South Carolina an Invitation for Bid USTA South Carolina Is Hereby Soliciting Bids to Host

South Carolina An Invitation for Bid USTA South Carolina is hereby soliciting bids to host

USTA South Carolina League Tennis Combo Doubles Championships

This tournament is held annually over a five day period (depending on the number of tea ms attending) during October and includes over 2000 Adult 18 & Over, 40 & Over, 55 & Over and 65 & Over participants from the top teams from Local Leagues from around th e state. The event is hosted by a USTA South Carolina member tennis facility and/or co mmunity on a contract bid basis, and is open to all facilities or communities that can mee t the requirements as set forth in the accompanying documents and who can offer a qual ity setting for the successful presentation of the championships.

Following are listed specific details of requirements for hosting this Championship event. Appended thereafter are the bid forms that must be completed by the host applicant. Da tes that the event will be held are indicated on the bid form, as well as the bid submittal d eadline. Applicants may bid to host the event for up to three years. Host applicants may submit additional information concerning their community and tennis environment that m ay provide a more complete picture for bid selection officials to consider. The completed bid forms and any additional information should be submitted to the USTA South Carolin a State League Coordinator as shown on the bid forms. Applicants may download a Mic rosoft Word form version of the bid documents that can be filled out by computer from U STA South Carolina’s web site, www.sctennis.com, under “League”. USTA SOUTH CAROLINA COMBO DOUBLES LEAGUE CHAMPIONSHIPS

HOST RESPONSIBILITIES

SITE REQUIREMENTS

The host is responsible for providing a minimum of 60 courts for Combo State Championships.

The host is responsible for securing and submitting court commitments when submitting bids.

In the event of rain, back-up courts must be available. Host is responsible for court fees.

Water and ice must be available at every court site (water from source other than restroom faucets).

Restrooms at all sites must be available throughout the duration of play.

A tournament desk in a shaded area must be available at each site.

An adequate number of roll dri at each hard court site must be provided.

Lunch for staff on duty at each tournament site is to be provided.

The host is responsible for researching permit requirements for concession and souvenir sales at sites.

Chairs must be on all courts for each player.

Fruit all day for players should be at each court site.

ACCOMMODATIONS

Hotel(s) (preferably one within close proximity to court sites) capable of accommodating at least 1000 players and a staff of 25. Five complimentary rooms for staff for the five-day period are required. Recommended capacity is at least 100 rooms with a large number of double rooms. Reasonable room rates (% off standard rates) are required. Additional hotels with comparable rates must be available for overflow.

Headquarters must have a room with approximately 2000 square feet to serve as the tournament headquarters. Refreshments for volunteers must be available in headquarters.

A conference room large enough to accommodate 100 people for captains meeting is required. VOLUNTEERS

The host is responsible for overall volunteer requirements for tournament administration.

A minimum of four (3) volunteers is required for player registration for each group of levels.

Two (2) volunteers will be needed daily during the event to assist in the tournament headquarters.

Shifts of volunteers are needed at each court site to assist at the tournament desk. Volunteers will assist from the beginning of each day’s scheduled play until play is completed for the day. Recommended number of volunteers for size of site: 1-10 courts 2 volunteers 11-20 courts 3 volunteers

SOCIAL EVENT

The Host is responsible for a Player Welcome Reception on the night of team arrival/check-in.

ADMINISTRATIVE EQUIPMENT

One copier is required for the tournament room. The host is responsible for the cost of the copier. A fax machine is required for the tournament room and all sites.

Telephones are required for the tournament headquarters and all sites. Telephone/Internet connection is required at each site.

COURT SITES AND EQUIPMENT

The host is responsible for coordination of court site requirements as well as equipment requirements for event.

SPONSORSHIP

USTA/South Carolina grants the right for Host to sell sponsorships in select categories that are not competitive with USTA, USTA Southern Section, or USTA South Carolina sponsors. Host may display banners advertising sponsorships. USTA Southern Combo Doubles

USTA SOUTH CAROLINA COMBO CHAMPIONSHIPS

USTA SOUTH CAROLINA RESPONSIBILITIES

USTA/South Carolina will approve the design and use of all logos and graphic designs.

USTA/South Carolina will provide the referee, deputy referee, and other site officials for the event. Staffing includes all committees needed for Championships (Grievance Committee and Appeal Committee).

USTA South Carolina will provide the supplies for the administration of the event.

USTA South Carolina will provide the tennis balls for the event.

USTA South Carolina will provide awards for champions and finalists.

USTA South Carolina will provide packets for each participating team with all information regarding the event.

USTA South Carolina will create the draws, manage court assignments and record scores.

USTA South Carolina will collect all entry fees from participating teams.

USTA South Carolina will provide $8,000.00 to help defray the cost of the Combo Championships.

USTA South Carolina will provide National and Sectional sponsorship banners.

USTA South Carolina will provide, host and maintain a Website prior to and during the event that includes schedules, results and general event information, and promotes tournament sponsors. USTA SOUTH CAROLINA COMBO CHAMPIONSHIPS

All Levels Men and Women Bid Deadline: September 1, 2013 Event Dates: 2014 Oct 16-20 2015 Oct 15-19 (tent.) 2016 Oct 14-17 (tent.)

One year bid for 2014 Two year bid for 2014 and 2015 Three year 2014-2016

City: Host Organization:

Bid Contact Person: E-mail Address:

Address: City: State: Zip:

Work Phone: Home Phone: Fax:

SITE INFORMATION: List Site Names: Court # Courts # Lighted # Indoor Distance from Surface at Site Courts Courts Main Site

Main Site:

Additional Sites:

Site Requirements: (check all available) Water/Ice at each site Fruit available at each site Restrooms at each site Roll-dry’s at each hard court site Chairs on court for all players Electrical outlets at each site Shaded areas for tournament desk Certified trainer at each site Telephone/Internet connection at each site (optional)

List any other amenities offered at sites:

HOTEL INFORMATION: Hotel Name: No. of Proposed Pool In-House Free Minutes from List Recommended Rooms Rates Y/N Restaurant Parking Headquarters Main Hotel First Y/N Y/N

List additional Headquarters Hotel amenities:

Describe proposed venue for player welcome reception:

Player/Staff Considerations: (check all being provided by host)

Player welcome packet Cash bar at reception Door prizes at Captain’s meeting Lunch for staff at sites Local door prizes for player welcome Hors d’oeuvres at player reception DJ at player reception

List any other amenities offered:

VOLUNTEERS:

Volunteer Committee Chairperson Phone

Total Number of Volunteers Available

SPONSORS:

USTA National, Southern and South Carolina Sponsors:

Updated sponsor list will be provided by USTA SC Director of Leagues at time bid application is submitted.

TOURNAMENT HOST SPONSORS:

Please list names and type of sponsorship for each:

ADDITIONAL EVENTS/AMENITIES PLANNED (Clinic, Exhibition, etc.):

Return with additional information or accompanying materials By September 1, 2013 to: USTA SOUTH CAROLINA Joyce Harrison, Combo State League Coordinator 18 Woodcross Road Columbia, SC 29212 800-644-7282