USTA MISSOURI VALLEY SECTION



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2010 and 2011 USTA LEAGUE TENNIS

SECTION CHAMPIONSHIP

BID APPLICATION & CONTRACT

Application Deadline –February 24, 2009

THIS OFFER is made by the undersigned Tournament Director, Organization, or Event Organizer (herein referred to as Organizer) to the United States Tennis Association Missouri Valley Section (USTA/MV), and upon acceptance shall become a contract binding upon the parties hereto.

WITNESSETH THAT WHEREAS the USTA Missouri Valley Section conducts USTA League Tennis

Section Championships for numerous levels and ages of male and female; and

WHEREAS Organizer desires to promote and stage the USTA Missouri Valley League Sectional Championship hereinafter specified.

NOW, THEREFORE upon acceptance by the USTA Missouri Valley Section and endorsement by the USTA Missouri Valley Section Adult League Committee, the Organizer agrees with the USTA Missouri Valley Section as follows:

1. LEAGUE SECTION CHAMPIONSHIPS:

Please circle the event you would like to host. Make note of league flights for each event.

Adult/Senior Section Championship 1 (requires: 48-50 outdoor courts & 12 indoor for rain back-up/no more than 4 sites)

(Adults 2.5, 3.5, 4.5;Senior 3.0,4.0) August 5-8, 2010

(Adults 3.0, 4.0, 5.0;Senior 3.5,4.5) August 4-7, 2011

A. Adult/Senior Section Championship 2 (requires:48-50 outdoor courts & 12 indoor for rain back-up at no more than 4 sites)

(Adults 3.0, 4.0, 5.0;Senior 3.5,4.5) August 19-22, 2010

(Adults 2.5, 3.5, 4.5; Senior 3.0, 4.0) August 18-21, 2011

Super Doubles Section Championship I (requires 18-24 outdoor courts & 6 indoor for rain back-up/no more than 2 sites)

(Adult Mixed Doubles 7.0, & 9.0; Senior Mixed 6.5, 7.5, 8.5, 9.5; Super 70’s Tri-Level 6.0, 7.0, 8.0) All levels listed above September 9-12, 2010

All levels listed above September 8-11, 2011

Super Doubles Section Championship II (requires 18-24 outdoor courts & 6 indoor for rain back-up/no more than 2 sites)

( Adult Mixed 6.0, 8.0, & 10.0; Super Senior 6.0, 7.0, 8.0 & 9.0)

All levels listed above September 22-26, 2010

All levels listed above September 21-25, 2011

2. Championship SITES AND FACILITIES: Organizer agrees to furnish the site (hereinafter named the Championship), including the following minimum facilities: a) sufficient championship tennis courts for the tournament b) seating for spectators on the stadium court or best court available (if applicable); c) appropriate bathroom, shower, and locker facilities; d) a special Tournament Operation Center with sufficient chairs and tables; e) reasonable distance between additional sites and official hotel e) court fees of no more than $7.00 per match. The Championship Site(s) MUST be current organizational member(s) of the United States Tennis Association, and must abide by the USTA Constitution, By-laws, Rules and Regulations.

A. MAIN FACILITY:

Name of Facility: Contact: ____________

Street Address:

City: State: Zip:

Telephone: ( ) Fax: ( )

Number of Courts: Indoor: Outdoor: Lighted:

Court Surface Type:

B. ADDITIONAL SITE(S):

Name of 2nd Facility: Contact:

Street Address:

City: State: Zip:

Telephone: ( ) Fax: ( )

Number of Courts: Indoor: Outdoor: Lighted:

Court Surface Type:

Name of 3rd Facility: Contact:

Street Address:

City: State: Zip:

Telephone: ( ) Fax: ( )

Number of Courts: Indoor: Outdoor: Lighted:

Court Surface Type:

Name of 4th Facility: Contact:

Street Address:

City: State: Zip:

Telephone: ( ) Fax: ( )

Number of Courts: Indoor: Outdoor: Lighted:

Court Surface Type:

3. Championship PERSONNEL AND SERVICES: Organizer agrees to furnish the following: a) Knowledgeable and competent Committee/Staff volunteers; b) First aid facilities for medical emergencies; c) Water, fruit and ice for players; d) Directions/maps to alternate sites, hotel and nearby restaurants; e) On-site racquet stringing, repair services, and internet access; f) scoretenders on each court; g) Two tables with chairs for tournament desk; h) specific place or bulletin board for posting scores and draws; i) Other services as specified in attached responsibility list.

4. USTA IDENTIFICATION: Organizer agrees to permit reasonable USTA and/or USTA Missouri Valley Section identification on Tournament site. This includes booth display.

5. RULES AND REGULATIONS: Organizer agrees to abide by the USTA Constitution, By-laws, Rules and Regulations, and Policies and Procedures of the USTA Missouri Valley Section.

6. INDOOR COURTS: The Organizer is responsible for providing INDOOR backup facilities, proportional to the total courts used, in the event of inclement weather.

7. SITE USE: If the Organizer is not the operator of the site of Organizer’s Championship, then Organizer has attached to this offer written permission of the operator of such site for the use of the site and the appropriate facilities necessary for the staging of the Championship.

8. Organizer DATA: Organizer certifies that the following data is correct:

Name of Organizer:

Address:

City: State: Zip:

Home Telephone: ( ) Work Telephone: ( )

8a. Description and dates of other tournaments held at this site and/or conducted by Organizer

(Include size of draw, type of tournament, etc.):

8b. Description of accommodations, food, lodging, transportation, etc.:

8c. Other pertinent information:

9. INSURANCE: Organizer will obtain appropriate general liability insurance, naming the Organizer, the Tournament, the site (club and stadium), USTA Missouri Valley Section, and the sponsor, if any, as named insured.

10. SPONSOR SUPPORT: The allocation and use of sponsorship funds secured by the USTA Missouri Valley Section will be negotiated by the USTA/MV. Any sponsorship opportunity, solicited by the Organizer or facility, MUST be approved by the USTA/MV.

11. RESOLUTION ON DISCRIMINATION: The sanctioned event shall be conducted and the host facility shall operate without discrimination. Any facility hosting a USTA Missouri Valley Section event shall be required to adhere to this policy.

12. MISCELLANEOUS: Upon acceptance by the USTA Missouri Valley Section as evidence by the signature of an authorized official of the USTA Missouri Valley Section, this instrument shall become a contract binding on the parties. In such event, this instrument contains the entire agreement of the parties and no representations or agreements, expressed or implied, except those contained herein shall be valid or binding on the parties. Upon acceptance, this contract shall be construed in accordance with the laws of the State of Missouri. Special provisions of this agreement, if any, attached hereto and incorporated herein by reference.

Date of Offer: Date of Acceptance:

ORGANIZER DISTRICT ASSOCIATION

Date of Acceptance:

USTA MISSOURI VALLEY SECTION

Please mail this form along with a cover letter by

February 24, 2009

Send to:

USTA MISSOURI VALLEY SECTION

Attn: Lori Therrien

6400 W 95th St. Suite 102

Overland Park, KS 66212

therrien@movalley.

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Overview of Sectional League Championships

1. Levels: The levels will be combined as follows: Adult M/W open,5.0,4.0, 3.0 and Senior M/W 3,5, 4.5; Adult M/W 4.5, 3.5,2.5 and Senior M/W 4.0, 3.0;Mixed will be 6.0,7.0,8.0,9.0,10.0; Senior Mixed will be 6.5, 7.5, 8.5, 9.5; Super Seniors M/W 6.0,7.0,8.0,9.0;

2. Host City: Host Cities are selected based upon bid submitted to the USA League Tennis Committee. The Host City will specify the sites that will be used for the championships.

3. Sites: The sites will provide the following facilities:

a. Courts available from 7am-8pm during the championships

b. Tables/chairs to be used as tournament desk

c. Allow committee to hang banners on fencing around the courts

d. Have water available either on court or conveniently located for players

e. Provide area for posting of scoreboards

f. PA system is a plus

g. Food service or be located in close proximity to restaurants

h. Adequate bathroom facilities and supplies in close proximity to the courts; Showers/locker rooms are a plus.

i. Telephone that may be used to receive and make tournament calls

j. Internet Access for Score Entry

k. Large venue to hold Player Party. Player party will be catered by a local caterer. Local contacts (listed) would be an advantage.

4. Host Hotel: The Adult Competition Program Manager will select the Host Hotel with input from the Host city. Contracts and ongoing communication with the host hotel will be by the Adult Competition Program Manager. The Host Hotel will provide:

a. Complimentary rooms for staff

b. Large conference room to be used as tournament headquarters

c. Meeting rooms for the Captain’s check-in and Captains meeting

5. Staff: The Adult Competition Program Manager will select the staff with input from Host City coordinator. The Staff will consist of:

a. Tournament Director: The Adult Competition Coordinator– USTA/Missouri Valley Section

b. Computer entry personnel – (1) coordinator and a person at each site to enter data; will handle NTRP input and scoreboard updates

c. Public Relations personnel to work with media forms and create press releases during the Championships

d. Host City Coordinator

e. Photographer

6. Tournament Responsibilities: Missouri Valley

a. Scheduling of matches

b. Provide all supplies for the Tournament Desk

c. Provide banners for sites

d. Training of Site Directors

e. Working with Host Hotel and overflow hotel

f. Conducting captains meeting

g. Arranging players party

h. Awards

i. T-shirts

j. NTRP data entry

k. Preparing all information for captain check-in

l. Training local volunteers on captain check-in procedures

m. Provide signage for pictures of winners and runner-ups

n. Provide National Championship information packets to each winning team

o. Provide experienced staff personnel at each site to help volunteers at tournament desk

p. Coordinate officials

7. Responsibilities: Host City

a. Provide adequate volunteers to assist in staffing tournament desks

b. Provide water, ice and food for sites (bananas, oranges, apples, bagels, etc.)

c. Hang banners at sites

d. Provide volunteers for captain check-in (Thursday 5-6 PM at host hotel)

e. Provide some form of two-way communication between sites to be used by tournament director, tournament desks and host city coordinator (Walkie-Talkies for Officials at each site)

f. Potentially provide computers at each site for data entry

g. Work with sites to provide tables for tournament desk and access to power supply at tournament desk

h. Provide door prizes for player party and captains meeting

i. Alert EMT facilities close to the sites and possibly have on-site

j. Provide for enough in-door backup (12 indoor courts)

k. Provide volunteers to serve as runners for delivering supplies and food to sites for tournament staff

l. Provide shaded area at each site for the tournament desk, (may request use of section tents)

m. Coordinate with Adult Competition Program Manager potential speakers for the captains meeting (i.e. District President welcome, Mayor welcome)

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