy Showcase | Age Groups & Field Information

Game times are in one hour increments (starting at 9 AM) with eight game times per field. • The Host Association will be financially responsible for all

necessary preparation to ensure that fields are ready for play. FIELDS WILL NEED TO MEET ALL SIZE AND SAFETY REQUIREMENTS. A Tournament Official will visit the site 24 hours prior to the first game. Fields must be cut (within 48 hours of the first match), lined, nets installed, corner flags up and goals anchored PRIOR to 7:00 AM of the first day of play.

• Failure to meet these responsibilities could result in fines of up to $100.00 per hour of play that is held up. The fine will be deducted from payment to be made to the Host by NC YOUTH SOCCER.

• All fields must be available for play between 7:00 AM and 6:00 PM on the Saturday and Sunday of the Showcase. Play will take place unless severe weather conditions make play dangerous.

Age Groups Size Recommendations

9U & 10U 40x 50

11U & 12U 60 x 80


Important Notes

• NCYSA | Youth Academy Showcase bids are one-year bids.

• By submitting this bid, your association is agreeing to everything in this document. • If your association fails to deliver in any area, NC YOUTH

SOCCER reserves the right to take the event away from your association.

• The following are areas of importance that will need to be addressed: • Hotel Listing for area

• Providing a dependable group of volunteers

• Securing donations for water, ice, fruit, referee/staff meals, etc.

• Securing law enforcement personnel

• Providing accurate maps to field sites, as well as field layouts

• Providing golf carts for medical staff, NC YOUTH SOCCER staff and referees

• Providing adequate shelters with tables and chairs for NC YOUTH SOCCER staff and referees

Youth Academy Showcase | Items to Consider


Section 1 - Fields

Field Information

• The Host Association must provide the following for each field with your bid package:

1. Detailed map of all fields including field numbers

2. Directions to the fields

3. Map to the nearest hospital

4. Name of owner and/or group who runs each field site. The owner/administrator of your fields MUST be aware of the bid requirements regarding weather.

5. NC YOUTH SOCCER will provide 14 sets of goals ((6x18) if needed to the Host association. The host will build and secure goals under the supervision of NC YOUTH SOCCER.

Field Safety

• Prior to the tournament, the Host Association will be required to do a safety check of each playing site. The following items should be checked prior to play:

1. Goals anchored, edges on posts rounded

2. Posts welded/secured properly

3. Glass and foreign objects removed from the fields

4. Sprinkler head seated properly

5. Corner markers covered

6. Cracks and/or holes in the field covered. Playing area free from ruts

7. Benches and spectator seating set back from field

Hosing Responsibilities – Section 1


Section 2 - Hotels - What is Needed?

• Hotel rooms for Referees and NC YOUTH SOCCER staff – NC YOUTH SOCCER will make hotel arrangements for referees and NC YOUTH SOCCER staff. Host associations are not responsible for booking these rooms

• PLEASE NOTE – NC YOUTH SOCCER needs the list of hotels for team rooms one (1) month before the weekend of the Showcase so that we can post it on the website.



Section 3 - Tents

• Two (2) tents or covered areas must be provided.

• One tent (20’ x 20’) will be used by the NC YOUTH SOCCER Tournament Committee Officials for headquarters.

• The other tent (20’ x 20’) will be used by the Referees • This tent must have at least three eight foot tables with

twelve chairs and away from spectators

• These tents must be located in an area easily accessible to all fields within the complex.

• If your association is using more than one site, additional tents could be required. There MUST be a tent/shaded area for all staff and referees at ALL SITES.



Section 4 - Reporting and Posting Scores

• This is a Showcase environment so reporting or posting of scores will not occur.



Section 5 - Water, Ice, Fruit and Ref Lunches

• If fruit can be donated, it would be greatly appreciated. If not, NC YOUTH SOCCER will refund the hosting association for the fruit for the referees. • The NC YOUTH SOCCER is responsible for purchasing the

food for the referees and staff/volunteers. Appropriate lunches would be: cold cuts, bread and condiments for serve-yourself sandwiches; subs (turkey, ham, and roast beef), all served with chips and some sort of dessert (cookie, etc.). If the host has partnered with a food service and can provide the food for free or at a discounted rate, it would be very much appreciated. NC YOUTH SOCCER is responsible for paying for the food.



Section 6 - First Aid/Trainers

• Certified athletic trainers are required at all field locations. At sites with multiple fields, there should be a minimum of one (1) trainer per every four (4) fields.

• NC YOUTH SOCCER will pay for or provide reimbursement for first aid personnel. RECEIPTS/INVOICES must be provided for pay. If the services of the trainer(s) are donated, then no reimbursement is given. With local contacts, some medical services can be donated and/or greatly discounted. • Please contact NC YOUTH SOCCER to agree on the

number of trainers and the pay rate.

• Emergency contact information, maps to local hospital’s or urgent care facility.



Section 7 - Law Enforcement

• It is required that at least one police officer or armed security guard per complex. These individuals can be very instrumental in assisting with: parking problems and traffic, unruly spectators or coaches, and any other civil disturbances.

• NC YOUTH SOCCER will pay for or provide reimbursement for law enforcement personnel. Receipts/invoices must be provided for pay.

• Please contact NC YOUTH SOCCER to agree on the pay rate.

Section 8 - City Emergency Services

• The Host is required to coordinate Showcase activities with county and/or city emergency services to assure that they are aware of the event and are prepared to answer any emergency calls which may come from the playing sites.

• The closest hospital should be notified of the event so that they are prepared to respond, if necessary. Emergency contact information, maps to local hospital’s or urgent care facility

Hosing Responsibilities – Section 7 & 8


Section 9 - Volunteers

• The NC Youth Soccer Academy Showcase cannot take place without the help of volunteers. You should begin procuring your volunteers as soon as you are awarded the bid. Volunteers are needed for:

1. Host Site Coordinator – This person will be the liaison and contact person between the Host Association and the State Office. They will coordinate all aspects of the Host Association’s responsibilities

2. Field Marshals – Individuals that monitor each field of play. They are responsible for calling for medical personnel in case of injuries, keeping track of game balls and monitoring the sideline behavior of spectators. If they need assistance with spectators, they can radio or call the main headquarters and an NC YOUTH SOCCER Staff person will handle the situation. They are also responsible for answering questions that attendees may have, such as schedules and field locations. There must be at least one Field Marshall for every two fields in use.

3. Maintenance – These individuals could be a park employee or volunteer. They will be responsible for the lining of the fields, the setting up of goals, placement of corner flags and net installation. This person should be available in case of referee questions/issues (i.e. if a net becomes damaged).

4. Lunch – This person would be responsible for securing the food for the referees and staff/volunteers, picking up the food (or arranging for its delivery) and making sure the food gets to the appropriate places. Referee lunches should arrive by 11:00am (so that the officials coming off the 10:00 games and that the officials BEFORE the 12:00 game may both eat).

5. Garbage – Garbage bins must be emptied with new bags several times a day, if not, there could be problems (overflowing garbage, stench, bees, etc.).



Volunteers

• The NC Youth Soccer Academy Showcase cannot take place without the help of volunteers. You should begin procuring your volunteers as soon as you are awarded the bid. Volunteers are needed for:

1. Host Site Coordinator – This person will be the liaison and contact person between the Host Association and the State Office. They will coordinate all aspects of the Host Association’s responsibilities

2. Field Marshals – Individuals that monitor each field of play. They are responsible for calling for medical personnel in case of injuries, keeping track of game balls and monitoring the sideline behavior of spectators. If they need assistance with spectators, they can radio or call the main headquarters and an NC YOUTH SOCCER Staff person will handle the situation. They are also responsible for answering questions that attendees may have, such as schedules and field locations. There must be at least one Field Marshall for every two fields in use.

3. Maintenance – These individuals could be a park employee or volunteer. They will be responsible for the lining of the fields, the setting up of goals, placement of corner flags and net installation. This person should be available in case of referee questions/issues (i.e. if a net becomes damaged).

4. Lunch – This person would be responsible for securing the food for the referees and staff/volunteers, picking up the food (or arranging for its delivery) and making sure the food gets to the appropriate places. Referee lunches should arrive by 11:00am (so that the officials coming off the 10:00 games and that the officials BEFORE the 12:00 game may both eat).

5. Garbage – Garbage bins must be emptied with new bags several times a day, if not, there could be problems (overflowing garbage, stench, bees, etc.).



Section 10 – Restroom Facilities

• Permanent facilities should be sufficient for the needs of the tournament. However, off-site locations, annexes, or fields that are a great distance from the permanent facilities would require temporary “port-o-johns”. Maintenance of restrooms should be ongoing throughout the course of the tournament.

Section 11 – On Site Vendors

• The Host Site has the opportunity to bring on-site vendors into the Showcase. Rates and rebates are to be negotiated by the Host Association.

• It will be the responsibility of the Host Association to inform the State Office of all such vendors so that there are no conflicts with State and National partners. Please do not confirm vendors until clearing them with NC YOUTH SOCCER.

Section 12 – Goodie Bags

• NC YOUTH SOCCER would not object to the Host Association securing coupons, vouchers, etc. to supply to the incoming participants in “goodie bags”. These could highlight businesses in your area or businesses that you use and support soccer. We would have to be sure of no “partner conflicts” with State or National partners. Please do NOT commit to goodie bag items until the State Office has cleared them.

Hosing Responsibilities – Section 10 -12


Revenue for the Hosting Association

• $125 per small-sided field per day for the weekend

• Hotel rebates

• All concession (food) profits

• All commissions on vendors secured by the Host Association

Hosting Association’s Financial Obligations

• All tents, tables and chairs for the staff and referees

• All field preparations (lining, mowing, etc.)

• Emergency contact information, maps to local hospital’s or urgent care facility

Revenue & Financial Obligations


NCYSA Youth Academy | http://www.ncsoccer.org/youthacademy

Art Rex - VP of Coaching & Player Development

Bill Furjanic – Technical Director of Coaching Education & Player Development

Eric Redder – Assistant Technical Director | Youth Academy

NCYSA Youth Academy Contacts

http://www.ncsoccer.org/youthacademy

http://www.ncsoccer.org/about

mailto:[email protected]

mailto:[email protected]

Date post:	12-Apr-2017
Category:	Education
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