Illinois High School Association



Illinois High School Association

Request to Host the Girls Golf State Finals

Date: March 11, 2003

Due Date: April 21, 2003

Board Action: April 28, 2003

Proposals should be received in the IHSA Office no later than the due date. Later proposals may not have the opportunity be considered. The host school or institution must be the submitter of the proposal. The IHSA is not responsible for late deliveries by US mail or other couriers. Proposals shall be mailed to:

Susan K. Hinrichsen, Assistant Executive Director

Illinois High School Association

2715 McGraw Drive

Bloomington, Illinois 61702-2715

All inquiries for information regarding this proposal should be directed to Susan Hinrichsen.

Phone: 309-663-6377, Fax: 309.663.7479, Email: hinrichsen@

Golf sf proposal - web

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IHSA Girls Golf

Background and History

The IHSA Board has expressed a desire that all of the state final golf sites have a driving range and has instructed the IHSA staff to seek an alternative site.

IHSA has conducted a high school girl’s golf state series for 28 years. The first year of the state series was 1975-76 school year when 69 schools entered the tournament. This year 347 schools entered the IHSA girls state series which is conducted as one class, but is poised to split into two classes within the next couple years.

Four(4) teams from each of from each of the five (5) sectionals advances to the state final in addition to the top eight (8) individuals who are not a part of a qualifying team. At the state finals, there are no cuts for either day. Players play 18 holes on the first day and 18 holes on the second day. A practice round is optional and is scheduled for the day prior to the state final.

Each school must use four (4) players and may use up to six (6) players. Both teams and individuals are awarded and recognized. Members of the winning team last year averaged 85. The state final individual champion averaged for two days, 76 and the top 10 individuals averaged for two days, 80.

Housing is pre-assigned for advancing teams and individuals. 90 rooms shall be reserved for qualifying teams and 120 rooms shall be reserved for qualifying individuals. Fans are responsible for their own housing. On-line reservations and links to host cities convention and visitors bureau in the past have been made available on the IHSA website.

The IHSA is requesting any member school or institution interested in hosting the girls golf state finals to submit their request in writing and provide the IHSA with as much information as possible with the proposal. Please add any additional information that is worth consideration. The time of the commitment would be negotiable but a long-term commitment is necessary. An option for rotating state finals would be considered.

Site Availability

The site must guarantee availability of its facilities for all dates of the event. The golf course cannot be shared with the general public during the two days of the tournament. In addition, a practice day on the Thursday prior to the finals will be needed but can be shared with the general public before or after the pre-assigned tee times.

Projected Tournament Dates

School Year State Final Dates

2003-2004 October 17-18, 2003-04

2004-2005 October 15-16, 2004-05

2005-2006 October 14-15, 2005-06

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Golf Course and Facility Considerations

Golf course: The golf course must be an 18 hole regulation golf course with a driving range, putting green and practice area. The course must be in good condition for the event, well maintained, fair and the design should be able to separate the good golfers from the pack but not embarrass the rest of the golfers.

Golf Carts: Golf carts are necessary and will be used in the conduct of the event. Observers, who are assigned to a group, will be using carts, in addition to the rules committee and tournament officials. Fans will be allowed access to golf carts on a first come first serve basis.

Clubhouse and Facility Needs: The venue should be able to accommodate disabled individuals. The clubhouse should be able to house a coaches meeting, players area, food service and tournament central. A coaches meeting room will be needed for the coaches meeting. This room should hold 50-75 coaches.

A smaller room will be needed for tournament headquarters. Tournament Central should hold 6-8 people plus equipment including a computer and printer. The room should be able to be secured. The room should also be equipped with a phone lines and copier.

Since live scoring will be taking place over the internet, several computers and monitors should be available for fan viewing.

An area to sell and secure IHSA merchandise during the state finals is required.

An awards staging area will be needed for teams and approximately 100 fans.

Teams and participants will need to be provided a secure space for golfers to leave equipment and personal belonging.

Alcohol and tobacco products must be prohibited on the premises during the state final, in addition to any gambling advertisement.

Concession: Food and beverage concessions shall be provided by the host site. The ability to provide concessions in the clubhouse and/or on the course and for fans and players is important. If there are restaurants close by, please note.

Evacuation Plan: An emergency evacuation plan is required.

Parking: Parking must be on site and provide a school parking section and fan parking section. If there is a potential for chronic parking problems, then include the manner in which they will be handled. Parking typically is needed for 200 fans per day in addition to parking for team vans and/or buses (50-75 spaces) per day. Parking space is also necessary for handicapped parking.

Signage: Signs advertising alcohol, tobacco or gambling shall not be displayed on the course/in the clubhouse or on the property. They should be covered, or removed.

Promotions: Special technology that will enhance the tournament experience is appealing.

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

IHSA Arrangements

Merchandise

The IHSA will sell its state final merchandise during the state final. It shall have exclusive rights to sell merchandise with no royalty or fees going to the venue.

Programs

The IHSA will provide programs for the event. The host school will sell the programs.

Staffing/Administrative Needs

The host site and IHSA will work together on staffing needs. Event personnel include state final manager and assistant manager, check in personnel, announcers, starters, scoreboard reporters, scoring tent attendants, scorecard runners, live scoring operators, observers, rules officials, volunteer coordinators, hospitality and first aid personnel, range attendants, parking attendants and shuttle drivers (if needed.)

Financial

The IHSA desires a breakdown of the estimated cost to be charged by the facility and the host school in conjunction with the tournament event. Note cases where there is no charge. Answer the following questions for assessing the financial aspect.

1. Please describe all facility fees, green fees, cleanup fees, taxes and other charges to the IHSA for the duration of the tournament.

2. Describe all charges for workers such as state final manager, workers at the facility, supervisors or coordinators.

3. Describe expenses to the host school and host site.

4. Describe any set up costs or breakdown costs for the event.

5. Describe cost of rental equipment such as bleachers, copiers, sound systems, draping, table skirting.

6. Will there be additional charges for electrical and telephone hookups?

7. Is the facility able to provide a reasonable amount of storage for IHSA souvenir merchandise?

8. The IHSA will require a telephone line or access to a line. Is there a charge for this service?

9. Does your contract with sponsors allow you to drape or darken alcohol, tobacco or gambling advertisement during the state finals?

10. Are you an equal opportunity employer?

11. What percentage of food and beverage revenues generated by the IHSA tournament in your facility will be rebated to the association?

12. Will your facility be alcohol free during the state final tournament?

13. The IHSA sells state final merchandise. The IHSA will not pay the facility for the rights to sell the merchandise nor will the association pay a percentage of any merchandise or program sales to the facility. Is this acceptable?

14. How many buses or vans can you accommodate?

15. Does your city have hotel accommodation for teams and fans? Are there any arrangements for complimentary rooms? Will your city guarantee rates for a specific time period?

Selection

Proposals from member schools or institutions will be evaluated by the IHSA using these criteria:

1. Site availability

2. Fan accessible

3. Clubhouse

4. Parking

5. Meal accommodations

6. Insurance

7. Handicap accessibility

8. Concessions

9. IHSA merchandise and program selling rights

10. Golf course design, condition of course, practice area, driving range, golf carts.

11. Tournament experience

12. Community support

13. Housing

14. Affordability

15. Potential impact on participating students-athletes.

16. Potential impact on fans.

17. Revenue generating opportunities.

18. Additional added value opportunities that enhance the high school tournament and educational experience.

19. Opportunity to address the future needs of the golf program.

On site visits will be made and consideration will be given to facilities that meet the minimum expectation and who submit a written proposal to the IHSA. A deadline will be set by the IHSA and interested host schools will be notified of that deadline. A recommendation will to go to the Board of Directors for action following the deadline.

Golf sf proposal - web

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