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Event Bidding Process Launches for 2017-19 Seasons

US Quidditch announces the opening of the bid submission process for events in the 2017-18 and 2018-19 seasons.

Interested parties may review USQ’s bid manual, accessible here, for detailed information on deadlines and requirements for hosting one of USQ’s premier events next season: the US Quidditch Cup and/or one of eight Regional Championships.

To initiate the bid process, interested parties should first download and review the bid manual. Potential hosts must submit the intent to bid form and a completed bid package (possibly including the recommended bid snapshot and any supplemental bid package materials) by April 17, 2017. USQ will select finalists from among the bids received and will announce the finalists in May 2017. We will conduct site visits for all the finalist locations. The locations and dates for events for the 2017-18 season will be announced in July 2016. Additional information on bidding is also available here.

Hotels

In the 2017-18 season, USQ will support an in-house lodging management program that will work directly with cities and tourism bureaus for USQ events. USQ is grateful for the work that Traveling Teams has done with the league. USQ’s Location Coordinator Joe Pickett, of OAN Sports Marketing will work closely with the USQ Events Director and Events Manager on the lodging management program. By bringing lodging in-house, USQ will be able to work more effectively on securing the best hotels at the lowest prices that are within the service areas of our partners. The change will also better utilize the cities and tourism bureaus who provide so much support for all our events.

The hotel booking process for teams will remain largely the same. Teams will be required to book hotels through USQ, per the stay and play policy. The main differences will be where the information about hotels is hosted and who teams will be working with. More information about the hotel booking process will be available when USQ announces events in summer 2017.

GETTING YOUR TEAM INVOLVED IN THE BID PROCESS

US Quidditch will accept a bid from any city, college administration, convention and visitor bureau (CVB), or sports commission, or a combined bid. Generally, bids are presented to USQ from these types of organizations. However, teams can also get involved by nominating their city or college administration to bid for a USQ event.

The Bid Process

USQ works with OAN Sports Marketing, which represents USQ at conferences like NASC Sports Event Symposium, S.P.O.R.T.S Conference, TEAMS Conference, and US Sports Congress. There, our representative and location coordinator Joe Pickett has one-on-one appointments with city representatives to pitch our events. After the conferences, interested city representatives decide if they want to formally bid on one of our events. Through Pickett, USQ also has ongoing relationships with additional cities who we may not meet with at these conferences.

In conjunction with Pickett, USQ staff analyzes all initial bids. USQ staff travels to finalist cities/campuses for site visits to pick the winning bid for each event.

Please note that USQ has found that not all interested cities or college administrations will end up placing a bid, even with considerable team interest, and even those that do will not advance to the finalist phase unless their bid meets all of the USQ qualifications outlined in the bid manual and is also superior to the other bids in its region. For teams wanting to get involved in the bidding process, we recommend the following steps.  

STEPS FOR TEAMS NOMINATING YOUR CITY OR COLLEGE

  1. Draft a letter of nomination for the city or college your team is interested in (see template on this page). Email it to USQ Events Director Mary Kimball at events@usquidditch.org.
  2. Schedule a conference call with USQ staff, where we will go over your letter, talk about your ideas, and lay out next steps in the bidding process
  3. Joe Pickett will reach out to the appropriate city, college administration, convention and visitor bureau (CVB), or sports commission, including the letter of nomination from your team as an introduction.
  4. USQ will keep your team in the loop throughout the process.

In the past, USQ has provided guidance to teams that want to directly facilitate bids. Based on feedback from cities and key partners, we ask that teams refrain from reaching out to potential host organizations until USQ has talked to the team and gone over the best ways to proceed. In general, it is most effective for there to be one voice and one process for bidding on events. By centralizing the process, USQ can best take advantage of the resources offered by teams, USQ staff and OAN Sports Marketing.

The information above is also available on the “Getting Your Team Involved in the Event Bid Process page, accessible from the sidebar of the main Event Bidding page.

BID PROCESS TIMELINE

  • December 2016: bidding process begins
  • April 17, 2017: bid package submission deadline
  • May 2017: finalists for each event announced
  • July 2017: locations for 2017-18 events announced

If you have questions about the event bidding process, please contact USQ Events Director Mary Kimball at events@usquidditch.org.

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