Loading...
HomeMy WebLinkAbout25-149.00NCAA&SpokaneRegionalSportsCommissionVenueLeaseAgreementDocusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 z5-149 NCAA CHAMPIONSHIPS VENUE LEASE AGREEMENT This Lease Agreement ("Agreement") is made this 1 lth day of August , 2025, by and between the CITY OF SPOKANE VALLEY, a Washington municipal corporation (hereinafter called "Venue"), THE NATIONAL COLLEGIATE ATHLETIC ASSOCIATION, an unincorporated association, having its principal place of business at 700 West Washington Street, Marion County, Indianapolis, Indiana 46204, (hereinafter called "the NCAA"), and the SPOKANE REGIONAL SPORTS COMMISSION, a Washington non-profit corporation (hereinafter called "Host/LOC" or "Spokane Sports".) Venue, Host/LOC, and NCAA are collectively referred to herein as "the Parties." Venue and Host/LOC have received a copy of the Championships Host Specifications (the "Host Specifications"), which sets forth and describes the basic requirements for the organization of the 2027 NCAA Men's and Women's West Regionals Cross Country Championship (the "Championship"), and Host/LOC participated in, and Host/LOC agree with, the response to the Bid Specifications (the "Bid") submitted by the Host/LOC (i.e. Spokane Sports) as the host bid committee ("Host") or local organizing committee ("LOC"), including all Bid Specifications and Bid Responses related to the competition venue. The Bid Specifications and the Bid Responses (collectively, the "Bid Documents") are incorporated fully into this Agreement, except as specifically modified herein. In the event of any conflict between, or among, this Agreement, the Bid Specifications, or the Bid Responses, the order of precedence shall be as follows: (1) this Agreement, (2) the Bid Responses, and (3) the Bid Specifications. The exclusion or omission of any provision or obligation of the Bid Specifications from this Agreement shall in no event be construed as a waiver or relief from such obligation. Host/LOC acknowledge and agree that by executing this Agreement, they expressly undertake to satisfy their obligations set forth in the Bid Specifications. Venue and Host/LOC shall enter into a separate agreement identifying the terms of this Agreement (which includes the terms contained in the Bid Documents) for which, as between Venue and Host/LOC, each will be responsible. Venue and Host/LOC must provide an executed copy thereof to the NCAA. Premises. Upon the terms, covenants, and conditions contained in this Agreement and the Bid Documents, Venue grants to the NCAA, and the NCAA accepts from Venue, a right for the NCAA to exclusively use and occupy The Course Spokane Valley" and "surrounding area" ("The Course" or the "venue") located in the City of Spokane Valley. Washin tg_on, on November 9-12, 2027, except for such offices, mechanical areas, and other portions of the venue that Venue does not customarily make available for lease, as such portions are set forth and described in the Bid. A description of the "surrounding area" (i.e., parking lots, frontage property and any other adjacent areas that the Venue may provide to the NCAA) included in this lease is attached hereto as Exhibit A. Term and Use of Premises. The term of this Agreement shall be from date of full execution until final performance by the Venue and Host/LOC concluding after the Championship. Reasonable Modifications. Specific dates of the Championship are subject to change. In the event of a date change, Venue and Host/LOC will exercise best efforts to make such adjustments as are necessary or appropriate to give effect to the terms of this Agreement; provided, however, in the event the Venue or Host/LOC cannot make such necessary or appropriate adjustments, the NCAA may terminate this Agreement or, subject to the Parties' prior written agreement, carry out the Championships at the Venue in a different year. In addition, the Venue and Host/LOC understand that the needs of the Championships and changes in technology may require adjustments to this Agreement. The NCAA reserves the right to make Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 modifications to this Agreement that do not have a material effect upon the Venue or Host/LOC by providing written notification to the Venue's and Host/LOC's representative set forth below. For purposes of this section 3, amendments and modifications shall only be considered to have a material adverse effect on the financial obligations of the Venue and Host/LOC if the amendments and modifications collectively exceed five percent (5%) of the total budget identified in the Bid Responses submitted to the NCAA by Host/LOC. Quality Experience. The Venue and Host/LOC shall cooperate with each other and the NCAA in order to create a quality environment in the opinion of the NCAA for the participants, fans and NCAA Corporate Champions and Partners ("CCPs") and to conduct the Championships in a safe and secure manner. 5. Unauthorized Resale Ticket Prohibition. The Venue and Host/LOC shall not permit the unauthorized resale of tickets inside the Venue and on Venue property, except as expressly authorized by the NCAA in writing, and shall provide resources sufficient to deter and enforce against unauthorized conduct. 6. Exclusivity. The NCAA shall have the exclusive right to the entire Venue and surrounding area, including, but not limited to, the meeting rooms, storage spaces, team stores, concourse display/activity areas, private clubs, suites, plazas in the Venue (and security perimeter of at least three hundred feet around Venue and surrounding area) during the Championship. All such space shall be provided at no additional cost to the NCAA. Should there be additional tenants that utilize space inside the Venue (such as NFL tenants), these spaces can remain outside of the operational use of the NCAA. Venue Space Condition. The Course Spokane ValleyT'" shall be provided by the Venue fully cleaned with all venue areas in good working condition, including existing lighting (if and to the extent existing), plumbing and HVAC (where applicable) at no cost to the NCAA. Cleanings of the venue, necessitated by the Championships preparations and operations, shall be at the cost of the Venue. Coordination, scheduling and approval for such cleanings shall be done jointly by the NCAA, the Venue, and the Host/LOC. Intermediate cleanings for the purpose of other approved Venue events shall be at the cost of the Venue and jointly determined by the NCAA and Venue. The NCAA shall leave the venue in materially the same condition as it took occupancy, subject to normal wear and tear following the conclusion of the Championships. The Venue shall furnish the premises in a manner that is set up for the carrying out of the Championships provided, however, the NCAA or its designees shall have the right to provide and install equipment as specified in the Host Specifications. The venue shall not be materially modified in a way that would reduce space available to the public in the aisles, entranceways and hallways without the NCAA's advance written approval. 8. Insurance. From and after the Effective Date, the Host/LOC shall carry and maintain, throughout the Term and at its own expense, the insurance set forth and described in the Host/LOC's Bid Responses and applicable to the Host/LOC. Venue shall also maintain its premises and general liability insurance coverage during the Term of this Agreement with coverage limits that are no less than the limits in place at the time this Agreement is executed. 9. ADA Seating and Accessibility. The NCAA requires the Venue and Host/LOC to be in full 2 Docusign Envelope ID. C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 compliance with all applicable city, state or federal laws and regulations, including those concerning accommodations for persons with disabilities. The Venue and Host/LOC must disclose their history of compliance with ADA regulations and any previous or pending actions or suits and ensure compliance for the Championships. The Venue and Host/LOC shall be responsible for any costs imposed on the NCAA that result from disabled access non-compliance of the Venue in its condition prior to the onset of the Championships. As between the Venue and Host/LOC, the allocation of each individual entity's responsibilities under this section shall be determined by the separate agreement referenced in Section 31 of this Agreement. While The Course has ample area for spectators along the race track, it does not have constructed facilities for spectator seating. As of the date this Agreement was executed by the Parties, the NCAA does not anticipate requiring spectator seating to be provided for spectators at this cross country Event. If the NCAA later requires spectator seating to be provided, then the Host/LOC shall be responsible for providing temporary seating, including seating in accordance with applicable laws concerning accommodation for persons with disabilities. At its own expense, Host/LOC will provide, or cause to be provided, closed captioning of all PA Announcer audio and programming on any in-house ribbon boards or video boards, and otherwise in compliance with applicable law. 10. Products. a. The NCAA and its designated representatives shall have the right, with no obligation to make any payments to the Venue or its concessionaire or any other third parties, to provide complimentary food and beverages of its choice in the team and game officials locker rooms, NCAA/LOC hospitality areas, NCAA committee hospitality areas, CCP hospitality area, media refreshment/buffet area, team benches, courtside media areas, including the official scorer's table and all courtside media rows, NCAA designated suites and/or other working areas. The NCAA may provide cups, coolers, bench towels, ice chests, squeeze bottles, cooler carts and product with commercial marks to all areas under NCAA control, including all courtside areas. b. The NCAA and its designated representatives shall have the right to provide equipment including but not limited to athletic equipment, athletic playing structures, athletic playing surfaces, temporary seating structures, athletic balls/pucks, bench towels, cups, water coolers, carts, chairs, other equipment and/or signage on or adjacent to the court. If furnished by the NCAA, those items shall be provided at the NCAA's expense. The NCAA shall notify the Venue if it intends to provide these materials. 11. Venue Space Assignments. At no expense to the NCAA, (1) the Venue shall provide the space and (2) Spokane Sports will make the space assignments specified in Exhibit A, all subject to the approval of the NCAA, for the Championships. The NCAA acknowledges and accepts the changes in Exhibit A from what was submitted with the Bid Documents (specifically: the number of parking spaces onsite has been reduced to 144 regular parking spaces and 7 ADA parking spaces; see also updated 6K and IOK course maps). If new construction or other work on existing facilities is necessary to accommodate the NCAA space, the Venue and Spokane Sports shall have the option to convert all such space at its expense, in accordance with the instructions of the NCAA. 12. Venue Staffing. The NCAA requires game day staffing levels commensurate with the size, exposure and logistics of the event. As such, the Host/LOC is required to prepare an Operational Plan ("Operational Plan"). This Operational Plan shall include Venue and Host/LOC's portion of Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 the public safety plan, guest services, catering, building services and other competition venue services subject to NCAA review and approval. Except for landscape maintenance, facilities maintenance, garbage removal and general cleanup of the venue during and upon conclusion of the Event, the cost of meeting these staffing standards is the responsibility of the Host/LOC. Venue Labor/NCAA Out -of -Pocket Costs. In cases in which the NCAA shall be required to pay for services or recompense the Venue and/or Host/LOC, the NCAA shall pay for pre -approved, actual out-of-pocket costs for labor (must be 18 years or older), supplies, materials and equipment rented by the Venue and/or Host/LOC during the Championships, with no additional mark-up or administrative fee. 13. Security/Medical/Emergency Preparedness. a. Event Specific Emergency Response Plan: The Host/LOC, in conjunction with applicable federal, state and local officials, shall submit a coordinated plan for the event specific emergency preparedness and response, including all aspects of public safety including but not limited to: traffic control, threat assessment, emergency preparedness, command and control, and communication. The Host/LOC shall be required to integrate the activities of law enforcement, public health, public safety, emergency medical services (EMS), emergency management organizations, and health care organizations. This plan shall be consistent with national standards, industry best practices, takeaways for similar events and observation/evaluation of prior Championships. The Venue shall participate and provide technical assistance to the Host/LOC in developing said event emergency preparedness/response plan. The development and implementation of this plan shall be at no cost to the NCAA. b. Venue Emergency Response Plan: The City will be responsible for developing and submitting an emergency response and preparedness plan to Spokane Sports that applies generally to all events at The Course. Spokane Sports shall incorporate this information into the emergency response and preparedness plan for the Event referenced in Section 14.a. above. 14. Permit/Approval/City Service Priorities. The Venue and Host/LOC shall cooperate with all relevant government agencies to secure necessary permits or approvals on behalf of the NCAA or in collaboration with the NCAA for conduct of Championships in the Venue. The NCAA shall not be responsible for any fees associated with securing permits or approvals. is. Additional Financial Obligations and Reporting. a. Personnel/Services. The Host/LOC shall furnish and pay for all Event personnel and services deemed necessary by the NCAA including, but not limited to ushers, ticket takers, timing personnel, public announcement personnel, exit watch persons, security personnel, a fire marshal, a first -aid room staffed by paramedics or other certified emergency personnel, etc. The Venue shall provide maintenance services, construction and cleanup of the Venue, venue grounds, etc. All personnel shall be under the sole direction and control of either the Venue or Host/LOC and are not to be considered employees or agents of the NCAA. b. No rent due from NCAA. No rental fee shall be due from the NCAA to the Venue. The venue will charge the Host/LOC a rental fee that will be paid by the Host/LOC. 4 Docusign Envelope ID: C5B60350-9BC34D55-8FD3-BD92302A9BB9 C. Audited Box Office and Revenue Statement. The Host/LOC shall provide the NCAA with an audited box office statement detailing the number of tickets sold, and other revenue collected by the Venue during the Championships. The Parties acknowledge and agree that no tickets will be sold for the Championship. 16. Termination by the NCAA After Right to Cure. This Agreement shall terminate in the NCAA's discretion without liability to the NCAA and without prejudice to the right to compensation for loss or damages thereby sustained by the NCAA upon any of the following conditions left uncured after the NCAA provides notice and a thirty (30) day period for compliance to the NCAA's reasonable satisfaction: a. material breach of this Agreement by the Venue or Host/LOC, including but not limited to Venue's or Host/LOC's timely payment of sums owed to the NCAA; b. venue fails to retain its status in the industry as a top -tier facility in terms of competition area and amenities for participants and fans through a deterioration of physical structure (failure to maintain conditions) or senior management in the reasonable opinion of the NCAA; C. material breach by any one of the entities that made representations relied upon by the NCAA in awarding the Championship's host rights; d. passage or adoption of any state or local law/regulation with effect (or anticipated effect) in the location of the Championship that the NCAA determines is reasonably likely to be detrimental to the NCAA, causes (or threatens to cause) damage to the NCAA, or contravenes or conflicts with an NCAA bylaw, policy, guideline, or value. 17. Termination Without Right to Cure. This Agreement shall terminate immediately by either party in the event that the other party is the subject of bankruptcy or insolvency. Additionally, the NCAA may terminate this Agreement if it is unable to conduct the Championships, or otherwise comply with the terms and conditions of this Agreement, because of an Act of God; strike; labor dispute; change in federal, state, or local law; war or acts of war; fire; riot; earthquake; pandemic, epidemic, act of terrorists or other public enemies; or for any similar reason not reasonably within the control of the NCAA (collectively "Force Majeure"), or otherwise due the cancellation or postponement of the Championship. 18. Use of NCAA Name, Logos and Marks. Except as may otherwise be expressly provided herein, both Host/LOC and Venue are prevented from using the NCAA's name, logos and marks, or any other proprietary designations thereof, in any manner and for any purpose, without the prior express approval or direction of the NCAA. 19. Assignment or Transfer. Except for contracts between the Venue and Host/LOC for the Host/LOC to operate the Championship, neither the Venue nor the Host/LOC may assign, transfer or sublet this Agreement, in whole or in part, without the express prior written consent of the NCAA. 20. Removal of Disorderly Persons. The Host/LOC and Venue retain the right, with its officers and agents, including police officers, to eject any disorderly person or persons from the Venue. Venue and Host/LOC agree to indemnify and hold harmless the NCAA, its officers, employees, agents, and contractors from and against any and all claims, demands, causes of action, liabilities, costs and attorneys' fees arising out of actions of either Host/LOC or Venue in ejecting any such persons. 5 Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 The NCAA also may request the removal of a person for failure to comply with NCAA's ticket or credential policies. 21. Indemnity. a. Venue shall indemnify and hold the NCAA and Host/LOC harmless from any and all suits, claims, demands, damages, liabilities, costs, expenses and attorneys' fees arising out of any breach of this Agreement or act or omission of Venue of the rights and obligations granted to it pursuant to this Agreement, provided that, as to the party claiming indemnification, such suits, claims, demands, damages, liabilities, costs, expenses and attorneys' fees are not directly caused by any material breach of this agreement by the party to be indemnified and provided, further, that the party to be indemnified shall notify the Venue of any such claim or litigation to which this indemnity shall apply within thirty (30) calendar days of receiving a written tort claim notice or being served with legal process asserting such a claim. Host/LOC shall indemnify and hold the NCAA and Venue harmless from any and all suits, claims, demands, damages, liabilities, costs, expenses and attorneys' fees arising out of any breach of this Agreement or act or omission of Venue of the rights and obligations granted to it pursuant to this Agreement, provided that, as to the party claiming indemnification, such suits, claims, demands, damages, liabilities, costs, expenses and attorneys' fees are not directly caused by any material breach of this agreement by the party seeking indemnification and provided, further, that the party claiming indemnification shall notify the Host/LOC of any such claim or litigation to which this indemnity shall apply within thirty (30) calendar days of receiving a written tort claim notice or being served with legal process asserting such a claim. C. The NCAA shall indemnify and hold Venue and Host/LOC harmless from any and all third party suits, claims, demands, damages, liabilities, costs, expenses and reasonable attorneys' fees arising out of the exercise by the NCAA of the rights and obligations granted to it pursuant to this Agreement, provided that, as to the party claiming indemnification, such suits, claims, demands, damages, liabilities, costs, expenses and reasonable attorneys' fees are not proximately caused by any breach of this agreement by the party seeking indemnification and provided, further, that the party claiming indemnification shall notify the NCAA of any such claim or litigation to which this indemnity shall apply within thirty (30) calendar days of receiving a written tort claim notice or being served with legal process asserting such a claim. 22. No Partnership. Nothing contained in this Agreement shall be deemed to constitute a partnership or joint venture between the Venue, Host/LOC, and/or the NCAA. 23. No Waiver. No waiver by Venue, Host/LOC, or the NCAA of any default or breach of any covenant, condition, or stipulation herein contained shall be treated as a waiver of any subsequent default or breach of the same or any other covenant, condition, or stipulation hereof. 24. Governing Law. The validity, interpretation and performance of this Agreement shall be controlled and construed under the laws of the State of Washington. Any claim or cause of action filed shall be in a court of competent jurisdiction in Spokane County, Washington. 25. Alteration; Severability. No agent, employee or other representative of any of the Parties is empowered to alter any of the terms hereof, unless done in writing and signed by an authorized officer of the respective parties. In case any one or more of the provisions contained in this 6 Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein. 26. Venue Representations and Warranties. Venue and Host/LOC each represent and warrant that (i) it has the authority and right to enter into this Agreement, and fulfill its obligations hereunder, (ii) it has obtained (or will timely obtain) all necessary approvals, consents, licenses and permissions in connection with the services and Work referenced herein, (iii) the services and work referenced herein do not, and will not, infringe upon any rights of any third party, and (iv) it will comply with all applicable laws, rules and regulations. Additionally, Venue represents and warrants that it has the right to commit The Course Spokane ValleZ' (Venue), and parking lot thereof to the terms and conditions set forth herein, and that said facility, parking lots and surrounding area shall be in a reasonable and safe condition. The NCAA retains the right to inspect the facility and parking lots and to require reasonable changes prior to, and as a condition of, commencement of the Championship, but the NCAA assumes no duty to see that the facility and parking lots are safe. 27. Entire Agreement. This Agreement (together with the Bid Documents incorporated by reference herein) contains the complete agreement of the parties hereto, superseding all oral or written previous and contemporary agreements between the parties and relating to matters herein, and except as otherwise provided herein cannot be modified without written agreement of the parties hereto attached to and made a part of this Agreement. This Agreement is conditioned upon the execution of (1) a related agreement between the Host/LOC and the NCAA for the designated Championship, and (2) the agreement refenced in Section 31 of this Agreement. The Parties agree that nothing in this section shall be interpreted to invalidate any provision of either of these aforementioned agreements. 28. Mediation and Arbitration. The parties agree that any disputes arising hereunder that the parties cannot resolve between themselves shall be addressed in the following manner: a. First, the parties shall engage the services of a mediator through the American Arbitration Association. The parties shall share the cost of the mediation equally. Unless the parties agree otherwise, the mediation shall be in the city where the NCAA national office is located at a time reasonably agreeable to both parties. Both parties may be represented at such mediation by attorneys, and each side shall have present a member of senior management with full authority to bind said party to any resolution that may be mediated. b. Second, in the event mediation fails, any controversy or claim arising out of or relating to this Agreement, or the breach thereof, shall be settled by arbitration in accordance with the Commercial Arbitration Rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof. Unless the parties agree otherwise, the arbitration hearing shall be held in the city where the NCAA national office is located. 29. Copies to Chief Executive Officers. Upon the request of the chief executive officer of any active member institution that is directly affected hereby, the NCAA may provide a copy of this Agreement to such person. 30. Final Execution. This Agreement shall not be binding upon the NCAA unless and until it is duly executed by the President of the NCAA, or his authorized designee. 7 Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 31. Agreement between Venue and Host/LOC. As stated herein, the Venue and Host/LOC shall have entered into a separate agreement that, among other things, shall (a) govern the allocation of revenue in the Venue during the Championships not otherwise retained by the NCAA, and (b) identify the services herein and in the Bid Documents that the Host//LOC will provide and those the Venue will provide for the Championships. 32. Any notice required by this Agreement shall be delivered to the following representatives of the Parties: To the NCAA: Name: Jeff Mlynski Phone: 317- 917-6503 Address: PO Box 6222 Indiananolis. Indiana 46206 Email: jmlynski@ncaa.org To the Venue: Name: Marci Patterson, City Clerk Phone:509-720-5000 Address: 10210 East Sprague Avenue Spokane Valley, WA 99206 Email: mpatterson@spokanevalleywa.gov To the Host/LOC: Name: Ashley Blake, CEO Phone:607-279-9067 Address: 201 W North River Drive, Suite 130 Spokane, WA 99201 Email: ashley@spokanesports.org Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 IN WITNESS WHEREOF, the parties hereto have duly executed this Agreement as of the day and year first above written. VAM1liL 9/2/2025 Date: By: �w»a w ' lteL»an 010lKNCGE��N.. Title: City Manager NATIONAL COLLEGIATE ATHLETIC ASSOCIATION ("NCAA") 8/11 /2025 Date: Title: Managing Director, Championships and Alliances NATIONAL COLLEGIATE ATHLETIC ASSOCIATION ("NCAA") 8/11 /2025 Date: By: j kmb Nms Title: SVP Administration and CFO z Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 EXHIBIT A Enhancements and Exceptions to the Bid Specifications; and if applicable, attachment by Venue of "surrounding area" (i.e., parking lots, frontage property and any other adjacent areas that the Venue may provide to the NCAA) included in this lease. Exceptions to the General Bid Specifications: • Pages 20-21— BROADCAST, MEDIA AND INTERNET o Our venue is a cross country site and not equipped with the television power requirements, lighting requirements due to the outdoor nature, or in house cable or satellite requirements. • Page 23 — IN -VENUE PRODUCTION o In -venue control room equipment or staffing will not be provided. Surrounding Areas: No surrounding areas outside the venue premises are being provided to the NCAA in this lease agreement. Additional parking lot leases and maps may be secured by the Host/LOC and shared with the NCAA as acquired. Additional parking lots will serve as spectator parking lots and/or bus/van parking/staging. Course Maps: 10 Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 6 K COURSE LAYOUT wo •fl �'=; wa�ffv J THE COURSE SPOKANE VALLEY ©a 10 K COURSE LAYOUT -- ------ _i i ' �' .', .. K . ;• .,., to THE COURSE SPOKANE VALLEY - r3r� Docusign Envelope ID: C5B60350-9BC34D55-8FD3-BD92302A9BB9 THE NATIONAL COLLEGIATE ATHLETIC ASSOCIATION DI Men's and Women's Cross Country Regionals Proposed Budget and Financial Report HOST INSTITUTION/AGENCY Gonzaga University FINANCIALLY RESPONSIBLE Spokane Sports Commission CITY Spokane Valley STATE WA ROUND Regionals DATES I I/12/2027- 11/12/2027 SUMMARY 1. Gross Receipts 2. Total Budgeted Disbursements 3. Total Approved Disbursements 4. Net Receipts or (Deficit) 5. Funds already submitted by host 6. Funds collected directly by NCAA 7. Broadcast Stipend 8. Honorarium 9. Balance to forward to NCAA 10. Amount to be sent to host institution 11. Amount absorbed by host institution Submitted by Anna Alsept Position Director of Sports Management Approved by NCAA Phone Email Submitted by Position Reviewed by NCAA Phone Email Approved by NCAA Phone Email Budget $ 15,000.00 Actual $ 0.00 $ 32,540.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 PROPOSED BUDGET Date 02/13/2024 Phone (509) 850-5267 Email anna@spokanesports.org FINANCIAL REPORT Date Email Page 1 of 5 Approval Date Review Date Approval Date Phone Docusign Envelope ID: C5860350-9BC3-4D55-8FD3-BD92302A9BB9 Receipts 1. Ticket sales, including taxes. Please indicate number of sessions and show number of tickets for each day per session in price range. Use separate lines to record number of "all -session" tickets sold in each price range. Quantity Ticket Total Date (Session) Ticket Type Channel Budget Actuals Price Budget Actuals TOTAL PAID ATTENDANCE CALCULATIONS Total Single Session tickets All Session Tickets * Number of Sessions PAID ATTENDANCE CAPACITY INFORMATION Total Capacity Killed Tickets Sub Total Paid Attendance Other (unpaid/held for use) Unsold Tickets Actual Attendance Budget Actuals Other Revenue 1 Other Contributions 15,000.00 0.00 TOTAL Other Revenue 15,000.00 0.00 GROSS RECEIPTS 15,000.00 0.00 Expenditures IMPORTANT: In order to calculate the expenses absorbed by your institution, show the actual expenses when submitting the financial report. Budget Actuals Entertainment 1. Hospitality 500.00 2. In -venue Entertainment 3. Participant Celebrations 4. Participant Gifts 5. Participant Meals and Refreshments 1,000.00 TOTAL Entertainment 1,500.00 0.00 Budget Actuals Equipment 1. AN Rental 2. Athletic Training Room Supplies/Equipment 3. Copiers/Printers 800.00 4. Custodial Services and Supplies 5. Internet/Phone/Communication Services 6. Sound Equipment Rental 500.00 7. Tables/Chairs/Staging Rental 8. Tent/Canopy/Barricade Rental 4,500.00 Page 2 of 5 Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 9. Transportation and Shuttle Services 10. Utility vehicles/Golf carts/Gators 11. Video Equipment 12. Other Bibs/Hip Numbers Facility 1. Decor 2. Facility rental charge 3. Playing Surface Supplies 4. Portable Restrooms 5. Video Streaming/Broadcast Facility Fees 1. Facility Fees Officiating Expenses 1. Officials Fees 2. Officials Lodging 3. Officials Travel 4. Officials Per Diem 5. Other Officiating Expense Personnel 1. Administrative 2. Ambulance/Emergency/Medical Personnel 3. Ball Attendants 4. Commitee/Site Representative lodging 5. Contractor Services 6. Custodians -Facility 7. Grounds Crew 8. Maintenance -Facility Labor 9. Official Scorer 10. PA Announcer 11. Police and Security 12. Statisticians 13. Ticketing Personnel 14. Timer 15. Ushers Budget Actuals 3,000.00 500.00 0.00 TOTAL Equipment 9,300.00 0.00 Budget Actuals 800.00 5,000.00 1,000.00 4,500.00 TOTAL Facility 11,300.00 0.00 Budget Actuals TOTAL Facility Fees 0.00 0.00 Budget Actuals 500.00 0.00 TOTAL Officiating Expenses 500.00 0.00 Budget Actuals 1,500.00 500.00 110.00 1,500.00 4,830.00 Page 3 of 5 Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 Budget Actuals 16. Video/Scoreboard/AV Operators 17. Sport Specific officials or personnel 18. Other Lodging - Announcers 750.00 0.00 TOTAL Personnel 9,19o.00 0.00 Budget Actuals Promotion Expenses 1. Advertising/Marketing 250.00 2. Postage 3. Printing/Signage 500.00 TOTAL Promotion Expenses 750.00 0.00 Budget Actuals State and City Taxes 1. State and City Taxes TOTAL State and City Taxes 0.00 0.00 Budget Actuals Ticket Expense 1. Commissions 2. Credit Card Fees 3. Ticket Vendor Fee TOTAL Ticket Expense 0.00 0.00 TOTAL BUDGETED DISBURSEMENTS 32,540.00 0.00 Page 4 of 5 Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 Summary Calculation Supplement 1. Gross receipts 2. Actual disbursements 3. Approved BUDGETED disbursements 4. Disbursements absorbed by sponsors $ 0.00 5. Total Approved disbursements 6. NET RECEIPTS or DEFICIT 7. Funds already submitted by host 8. Funds collected directly by NCAA 9. Broadcast Stipend 10. Honorarium (Highest amount from a or b) a. Minimum -- Enter the appropriate amount depending on length of competition and type of championship TEAM INDIVIDUAL -TEAM Preliminary Final Preliminary Final 1 day 575 1150 700 1725 2 day 750 1450 870 2000 3 day 920 1725 1150 2300 b. 15 percent of net receipts (10 percent if event held in off -campus facility). c. Institution/host agencies that fail to meet the 60-day reporting period may be assessed the following penalties Days past due Percentage reduction of honorarium 60-90 days 25% reduction 91-120 days 50% reduction 121 days and over 100% reduction Net Honorarium: 11. Amount to be sent to host institution/conference Page 5 of 5 $ 0.00 $ 0.00 $ 32,540.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 e... NCAA Championships Bid Portal Are grants or other funding available for this event? Possibly If yes, please specify the source: State: Fj Estimated amount of grant. : $30,000 - State of Washington Tourism Grant for Sports Incentivization - This grant is intended to help nonprofit entities incentivize NEW sports tournaments/competitions & will bring overnight visitors to a destination to spur economic activity. Successful applicants will be able to reserve dollars from a pool to help pay down room nights or provid amenities pending a successful bid. Application opens February 15, 2024. County: r Estimated amount of grant:: Other: R Estimated amount of grant:: $15,000 - Spokane Sports Grant - as reflected in the budget in revenue as 'Contributions' Are there stipulations on how the money must be spent? If yes, please explain.: Please detail the application process (who submits, timing, requirements, etc.).: Please detail the post -event requirements. (Who submits after action report? Requirements: Hotel pickup? Number of athletes? Attendance? Viewership? etc.): If applicable, please upload any supporting documentation: Submitted at: 2024-02-06 22:22:46 -0500 Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 Note: This document is to be completed when a local organizing committee is formed AND/OR when using a venue that is owned or mariaged by an entity other than a member institution or conference. The document should be executed by the venue manager/owner. HOST SPECIFICATIONS AGREEMENT If selected to serve as host for the specified competition, we agree to comply with all requirements in the submitted "Bid Specifications," and to conduct and administer the championship in accordance with the policies of the Association and the respective championship. SIGNED: (Printed) Name: Title: Ashley Blake Chief Executive Officer, Spokane Sports Venue: Flora Park Cross Country Complex Date: 2/4/2024 Phone Number: (607) 279-9067 Email: ashley@spokanesports.org Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 el NCAA Championships Bid Portal General Bid Specifications: Please refer to the following General Bid Specifications ® when answering the questions below. CHAMPIONSHIPS HOSTS PERSONNEL: Do you agree?: Yes Describe exception: PRACTICE, COMPETITION AND ANCILLARY EVENT Yes VENUE(S): Do you agree?: Describe exception: COMMERCIAL IDENTIFICATION, SIGNAGE AND OFFICIAL Yes MARKS: Do you agree?: Describe exception: BROADCASTING, MEDIA AND INTERNET: Do you agree?: No, with exception Nothing beyond what is noted in sport specfc specs. Describe exception: Spokane Sports agrees to the broadcasting, media and internet needs listed in the sport specific bid specifications for the West Regional Championships. Spokane Sports requests that if additional needs are required, they are specifically outlined for the West Regional Championships at the time of contract, if applicable. IN -VENUE PRODUCTION: Do you agree?: No, with exception Describe Exception: okay.—mN�. rWes .d -di, wn­etnmmg—.,pa,yv� es. Spokane Sports agrees to the production elements needed in the sport specific bid specifications for the West Regional Championships. Spok ne Sports requests that Cont Room Requirements are specifically outlined for the West Regional Championships at the time of contract, if applicable. Spokane Sports agrees to bring in display boards fo the purpose of displaying meet results and NCAA Messaging at the finish line. FOOD AND BEVERAGE CONCESSIONS: Do you agree?: Yes Describe exception: MERCHANDISE CONCESSIONS: Do you agree?: Yes Describe exception: SOUVENIR GAME PROGRAMS: Do you agree?: Yes Describe exception: NCAA CORPORATE CHAMPION AND CORPORATE Yes PARTNER PROGRAM: Do you agree?: Describe exception: LOCAL CONTRIBUTOR PROGRAM: Do you agree?: Yes Describe exception: FAN FESTIVAL AND ANCILLARY EVENTS: Do you agree?: Yes Describe exception: GOVERNMENT GUARANTEES: Do you agree?: Yes Describe exception: LODGING SPECIFICATIONS: Do you agree?: Yes Describe exception: TICKET POLICIES/OPERATIONS: Do you agree?: Yes Describe exception: MARKETING PLAN/BUDGET: Do you agree?: Yes Describe exception: FINANCIAL INFORMATION: Do you agree?: Yes Describe exception: COMMUNITY ENGAGEMENT/LEGACY PROGRAMS: Do Yes you agree?: Describe exception: AGREEMENT TO TERMS AND CONDITIONS: Do you Yes agree?: Describe exception: Sport Specific Bid Specifications: Please refer to the following Division 1 Men's and Women's Cross Country Regional bid specifications ® when answering the questions below. SECTION III: GENERAL FACILITY REQUIREMENTS: Do Yes you agree?: Describe exception: SECTION V: LODGING: Do you agree?: Yes Describe exception: Proposed Hotels: Proposed Hotels: Please note that all pricing is inclusive of 10 % commission back to the NCAA. Oxford Suites Spokane Valley $115 0.6 miles from venue Hampton Inn Spokane valley $119 0.9 miles from venue Best Western Plus City Center $135 11 miles from venue Spokane Courtyard by Marriott 2026 - $169 2027 - $179 11 miles from venue DoubleTree by Hilton Spokane City Center 2026 - $169 2027 - $174 12 miles from venue Hotel Indigo $114 12 miles from venue Ruby River Hotel NCAA per diem ra at the time of service 12 miles from venue Quality Inn Oakwood $150 14 miles from venue Hampton Inn by Hilton Spokane Airport $154 15 miles from venue Sleep Inn Mainstay Suites $149 16 miles from venue SECTION VI: NCAA/HOST RESPONSIBILITY: Do you Yes agree?: Describe exception: Docusign Envelope ID: C5B60350-9BC3-4D55-8FD3-BD92302A9BB9 SECTION VIII: MARKETING: Do you agree?: Yes Describe exception: SECTION XI: VOLUNTEER NEEDS: Do you agree?: Yes Describe exception: Please upload your letters of support, if applicable Letter of Support - Spokane Sports Commission.odf Uploaded on 2024-02-06 00:26:03 -0500 Spokane Valley - Letter of Support - NCAA XC.Ddf Uploaded on 2024-02-06 00:26:03 -0500 Letter of Support - Gonzaaa Universitv.pdf Uploaded on 2024-02-06 00:26:03 -0500 Please upload your Host Venue LOC Agreement g if applicable. Host/Venue/LOC Agreement: Proposed Partnership Agreement - GU x Spokane Sports - NCAA DI XC.Ddf Uploaded on 2024-02-06 00:26:04 -0500 Please upload your Venue Document ®, if applicable. Venue Document: Host Soecifications Agreement - Flora Park Cross Country Comolex.odf Uploaded on 2024-02-07 12:33:47 -0500 Please upload your facility diagram FLORA PARK COURSE MAPS .Ddf Uploaded on 2024-02-06 00:38.35 -0500 Please upload any photos: Please upload any other desired information NCAA DI West Regional XC Championships - Gonzaaa University x Spokane Soorts.Ddf Uploaded on 2024-02-0721:39.,52.0500 Submitted at: 2024-02-07 21:40:05 -0500