REQUEST FOR PROPOSAL (RFP)

2017 USAV BEACH HIGH PERFORMANCE

ATLANTIC ZONAL CHAMPIONSHIPS

PLEASE SEND ANY QUERIES TO:

MEGAN.BURGDORF@USAV.ORG

USAV BEACH | 20501 EARL STREET, SUITE 3 | TORRANCE, CA | 90503

MARCH 2016
 USAV Beach | Request for Proposals | 2017

INTRODUCTION AND BACKGROUND

USA Volleyball (USAV) is the National Governing Body (NGB) for the sport of beach volleyball,
indoor volleyball and sitting volleyball in the United States and is recognized as such by the
Federation International de Volleyball (FIVB) and the United States Olympic Committee (USOC).
The vision of USA Volleyball is to be a world-class leading organization in all aspects of volleyball
and to engage and inspire our nation through a cultivated passion for the game and continued
success at winning Olympic and Paralympic medals. The mission of USA Volleyball is to lead,
serve and grow all areas of the sport of volleyball - including beach, indoor and sitting - achieving
excellence while providing a lifetime of opportunities for all to participate in a safe and positive
environment.

USAV Beach, located in Southern California, is accepting proposals in response to this Request
for Proposal (RFP) in order to find a qualified organization to be the host (“Host”) for the USAV
Beach High Performance Atlantic Zonal Championships in June 2017. This event complements
and leads into the USAV Beach High Performance National Championships, the pinnacle event
of the pipeline that will be held in July 2017. In an effort to grow the sport USAV Beach has
determined that new Championship qualifier events are needed in each of the four USAV Zones.
The goal for the Host for each of the four Zonal Championships is to:

1. Create a team on the ground to collaborate with USAV Beach to broadly promote the
event.
2. Secure a suitable venue as detailed in the bid manual.
3. Secure hotel blocks in the local area as detailed in the bid manual.

The objective of this RFP is to identify the Atlantic Zonal Hosts that will provide the best overall
value to USAV Beach. While price is a significant factor, other criteria will form the basis of our
award decision, as more fully described in the BIDDER QUALIFICATIONS section of this RFP
below.

The four USAV Beach High Performance Zonal Championships will be held in the following zones.
For more information on the USAV Zones and Regions please visit: http://www.teamusa.org/usa-
volleyball/membership/regions

1. Pacific Zone - AK, CE, EV, PS,

AH, IM, MK, NC
2. Central Zone - GP, HA, IA, RM,
BG, GL, GW, HO, LK, NO, PR
3. Border Zone - BY, DE, GC, LS,
NT, OK, AZ, SC, SU
4. Atlantic Zone - CH, GE, IE, KE,
NE, OV, WE, CR, FL, OD, PM, SO

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 USAV Beach | Request for Proposals | 2017

PROPOSAL GUIDELINES AND REQUIREMENTS

The following proposal guidelines and requirements are relevant to this RFP being considered:

1. First and foremost, individuals, promotors, Sports Commissioners, Conventions and

Visitors Bureaus (CVB’s), Tourism Boards, and Chambers of Commerce with prior
experience regarding events such as these are invited to submit proposals in response to
this RFP.

2. Bidders should list at least one other project that is substantially similar to this project as
part of their response, including a reference and contact information for each. Examples
of work, such as photos and sample promotional material, should also be provided as well.

3. The USAV Beach online bid application must be completed outlining relevant details and
minimum requirements for consideration. Please visit www.usav.org.

4. The proposal must include an overview of the proposed event as well as a summary of all
key personnel performing the work. In addition, it should provide a proposed schedule for
set-up and tear-down and intended site map.

5. A proposed budget must be provided that indicates the overall fixed price for the event
based on the format and requirements listed below.

6. If you have a standard set of contract terms and conditions, please submit them with your
proposal. All terms and conditions will be subject to negotiation.

7. Proposals must be submitted online by March 6, 2017 at midnight Pacific Time to be

considered. Please visit www.usav.org.

8. Proposals must remain valid for a period of 60 days.

9. USAV Beach anticipates selecting the proposal(s) for each event that will entail follow up
discussions to clarify any open issues and will likely award the event to the applicant(s).

PURPOSE AND DESCRIPTION

The purpose of the four USAV Beach High Performance Zonal Championships is to successfully
hold qualifying events for the USAV Beach High Performance National Championships, the
pinnacle event for the junior pipeline. These qualifiers are designed to prepare our elite athletes
for international future competitions. It is recommended that the event date falls between June
19-24, 2017. A short summary is listed in Appendix A.

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 USAV Beach | Request for Proposals | 2017

The objective is to provide an FIVB international style event for athletes to compete among the
best in the United States. The Zonal Championships are held for both boys and girls for the U13,
U15, U17, U19 age groups as defined by the FIVB. This event requires between 8-20 competition
courts in one location with a minimum of four courts for the preparation training camp for the A2
Zonal Teams the two days in advance of the competition. The anticipated format for the event is:

Day One A2 Training Camp

Day Two A2 Training Camp and arrival of teams, preliminary inquiry and technical meeting
Day Three Pool play matches
Day Four Round one and quarter final matches
Day Five Semi-final matches, final matches and awarding ceremony

There are 16 teams per age group and per gender. USAV Beach High Performance will award
entry based on the following:

• USAV Beach HP A2 Zonal Team – 5 places awarded

• USAV Beach HP USAV Regional Nominated Team – 10 places awarded*

• Wild Card – 1 place awarded

Should Region teams’ places not be filled, any remaining places may be reallocated to USAV
Region Nominated teams seeking a wild card from that Zone in the listed order of priority as a
pair:

• Engagement and results with USAV Beach High Performance

• Results from USAV Junior Beach Tour

*The USAV Atlantic Zone is comprised of 12 Regions. Should all Regions accept their bid in an
age category and gender then the tournament will be extended to accommodate all Regions for
that particular age group and gender. If all Regions do not accept their bid the maximum places
awarded to the Atlantic Zone is 10 and the tournament will stay capped at 16 teams.

SCOPE AND CRITERIA

The successful bidder (one per each of the four USAV Zones) will be responsible for hosting the
event and covering the costs of, but is not limited to, providing the below requirements. USAV
Beach will manage player registration, seeding and format of the tournament and hiring of match
officials. A supplementary bid manual has also been prepared and should be referred to for more
specific details.

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 USAV Beach | Request for Proposals | 2017

The criteria below should be met to achieve successful completion of the event:

• Have a suitable location with regulation beach courts (poles, nets, pads, lines, antenna,
ball stops, players’ boxes, scoring stations and officials’ stands with pads) all at one
premise. Some facilities that have courts with adequate lighting and extended access may
be able to schedule play on a minimum of 8 courts where facilities with no permanent
lighting infrastructure will require more courts to run during natural daylight hours. It is
estimated that 320 hours will be required to schedule and run the type and format of the
event at an international standard with no more than three matches being played a day
maximum per athlete. Matches are anticipated to be scheduled in one hour increments to
include the official 10 minute warm up time. It should be noted that as this is the first year
and the focus is on the growth of the boys game this genders participation numbers may
also be lower than the maximum (128 athletes). The ideal number of courts would be 16-
20 with full number of teams participating.
https://volleyballreftraining.com/includes_rules_interps/beach/2015_17DCRbeach.pdf
• Have convenient hotel options at an affordable rate to accommodate up to 250 rooms per
night.
• Be located within an hour’s drive from a major airport with access to local transportation
options
• Be located in a climate for beach volleyball to be played outdoors in June
• Have bathrooms and access to running water within 5 minutes safe walking distance to
the site
• Have a local organizing committee (HOST)
• Provide liability insurance
• Have a set-up and break-down crew as well as on-site support during competition
• Have space for tents and provide Wi-Fi, tables and chairs onsite
• Provide a tent or covered area for USAV Beach staff, tournament director, medic and
officials
• Provide a space to post updates on the format of the competition and hold awards
ceremony
• Have access to electricity and a sound system for announcements and music
• Have a drinking water station for athletes, provide ice and coolers
• Have suitable parking options
• Have convenient access to catering options
• Have security if required (most purpose built beaches venues, not facilities)
• Provide medical coverage
• Provide support for shipping items to host, delivering on-site and return shipping
• Provide an area for spectators

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 USAV Beach | Request for Proposals | 2017

• Provide marketing support of USAV Beach event information and local coverage of event
• Provide a suitable sanitation solution
• Provide a space for merchandisers
• Arrange for a photographer and videographer

REQUEST FOR PROPOSAL AND TIMELINE

This RFP represents the requirements for an open and competitive process. Proposals will be
accepted until midnight, Pacific Time, on March 6, 2017. Any proposals received after this date
and time will not be accepted. All proposals must be signed by an official agent or representative
of the organization submitting the proposal.

If the organization submitting a proposal must outsource or contract any work to meet the
requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs
included in proposals must be all-inclusive to include any outsourced or contracted work. Any
proposals which call for outsourcing or contracting work must include a name and description of
the organizations being contracted.

All costs must be itemized to include an explanation of all fees and costs. The RFP timeline is as
follows:

Request for Proposal Submission – Online Only March 6, 2017 at midnight, PT

Selection of Top Bidders and Notice to Unsuccessful March 7, 2017
Bidders
Start of Negotiation March 8, 2017
Contract Awarded and Notice to Unsuccessful Bidders March 9, 2017

BUDGET

USAV Beach will review with the successful applicants an agreed upon contribution from USAV
to support the event.

BIDDER QUALIFICATIONS

USAV Beach will rate proposals based on the following factors, with cost being the most important
factor:

1. Cost
2. Access to suitable local accommodations

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 USAV Beach | Request for Proposals | 2017

3. Relevant past experience

4. Responsiveness to the requirements set forth in this RFP and online application
5. Technical experience of the bidder and bidder’s staff

USAV Beach reserves the right to award to the bidder that presents the best value to USAV Beach
as determined solely by USAV Beach in its absolute discretion.

POINTS OF CONTACT

Megan Burgdorf; Manager High Performance

20501 Earl Street, Suite 3
Torrance CA 90503
Megan.Burgdorf@usav.org
310.975 3924

Michelle Meyer; Coordinator High Performance

20501 Earl Street, Suite 3
Torrance, CA 90503
Michelle.Meyer@usav.org
310.975.3925

John Ruger, Senior Director Beach

20501 Earl Street, Suite 3
Torrance CA 90503
John.Ruger@usav.org
310.075.3944

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 USAV Beach | Request for Proposals | 2017

APPENDIX A – SUMMARY OF USAV BEACH HIGH PERFORMANCE

ZONAL CHAMPIONSHIPS

The following information is based on the USAV Beach High Performance Zonal Championships.
The information provides a brief description about the event including details to form a marketing
plan, the background and details of the event, the event schedule, and the social and economic
impact. The junior beach community caters to school aged athletes and has a set time schedule
to run events across the country and host the USAV Beach High Performance Zonal
Championships. This time frame is typically from May to the end of July and is primarily driven by
school dates beginning the first week of August.

Event Name USAV Beach High Performance Zonal Championships

June 19-24, 2017 (Any series of 5 continuous days)
Event Dates Set up dates: one day prior to event
Tear down: beginning midday on day five
Time(s) 8:00 AM to 6:00 PM daily
Location TBD
The USA Volleyball Beach High Performance Program is the most prestigious
junior beach volleyball program in the country and is recognized as one of the
premier international pipeline development programs in the world. Entry into
USAV Beach High Performance junior programs is based upon selection at
one of the Tryouts held in each of the four USAV Zones in March and April
2017. Each tryout will include training and evaluation where athletes strive to
be selected for the USAV Junior Beach National Team (A1), USAV Junior
Background
Beach Zonal Teams (A2), and USAV High Performance A3 and A4 teams. All
USAV Junior Beach Zonal Teams (A2) will compete in the Zonal
Championships. The winner in each of the four Zonal Championships will
progress to the USAV Beach High Performance National Championships. The
USAV Beach High Performance Zonal Championships are new events that
will showcase the most elite athletes in the country. The maximum
participation per event is 256 participants.
Day One - A2 Training Camp
Day Two - A2 Training Camp and arrival of teams, preliminary inquiry and
Event technical meeting
Description Day Three - Pool play matches
Day Four - Round one and quarter final matches
Day Five - Semi-final matches, final matches and awarding ceremony
People:
X Males X Females X Singles X Families X Couples  N/A
Target
Age group(s):
Audience
X 18-24 X 25-39 X 40-54
X Under 18 X 55+  N/A
years years years

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 USAV Beach | Request for Proposals | 2017

Other audience information: Foot traffic, bikers, joggers, passer-by’s

etc.
Event name:
USAV Beach High Performance Atlantic Zonal Championships
Branding
Logo:
USAV BEACH is the Logo

- VolleyballUSA, USA Volleyball’s quarterly magazine publication

(circulation of 210,000)
- Pre-tournament information books, Championship programs and the
USAV website
- Media publicity through event announcements and reporting of
Event tournament results in hometown newspapers
Promotion - Social media to include Twitter, Facebook, and Instagram 500k+
- Several national Meeting and Convention publications, website listings
for NGBs and other sport organizations
- -“Dig Deeper” and “Growing the Game” email newsletters, published
bi-weekly by USA Volleyball and distributed to 200,000+ and 20,000
readers respectively

Economic impact:
- Estimated 128 team’s participating. Ages 10-18 years, boys and girls
(256 max competitors per Zone). Up to 80% = of athletes from outside
host location.
- Spectators (includes parent, grand parents, siblings etc.) = 1500+ Up
to 90% = of spectators from outside host location.
- Hotel room estimate = 250+ total room nights
- Including accommodation, meals and transportation. Total estimated
economic impact = $400,000

Social impact:
Market
After you host the Zonal Championships, your location could be recognized
Research
as the next premier place around the world and be known as a place to play
beach volleyball by participants across the country. The citizens of your
community will enjoy this youth event because it’s safe, low level of risk,
criminal activity and unruly patrons. The event promotes healthy living, cultural
value, community relations, family atmosphere and social benefits.

Environmental data:
Energy usage at the event is minimal and we encourage renewable energy.
Our event will provide waste management and aim reduction of carbon
footprint, plastics, and reusable bottles.

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 USAV Beach | Request for Proposals | 2017

ADDENDUM – REQUEST FOR PROPOSAL BID MANUAL FOR THE

2017 USAV BEACH HIGH PERFORMANCE ZONAL CHAMPIONSHIPS

INTRODUCTION

This manual will familiarize the potential bidder with USA Volleyball (USAV) and details of the
requirements for hosting the USAV Beach High Performance Zonal Championships. Once a
HOST has been awarded the event, this manual can be used as a basic planning and operating
manual. It should be noted that while the term “city” is a frequent referral, the potential HOST is
not limited to a city government or specialized organizations.

The online Bid Application outlines the requests for the minimum requirements outlined in the
Request for Proposal (RFP) and more specifically in this Bid Manual. In addition to submitting the
Bid Application, prospective HOSTs are asked to upload additional information outlined in the
RFP. These documents are important supplements to the selection process USAV utilizes to
make its best-informed decision.

The United States Olympic Committee (USOC) recognizes USAV as the National Governing Body
(NGB) for the sport of volleyball in the United States. A primary function of the NGB is to conduct
national events in its sport. Four of these events are the USAV Beach High Performance Zonal
Championships. These events will be conducted annually and will be held in different locations of
the country. The announcement of the site for 2017 will be awarded to the HOST contingent upon
the successful negotiation of contracts, agreements and consideration of the details outlined in
the RFP and further detailed in the below sections:

A. Key Contact Information

B. General Venue Guidelines
C. Marketing Plan
D. Public Safety and Security
E. Insurance Certifications
F. HOST Duties and Obligations
G. Accommodation Requirements
H. Local Organizing Committee
I. Benefits

Potential bid applicants should provide as much detailed information as possible in their
application and refer to the provided guidelines listed in this document. Bids are awarded in
principal pending the successful negotiation / resolution of any exceptions declared in bid
documents as well as the negotiation and contracting of sufficient hotel and ancillary space as
defined in the bid specifications. Hotel properties will be contracted directly by the HOST in most
instances, and work closely with USAV to determine agreements with HOST hotels. By bidding,
each prospective HOST agrees that it shall coordinate in advance with the USAV Beach staff.

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A. KEY CONTACTS

All key contact individuals must complete SafeSport training, successfully pass a USAV approved
background screen and be a current member of USAV. In some cases, one person can manage
multiple duties listed here.

1. HOST: Based on the scope of the USAV Beach High Performance Zonal Championships, it
is necessary to appoint a local organizing committee or person (HOST) as the point of contact
for fulfilling the HOST obligations and to provide the USAV Beach staff certain services and
assistance in connection with the various activities related to the event.

2. TOURNAMENT DIRECTOR: The HOST shall appoint an individual to assume the position of
Tournament Director. This individual generally is the director of the tournament, ensures the
site is in proper order and tournament format is set. Tournament Director (under the
supervision of the USAV Championship Director) shall maintain responsibility for the local
operation of the event and that USAV policies and procedures are implemented. The
venue/site agreement shall be authorized by USAV Beach.

3. Personnel:

3.1. TECHNICAL MANAGER: This person is determined by USAV and serves as the Head
Official for the event. He or she must be a knowledgeable person with significant
experience in tournament administration and game management. The function of the
Technical Manager is to ensure the policies of the USAV Beach High Performance Zonal
Championships are implemented and adhered to. Specific responsibilities in relation to
management for the event and officials may include: direction and supervision of
competition venue arrangements, development of participant information, lodging for
officials, transportation for officials, marketing to officials in training, financial
administration for officials, securing a diverse staff and adherence to policies outlined.

3.2. EVENT MANAGER: A knowledgeable person, preferably a member of the HOST.

Specific responsibilities may include assisting the USAV Beach staff with direction and
supervision of competition venue arrangements, coordinating championship signage
installation, working with the broadcast entities and supporting its needs, assisting in the
development of participant information, security, lodging, transportation, marketing,
financial administration, and securing a diverse staff. The Event Manager shall ensure
that individuals are assigned responsibility for the following components of the
championships: fan festival/ancillary events, hospitality coordination, announcements,
event parking, and transportation coordination.

3.3. MEDIA / PR COORDINATOR: This individual will most likely be a USAV staff member to
ensure that USAV Beach policies regarding media are observed. Specific responsibilities,
may include issuing credentials, planning and supervision of media work areas,
coordination of all media conferences. An assistant to this person will be appointed by

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 USAV Beach | Request for Proposals | 2017

the HOST to assist in all local media/PR. The assistant will also develop a PR plan to
help generate stories in the local media market related to retail sales, human interest and
overall coverage of the championship.

3.4. MARKETING COORDINATOR: An individual responsible for developing and

implementing a USAV approved marketing plan and budget containing grassroots
marketing and advertising.

3.5. LODGING LIAISON: This individual will coordinate the room block, confirm rates,
schedule meetings and serve as the USAV liaison with the hotel community. This
individual is preferably a member of the HOST city’s convention and visitor’s bureau but
also can be a member of the HOST.

4. VOLUNTEERS: The HOST will be responsible for securing volunteers for various functions
during the championships and ancillary events. Volunteers may be needed for assignments,
including set-up, tear-down, scoreboard operations, game production, scoring control,
spotters, hospitality, media, game programs and merchandise sales. All volunteers that are
active during competition times but be vetted and approved by USAV in advance.

B. GENERAL VENUE GUIDELINES

Listed below are the general guidelines for a suitable venue.

1. OPERATIONAL CONTROL: USAV will retain the right to determine and approve all aspects
related to the practice, competition and/or ancillary event venue operations during the
championships. This includes, but is not limited to, space allocation and utilization of meeting
areas, storage and tent space, novelty and food/beverage concessions, parking lots and any
structures (temporary or permanent) on the practice, competition and/or ancillary event venue
property.

2. VENUE CONDITION: The venue should be capable of providing a minimum of 8 standard

short courts with 15 feet of “Free Space” outside the court lines. Please review the notes
outlined on Page 5 of this document. Courts that are side by side must have 20 feet from
playing line to playing line. Courts that are end line to end line must be 30 feet between end
lines. Court dimensions are 26 feet 3 inches wide by 52 feet 6 inches long. Pole system no
longer the 36 feet between poles. The practice, competition and/or ancillary event venue(s)
shall be provided fully-cleaned with all venue areas in good working condition at no cost to
USAV. The Local Organizing Committee (LOC) shall be responsible for securing or assisting
in securing all necessary permits.

3. CONSTRUCTION / RENOVATION: No construction or renovations to the practice,

competition and/or ancillary event venue(s) should be in progress, beginning one (1) month

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 USAV Beach | Request for Proposals | 2017

prior to the championship. Any plans for construction or renovation, prior to the championship,
must be fully disclosed and approved by USAV. USAV, at its sole discretion, may require the
practice, competition and/or ancillary event venue(s) to replace lost revenue resulting from
such construction or renovation, cover the costs of installing courts, Porta-Potties, or
reimburse the USAV for expenses incurred in restoring the practice, competition and/or
ancillary event venue’s aesthetics with banners, coverings or other decorative elements in the
event that any planned construction or renovation is not complete and in “finished form” no
later than one (1) month preceding the event.

4. THIRD-PARTY AGREEMENTS: All parties agree that it will not permit any entity or other third
party to be entitled to hospitality or signage privileges inside or on the premises of the practice,
competition area unless specifically authorized by USAV.

5. SEATING AND ACCESSIBILITY: USAV requires that the event venue(s) is in full compliance
with all applicable city, state or federal laws and regulations, including those concerning
access and seating for persons with disabilities. The event venue(s) must disclose its history
of compliance with Americans with Disability Act of 1990 (ADA) regulations and any previous
or pending actions or suits and ensure compliance for the championship.

6. PLAYING RULES: The 2017 USAV Beach High Performance Zonal Championships shall
follow USAV Beach playing rules. By submitting a bid, the HOST confirms the designated
competition venue(s) satisfies all USAV playing rules, as well as any other USAV Beach High
Performance Zonal Championships policies listed in this Bid Manual. If a site is awarded and
subsequent to the award it is determined that the competition venue does not meet all USAV
playing rules (or official USAV modifications), the competition venue shall be responsible for
making the necessary modifications to satisfy USAV playing rules at its own expense. If the
competition venue is unable to make the necessary modifications, USAV shall have the right
to move the Championships to another location at its sole discretion and the noncomplying
competition venue and/or HOST shall be liable for any and all additional costs of moving the
championship to another location.

7. ADVERTISING / BANNERS / SIGNS / DISPLAYS: The HOST shall not permit advertising,
marketing identification, banners, signs or displays of any kind to be hung, posted or displayed
anywhere within the general public area of the competition event venue(s) (i.e., any place that
can be seen from the playing surface or seats) without approval by USAV. Any permanently
affixed (or previously leased) advertising banners, net-tapes, ball stoppers, signs, cup holders
or displays shall be covered with décor elements.

8. COVERING EXISTING SIGNAGE: In regard to any signage that is to be covered in

accordance with these bid specifications (alcohol, tobacco, or conflicting sponsors’ signage),
the event venue(s) shall not limit or prohibit the ability of the USAV to use signage of its own
third-party designees in covering such existing signage.

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9. DATA AND TELECOMMUNICATIONS SERVICES: The competition venue is required to

provide a secured high-speed internet data network to support the live stream and USAV
programs utilized to run the event. The competition venue shall provide technical support at
no charge to USAV and other users during the championship. For events that require
webcasting for USAV, the competition venue shall provide dedicated bandwidth that consists
of 5MB upload and 5MB download dedicated to the Internet broadcast. A static IP is preferred.
If only a dynamic IP is available, the minimum speeds must be 4MB upload and 6MB
download. The connection should be no more than 150 feet from the broadcast location. The
venue shall also provide basic IT support for the connectivity. Should the speed need to be
upgraded beyond the minimum standard required it is the responsibility of USAV.

10. MERCHANDISE CONCESSIONS: USAV retains the exclusive right to sell souvenir products
at 2017 USAV Beach High Performance Zonal Championships.

11. ADDITIONAL SPONSORS: USAV is willing to consider requests from the HOST to solicit
contributions from local, regional or national companies after the USAV has reviewed the
HOST specific proposal, including a list of potential contributors. The HOST shall submit its
request to the USAV Beach staff for its review, then send it to USAV headquarters for approval
not later than three months prior to the championship.

The HOST may not sell or allow for sale any merchandise that infringes upon the exclusive rights
of USAV. A buy-out option can be made with USAV when the HOST wants to sell merchandise
that features the HOST mark or logo at the 2017 USAV Beach High Performance Zonal
Championships.

C. MARKETING PLAN

The marketing plan and coordinating budget should be prepared by the HOST with assistance
from the local chamber, visitor’s bureau, tourism board, local sport commission and or city.
Marketing plans should outline tactics for social media, local news media, special event stories,
promotional opportunities and expenses related to marketing the 2017 USAV Beach High
Performance Zonal Championships. Factors used to determine the marketing budget will include,
but not be limited to: target demographics, venue capacity, market size, historical and anticipated
attendance. All marketing material must be approved by USAV prior to distribution of information.

1. COMMUNITY AWARENESS: The HOST should identify effective ways to involve the
community through community affairs calendars, social media, community newspapers,
Convention and Visitors Bureau (CVB), Chambers of Commerce, etc. It is important to ensure
that local residents have an opportunity to learn about and enjoy the environment created by
the championship.

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2. GRASSROOTS EFFORTS: The HOST should identify all possible methods to communicate
information about the championship to targeted audiences. Championship information should
be provided to area middle school and high school coaches, school systems, recreation
centers, sport organizations and youth leagues/teams. Information should be shared via
email, digitally, socially, through marketing collateral and at events and venues.

3. DATABASE OUTREACH: The HOST is expected to communicate championship information

to all relevant databases. The HOST is encouraged and expected to reach out to institutions
within a determined mile radius of each site requesting championship information be sent to
available databases.

D. PUBLIC SAFETY AND SECURITY

1. EVENT SAFETY AND SECURITY COMMITMENT: The HOST and agencies responsible for
public safety shall be financially responsible for any charge for public security/safety services
needed. Security personnel will be required overnight at the competition venue overseeing all
equipment on site. Additional security will be required during the day to assist with overseeing
equipment and valuables such as computers, cameras, and live stream equipment.

2. SAFETY / MEDICAL / EMERGENCY PREPAREDNESS: The HOST shall submit to the USAV
Beach staff a coordinated plan for law enforcement and emergency preparedness and
response, including all aspects of public safety. This safety plan shall be consistent with
industry best practices, takeaways from similar events and possible observation/evaluation of
prior USAV Beach Championships. The development and implementation of this plan shall
be provided at no cost to USAV.

E. INSURANCE CERTIFICATIONS

Primary and comprehensive general public liability insurance coverage is in effect for the duration
of the competition, including practice dates. This coverage must be for a minimum of $1 million
per occurrence for bodily injury and property damage, unless statutes of the state in which the
HOST is located provide a lesser maximum recovery limit. It is the responsibility of the HOST to
provide the national office with the appropriate insurance certificate.

1. INSURANCE DURING EVENT: Provided by USAV, as long as all participants are USAV
members.

F. HOST DUTIES AND OBLIGATIONS

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 USAV Beach | Request for Proposals | 2017

1. GENERAL: HOST shall, in a manner satisfactory to USAV, operate and administer the USAV
Beach High Performance Zonal Championships in conformance with the USAV Beach High
Performance Zonal Championships Event Manual. The HOST hereby acknowledges having
both received and understood upon awarding.

2. SPECIFIC: HOST shall be responsible for expenses related to the operation of the USAV
Beach High Performance Zonal Championships event, including but not necessarily limited to
the following:

2.1. Secure at HOST’S cost a site for the event including all necessary permits and insurance.
Site will comply with all requirements listed in USAV Beach High Performance Zonal
Championships Event Manual.

2.2. Use best efforts to maximize event registration and promote the USAV Beach High
Performance Zonal Championships event by distributing promotional flyers provided by
USAV at in market events prior to the event. Utilize HOST’s website and email lists to
promote the event.

2.3. Administer local advertising, public relations and promotion expenses.

2.4. The services of a certified athletic trainer, physical therapist or sports chiropractor on site
at all times during which participants are present and who brings the required equipment
and/or materials to treat athletes. HOST will submit USAV Background Check Form,
USAV Membership Form, and Safe Sport Certificate, copy of license and proof of liability
insurance for all sports medicine providers.

2.5. Secure local hotels with no less than a three star rating, and will provide USAV with a link
or email to include on event registration page no fewer than 3 months before the event.
See outline under Accommodation Requirements.

2.6. Sign and return USAV HOST agreement no later than 120 days before the start of the
event.

2.7. Verify that all HOST, staff and HOST volunteers that will be in contact with participants at
the event have a current USAV Membership, successful USAV approved background
check and SafeSport training.

2.8. Verify coaches at the event. USAV will approve registration of coaches in advance
ensuring they meet the minimum requirements.

2.9. Ensure that the USAV Beach High Performance Zonal Championships event is a
standalone event and that no other beach event operates at the same time on or near
the same courts.

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2.10. Provide a Tournament Director to work with USAV staff in the administration and
management of the event, including but not limited to the following:
2.10.1. Manage local staff.

2.10.2. Set-up and tear down the event.

2.10.3. Incorporate USAV Beach High Performance Zonal Championships Event Manual
guidelines and the confirmed pairings and entry seedings.

2.10.4. Provide courts required for the anticipated number of teams, including if necessary,
security, beach access and needs crucial for the proper operation of the event.

2.11. Collect USAV Player Medical Release forms at check-in (these may be collected online
during registration).

2.12. Collect and submit event results in the USAV approved format within 24 hours of the
conclusion of the event.

3. The HOST should provide the following:

3.1. Official USAV Beach courts (dimension, equipment, specs etc.)

3.2. Minimum ten (10) 10 x 10 tents (Admin, break area, Refs, VIP, Players). If possible
substitute one 20x20 tent for four (4) 10x10 tents. Alternative facility shelter may be
suitable.

3.3. Staff to set up and tear down of event. Half should have experience. USAV will provide
lead.

3.4. Provide all equipment for courts (lines, antennas, nets, referee stands, score tables and
pole pads).

3.5. Volleyball equipment must not have alcohol or competing sponsor logos.

3.6. The HOST city will provide either permanent restroom facilities or portable facilities that
will be sufficient for approximately 1,000 people per day for the event and within
reasonable and safe walking distance.

3.7. Ice machine or bags of ice for staff/event to be provided in coolers and maintained daily.

3.8. Access to a utility vehicle and/or skid steer with tracks, forks and 12” bit may be required.

3.9. Pay cost of officials.

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 USAV Beach | Request for Proposals | 2017

3.10. Provide staff, it is suggested to allocate 4 administrators, 4 runners, 20 volunteers, and 4

court maintenance crew.

3.11. Secure the event and retail permits.

3.12. Accommodations for USAV Beach staff.

3.13. Accommodations for USAV Beach officials.

3.14. PA system (to play music and for public announcements) (minimum of four 15” amp
speakers).

3.15. Must have a comprehensive evacuation plan as well as an inclement weather plan in
case of emergencies.

3.16. Wireless and Ethernet (hardline) internet for operations.

3.17. Cups and filled water coolers in the designated water stations (four Gatorade style coolers
for every eight courts), maintained throughout the day.

3.18. The HOST will provide a minimum of eight complimentary parking spaces in prime
locations to be used at the sole discretion of USAV Beach.

3.19. Provide a physical therapist and/or combo of medical and PT that is qualified in first
aid/medical services and that has access to an AED on-site and/or ambulance on-site.

3.20. Key personnel are highly recommended to have a strong volleyball background and/or
knowledge.

3.21. Must have a comprehensive security plan for during the competition and overnight.

3.22. Appropriate directional signage within the venue (court layout, access, directional).

3.23. Podium with appropriate backdrop including sponsors.

3.24. Provide electricity and a sound system for music and announcements.

G. ACCOMMODATION REQUIREMENTS

USAV will require hotel blocks to accommodate approximately 250 rooms per night for each day
of the event. This need should be met using as many hotels as possible with a minimum three-

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 USAV Beach | Request for Proposals | 2017

star rating and cost range between $69-$199 per night (before tax & fees). Hotels should be within
10 minutes’ walking distance of the venue. 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
non-walking distance hotel locations. Transportation schedule to be determined by USAV.
1. HEADQUARTERS HOTEL: (HQ) Hotel will be needed to house event staff and officials.
Additionally, for participants and guests on a first come first serve bases. The Headquarters
Hotel must provide, but are not limited to, the following amenities and complimentary rooms
for the duration of the event which in some cases may be at least three nights prior to the
beginning of competition until one night post competition. The HQ Staff hotel should be the
closest full-service hotel within walking distance to the venue.

1.1. Four parking passes per day for USAV Event Staff and ten parking passes per day for
USAV Event Officials.

1.2. Design, production, and placement of an event welcome banner in a prominent location
during the contracted hotel dates. All design work must be coordinated with USAV graphic
designer (preferred location is behind the registration counters).

1.3. Complimentary local phone and free wireless internet in all guest rooms.

1.4. Ten complimentary room packages including two king bed suites and eight double rooms
for the duration of the event including up to three days prior and the day following the
event.

2. ADDITIONAL HOTELS FOR PARTICIPANTS / GUESTS: These locations should be met

using as many hotels as possible with a minimum three-star rating and cost range between
$69-$159 per night (before tax & fees). Hotels need to be within 10 minutes’ drive of venue.
They also should have a special event rate for participants available up to 30 days prior to the
event.

2.1. 10 parking passes per day for USAV Event Officials

2.2. A portable bulletin board in the lobby area of the hotel for the duration of the event.

2.3. Design, production, and placement of an event welcome banner in a prominent location
during the contracted hotel dates. All design work must be coordinated with USAV graphic
designer (preferred location is behind the registration counters).

2.4. Ten complimentary double bed rooms for the duration of event.

The housing terms and conditions are as follows:

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 USAV Beach | Request for Proposals | 2017

3. RATES: Hotels must close out all published rates lower than our rate over that time period.
Rate range for limited service hotels should be between $69-$89 and full service hotels $89-
$159.

4. CANCELLATION: Try and negotiate room block cancellation no more than 30 days prior to
arrival.
5. ATTRITION: We will not agree to attrition in any form:

5.1. As a penalty fee;

5.2. As a right of the hotel to raise or renegotiate the rate higher;

5.3. As right of the hotel to reduce or eliminate any concessions.

6. RIGHT TO INCREASE RATE: We will not agree to this under any condition.

7. DAMAGE: Since all bookings are “Pay on Own,” damage of any kind must be made the
responsibility of each guest, not to USAV.

8. COMPS: Complimentary rooms are requested at a ratio of 12: 1 for full service hotels. At least
one package must be at the HQ hotel during the duration of the event.

Securing the necessary hotel needs for staff and officials is an integral part of the bid process. In
an effort to guarantee that the needed complimentary rooms at the HQ hotels will be made
available to USAV, the bidding entity must sign a confirmation of hotel concession form between
the hotel and the host. The form should complement the online Bid Application.

H. LOCAL ORGANZING COMMITTEE

The Local Organizing Committee (LOC) should identify an Equipment Committee that is made up
of volunteers, local staffing and fundraising groups. The set-up and tear-down crews are
necessary for installing net systems, nets, lines, antennas and various other details needed for
court set up. USAV strongly suggests contacting area organizations to assign an experienced
“Lead” for both the set-up and teardown projects.

The lead will identify crew in which at least half have experience and coordinate a schedule with
USAV Beach. The following is an approximate schedule for set-up and teardown crew:

Day Time Commitment Crew

Set-Up, Day Before or Afternoon/evening day prior
Set-Up
Morning of Camp or early morning of camp
Set-Up, Last Day of Camp All day Set-Up

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 USAV Beach | Request for Proposals | 2017

Competition Day 1 All day Maintenance

Competition Day 2 All day Maintenance
Competition Day 3 All day Maintenance
Tear-Down, Evening or Day
Evening of or morning after Tear-Down
After Competition

The lead should also identify a Maintenance Crew that may consist of the same crew as the set-
up and tear-down crew. The management of courts will be coordinated by the Technical Manager.
The support required will entail maintaining nets, antennas, lines and net system. Crew will make
sure courts are properly set for scheduled play. Confirming proper height of net and maintaining
equipment.

Hosting this event will require the use of heavy lifting. The required equipment that may be needed
for the set-up and duration of the event is:

• Skid steer with track

• 6” & 12” bit and forks
• two utility vehicles with bed

I. BENEFITS

In partnership, the HOST and USAV Beach can further the sport of volleyball, locally and
nationally, showcasing the HOST city nationwide through various media sources, and expose the
treasures of the HOST city to a new population of visitors and their families.

1. Visitors: Approximately 250 participants and 1,000 spectators from across the nation will
attend the USAV Beach High Performance Zonal Championships. Participants are ages 10
through 18, and spectators are generally families and friends requiring housing, food, shops
and the opportunity to visit local points of interest.

2. ECONOMIC IMPACT: The USAV Beach High Performance Zonal Championships consumes
more than 875 room nights at local hotels. The competition is three days and the training camp
is two days. No team is eliminated until the third day of competition. Average stay per team
is 3.5 nights. Historically, families will make this their vacation and stay in the area to visit local
attractions.

3. HOST RECOGNITION: USAV Beach High Performance Zonal Championships can lead to
hosting other amateur and professional sporting events, as well as interest by USAV in
returning to your city on a cyclical basis for Championships events, potential National Team
competitions, other volleyball events and meetings.

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 USAV Beach | Request for Proposals | 2017

4. VISITOR VISIBILITY: Your city will gain exposure to over 1,000 attendees, staff and
spectators for these events. These participants and spectators come from across the United
States and will be returning home to share their experiences with friends and relatives.

5. PUBLICITY AND PUBLIC RELATIONS: Your city will gain recognition and exposure via:

5.1. VolleyballUSA, USA Volleyball’s quarterly magazine publication (circulation of 210,000).

5.2. Pre-tournament information books, Championship programs and the USAV website.

5.3. Media publicity through event announcements and reporting of tournament results in
hometown newspapers.

5.4. Social media to include Twitter, Facebook, and Instagram.

5.5. Several national meeting and convention publications, website listings for National
Governing Bodies and other sport organizations.

5.6. “Dig Deeper” and “Growing the Game” email newsletters, published bi-weekly by USA
Volleyball and distributed to over 200,000 readers respectively.

5.7. Sponsor publicity.

6. INTERNAL PUBLICATIONS: Your city may also be publicized in publications of USAV

Member Organizations, including:

6.1. Regional Volleyball Association periodic newsletters.

6.2. Collegiate and scholastic educational-based organizations such as the NCAA, NAIA,
NJCAA and the National Federation of State High School Associations.

6.3. The American Volleyball Coaches Association, an organization for club, high school and
collegiate coaches.

7. SHARED WORK EXPERIENCE: Hosting a USAV event provides your city with an opportunity
to work and share experiences with sport leaders from around the country.

8. REVENUE OPPORTUNITIES: Hosting a USAV event provides your city with opportunities to
generate revenue through local retail, restaurants, attractions, hotels and USAV approved
sponsorships. USAV may pay the HOST a contracted percentage of total registration fee of
Championships or an agreed flat rate.

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