United States Professional Tennis Association

2016Surface ChampionshipsRequest for Proposals

This request for proposal supplies information needed by a vendor to put forth an application to host and operate a prize-money tournament during 2016, under the guidelines and restrictions of the United States Professional Tennis Association (USPTA). The selected vendor(s) will work in cooperation with the USPTA as an extension of the sports marketing component of the USPTA. The following information should serve as a template for all tournaments to ensure uniformity among tournament hosts.

Scope of work

The USPTA is a nonprofit organization. Its purpose is to raise the standards of teaching tennis as a profession; to grow participation and lifetime enthusiasm for the game of tennis; and to do all acts in accordance with such purposes or to effect any other purposes that may be determined from time to time by the Association.

The USPTA will provide a series of prize money tournaments for USPTA Professionals in good standing only. These four tournaments will represent an event held on each surface and be represented as a USPTA National Surface Championship and will be known as:The USPTA Indoor Championships; The USPTA Hard Court Championships; The USPTA Clay Court Championships; and The USPTA Grass Court Championships. Vendors may bid as a host site for one of these national championships and be awarded the bid to conduct and operate a turnkey tournament. USPTA surface championships are open to USPTA Professionals in good standing only. Vendors may run their respective events to produce revenue as long as the minimum requirements listed below are met.

Each tournament is required to use USPTA PrinceBallsand use USPTAPlayer.com as the tournament management program. The necessary training to use USPTAPlayer.com is also required and will be provided by the USPTA. USPTA will provide national advertising for all four tournaments through advertisements in Tennis Industry/ADDvantage magazine and utilizing member email blasts. The USPTA will not be responsible for any debts incurred by a surface championship and will only provide the services outlined in this request for proposal.

Proposal deadline

All requests for proposals should be mailed to:USPTA World Headquarters, 3535 Briarpark Drive, Suite 202, Houston, TX 77042 and sent to the attention of USPTA Tournament & Rankings Committee. In lieu of mailing the proposal, proposals may be sent electronically (PDF or Word Document) to the current USPTA Tournament and Rankings Committee Chairman – Dan Moster, USPTA -

260-249-9424. All proposals must be received by the USPTA or Committee Chairmanby November 30, 2015. Proposals received after the deadline will be at risk of not having their application accepted.

Prize money

Each of the national surface championship tournaments must award a minimum of $5,000 in prize monies to competitors. The Association will provide $2,500per tournament. The vendor of each tournament will provide a minimum of $2,500 in prize monies. Each and any tournament may offer more than $5,000 in prize monies. Prize money for an event that does not make will be awarded to an alternative event that is offered. A minimum of $5,000in prize money must be distributed for each tournament.

Venue

The selected venue for a tournament will have a minimum of eight (8) courts of the selected surface at the home site of the host facility. There must be sufficient viewing areas and seating for spectators and one court must be designated as a “stadium court.” It is understood that the stadium court will feature the premier matches of the tournament and be decorated with banners representing USPTA national endorsees. Each venue must offer locker rooms, shower facilities and hospitality for the competitors of the tournament. There must be an area to prominently display the event draws of the tournament and each venue must have available a public address system. A tournament desk/headquarters must be designated. The selected venue must have proximity to an international airport that is no more than 60miles from the host site. A sufficient number of practice courts and practice times must be made available to the competitors at no additional cost to them (practice courts may be off site).

Hotel

Each vendor must select a host hotel that is no more than 20 minutes from the host site. Tournament competitors should have a negotiated preferred room rate available to them. Preference will be given to request for proposals that offer shuttle service from the tournament hotel to the tournament site.

Hospitality/Awards/USPTA Professional Development

Each vendor must include a hospitality package for competitors to include a minimum of tournament favors and a players’ party(s)/meals.Trophies/Awards should be given as deemed necessary by the vendor. Trophies/awards should be purchased through NetKnacks. Vendors are strongly encouraged to offer USPTA Professional Development (Continuing Education) opportunities for those attending and participating in their tournament.

Tournament dates

Tournaments will be held during the 2016calendar year. Tournament dates for events not holding qualifying roundsshould not last more than three days and should include a Saturday and/or Sunday. This will allow competitors to take advantage of a Saturday overnight airfare discount and will facilitate the majority of players being away from their own work facilities for a single weekend. Tournament play should end by July 3.

Endorsements and sponsorships

Each tournament will represent the USPTA as the presenting sponsor of the tournament. An example of a tournament name would be: The “Title Sponsor” USPTA “Surface” Championships presented by the United States Professional Tennis Association. Title sponsors, banner sponsors or any other type of sponsor or tournament endorsee must not conflict with the existing USPTA national endorsees and USPTA. USPTA reserves the right to approve any and all sponsors and endorsees of each tournament. The stadium court must feature banners of all existing USPTA national endorsees and include banner representation of the USPTA.

Entry fees

A standard entry fee will be charged for all USPTA surface championships. The entry fee should be no more than $80 and include singles and doubles. All entry fees will be collected by USPTA World Headquarters and the vendor will be paid the net sum after admin fees are deducted. (This is subject to change).

Tournament draws

Each tournament must offer,at the very least, the following events:

Men’s Singles – Open, 35, 45, 55, 65
Men’s Doubles – Open, 45, 55, 65
Women’s Singles – Open, 35, 45
Women’s Doubles – Open, 45

These events will be offered during the 2016 USPTA Masters Invitational and played during the USPTA World Conference. *Each Surface Championships may offer additional events, at the tournament director’s discretion. An event with a minimum of four entries must be held. Round robin play is encourage, whenever it is an option. Every effort must be made to offer alternative options for players to play, if the event they have registered for will not make. As much advanced notice as possible should be given to the players effected.

Vendor proposal packets

Each vendor must submit a proposal packet to include a Fact Sheet (Exhibit I), Title sponsor package (Exhibit II), Banner sponsor package (Exhibit III), Prize money distribution (Exhibit IV) and a Revenue and expense sheet (Exhibit V). These exhibits follow as samples.

Definitions

  • “Association” refers to the United States Professional Tennis Association.
  • “Event” refers to one competitive component of a tournament. Those components include: men’s open singles,men’s open doubles, women’s open singles,women’s open doubles,men’s 45 singles, men’s 45 doubles,women’s 45 singles and women’s 45 doubles.
  • “Open” refers to eligibility of applicants for that particular event. All age levels are eligible.
  • “45” refers to the eligibility of applicants for that particular event. Applicants may turn age 45 during the month of the tournament date or any applicant 45 and older.
  • “Surface” refers to each of the four tournament surfaces for each national championship:indoor court, hard court, clay court and grass court.
  • “Turnkey” refers to the vendor being responsible for all expenses and liabilities associated with the tournament.
  • “Tournament” refers to one of the surface tournaments.
  • “Make” refers to having a minimum of four entries in an event and therefore conducting the event.
  • “Draw” refers to the number of competitors in the event and their competition schedule.
  • “Seeds” refers to the players with the best playing records or abilities, as determined by the tournament seeding committee, placed in predetermined positions in the draw.
  • “Stadium court” refers to the premier court with the most seating and viewing area available to spectators and decorated with all tournament sponsor banners.

Exhibit I – Fact Sheet (sample)

Title:The Coca-Cola USPTA Hard Court Surface Championships

Date:Saturday, May 10 thru Monday, May 12, 2015

Site and courts:Atlanta Country Club Tennis Center – eight hard courts

Address:500 Atlanta Country Club Dr., Marietta, GA30067

Site phone:(770) 153-3008

Practice courts:Chattahoochee Plantation Club, 1/4 mile, 10 hard courts

Entry fee and balls$80 standard fee singles and doubles-USPTA Prince

Airport and distanceHartsfield International Airport – 30 miles

Title sponsor:Coca-Cola Enterprises

Presenting sponsor:United States Professional Tennis Association

Prize money distribution:See Exhibit IV

Sponsorships:See Exhibit II and Exhibit III

Tournament favors:Tournament T-shirt, drink cooler and logo towel

Tournament hotel:Courtyard Marriott, three minutes, $79/night tournament rate

Players’partyOutdoor cookout, Saturday, May 10, 7 p.m.

Tournament director:Tom Topspin, phone: (555) 123-4567

Tournament referee:Larry Lob, phone: (555) 987-6543

Exhibit II – Title sponsor package (sample)

  1. Your company’s name and logo will be displayed courtside throughout the championships on two (2) 4′ x 10′ banners and will be visible for any possible TV coverage and award presentation.
  1. Your company will receive eight (8) invitations to the players’ party at the Atlanta Country Club Tennis Center on Saturday, May 10, 7 p.m.
  1. Your company will have eight (8) spots in the pro-am event for executive use or VIP clients.
  1. Your company will receive a full-page ad in the tournament brochure and your company name on the tournament entry applications.
  1. Your company’s name and logo will be carefully designed into the tournament T-shirt design.
  1. Your company will receive exposure through numerous publications:Net News (Atlanta circulation of 90,000), Tennis (national circulation), Tennis Industry/ADDvantagemagazine (national circulation), USPTA division newsletters (representing 17 divisions covering the United States).

Exhibit III – Banner sponsor package (sample)

  1. Your company’s name and logo will be displayed courtside throughout the championships on a 2′ x 8′ or 3′x 6′ banner.
  1. Your company will receive two (2) invitations to the players’ party at the Atlanta Country Club Tennis Center on Saturday, May 10, 7 p.m.
  1. Your company will have one (1) spot in the pro-am event for executive use or VIP clients.
  1. Your company will receive a quarter-page ad in the tournament brochure (camera-ready art should be provided).
  1. Your company’s name and logo will be printed on the very visible USPTA Hard Court Championships T-shirt

Exhibit IV – Prize money distribution (sample)

Event / Finish / Prize Money Won / # Distributed / Total Prize Money
Men’s open singles / Champion
Finalist
Semi-finalist / 1
1
2
Women’s open singles / Champion
Finalist
Semi-finalist / 1
1
2
Men’s open doubles / Champion
Finalist / 2
2
Women’s open doubles / Champion
Finalist / 2
2
Men’s 45 singles / Champion
Finalist
Semi-finalist / 1
1
2
Women’s 45 singles / Champion
Finalist
Semi-finalist / 1
1
2
Men’s 45 doubles / Champion
Finalist / 2
2
Women’s 45 doubles / Champion
Finalist / 2
2
Total

Exhibit V – Revenue and expense sheet (sample)

REVENUES
Booth Reservations
Entry Fees
Food/Beverage Concession
Program Advertisements
Sponsorships / Title
Presenting
Banner
T-shirt sales
Total Revenues
EXPENSES
Advertisement
Awards
Balls / Prince
Banner Expense
Food/Beverage Concession
Players’ Party Cookout
Postage
Printing
Prize Money
Professional Fees
Tournament Favors
Tournament Staff / Operations
Tournament T-shirts
Umpires
Total expenses
PROFIT/LOSS

1