1 BID MANUAL For the Years U.S. Open Taekwondo Championships A property of USA Taekwondo Copyright USA Taekwondo
2 ACKNOWLEDGMENT AND COMMENTARY This revised Bid Manual and Bid Application is based on earlier versions that have been developed. This revision was initiated primarily for updating purposes. It is relevant to the bidding process for 2014 through It also addresses the current and projected needs of USA Taekwondo and the conduct of the U.S. Open Taekwondo Championships. REPRESENTING USA TAEKWONDO Travis Oosthoek Director of Events USA Taekwondo By design, this Bid Manual and Bid Application may require annual review and update to remain current. Comments, suggestions and recommendations are welcome and should be directed to the USA Taekwondo Events Department in Colorado Springs, CO.
3 INTRODUCTION Bid Manual This manual will familiarize the potential bidder with: The USA Taekwondo (USAT) The requirements to host the U.S. Open Taekwondo Championship event The process for filing a Bid Application. Once a host/city has been awarded the event, this manual can be converted into a basic planning and operating manual. It can also be a valuable tool for the host in their planning efforts and subsequent program operation. It should be noted that while the term city is a frequent referral, the potential host is not limited to city government or organizations. The Bid Application The application is in a questionnaire format and responds to the requests and requirements outlined in the Bid Manual. In addition to submittal of the bid application, prospective hosts are being asked to attach other materials and information. These are important supplements to the total fact finding process USA TAEKWONDO needs in order to make their best informed decision. The United States Olympic Committee (USOC) recognizes USA TAEKWONDO (USAT) as the National Governing Body (NGB) for the sport of Taekwondo in the United States. A primary function of the NGB is to conduct national events in its sport. One of these events for USA TAEKWONDO is the U.S. Open Taekwondo Championships. U.S. OPEN TAEKWONDO CHAMPIONSHIPS EVENT USA TAEKWONDO INC. (USAT) conducts the U.S. Open Taekwondo Championships annually. This is one of the premier (currently holds a G2 rating from the World Taekwondo Federation) and oldest Open Taekwondo Championships in the world. The 2013 U.S. Open Taekwondo Championships will be the 22 nd year this event has been held. The competition is OPEN to any certified Black Belt in the world! Competitors do not have to qualify at a National Qualifier or National Team Trial in order to participate in the event. Competition categories include Poomse (Forms Competition) and Kyorugi (Sparring Competition). Further, each competition is divided into Weight Categories. The U.S. Open Taekwondo Championships are very unique in that you may see competitors ranging from age 10 to age 70. Many Olympians, World Champions as well as national champions from all over the world will compete at this event. In 2012, over 1700 Taekwondo athletes and 500 coaches participated in the four day event with over 5000 spectators in attendance. The event usually takes place in the month of February over President s Day weekend. The event is four or five days of competition and two additional days for move in and event check in/weigh in. Competitors may compete on multiple days of competition.
4 This event normally leaves an economic impact upwards of $5 million to the immediate community in terms of hotels, restaurants, tourist attractions, transportation (car rentals, buses, taxicabs) and gift purchases. The average family will spend a minimum of 3 nights in the host city. A principal goal of the site selection process is to attract the International competitors and team, while also showcasing the sport of Taekwondo in different regions of the country. Other by products are an increased awareness and better appreciation of Taekwondo in the local community. Previous hosts for our events are listed below. Year Host City 2016 Open 2015 Open 2014 Open 2013 Las Vegas, NV 2012 Las Vegas, NV 2011 Austin, TX 2010 Las Vegas, NV 2009 Las Vegas, NV 2008 New Orleans, LA USA TAEKWONDO Mission Statement The mission of USA TAEKWONDO is to enable United States athletes to achieve sustained competitive excellence and promote and grow the sport of Taekwondo. USA TAEKWONDO USA Taekwondo (USAT) is the National Governing Body (NGB) for the sports of Taekwondo in the United States of America as recognized by the United States Olympic Committee (USOC). USAT provides developmental opportunities for Taekwondo athletes throughout the U.S. to cultivate their knowledge of the sport while striving for world class status. Taekwondo is a defensive, martial art that combines philosophy, mental discipline, physical exercise, and physical ability. It promotes a wide range of principles including the following: Good physical condition Self Defense or the ability to defend oneself Self Confidence Respect Good health regardless of gender, physique, or age
5 The origins of Taekwondo, which go back two thousand years, lie in Korea. During its history, this sport has been known by various names, like Taekyon or Subak. Its official name nowadays, Taekwondo, was announced in 1955; a year later, the first championships were held. The Korean Taekwondo Federation was founded in 1965, and the World Taekwondo Federation was founded in During the same year the first World Championship took place was an important year for the sport, since the International Olympic Committee (IOC) acknowledged Taekwondo as an Olympic sport. It was included as a display event in two successive Olympic Games: in Seoul (1988) and Barcelona (1992). Taekwondo was included on the Olympic Games competition schedule for the first time at the Sydney Games in In preparing for the next quadrennium ( ), USAT looks to expand current programs and to create additional developmental avenues for athletes wanting to represent the U.S. at the international level. Some of the programs USAT looks to provide are developmental opportunities at the grassroots level including high performance clinics for athletes ages It is the USAT's goal to identify world class athletes and provide them with the best training, international competitions, educational opportunities, and a continuous pipeline to the Olympic Games.
6 CHAPTER 1: HOST OBLIGATIONS U.S. OPEN TAEKWONDO CHAMPIONSHIPS EVENT DATES Year Preferred Dates MOVE IN COMPETITION MOVE OUT 2016 February 9 10 February February February February February February February February 17 **Please note that these dates are semi flexible, but the majority of the event must take place on or around the President s holiday and preferably over a weekend. The U.S. Open Taekwondo Championship event is a major program of USA Taekwondo and currently involves more than 1800 participants and 60+ international teams. While USA Taekwondo will be responsible for the actual conduct of the event, the Host City is expected to provide the basic ancillary components associated with managing and organizing these championships. It is important that bidding groups are fully aware of these expectations when they consider hosting this event. These expectations will be primary issues in the final negotiations, as well as integral components of the operating agreements.
7 Upon submittal of the bid, USA Taekwondo will assume that the bidder has read and fully understands these expectations and is prepared to assume the responsibilities outlined in this document and the complete Bid Manual. HOST OBLIGATIONS USAT STAFF SITE VISIT 2 economy class round trip domestic airfares for USAT event staff 1 mid size automobile for use of USAT event staff 2 single rooms for USAT event staff Complimentary housing for a maximum of 2 additional staff planning visits for a maximum of two days and three nights per visit. EVENT COMPETITION VENUE HOST will secure at NO COST or a substantially reduced cost to USAT open convention center space of 100, ,000 square feet for approximately 12 to x33 competition rings and a minimum of 10 walkway in between each competition ring. Also, a minimum height from the floor to the lowest impairment or overhanging obstruction shall be no less than 20 feet. Column free space is preferred but columns spaced at 90 foot minimum intervals are acceptable. o Set up consists of 2 days prior to the first Competition day and tear down can be completed one day following competition. Four five competition days are needed to conduct the event. o o o Loading dock to receive two (2) 53 equipment trailers up to two days prior to the first set up day, load/unload, and store for the duration of the event. Two (2) motorized forklifts, one (1) scissor lift, one (1) electric powered pallet jack, two (2) manual pallet jacks, as well as the authorization for our certified staff to operate this equipment. A CAD floor plan based on the requirements in this document. ** An arena with fixed seating and a minimum of 30,000 square feet of contiguous floor space to fit approximately 12 to x33 competition rings and a minimum of 10 walkway in between each competition ring can be substituted for convention space. HOST will secure minimum 2000 bleacher seats for use of the Championship event (including labor costs associated with installing and dismantling the bleacher seats). USA Taekwondo (USAT) competition area responsibilities: o Competition rings/mats including shipping. o Scoring monitors/displays o Ringside banner system consisting of USAT Sponsors, and potential local sponsors o Other necessary equipment for conducting the competition
8 HOST In Venue Support Facilities Requirements All of the following functional areas must have air conditioning, electrical and adequate lighting as well as: o Secured storage areas for equipment, awards, VIK, sponsor merchandise, licensees, comptroller, and miscellaneous equipment. o Tournament Desk (Reference Appendix I) a two tiered, elevated skirted platform (Approximately 56 x 24 ) located central to the competition area with the following: Twenty (20) 6 x 3 x 30 Skirted Tables Ten (10) Chairs Four (4) Electrical Outlets Internet Access Public Address System capable of broadcasting throughout the entire venue. CD player/mixer to play music and National Anthem each morning. o Sports Medicine Center Centrally located in close proximity to the Tournament Desk. Eight (8) 8 x 3 x 30 tables Four (4) Massage Tables Five (5) Comfortable Chairs for Medical Staff Two (2) 50 gallon trash receptacles on casters for ice One Hundred Fifty (150) towels/ day 1000 lbs. of ice at approximately 250 lbs. per day delivered on a daily basis. Smaller Ice Cooler One (1) Electrical outlet o Check in & Weigh in Area Eight (8) Registration Kiosks Eight (8) 8 x 3 x 30 skirted tables Twenty (20) Chairs One (1) Small Copy Machine Two (2) Bulletin Boards Six Eight (6 8) Electrical outlets One Three (1 3) Internet Connection o Exposition/ Sales Area USAT merchandise sales and event souvenirs are the exclusive rights of USAT. USAT will not agree to pay a commission to a concessionaire or to venue management for an exclusive right to this sales area. In addition, USAT reserves the right to permit national sponsors the opportunity to utilize the exhibition space and sales area to promote their products(s). Additional requirements are as follows: One (1) 30 x 100 Souvenir area Twenty (20) 10 x 10 Exhibit booths Fifty (50) 8 x 3 x 30 Skirted tables Internet Access HOST Auxiliary Venue Services o Parking Complimentary parking for all USAT staff vehicles Reduced rate parking with in and out privileges for all event participants.
9 EVENT HOUSING Hotel Blocks in proximity to the competition venue to accommodate over 4,000 room nights using as many hotels as possible with a wide range of costs and amenities. Hotels must include a $15 rebate per room night that will be paid directly to USA Taekwondo. HEADQUARTERS HOTELS 1 Four or Five star headquarters hotels to house event staff and referees/scorekeepers. o Event Staff Headquarters hotel must provide the following amenities and complimentary rooms with free local phone and internet access from two nights prior to the beginning of competition until one night post competition. 1 Complimentary Presidential Suite with concierge privileges 4 Complimentary one bedroom Business Suites (Double/ Queen) 20 Complimentary Double/ Queen rooms VIP block (details listed in Hotel Form) gets 70% of the attendee rate, commissionable at 10% (no rebate) 10 Parking Passes per day for USAT Event Staff Design, production, and placement of an Event Welcome Banner in a prominent location (preferably behind the registration counters without date specification for future use) during the contracted hotel dates. Complimentary rooms are guaranteed at 80% consumption of Double/Double rooms block or can be adjusted based on room block consumption. If city cannot provide the number of rooms described above in walking distance rooms, then free transportation will be provided to and from venue at nonwalking distance hotel locations. HUMAN RESOURCES & EVENT STAFFING HOST Pre and Post Event Support Staff Requirements o Event Coordinator o Venue Coordinator o Volunteer Coordinator/ Supervisors o Coordinator, Sponsors/Contracts HOST During Event Support Staff Requirements o Security, police and door guards, merchandise sellers, ushers, and other auxiliary staff required by the venue. o Airport Ambassadors and/or Greeters for Airport and Registration arrivals o Registration Volunteers Assembly and distribution of participant goodie bags packets (Bags, maps, city brochures, coupons) for approximately 2500 people o Awards Volunteers USAT Staff Requirements
10 o Officials (85 100) o Tournament Committee/Event Specialists Committee Chair and Staff (16 20) CHAPTER 2: SITE SELECTION DATES Site Selection for Years 2014 through 2016 Bids are currently being accepted for this event through the year Specific dates required are: Year Preferred Dates MOVE IN COMPETITION MOVE OUT 2016 February 9 10 February February February February February February February February 18 **Please note that these dates are semi flexible, but the majority of the event must take place on or around the President s holiday and preferably over a weekend. Bid solicitations will be accepted immediately for all three years. It is the desire of USA Taekwondo to decide on each bid consistent with the schedule below. Bid deadlines may be extended if not enough bids are submitted by these target dates. YEAR NOTICE OF BID PROPOSAL FINAL DECISION DATE 2016 Letter of intent submitted in spring of 2014 December Letter of intent submitted in spring of 2013 December Letter of intent submitted in winter of 2012 February 2013 Site Evaluation Visit Serious bidders will be expected to host and provide all expenses for up to two persons from USA Taekwondo to make a site evaluation visit. USA Taekwondo will use the visit to inspect all of the facilities in an effort to determine the adequacy of a city to serve as the potential host. This visit will follow receipt of the Bid Application, and will occur prior to final site selection.
11 Potential Variables The Letter of Intent serves notice to USA Taekwondo that a bid is to be submitted within 60 days (if the bid does not accompany the letter). Decision dates are subject to change. The Host and USA Taekwondo must be flexible and adapt to new circumstances should they arise. Site selection for years beyond on 2016: Bids for years beyond 2016 will be processed after January Questions may be directed to the USA Taekwondo Director of Events at (719) CHAPTER 3: HOW THE HOST CITY BENEFITS In partnership, you and USA Taekwondo can further the sport of taekwondo both nationally and internationally, showcase your city worldwide through various media, and expose the treasures of your city to a new population of visitors and their families. Visitors 6,500 persons from across the nation and several foreign countries will attend the U.S. Open Taekwondo Championships. Participants are ages 10 to more than 70 years of age. These people participate, officiate and serve in leadership capacities. They require housing, food and enjoy the local nightlife, shops and the opportunity to visit local points of interest. We anticipate approximately 60+ international teams and 1,200+ domestic participants to register for one or more divisions that will be conducted over the five day competition period. Economic Impact We anticipate that over a 5 day period, more than 4,000 room nights will be utilized at local hotels. In recent host cities, local Convention and Visitors Bureaus have reported more than $5,000,000 in economic impact. U.S. Open ATTENDANCE FIGURES YEAR PARTICIPANTS SPECTATORS LOCATION # OF COUNTRIES New Orleans, LA Las Vegas, NV Las Vegas, NV Austin, TX 65
12 Las Vegas, NV 66 Recognition and Visibility Host Recognition: Hosting the U.S. Open Taekwondo Championships can lead to hosting other amateur and professional sporting events, as well as interest by USA Taekwondo in returning to your city for National Team competitions, other taekwondo events and meetings. Visitor Visibility: Your city will get exposure to 5,000 and more persons from across the United States and international participants, who will return home to share their experiences with friends and relatives. Publicity and Public Relations Media Exposure Your city will gain recognition and publicity through media exposure in these venues: USA Taekwondo s quarterly publication. USA Taekwondo s monthly e mail newsletter. Pre Event Manual and Event Programs. USA Taekwondo website. USA Taekwondo social media outlets (Facebook & Twitter) Media publicity through event announcements and reporting of event results in hometown newspapers. Several national Meeting and Convention publications, website listings for National Governing Bodies and other sport organizations. Sponsor publicity. Hosting the U.S. Open Taekwondo Championships provides your city with an opportunity to work and share experiences with sport leaders from around the world. CHAPTER 4: VENUE REQUIREMENTS The cornerstone of a bid for the U.S. Open Taekwondo Championship event is the playing site, or venue. It is preferable for all rings to be in the same venue under one roof. The venue may have separate areas within the building as long as all other criteria are met. Bidders are requested to submit a detailed floor plan of all proposed venues, and/or all areas of the venue proposed for use. The floor plan must include all relevant building and interior space dimensions and other information as specified in the Bid Application. Even though a city may have hosted a U.S. Open Taekwondo Championship event in a prior year, this submittal is required.
13 The Bid Application and all attachments, upon receipt, become the property of USA Taekwondo, unless the bidder specifically requests a return of any portion of the submittal. Venue The venue must have open and unobstructed floor space of at least 100,000 square feet available, preferably as much as 120,000 square feet. This area should be able to accommodate a minimum of 12 taekwondo competition rings with space for portable bleacher seating and a tournament desk. Competition Arrangement An Arena style venue shall have an open and unobstructed floor space of at least 30,000 square feet for x33 WTF regulation rings with a 10 safety walkway in between each mat. A convention style venue shall have an open and unobstructed floor space of at 100,000 square feet for x33 WTF regulation rings with a 10 safety walkway in between each mat. The ideal competition area will be an arena type stadium where the spectators do not have access to the competition floor. In addition, there should be seating for a minimum of 10 people around each mat. Please see the attached diagram. If bleacher seating is used for spectators, this seating must be a minimum of 15 feet from the mat area. In addition, the competition area must be enclosed by crowd control barricades while taking into account the traffic flow patterns and spectator viewing without congestion for the participants. For this reason, the bid organization should provide a CAD drawing to USA TAEKWONDO upon submitting the bid. Competition Surface USAT will supply all competition area rings. USAT staff will design the competition layout for the facility. In order to assist with the layout design, venue management must provide an AutoCAD floor plan of the competition area(s) at the time of the bid. Installation, tear down and repackaging of the portable rings will be under the direction of USAT personnel. USAT Tournament Committee and the LOC will provide the work force. Available Site Hours The competition site must be available for set up no later than the Tuesday prior to the first day of competition at no later than 7:00 AM local time. Set up time, including constructing competition rings, holding area, and erecting event signage, is approximately two working days from Tuesday morning through Wednesday evening. 1. For each competition day, USA Taekwondo requests access to the venue at 7:00am each morning for a maximum of 20 staff with competition beginning at 9:00am. The doors will open for ticketed participants at one hour prior to the start of competition. The venue must be available through 12:00am or until the close of competition. Thirty minutes following the last competition match, USA Taekwondo would like all competition doors closed and all persons to vacate the facility.
14 Storage Facilities and Equipment These are the requirements for storage facilities: The host must provide suitable time to unload a minimum of two (2) semi trailers used to transport portable rings prior to the event. Additionally, the host must permit the USAT s equipment semitrailer (53 ) to arrive in the Host City up to one week prior to setup. The equipment trailer will be moved to the site of the venue and must remain at the loading dock until it is reloaded. The USAT Tournament Committees will need one (1) secured storage area at least 30 x 30 in size for small equipment and supplies. This area must be located convenient to, and on the same level as, the playing area. USAT staff must possess the key and be given liberal access to this area during the event. Of particular importance for the support of this service is the right of USAT to either use two (2) fork lifts or a high lift owned by the convention center, or to rent this equipment for use at the convention center. Members of the USAT Tournament Committee are certified and experienced in the use of this machinery and will need to use them extensively during tear down and setup. Approval for USAT staff to operate this equipment will be solicited. The USAT Merchandise Agent will need one (1) secured storage area, each approximately 60 x 90 in size for storing exposition/sales merchandise. This area must be located convenient to, and on the same level as, the exposition area. USAT staff must have the key and be given liberal access to these areas. Venue Support Requirements Tournament Desk The "Tournament Desk" is an elevated platform for use by the USAT personnel/tournament committee. It must be located central to the competition area in the primary venue. See Appendix for dimensions and layout. Requirements for the Tournament Desk include: Twenty (20) Skirted tables (6 x 3 x 30 ) and fifteen (15) chairs Electrical power outlets (4) for computers, printers, copy machine, and network hubs. Internet access (2). A public address system capable of broadcasting throughout the entire venue, a CD player to play the National Anthem each morning. Sports Medicine Center A centrally located area in close proximity to the Tournament Desk shall be designated as the Sports Medicine Center, which will serve competitors and spectators during all hours of competition. If the venue has space, a tent on the actual venue floor is preferred for medical access. Ice can be stored in a freezer on the loading dock to provide the daily needs of athletes.
15 At least two (2) massage tables. Four (4) 8 x 3 x 30 tables. Five (5) comfortable chairs for working staff and two (2) 50 gallon trash receptacles on casters for ice. A minimum of 100 towels/ day. One (1) small ice freezer. One (1) Electrical outlet to supply electricity to the small ice freezer. Concession Stands USA Taekwondo requests that its needs be considered when planning the operating and location of concession stands. The concession stands should offer healthy options such as sandwiches, fruit, salads, sports drinks, water, and soft drinks. Sale of alcoholic beverages is prohibited at all USA Taekwondo events. Hours of concession should be established during competition days from 8:00am until the close of competition. USAT requests the privilege of bringing outside food items into the venue for the purpose of feeding volunteers, referees and event staff. Many of these persons work extended shifts and do not have the opportunity to visit the concession stands or outside restaurants and must eat on the run. It has been customary over the years to include food preparation when feasible. Exposition/Sales Area All USA Taekwondo merchandise sales and event souvenirs (including the program sales and tournament t shirt) are the exclusive rights of USA Taekwondo. USA Taekwondo merchandise booth will be under the direction of the USA Taekwondo personnel, exclusive sponsor or through a third party contracted with the USA Taekwondo. USA Taekwondo will not agree to the paying of a commission to a concessionaire or to venue management for exclusive right to this sales area. Phone lines and electrical outlets will be needed for credit card machines at several vendor booths. Each vendor will be responsible for ordering and providing payment for the additional tables and electrical needs outside of their agreement with USA Taekwondo. USA Taekwondo will need the ability to stage a minimum of ten (10) 10 x 10 and one 1 20 x 20 exhibit booths to be located in a high traffic area located near the ticketed participant entrance. Referee Lounge This area will be used as a meeting space for the officials throughout the event and should be located in close proximity to the competition area. This area should be able to accommodate 70 persons in theatre style seating and have two (2) 8 tables for registration. In addition, this room should have coffee, soft drinks, water, and light food items provided throughout the competition days. Additional accommodations including couches, sofas, and comfortable chairs are welcomed and would be much appreciated by the officials staff. This room can also be used to accommodate meals for the referees and staff during the competition.
16 Staff Workroom/ Lounge This area will be used by the USA TAEKWONDO staff as a central tournament location for meetings, interviews, and as a temporary storage. This room should be secure and have access to electrical outlets, a high speed internet line, and trash receptacles. In addition, any additional concessions including snacks, drinks, couches, chairs, restrooms, tables, and chairs will be appreciated in order to provide a good working environment during the competition. Volunteer Room This area should be near the volunteer/ staff entrance and will be used as the primary check in point for all volunteers. In addition, this area should have comfortable seating for approximately 50 and tables as this will be used for a break room and potential meals for the volunteers. Meeting Rooms USAT requires a minimum of two (2) meeting rooms set up in theatre style to accommodate 200 persons (Informational Meeting) and 100 persons (Referees Meeting). Each room requires one (1) 6 x 3 x 30 skirted head table, three chairs (3), a public address system, and a podium. Security USAT requests a minimum of one (1) full time roaming security guard as part of the rental agreement during the time the exhibitors are in the venue. USAT requests an estimate of the costs associated with providing this security to be attached to the bid. Because of the nature of the event, the athletes will be allowed to bring medium to large sized bags into the venue. Registration (Check In) Starting on the night before the first day of competition, USAT will operate a registration area in a strategic section of the venue. The registration will consist of all participants picking up their credentials and participant goodie bags. In order to reduce confusion amongst those coming to the venue for registration versus ticketed spectators, USA TAEKWONDO requires the registration area be sectioned off or separate from the competition venue entrance. The registration area space should be large enough to hold a minimum of eight (8) registration units and registration lines of up to 50 persons. Past rooms have been 8,000 square feet to 10,000 square feet. In addition, USA TAEKWONDO will need stanchions to designate different lines and order. The following is a sample schedule for registration: Wednesday: 4pm 8pm Thursday: 9am 12pm, 4pm 8pm Friday: 9am 12pm, 4pm 8pm Saturday: 9am 12pm, 4pm 8pm Equipment needs will be coordinated with a contracted decorator. WEIGH IN AREA This section should be near the registration area logistically placed to reduce congestion as long lines
17 may occur. USA Taekwondo will provide five (5) scales and the pipe and drape necessary to section off the male versus female weigh in areas. Within this area, USA Taekwondo will need two (2) electrical outlets and the ability to network computers from the registration area to the weigh in area with 100 cat 5 Ethernet cables. USA Taekwondo will need to work in conjunction with the Venue Event Coordinator to customize proper placement of stanchions to differentiate male versus female lines. Within this section, parents need to be allowed access to accompany their children throughout the weigh in process and then exit the building. Internet connection(s) will also be required at the following locations: Tournament Desk (2) Registration Area (4 8) Weigh in Area (2) Installation and service costs will be borne by USAT. ELECTRICAL NEEDS The following are the electrical needs for USA TAEKWONDO for the duration of the event. USA Taekwondo will bear the costs of these outlets but an estimate of such costs should be included in a separate appendix of the bid package submitted for budgetary purposes. 1 electrical outlet at each of the estimated rings 1 electrical outlet at the Awards Area 1 electrical outlet at the Holding Area 1 electrical outlet in the Photograph Area 2 electrical outlets at the Tournament Desk Electrical Outlets available for use in the USA TAEKWONDO staff room 1 Electrical outlet in the Sports Medicine Center 4 8 Electrical outlets in the Registration Area 4 Electrical outlets in the Weigh In area 4 Electrical outlets in the Vendor and Sponsor Area Parking Staff Parking at Venue: Complimentary parking must be provided for all USAT staff vehicles for the duration of the event. USAT requests up to fifteen (15) parking permits for the dock area, ten (10) of which will be permanent parking for event staff who drive and are not local residents. Participant Parking at Venue: USAT requests that free or reduced rate parking be made available to event participants with in and out privileges both at the venue and at the respective hotels. Staff Parking at Headquarters Hotels: Complimentary hotel parking must be provided for staff vehicles if the distance from venue requires ground transportation.
18 Ticket Sales/Entry Exit Control USA Taekwondo reserves the right to all ticket sales revenue excluding the agreements set forth in partnership with the host venue ticket distributor (Ticket master, Ticket West, etc.) in order to provide online and on site ticket sales. Upon completion of the event, USA Taekwondo requests detailed information regarding number of tickets sold per day, total attendance, total number of packages sold, number of tickets sold online, number of tickets pre sold versus those purchased at the door. Generally, USA Taekwondo hires two ticket sellers and two ticket takers for the event. Please provide the rates for these services in the Staffing Budget of this bid application. CHAPTER 5: HOUSING/ HOTEL REQUIREMENTS USA Taekwondo will negotiate hotel contracts and guaranteeing the rates and needs of USA Taekwondo. In addition, USAT will be responsible in negotiating the complimentary room needs for staff and officials for USA TAEKWONDO. When submitting a bid, please coordinate with USAT for all hotel needs and questions. Recent USA Taekwondo history indicates the need for hotel blocks to accommodate approximately 4000 room nights for the entire duration of the event. While numerous hotels should be used, USA Taekwondo strongly stresses the need for a wide range of cost and amenities provided by hotels located in close proximity to the competition venue. It is very important that the contracted daily rate be the lowest available during the time of the event. Hotels not within walking distance to the competition venue should provide discounted transportation options for the participants. In choosing the primary host hotel for the event, USA Taekwondo will need one hotel for VIP s, staff, and referees. The following will be considered when choosing a host hotel for the event. A. HEADQUARTERS HOTEL In choosing a headquarters hotel for the U.S. Open Taekwondo Championships, the hotel should be a four to five star hotel within two blocks walking distance to the competition venue. If the venue is not walking distance, transportation to and from the hotel must be provided either by the hotel or by the Local Organizing Committee (Sports Commission or CVB). In addition, transportation to and from the airport must be provided to all participants and coaches. Guestrooms for USA Taekwondo needs should be available from two days prior to the event to the conclusion of the event. In order to be considered as the headquarters hotel, the hotel will need to provide the following to the USA TAEKWONDO at no additional charge: 1. Guest Rooms The rate for all guestrooms shall be the lowest available to anyone staying at the hotel during this time period. The majority of the rooms needed for this event will be double/double with up
19 to 4 person occupancy. The agreed upon room rate shall be equal for single, double, triple, and quad occupancy. 2. Staff Rooms USA TAEKWONDO will need a block of eighty (80) double/double rooms set aside for staff and referees. The rate for the officials block will not contain the Rebate or Housing Service commission and will need to be substantially lower than the rate offered the attendees. The USA Taekwondo Event staff will be providing a rooming list for the above mentioned rooms no later than 3 weeks prior to the event dates. 3. One (1) complimentary two bedroom suite. 4. Comp Policy USA TAEKWONDO requires the Headquarters Hotel to provide a minimum of 1 complimentary double/double room at no charge to the USA TAEKWONDO room for every 35 cumulative room nights booked throughout the event for a full service hotel and 1 complimentary double/double room at no charge for every 15 cumulative room nights for a limited service hotel property. 5. Advance Room Reservations There will be a cutoff date of 2 weeks prior to the first day of the Event for room reservations. Then and only then will individual hotels are able to release the block and issue these rooms to the general public. After the cutoff date, participants will be directed to contact the hotels directly on a space available basis. USA Taekwondo will NOT sign any contract that contains an Attrition/ Performance Clause. 6. Vehicle Parking Free parking for a maximum of 15 USA Taekwondo staff vehicles for the entire duration of stay and will be identified by USA Taekwondo Events Department upon providing the rooming list. Any other parking for staff or referees is to be added to the master bill. 7. Complimentary or Discounted Breakfast The headquarters hotel will need to provide complimentary or a heavily discounted breakfast package for all staff and officials staying at the hotel. The ideal breakfast would be buffet style available from 6:30am until 8:30am each morning. Upon arrival to the hotel, all USA TAEKWONDO staff and officials should be provided with breakfast coupons with the charges being placed on the USA TAEKWONDO master account for only those coupons redeemed. An estimated cost should be around $10 to $15 for full service breakfast buffet. 8. Transportation
20 Should the official s headquarters hotel be located more than 2 blocks away from the competition venue, the hotel, CVB, or Sports Commission will be responsible for transporting the officials to and from the venue twice a day. 9. Rebate to USA Taekwondo The hotel must provide rebate to be considered a block or host hotel for this event. The rebate is $15.00 Additional Hotel Block Information Rates Cancellation Attrition Reservations Walk Policy * Rates must be flat 1 to 4 people and must be available 3 days before and 3 days after the event dates. * Hotels must close out all published rates lower than our rate over that time period. Including AARP and AAA, must be closed out or set higher than the Tournament contracted rate. The only exception is local negotiated corporate rates. * We will agree to up to 100% of the cancellation fee, as long as it starts no more than 30 days prior to arrival. * We will not agree to attrition in any form: As a penalty fee As a right of the hotel to raise or renegotiate the rate higher As a right of the hotel to reduce or eliminate any concessions * Hotels cannot accept reservations direct for this tournament all reservations must go through the housing bureau set up by USAT, the CVB or Sports Commission. In the event that the hotel mistakenly accepts a reservation for an individual, team or group coming to this event, those room nights will be credited to the total number of room nights reported to Tournament. * In the event that a hotel becomes overbooked, that hotel must walk the Tournament guests to another hotel, of comparable (same AAA rating) quality within 5 miles. The substituted hotel must agree to pay the negotiated rebate and commission to Tournament, or else the walking
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