Prepared by: Hank Lawson and Danny Moon September 14, 1998
United States Corporate Athletics Association 1999 National Track Championships San Francisco Bay Area, California 1. Introduction 2. Proposed Date and Schedule 3. Site and Facilities 4. Administration 5. Scope of Services 6. Budget 7. Accommodations 8. San Francisco Bay Area -- A Gracious Host A. Selected Attractions B. Transportation C. Climate
Table Of Contents 1. Introduction
San Francisco Bay Area is known for it's rich sporting tradition. The San Francisco Giants and Oakland Athletics have battled each other in the 1989 World Series in what was called, "The Battle Of The Bay". Along with the 5 time World Champion San Francisco 49'ers and the Golden State Warriors provide year- round excitement. However, amateur sports occupy a special place in the hearts of Bay Area sports enthusiasts. Annually for nearly 90 years, millions of spectators turn out to cheer on thousands of runners in what has been called, "The World's Largest Block Party" -- The Bay To Breakers. This area also plays host to other world-class road races which include San Francisco Marathon, San Jose Mercury News 10K and the Dipsea (the movie "On The Edge" with Bruce Dern is based on this event). Cross country enjoys strong support at the schoolboy, collegiate, Open and Corporate level. Outdoor track events draw strong fields in the collegiate as well as open divisions. The Corporate Cup Nationals started in the Bay Area and saw it's greatest competition ever in 1984 when 84 teams participated over a two day period. The San Francisco Bay Area is committed to the pursuit of athletic excellence. In addition, the Bay Area is the home of the Bay Area Athletic Association (BACAA) which consists of individuals who will bring their many years of expertise in the areas of administration, officiating and competition to help produce the finest United States Athletics Association (USCAA) National Track Championships ever held. The Bay Area is pleased to have the opportunity to submit this proposal to the USCAA to host the 1999 National Track Championships. We hope to have the honor of showing each and every one of you true Bay Area competition and hospitality.2. Proposed Date and Schedule
Initial agreements have been made with Los Gatos High School to host the 1999 Corporate Nationals. The following is a tentative schedule of events for the USCAA National Track Championships. As we proceed further in the planning process, we will provide all USCAA participants with a detailed schedule of Championship events. In addition, we will, with the cooperation of the San Francisco Bay Area Cambers Of Congress and the host hotel, provide a full schedule of special events and attractions happening in and around the Bay Area so that competitors will be able to sample the unique Bay Area experience during Championships weekend as well as thereafter.
Tentative Schedule of Events Friday, July 16, 1999
2:00 pm to 6:00 pm Team Captain Check-in Athlete Reception at Hospitality Suite Road Race / Field Event changes and additions at Hospitality Suite 3:00 pm to 6:00 pm Track open for practice and tent/equipment set-upSaturday, July 17, 1999
7:30 am Men's 5K Team Road Race 8:15 am Women's 5K Team Road Race 9:00 am to 5:00 pm Preliminary Track and Field Events 5:15 pm to 6:30 pm Team Captain & USCAA Annual Meeting Road Race / Field Event changes and additionsSunday, July 18, 1999
8:00 am Men's 10K Team Road Race 9:00 am Women's 10K Team Road Race 10:00 am Opening Ceremonies Presentation Of Teams Hall Of Fame Presentations 11:00 am Corporate Kids Fun Run 11:15 am to 5:00 pm Track and Field Events - Finals 5:15 pm Presentation of Team Trophies 6:30 pm to Midnight "Post Meet Party" Reception / Celebration3. Site and Facilities
It is proposed that the 1999 USCAA National Championships be held Los Gatos High School, host of the 1994 World Cup Brazilian team. Los Gatos features an eight lane track (Chevron 440) with ample facilities as well as spacious grounds for sponsor and team display areas. There are bleachers on both sides of the track to accommodate 2000 spectators/participants. It is a mere 10-15 drive from San Jose International airport and downtown San Jose. There is ample parking at no charge. Insurance will be through the local PA/USATF branch. The Shot Put ring is right next to the track and the discus area can either be inside the track or on the adjacent field to the track. There are two Long Jump pits inside the track as well as the High Jump area. There is a public address system, press box, Accutrak and shower facilities all available. Los Gatos offers miles of training paths as well as an ideal location for 5K and 10K road race courses. Any of the potential courses that we will consider using will be USA/TF certified. The 5K will be an out and back course and the 10K will be a "Bow Tie" type of course with both courses starting and finishing on the track. The courses are on trails and bike paths so traffic will not be an issue and safety is well assured. As we have done the past 3 years, Hank Lawson will score the road races and, with help from USCAA personnel, we will have quality road races.4. Administration
Hank Lawson, RADAR TS, BACAA member, USCAA Statistician - Results, Scoring & Road Races RADAR Timing Service is one of the leaders in the San Francisco Bay Area in race timing, scoring and finish line systems. Hank has consulted to races throughout the United States and Caribbean. In business for over 10 years, Hank scores numerous events year after year. His events include Midnight Run, Carousel To Coaster, Willy's Road Race and the Xerox 10K Race Series. In addition, Hank has been responsible for the results and scoring for the 1983, 1984, 1988, 1990, 1991 National Championships and was responsible for Road Race scoring/timing and Field Events in the 1992, 1994, 1996, 1997 and 1998 Nationals. Hank has been a member of the USCAA Board and has served on the Rules & Regulations Committee for the USCAA since 1988. Danny Moon, Lockheed/Martin Danny is a Senior Planner at Lockheed Martin who has been involved in the running scene since 1975 coaching AAU teams from 1975 to 1980 while pursuing his own running career to-date withWest Valley Joggers and Striders a running club. He has participated in Corporate running since 1985 including 8 Corporate National Championships and 14 Corporate Regional Championships. During this time he has been the Lockheed Martin West Coast Team Captain since 1990 to present day and Lockheed Martin Corporate Team Co-captain in 1998. Danny still coaching athletes, is well known through out the Bay Area on the Track and Road Races as the ÒRocketmanÓ by his friends and fellow runners. He has also raced in the 1989 World Veterans Games for the USA Team, several West Coast Master Championship meets and 9 Bruce Jenner Classics International Track & Field meets. His experience as a Senior Planner, Board of Directors Vice President for Greater Opportunities (an organization supporting the developmentally disabled), coach, Team Captain and participating in many large scale Track & field meets will serve as a valuable asset in the administering and organizing of the 1999 Corporate National Championships in the Bay Area. Rick Milan, PA/USAT&F Rick is a certified (#015474) USA Track and Field National Official in the Pacific Association with 40 plus years of experience as a participant, official, meet director and coach. He was head track and cross country coach for 12 years at Homestead High School were he was awarded 12 times ÒCoach of the YearÓ and an ÒEducation of Youth AwardÓ. He has been meet co-director for the past 20 years of the C.C.S Top 8 meet and PA/TAC Open & Masters Championships. Rick has officiated / directed in the Junior National Track and Field meets, Pacific Association Youth meets, PAC-10 meet at Stanford University, Western Regional Masters Championships meets and All Comer Meets at Los Gatos. During the past 34 years, He has worked under the supervision of Dr. Bruce C. Ogilvie, Professor Emeritus, San Jose State University, in the pioneer area now called ÒSport PsychologyÓ. Rick knowledge of officiating, track and field and organization skills will prove to be a valuable asset for the 1999 Corporate Nationals. Willie Harmatz, Meet Director Willie Harmatz has been coaching Track and Cross Country for the past 20 years developing one of the most recognized High School running programs in California. He has and outstanding record surpass by no other coach in California of 13 Central Coast State (C.C.S) team cross country and 12 individual C.C.S champions, 21 unbeaten teams, 72 track and cross country league titles, 20 state ranked cross country teams, 1980 state champions, 11 straight years (1980 - 1991) as local division champions. Willie was honored ÒCoach of the yearÓ 7 times, in Cal Track News 1980/1984, in RunnerÕs World 1985, in San Jose Mercury News 1985/1992, State CIF/Reebok 1987 and Toyota 1988. He has help raise $250,000 for the Los Gatos Athletic Association for track surface maintenance since the new all whether track was installed at Los Gatos High School.. Willie facilitates and runs the C.C.S Top 8 meet, C.C.S Fall & Spring Classics, PA/TAC Open & Masters Championships, 14 All Comers Track & Field meets, and the Middle School Cross Country Championships each year. Willie is also Co-owner of ÒThe Athletic PerformanceÓ a complete running store in Los Gatos. His knowledge and abilities to facilitate large scale Track and Field meets will be invaluable. John McDaniel, DC We are pleased to have Dr. McDaniel back once again as our head of medical and Chiropractic care. Dr. McDaniel filled this role when the 1988 Nationals were held at Stanford Stadium and has done our Regionals every year since then. He is qualified in teaching CPR/First Aide to health care providers and has an office of 4 licensed doctors of chiropractic therapy. In addition he is a lecturer and a teacher at the many local colleges in the Bay Area. He provided chiropractic services to the 1996 Olympic athletes as part of the chiropractic team. Football, Rugby, Powerlifting, Tae Kwan Do, Gymnastics, Swimming, Soccer, Triathlons, running - Dr. McDaniel has worked at all of these events. He is indeed an added value to our team.5. Scope of Services
We will provide the following scope of services in the management and production of the 1999 USCAA National Track Championships if held in the San Francisco Bay Area, California. A. General Management 1. Design a master planning document to include: Production Timeline Event Timeline Personnel Master Equipment Master Media Plan 2. Negotiate contracts for labor, materials and ancillary services. 3. Collect and disseminate all event materials. 4. Provide an information headquarters for event participants, vendors and press. 5. Manage the income of dollars from participating teams, sponsorships, etc. and pay the outcome of expenses through the use of a local bank account. B. Sponsorship & Marketing 1. Research appropriate lists for the mailing and distribution of event collateral's. 2. Collect copy for application and ancillary material. Implement editing procedures and final draft concurrence and shipment to printer. Oversee type specifications, layout and design. 3. Distribute through the mail and other means the applications, posters and other agreed-upon promotional material. 4. Produce race program. 5. Manage T-shirt production and sales. C. Media Relations 1. Develop targeted media list. 2. Provide event-related information for media use: Calendar Listings Public Service Announcements Feature Stories Post-event Results 3. Coordinate media activity on-site. D. Facility/Personnel 1. Secure appropriate permits, sanctions and insurance. 2. Prepare all competition sites. 3. Arrange for accurate measurement of road race courses. 4. Contract with timing and scoring personnel. 5. Contract with security and medical personnel (John McDaniel) 6. Prepare master timeline with instructions for all contracted personnel. 7. Provide central contact for arranging athlete housing. 8. Secure site for post-event party. Cost will not exceed $10 ($12 at the door) and will accommodate 800 people. There will be live entertainment and a buffet available. The location will be within 3 miles of the track. 9. Meet as necessary with all event contracted personnel to guarantee efficient onsite performance. 10. Secure a Host Celebrity for awards presentations. E. Registration 1. Establish procedure for processing entries. 2. Process entries on a daily basis, keeping a daily ledger of income and number of entrants. 3. Field all telephone inquiries from event participants. 4. Design an efficient overall registration plan and on-site check-in. 5. Hold pre-event meeting to instruct all registration volunteers. 6. Provide management personnel to oversee on-site registration volunteers. F. Equipment 1. Order all equipment such as tables, decorations, signage, tents, sound and staging. 2. Arrange for set-up and breakdown of all equipment. 3. Ensure that we have one of each of the required weight implements for the field events. G. On-Site Management 1. Provide trained on-site management to oversee the implementation of the event. 2. Establish areas for: Registration and check-in Food and refreshments Timing and scoring Entertainment Sponsor Tents Awards 3. Coordinate the set-up of all subcontractors. 4. Set-up instructional signage. 5. Execute awards ceremony. Awards proposed are patches for all first place finishers in each event and medals to the 2nd and 3rd place teams, in both divisions. If the number of entered teams in a division is 16-19 teams then 4th place medals will be added. If there are 20+ teams entered in a division then 5th place medals will be added. Trophies will be awarded to the top 3 teams in each of the 2 divisions and the 2 sub-divisions (ie. Four 1st place trophies, four 2nd place trophies and for 3rd place trophies). 6. Execute post-event party. 7. Be prepared to implement any program changes immediately and smoothly. H. Project Accounting 1. Assist with the design of an initial budget. 2. Insure that all purchase requisitions are in accordance with the master budget. 3. Provide post-event evaluation and final accounting.6. 1999 USCAA National Track Championship Budget Estimate
ARTWORK & DESIGN Target Actual 001 Design 002 Typesetting 003 Slide/Photographs 004 Photostats PRINTING 010 Stationary 500.00 011 Applications 012 Programs 7000.00 013 Brochure/Collateral's 014 Signs/Banners 2000.00 015 Race Numbers 750.00 016 Offset/Copy 017 Heat Sheets 018 Results 019 Other MARKETING 020 Purchase Mailing Lists 021 Mass Mailing/Postage 2000.00 022 Advertising Space 1500.00 023 Copywriting 024 Photographer 500.00 025 Film Processing 500.00 026 Video FACILITY 030 Facility Rental 2000.00 031 Hospitality Suite 300.00 032 Clean-up 300.00 033 Sound 034 Telephone Rental 035 Storage 036 Other FOOD & ENTERTAINMENT 040 Business Entertainment 041 Beverage/Hospitality Suite 042 Food/Post-Event Party 20000.00 043 Entertainment 1000.00 044 Other EQUIPMENT & MERCHANDISE 050 Equipment Rental 500.00 051 Office / Event Supplies 500.00 052 Promotional Items / T-Shirts 500.00 053 Awards 3000.00 054 Decorations 1000.00 055 Radio Rental 056 Medical Supplies PERSONNEL 060 Volunteers 500.00 061 Track Officials 1000.00 062 Police / Security 063 Medical 500.00 064 Score Board FEES & HONORARIUMS 070 Announcer 100.00 071 Insurance 350.00 072 USA/TF Certification 200.00 073 Permits 100.00 ADMINISTRATIVE COSTS 080 Event Direction & Administration 1000.00 081 Track & Field Administration 1000.00 082 Road Race & Event Administration, Scoring & Timing 083 Copying / In-House 200.00 084 Telephone / FAX 100.00 085 Out of Pocket Expenses 500.00 TOTALS: 49400 06. Budget Revenue Estimates
Corporate Entry Fees $22,500 (30 teams @ $750) Program Ad Sales 2,500 Anticipated Sponsorship $25,000 ---------- $50,0007. Accommodations
As a destination city, the San Francisco Bay Area offers a wide variety of accommodation choices ranging from large downtown hotels/motels to bed & breakfast and college dormitories. There is ample housing in the San Jose area alone, then when you add the quaint town of Los Gatos, you have more than enough available housing. It is important to note that after USCAA makes its decision, we will contact with a local host hotel and will provide shuttle service between the host hotel and the stadium if needed. It is our intent to keep the housing rates as low as possible for the athletes/visitors of the USCAA National Championships. To do this we will not require hotels to do a 10% commission to the USCAA for rooms. We would rather extent this 10% commission to the visitors themselves. However, we do feel that the USCAA should be remunerated for allowing us to host the 1999 Nationals so what we propose is 10% of the profits made at the 1999 Nationals to go to the USCAA. This is, of course, open for discussion. Hotels - (To follow)8. San Francisco Bay Area - A Gracious Host
In addition to its sporting tradition, the Bay Area combines a rich history steeped in tradition and all the advantages of a world-class destination with numerous sight-seeing attractions, fine restaurants, museums and recreational facilities. Today, the population of the Bay Area is approximately 700,000 and incorporates 30 neighborhoods within 200 square miles. The Bay Area is one of the leading centers for technology, finance, education and medicine. It has world-class hotels, superb restaurants, shopping and sight-seeing attractions. There is an abundance of activities and entertainment through out all the Bay Area including the host community of Los Gatos for the whole family to experience. A. Selected Attractions Dining - Suffice it to say that due to the Bay Area's location as a gateway city, its dining fabric has grown rich with people who have come from all corners of the world and brought with them their culinary traditions. B. Transportation San Jose International Airport is just miles away from Los Gatos. Transportation from the airport to your destination is provided by rental cars, taxies or the airport bus shuttle. C. Climate The weather conditions in the San Francisco Bay Area in July are ideal for a National Championship event. Sunny and warm days (around 70 degrees) with no humidity and cool nights and mornings (ideal for road races and exploring).