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BID MANUAL For the Years 2014 ‐ 2016

U.S. Open Taekwondo Championships

A property of USA Taekwondo

Copyright © USA Taekwondo

2014‐2016 U.S. Open Taekwondo Championships Bid Manual

www.usa‐taekwondo.us

ACKNOWLEDGMENT AND COMMENTARY

This revised Bid Manual and Bid Application is based on earlier versions that have been developed. This

revision was initiated primarily for updating purposes. It is relevant to the bidding process for 2014

through 2016. It also addresses the current and projected needs of USA Taekwondo and the conduct of

the U.S. Open Taekwondo Championships.

REPRESENTING USA TAEKWONDO

Travis Oosthoek

Director of Events

USA Taekwondo

By design, this Bid Manual and Bid Application may require annual review and update to remain current.

Comments, suggestions and recommendations are welcome and should be directed to the USA

Taekwondo Events Department in Colorado Springs, CO.



INTRODUCTION

Bid Manual

This manual will familiarize the potential bidder with:

The USA Taekwondo (USAT)

The requirements to host the U.S. Open Taekwondo Championship event

The process for filing a Bid Application. Once a host/city has been awarded the event, this manual can be converted into a basic planning and operating manual. It can also be a valuable tool for the host in their planning efforts and subsequent program operation. It should be noted that while the term “city” is a frequent referral, the potential host is not limited to city government or organizations.

The Bid Application

The application is in a questionnaire format and responds to the requests and requirements outlined in

the Bid Manual. In addition to submittal of the bid application, prospective hosts are being asked to

attach other materials and information. These are important supplements to the total fact finding

process USA TAEKWONDO needs in order to make their best‐informed decision.

The United States Olympic Committee (USOC) recognizes USA TAEKWONDO (USAT) as the National

Governing Body (NGB) for the sport of Taekwondo in the United States. A primary function of the NGB

is to conduct national events in its sport. One of these events for USA TAEKWONDO is the U.S. Open

Taekwondo Championships.

U.S. OPEN TAEKWONDO CHAMPIONSHIPS EVENT

USA TAEKWONDO INC. (USAT) conducts the U.S. Open Taekwondo Championships annually. This is one

of the premier (currently holds a G2 rating from the World Taekwondo Federation) and oldest Open

Taekwondo Championships in the world. The 2013 U.S. Open Taekwondo Championships will be the

22nd year this event has been held.

The competition is OPEN to any certified Black Belt in the world! Competitors do not have to qualify at a

National Qualifier or National Team Trial in order to participate in the event. Competition categories

include Poomse (Forms Competition) and Kyorugi (Sparring Competition). Further, each competition is

divided into Weight Categories. The U.S. Open Taekwondo Championships are very unique in that you

may see competitors ranging from age 10 to age 70. Many Olympians, World Champions as well as

national champions from all over the world will compete at this event.

In 2012, over 1700 Taekwondo athletes and 500 coaches participated in the four day event with over

5000 spectators in attendance. The event usually takes place in the month of February over President’s

Day weekend. The event is four or five days of competition and two additional days for move in and

event check‐in/weigh‐in. Competitors may compete on multiple days of competition.



This event normally leaves an economic impact upwards of $5 million to the immediate community in

terms of hotels, restaurants, tourist attractions, transportation (car rentals, buses, taxicabs) and gift

purchases. The average family will spend a minimum of 3 nights in the host city.

A principal goal of the site selection process is to attract the International competitors and team, while

also showcasing the sport of Taekwondo in different regions of the country. Other by‐products are an

increased awareness and better appreciation of Taekwondo in the local community.

Previous hosts for our events are listed below.

Year Host City

2016 Open

2015 Open

2014 Open

2013 Las Vegas, NV

2012 Las Vegas, NV

2011 Austin, TX

2010 Las Vegas, NV

2009 Las Vegas, NV

2008 New Orleans, LA

USA TAEKWONDO ‐ Mission Statement

The mission of USA TAEKWONDO is to enable United States athletes to achieve sustained competitive

excellence and promote and grow the sport of Taekwondo.

USA TAEKWONDO

USA Taekwondo (USAT) is the National Governing Body (NGB) for the sports of Taekwondo in the United

States of America as recognized by the United States Olympic Committee (USOC). USAT provides

developmental opportunities for Taekwondo athletes throughout the U.S. to cultivate their knowledge

of the sport while striving for world‐class status.

Taekwondo is a defensive, martial art that combines philosophy, mental discipline, physical exercise,

and physical ability. It promotes a wide range of principles including the following:

Good physical condition

Self‐Defense or the ability to defend oneself

Self‐Confidence

Respect

Good health regardless of gender, physique, or age



The origins of Taekwondo, which go back two thousand years, lie in Korea. During its history, this sport

has been known by various names, like Taekyon or Subak. Its official name nowadays, Taekwondo, was

announced in 1955; a year later, the first championships were held. The Korean Taekwondo Federation

was founded in 1965, and the World Taekwondo Federation was founded in 1973. During the same year

the first World Championship took place.

1980 was an important year for the sport, since the International Olympic Committee (IOC)

acknowledged Taekwondo as an Olympic sport. It was included as a display event in two successive

Olympic Games: in Seoul (1988) and Barcelona (1992). Taekwondo was included on the Olympic Games

competition schedule for the first time at the Sydney Games in 2000.

In preparing for the next quadrennium (2013‐2016), USAT looks to expand current programs and to

create additional developmental avenues for athletes wanting to represent the U.S. at the international

level. Some of the programs USAT looks to provide are developmental opportunities at the grassroots

level including high performance clinics for athletes ages 6‐17. It is the USAT's goal to identify world

class athletes and provide them with the best training, international competitions, educational

opportunities, and a continuous pipeline to the Olympic Games.



CHAPTER 1: HOST OBLIGATIONS

U.S. OPEN TAEKWONDO CHAMPIONSHIPS

EVENT DATES

Year Preferred Dates

MOVE‐IN COMPETITION MOVE‐OUT

2016 February 9‐10 February 11‐14 February 15



**Please note that these dates are semi‐flexible, but the majority of the event must take place on or around the President’s holiday and

preferably over a weekend.

The U.S. Open Taekwondo Championship event is a major program of USA Taekwondo and currently

involves more than 1800 participants and 60+ international teams. While USA Taekwondo will be

responsible for the actual conduct of the event, the Host City is expected to provide the basic ancillary

components associated with managing and organizing these championships.

It is important that bidding groups are fully aware of these expectations when they consider hosting this

event. These expectations will be primary issues in the final negotiations, as well as integral

components of the operating agreements.



Upon submittal of the bid, USA Taekwondo will assume that the bidder has read and fully understands

these expectations and is prepared to assume the responsibilities outlined in this document and the

complete Bid Manual.

HOST OBLIGATIONS

USAT STAFF SITE VISIT

2 economy class round trip domestic airfares for USAT event staff

1 mid‐size automobile for use of USAT event staff

2 single rooms for USAT event staff

Complimentary housing for a maximum of 2 additional staff planning visits for a maximum of two days and three nights per visit.

EVENT COMPETITION VENUE

HOST will secure at NO COST or a substantially reduced cost to USAT open convention center space of 100,000 – 150,000 square feet for approximately 12 to 15‐33’x33’ competition rings and a minimum of 10’ walkway in between each competition ring. Also, a minimum height from the floor to the lowest impairment or overhanging obstruction shall be no less than 20 feet. Column‐free space is preferred but columns spaced at 90‐foot minimum intervals are acceptable.

o Set‐up consists of 2 days prior to the first Competition day and tear down can be completed one day following competition. Four‐five competition days are needed to conduct the event.

o Loading dock to receive two (2) 53’ equipment trailers up to two days prior to the first set‐up day, load/unload, and store for the duration of the event.

o Two (2) motorized forklifts, one (1) scissor lift, one (1) electric powered pallet jack, two (2) manual pallet jacks, as well as the authorization for our certified staff to operate this equipment.

o A CAD floor plan based on the requirements in this document.

** An arena with fixed seating and a minimum of 30,000 square feet of contiguous floor space to fit approximately 12 to 15‐33’x33’ competition rings and a minimum of 10’ walkway in between each competition ring can be substituted for convention space.

HOST will secure minimum 2000 bleacher seats for use of the Championship event (including labor costs associated with installing and dismantling the bleacher seats).

USA Taekwondo (USAT) competition area responsibilities: o Competition rings/mats including shipping. o Scoring monitors/displays o Ringside banner system consisting of USAT Sponsors, and potential local sponsors o Other necessary equipment for conducting the competition



HOST In‐Venue Support Facilities Requirements – All of the following functional areas must have air conditioning, electrical and adequate lighting as well as:

o Secured storage areas for equipment, awards, VIK, sponsor merchandise, licensees, comptroller, and miscellaneous equipment.

o Tournament Desk (Reference Appendix I)‐ a two‐tiered, elevated skirted platform (Approximately 56’ x 24”) located central to the competition area with the following:

Twenty (20) ‐6’ x 3’ x 30” Skirted Tables Ten (10) Chairs Four (4) Electrical Outlets Internet Access Public Address System capable of broadcasting throughout the entire venue. CD player/mixer to play music and National Anthem each morning.

o Sports Medicine Center‐ Centrally located in close proximity to the Tournament Desk. Eight (8)‐ 8’ x 3’ x 30” tables Four (4) Massage Tables Five (5) Comfortable Chairs for Medical Staff Two (2) ‐50 gallon trash receptacles on casters for ice One Hundred Fifty (150) towels/ day 1000 lbs. of ice at approximately 250 lbs. per day delivered on a daily basis. Smaller Ice Cooler One (1) Electrical outlet

o Check‐in & Weigh‐in Area Eight (8) Registration Kiosks Eight (8)‐ 8’ x 3’ x 30” skirted tables Twenty (20) Chairs One (1) Small Copy Machine Two (2) Bulletin Boards Six‐Eight (6‐8) Electrical outlets One‐Three (1‐3) Internet Connection

o Exposition/ Sales Area‐ USAT merchandise sales and event souvenirs are the exclusive rights of USAT. USAT will not agree to pay a commission to a concessionaire or to venue management for an exclusive right to this sales area. In addition, USAT reserves the right to permit national sponsors the opportunity to utilize the exhibition space and sales area to promote their products(s). Additional requirements are as follows:

One (1)‐ 30’ x 100’ Souvenir area Twenty (20)‐ 10’ x 10’ Exhibit booths Fifty (50)‐8’ x 3’ x 30” Skirted tables Internet Access

HOST Auxiliary Venue Services o Parking

Complimentary parking for all USAT staff vehicles Reduced rate parking with in and out privileges for all event participants.



EVENT HOUSING

Hotel Blocks‐ in proximity to the competition venue to accommodate over 4,000 room nights using as many hotels as possible with a wide range of costs and amenities.

Hotels must include a $15 rebate per room night that will be paid directly to USA Taekwondo.

HEADQUARTERS HOTELS‐ 1 Four or Five‐star headquarters hotels to house event staff and referees/scorekeepers.

o Event Staff Headquarters hotel must provide the following amenities and complimentary rooms with free local phone and internet access from two nights prior to the beginning of competition until one night post competition. 1‐ Complimentary Presidential Suite with concierge privileges 4‐ Complimentary one‐bedroom Business Suites (Double/ Queen) 20 Complimentary Double/ Queen rooms VIP block (details listed in Hotel Form) gets 70% of the attendee rate,

commissionable at 10% (no rebate) 10 Parking Passes per day for USAT Event Staff Design, production, and placement of an Event Welcome Banner in a

prominent location (preferably behind the registration counters without date specification for future use) during the contracted hotel dates.

Complimentary rooms are guaranteed at 80% consumption of Double/Double rooms block or can be adjusted based on room block consumption.

If city cannot provide the number of rooms described above in walking distance rooms, then free transportation will be provided to and from venue at non‐walking distance hotel locations.

HUMAN RESOURCES & EVENT STAFFING

HOST Pre‐ and Post Event Support Staff Requirements o Event Coordinator o Venue Coordinator o Volunteer Coordinator/ Supervisors o Coordinator, Sponsors/Contracts

HOST During Event Support Staff Requirements o Security, police and door guards, merchandise sellers, ushers, and other auxiliary staff

required by the venue. o Airport Ambassadors and/or Greeters for Airport and Registration arrivals o Registration Volunteers

Assembly and distribution of participant goodie bags packets (Bags, maps, city brochures, coupons) for approximately 2500 people

o Awards Volunteers

USAT Staff Requirements



o Officials (85‐100) o Tournament Committee/Event Specialists

Committee Chair and Staff (16‐20)

CHAPTER 2: SITE SELECTION DATES

Site Selection for Years 2014 through 2016

Bids are currently being accepted for this event through the year 2016. Specific dates required are:

Year Preferred Dates

MOVE‐IN COMPETITION MOVE‐OUT




**Please note that these dates are semi‐flexible, but the majority of the event must take place on or around the President’s holiday and

preferably over a weekend.

Bid solicitations will be accepted immediately for all three years. It is the desire of USA Taekwondo to

decide on each bid consistent with the schedule below. Bid deadlines may be extended if not enough

bids are submitted by these target dates.

YEAR NOTICE OF BID PROPOSAL FINAL DECISION DATE

2016 Letter of intent submitted in spring of 2014 December 2014

2015 Letter of intent submitted in spring of 2013 December 2013

2014 Letter of intent submitted in winter of 2012 February 2013

Site Evaluation Visit

Serious bidders will be expected to host and provide all expenses for up to two persons from USA

Taekwondo to make a site evaluation visit. USA Taekwondo will use the visit to inspect all of the

facilities in an effort to determine the adequacy of a city to serve as the potential host. This visit will

follow receipt of the Bid Application, and will occur prior to final site selection.



Potential Variables

The Letter of Intent serves notice to USA Taekwondo that a bid is to be submitted within 60 days (if the

bid does not accompany the letter). Decision dates are subject to change. The Host and USA

Taekwondo must be flexible and adapt to new circumstances should they arise.

Site selection for years beyond on 2016: Bids for years beyond 2016 will be processed after January 2014.

Questions may be directed to the USA Taekwondo Director of Events at (719)866‐4289.

CHAPTER 3: HOW THE HOST CITY BENEFITS

In partnership, you and USA Taekwondo can further the sport of taekwondo both nationally and

internationally, showcase your city worldwide through various media, and expose the treasures of your

city to a new population of visitors and their families.

Visitors 6,500 persons from across the nation and several foreign countries will attend the U.S. Open Taekwondo

Championships.

Participants are ages 10 to more than 70 years of age. These people participate, officiate and serve in

leadership capacities. They require housing, food and enjoy the local nightlife, shops and the opportunity to

visit local points of interest.

We anticipate approximately 60+ international teams and 1,200+ domestic participants to register for one or

more divisions that will be conducted over the five‐day competition period.

Economic Impact We anticipate that over a 5‐day period, more than 4,000 room nights will be utilized at local hotels.

In recent host cities, local Convention and Visitors Bureaus have reported more than $5,000,000 in economic

impact.

U.S. Open ATTENDANCE FIGURES

YEAR PARTICIPANTS SPECTATORS LOCATION # OF

COUNTRIES

2008 896 2000+ New Orleans, LA 43

2009 1931 5000+ Las Vegas, NV 64

2010 1580 3000+ Las Vegas, NV 63

2011 1366 3000+ Austin, TX 65



2012 1785 5000+ Las Vegas, NV 66

Recognition and Visibility Host Recognition: Hosting the U.S. Open Taekwondo Championships can lead to hosting other amateur and

professional sporting events, as well as interest by USA Taekwondo in returning to your city for National Team

competitions, other taekwondo events and meetings.

Visitor Visibility: Your city will get exposure to 5,000 and more persons from across the United States and

international participants, who will return home to share their experiences with friends and relatives.

Publicity and Public Relations

Media Exposure

Your city will gain recognition and publicity through media exposure in these venues:

USA Taekwondo’s quarterly publication.

USA Taekwondo’s monthly e‐mail newsletter.

Pre‐Event Manual and Event Programs.

USA Taekwondo website.

USA Taekwondo social media outlets (Facebook & Twitter)

Media publicity through event announcements and reporting of event results in hometown newspapers.

Several national Meeting and Convention publications, website listings for National Governing Bodies and

other sport organizations.

Sponsor publicity.

Hosting the U.S. Open Taekwondo Championships provides your city with an opportunity to work and

share experiences with sport leaders from around the world.

CHAPTER 4: VENUE REQUIREMENTS

The cornerstone of a bid for the U.S. Open Taekwondo Championship event is the playing site, or venue.

It is preferable for all rings to be in the same venue under one roof. The venue may have separate areas

within the building as long as all other criteria are met.

Bidders are requested to submit a detailed floor plan of all proposed venues, and/or all areas of the venue

proposed for use. The floor plan must include all relevant building and interior space dimensions and other

information as specified in the Bid Application. Even though a city may have hosted a U.S. Open Taekwondo

Championship event in a prior year, this submittal is required.



The Bid Application and all attachments, upon receipt, become the property of USA Taekwondo, unless

the bidder specifically requests a return of any portion of the submittal.

Venue

The venue must have open and unobstructed floor space of at least 100,000 square feet available,

preferably as much as 120,000 square feet. This area should be able to accommodate a minimum of 12

taekwondo competition rings with space for portable bleacher seating and a tournament desk.

Competition Arrangement

An Arena style venue shall have an open and unobstructed floor space of at least 30,000 square feet for

12‐15‐33’x33’ WTF regulation rings with a 10’ safety walkway in between each mat. A convention style

venue shall have an open and unobstructed floor space of at 100,000 square feet for 12‐15‐33’x33’ WTF

regulation rings with a 10’ safety walkway in between each mat. The ideal competition area will be an

arena type stadium where the spectators do not have access to the competition floor. In addition, there

should be seating for a minimum of 10 people around each mat. Please see the attached diagram. If

bleacher seating is used for spectators, this seating must be a minimum of 15’ feet from the mat area.

In addition, the competition area must be enclosed by crowd control barricades while taking into

account the traffic flow patterns and spectator viewing without congestion for the participants. For this

reason, the bid organization should provide a CAD drawing to USA TAEKWONDO upon submitting the

bid.

Competition Surface

USAT will supply all competition area rings. USAT staff will design the competition layout for the facility.

In order to assist with the layout design, venue management must provide an AutoCAD floor plan of the

competition area(s) at the time of the bid. Installation, tear down and repackaging of the portable rings

will be under the direction of USAT personnel. USAT Tournament Committee and the LOC will provide

the work force.

Available Site Hours

The competition site must be available for set‐up no later than the Tuesday prior to the first day of

competition at no later than 7:00 AM local time. Set‐up time, including constructing competition rings,

holding area, and erecting event signage, is approximately two working days from Tuesday morning

through Wednesday evening.

1. For each competition day, USA Taekwondo requests access to the venue at 7:00am each

morning for a maximum of 20 staff with competition beginning at 9:00am. The doors will open

for ticketed participants at one hour prior to the start of competition. The venue must be

available through 12:00am or until the close of competition. Thirty minutes following the last

competition match, USA Taekwondo would like all competition doors closed and all persons to

vacate the facility.



Storage Facilities and Equipment

These are the requirements for storage facilities:

The host must provide suitable time to unload a minimum of two (2) semi‐trailers used to transport

portable rings prior to the event. Additionally, the host must permit the USAT’s equipment semi‐

trailer (53’) to arrive in the Host City up to one week prior to setup. The equipment trailer will be

moved to the site of the venue and must remain at the loading dock until it is reloaded.

The USAT Tournament Committees will need one (1) secured storage area at least 30’ x 30’ in size

for small equipment and supplies. This area must be located convenient to, and on the same level

as, the playing area. USAT staff must possess the key and be given liberal access to this area during

the event.

Of particular importance for the support of this service is the right of USAT to either use two (2) fork

lifts or a high lift owned by the convention center, or to rent this equipment for use at the

convention center. Members of the USAT Tournament Committee are certified and experienced in

the use of this machinery and will need to use them extensively during tear down and setup.

Approval for USAT staff to operate this equipment will be solicited.

The USAT Merchandise Agent will need one (1) secured storage area, each approximately 60’ x 90’

in size for storing exposition/sales merchandise. This area must be located convenient to, and on the

same level as, the exposition area. USAT staff must have the key and be given liberal access to these

areas.

Venue Support Requirements

Tournament Desk

The "Tournament Desk" is an elevated platform for use by the USAT personnel/tournament committee.

It must be located central to the competition area in the primary venue. See Appendix for dimensions

and layout. Requirements for the Tournament Desk include:

Twenty (20) Skirted tables (6’ x 3’ x 30”) and fifteen (15) chairs

Electrical power outlets (4) for computers, printers, copy machine, and network hubs.

Internet access (2).

A public address system capable of broadcasting throughout the entire venue, a CD player to play the National

Anthem each morning.

Sports Medicine Center

A centrally located area in close proximity to the Tournament Desk shall be designated as the Sports

Medicine Center, which will serve competitors and spectators during all hours of competition. If the

venue has space, a tent on the actual venue floor is preferred for medical access. Ice can be stored in a

freezer on the loading dock to provide the daily needs of athletes.



At least two (2) massage tables.

Four (4) 8’ x 3’ x 30” tables.

Five (5) comfortable chairs for working staff and two (2) 50‐gallon trash receptacles on casters for

ice.

A minimum of 100 towels/ day.

One (1) small ice freezer.

One (1) Electrical outlet to supply electricity to the small ice freezer.

Concession Stands

USA Taekwondo requests that its needs be considered when planning the operating and location of

concession stands. The concession stands should offer healthy options such as sandwiches, fruit, salads,

sports drinks, water, and soft drinks. Sale of alcoholic beverages is prohibited at all USA Taekwondo

events. Hours of concession should be established during competition days from 8:00am until the close

of competition.

USAT requests the privilege of bringing outside food items into the venue for the purpose of feeding volunteers,

referees and event staff. Many of these persons work extended shifts and do not have the opportunity to visit

the concession stands or outside restaurants and must “eat on the run.” It has been customary over the years

to include food preparation when feasible.

Exposition/Sales Area

All USA Taekwondo merchandise sales and event souvenirs (including the program sales and

tournament t‐shirt) are the exclusive rights of USA Taekwondo. USA Taekwondo merchandise booth will

be under the direction of the USA Taekwondo personnel, exclusive sponsor or through a third party

contracted with the USA Taekwondo. USA Taekwondo will not agree to the paying of a commission to a

concessionaire or to venue management for exclusive right to this sales area. Phone lines and electrical

outlets will be needed for credit card machines at several vendor booths. Each vendor will be

responsible for ordering and providing payment for the additional tables and electrical needs outside of

their agreement with USA Taekwondo.

USA Taekwondo will need the ability to stage a minimum of ten (10)‐10’ x 10’ and one 1‐20’ x 20’ exhibit

booths to be located in a high traffic area located near the ticketed participant entrance.

Referee Lounge

This area will be used as a meeting space for the officials throughout the event and should be located in

close proximity to the competition area. This area should be able to accommodate 70 persons in

theatre style seating and have two (2) 8’ tables for registration. In addition, this room should have

coffee, soft drinks, water, and light food items provided throughout the competition days. Additional

accommodations including couches, sofas, and comfortable chairs are welcomed and would be much

appreciated by the officials’ staff. This room can also be used to accommodate meals for the referees

and staff during the competition.



Staff Workroom/ Lounge

This area will be used by the USA TAEKWONDO staff as a central tournament location for meetings,

interviews, and as a temporary storage. This room should be secure and have access to electrical

outlets, a high speed internet line, and trash receptacles. In addition, any additional concessions

including snacks, drinks, couches, chairs, restrooms, tables, and chairs will be appreciated in order to

provide a good working environment during the competition.

Volunteer Room

This area should be near the volunteer/ staff entrance and will be used as the primary check‐in point for

all volunteers. In addition, this area should have comfortable seating for approximately 50 and tables as

this will be used for a break room and potential meals for the volunteers.

Meeting Rooms

USAT requires a minimum of two (2) meeting rooms’ set‐up in theatre style to accommodate 200

persons (Informational Meeting) and 100 persons (Referees Meeting). Each room requires one (1) 6’ x

3’ x 30” skirted head table, three chairs (3), a public address system, and a podium.

Security

USAT requests a minimum of one (1) full‐time roaming security guard as part of the rental agreement

during the time the exhibitors are in the venue. USAT requests an estimate of the costs associated with

providing this security to be attached to the bid. Because of the nature of the event, the athletes will be

allowed to bring medium to large sized bags into the venue.

Registration (Check‐In)

Starting on the night before the first day of competition, USAT will operate a registration area in a

strategic section of the venue.

The registration will consist of all participants picking up their credentials and participant goodie bags.

In order to reduce confusion amongst those coming to the venue for registration versus ticketed

spectators, USA TAEKWONDO requires the registration area be sectioned off or separate from the

competition venue entrance. The registration area space should be large enough to hold a minimum of

eight (8) registration units and registration lines of up to 50 persons. Past rooms have been 8,000 square

feet to 10,000 square feet. In addition, USA TAEKWONDO will need stanchions to designate different

lines and order. The following is a sample schedule for registration:

Wednesday: 4pm‐8pm

Thursday: 9am‐12pm, 4pm‐8pm

Friday: 9am‐12pm, 4pm‐8pm

Saturday: 9am‐12pm, 4pm‐8pm Equipment needs will be coordinated with a contracted decorator. WEIGH‐IN AREA

This section should be near the registration area logistically placed to reduce congestion as long lines



may occur. USA Taekwondo will provide five (5) scales and the pipe and drape necessary to section off

the male versus female weigh‐in areas. Within this area, USA Taekwondo will need two (2) electrical

outlets and the ability to network computers from the registration area to the weigh‐in area with 100’

cat 5 Ethernet cables. USA Taekwondo will need to work in conjunction with the Venue Event

Coordinator to customize proper placement of stanchions to differentiate male versus female lines.

Within this section, parents need to be allowed access to accompany their children throughout the

weigh‐in process and then exit the building.

Internet connection(s) will also be required at the following locations:

Tournament Desk (2)

Registration Area (4‐8)

Weigh‐in Area (2)

Installation and service costs will be borne by USAT.

ELECTRICAL NEEDS

The following are the electrical needs for USA TAEKWONDO for the duration of the event. USA

Taekwondo will bear the costs of these outlets but an estimate of such costs should be included in a

separate appendix of the bid package submitted for budgetary purposes.

1 electrical outlet at each of the estimated 12‐15 rings 1 electrical outlet at the Awards Area 1 electrical outlet at the Holding Area 1 electrical outlet in the Photograph Area 2 electrical outlets at the Tournament Desk Electrical Outlets available for use in the USA TAEKWONDO staff room 1 Electrical outlet in the Sports Medicine Center 4‐8 Electrical outlets in the Registration Area 4 Electrical outlets in the Weigh‐In area 4 Electrical outlets in the Vendor and Sponsor Area

Parking

Staff Parking at Venue: Complimentary parking must be provided for all USAT staff vehicles for the

duration of the event. USAT requests up to fifteen (15) parking permits for the dock area, ten (10)

of which will be permanent parking for event staff who drive and are not local residents.

Participant Parking at Venue: USAT requests that free or reduced rate parking be made available to

event participants with in and out privileges both at the venue and at the respective hotels.

Staff Parking at Headquarters Hotels: Complimentary hotel parking must be provided for staff

vehicles if the distance from venue requires ground transportation.



Ticket Sales/Entry‐Exit Control

USA Taekwondo reserves the right to all ticket sales revenue excluding the agreements set forth in

partnership with the host venue ticket distributor (Ticket master, Ticket West, etc.) in order to provide

online and on‐site ticket sales. Upon completion of the event, USA Taekwondo requests detailed

information regarding number of tickets sold per day, total attendance, total number of packages sold,

number of tickets sold online, number of tickets pre‐sold versus those purchased at the door. Generally,

USA Taekwondo hires two ticket sellers and two ticket takers for the event. Please provide the rates for

these services in the Staffing Budget of this bid application.

CHAPTER 5: HOUSING/ HOTEL REQUIREMENTS

USA Taekwondo will negotiate hotel contracts and guaranteeing the rates and needs of USA

Taekwondo. In addition, USAT will be responsible in negotiating the complimentary room needs for staff

and officials for USA TAEKWONDO. When submitting a bid, please coordinate with USAT for all hotel

needs and questions.

Recent USA Taekwondo history indicates the need for hotel blocks to accommodate approximately 4000

room nights for the entire duration of the event. While numerous hotels should be used, USA

Taekwondo strongly stresses the need for a wide range of cost and amenities provided by hotels located

in close proximity to the competition venue. It is very important that the contracted daily rate be the

lowest available during the time of the event. Hotels not within walking distance to the competition

venue should provide discounted transportation options for the participants.

In choosing the primary host hotel for the event, USA Taekwondo will need one hotel for VIP’s, staff, and

referees.

The following will be considered when choosing a host hotel for the event.

A. HEADQUARTERS HOTEL

In choosing a headquarters hotel for the U.S. Open Taekwondo Championships, the hotel should be a

four to five star hotel within two blocks walking distance to the competition venue. If the venue is not

walking distance, transportation to and from the hotel must be provided either by the hotel or by the

Local Organizing Committee (Sports Commission or CVB). In addition, transportation to and from the

airport must be provided to all participants and coaches. Guestrooms for USA Taekwondo needs should

be available from two days prior to the event to the conclusion of the event. In order to be considered

as the headquarters hotel, the hotel will need to provide the following to the USA TAEKWONDO at no

additional charge:

1. Guest Rooms The rate for all guestrooms shall be the lowest available to anyone staying at the hotel during

this time period. The majority of the rooms needed for this event will be double/double with up



to 4 person occupancy. The agreed upon room rate shall be equal for single, double, triple, and

quad occupancy.

2. Staff Rooms USA TAEKWONDO will need a block of eighty (80) double/double rooms set aside for staff and

referees. The rate for the officials block will not contain the Rebate or Housing Service

commission and will need to be substantially lower than the rate offered the attendees. The

USA Taekwondo Event staff will be providing a rooming list for the above mentioned rooms no

later than 3 weeks prior to the event dates.

3. One (1) complimentary two‐bedroom suite.

4. Comp Policy

USA TAEKWONDO requires the Headquarters Hotel to provide a minimum of 1 complimentary

double/double room at no charge to the USA TAEKWONDO room for every 35 cumulative room

nights booked throughout the event for a full service hotel and 1 complimentary double/double

room at no charge for every 15 cumulative room nights for a limited service hotel property.

5. Advance Room Reservations

There will be a cutoff date of 2 weeks prior to the first day of the Event for room reservations.

Then and only then will individual hotels are able to release the block and issue these rooms to

the general public. After the cutoff date, participants will be directed to contact the hotels

directly on a space available basis. USA Taekwondo will NOT sign any contract that contains an

Attrition/ Performance Clause.

6. Vehicle Parking

Free parking for a maximum of 15 USA Taekwondo staff vehicles for the entire duration of stay

and will be identified by USA Taekwondo Events Department upon providing the rooming list.

Any other parking for staff or referees is to be added to the master bill.

7. Complimentary or Discounted Breakfast

The headquarters hotel will need to provide complimentary or a heavily discounted breakfast

package for all staff and officials staying at the hotel. The ideal breakfast would be buffet style

available from 6:30am until 8:30am each morning. Upon arrival to the hotel, all USA

TAEKWONDO staff and officials should be provided with breakfast coupons with the charges

being placed on the USA TAEKWONDO master account for only those coupons redeemed. An

estimated cost should be around $10 to $15 for full service breakfast buffet.

8. Transportation



Should the official’s headquarters hotel be located more than 2 blocks away from the

competition venue, the hotel, CVB, or Sports Commission will be responsible for transporting

the officials to and from the venue twice a day.

9. Rebate to USA Taekwondo The hotel must provide rebate to be considered a block or host hotel for this event. The rebate

is $15.00

Additional Hotel Block Information

Rates

* Rates must be flat ‐ 1 to 4 people and must be available 3 days before and 3 days after the

event dates.

* Hotels must close out all published rates lower than our rate over that time period. Including

AARP and AAA, must be closed out or set higher than the Tournament contracted rate. The

only exception is local negotiated corporate rates.

Cancellation

* We will agree to up to 100% of the cancellation fee, as long as it starts no more than 30 days

prior to arrival.

Attrition

* We will not agree to attrition in any form:

‐ As a penalty fee

‐ As a right of the hotel to raise or renegotiate the rate higher

‐ As a right of the hotel to reduce or eliminate any concessions

Reservations

* Hotels cannot accept reservations direct for this tournament ‐ all reservations must go

through the housing bureau set up by USAT, the CVB or Sports Commission. In the event that

the hotel mistakenly accepts a reservation for an individual, team or group coming to this

event, those room nights will be credited to the total number of room nights reported to

Tournament.

Walk Policy

* In the event that a hotel becomes overbooked, that hotel must walk the Tournament guests to

another hotel, of comparable (same AAA rating) quality within 5 miles. The substituted hotel

must agree to pay the negotiated rebate and commission to Tournament, or else the walking



hotel will be held liable for those charges. The hotel that overbooks must also compensate the

guest(s) one night’s room and tax as well as any difference in rate per night for the entire

duration of their rate.

All questions relating to the Headquarters Hotel(s) and other properties are to be directed to:

Travis Oosthoek USAT Director of Events Colorado Springs, CO Phone: (719)866‐4289

Email: travis.oosthoek@usa‐taekwondo.us

CHAPTER 6: STAFFING

The Local Organizing Committee (LOC) will be responsible for additional duties once the venue and hotel

arrangements have been taken care of. In an effort to provide the best staffing support possible, USA

TAEKWONDO strongly encourages the partnership between the bidding organization and a local

Taekwondo school. The ability for the LOC to gather sufficient staffing for the event is very important to

the overall success of the event, the host city, and USA Taekwondo.

1. Volunteer Coordinator: This person should be the lead for the LOC in coordinating volunteers and

staff to help run the event and registration procedures. The Volunteer Coordinator will be responsible

for recruiting and scheduling volunteers where and when needed as the job assignments dictate as

provided by the USA TAEKWONDO. The Volunteer Coordinator is also responsible for helping to recruit

medical volunteers for the duration of the event. The Volunteer Coordinator must be on‐site during

registration and the competition to monitor the volunteer registration.

2. Set‐up and Teardown Staff: This group should consist of 20‐30 people with the ability to lift and

carry heavy objects. USA TAEKWONDO strongly suggests recruiting the help of local Taekwondo schools

and organizations to aid in this process.

USA TAEKWONDO will provide 2 staff from the Tournament Staff to coordinate the volunteers and

groups recruited to help with lying of the mats. The set‐up crew will also be responsible of hanging

banners and taping of the mats.

3. Media and Public Relations Coordinator: This person will act as a liaison between the USA TAEKWONDO Events Department and the media outlets in the host city. This person’s main responsibility is aiding the USA TAEKWONDO Events Department in maximizing local and national publicity and media coverage.

4. Event Manager: This person will be the primary liaison between the Sports Commission and CVB to

handle the details needed in regards to restaurants, logistics, transportation, and other needs that may

arise in preparation and coordination of the event.



CHAPTER 7: BID APPLICATION/SITE SELECTION

USA TAEKWONDO is currently accepting bids for the 2014 and beyond U.S. Open Taekwondo

Championships. Prior to submitting a bid for these events, please review and inspect the necessary

requirements as set forth in the bid packet. Please follow the instructions below in order to guarantee

your organization and city meet all deadlines and adhere to the procedures necessary to submit a

complete bid.

1. Review and inspect the Bid Manual to get a greater understanding of the hosts’ responsibilities once submitting a bid and furthermore once winning the bid. It will be presumed by USA TAEKWONDO that upon receipt of a formal bid, the bidding organization has read and fully understands the terms the bidder is prepared to assume.

2. The Bid Schedule as outlined in the Bid Manual should be strictly adhered to. The bidding organization is also urged to submit a proposal for more than one year and USA TAEKWONDO events (USAT National Championships, U.S. Open, etc.).

3. When deciding to bid upon a USA TAEKWONDO event, the first step once understanding the necessary responsibilities is to submit a letter of Intent to bid. The second step is to complete a Bid Application (included in this section) along with sending the necessary complimentary materials such as the CAD file, documentation from past events, and contact names and numbers from past organizations hosting events in the proposed venue. Should you have any questions regarding the bid application, please don’t hesitate to call Travis Oosthoek at 719‐866‐4632.

Please mail a complete bid application along with any other materials to the following USA

TAEKWONDO staff:

Travis Oosthoek

Director of Events

USA Taekwondo

1 Olympic Plaza

Colorado Springs, CO 80909

(719) 866‐4289 (phone)

(719) 866‐4642 (fax)

Travis.Oosthoek@usa‐taekwondo.us (E‐mail)

www.usa‐taekwondo.us (Website)

4. Once the applications have been received, the USA TAEKWONDO Events Department will proceed with a thorough review of the bid. The top two applications will be notified and



scheduled for a site visit. The bid review will be based on the venue, hotel arrangements, ability to provide additional staffing and volunteers, and a budgetary analysis.

5. All expenses for this two day site visit will be borne by the prospective host committee. During the visit, the USA TAEKWONDO representatives will visit the venue, all hotels in the block, local restaurants, transportation services, and other event related concerns.

6. Upon completing site visits to the final two cities, the USA TAEKWONDO Events Department will analyze each bid and make all recommendations to the CEO/Executive Director. Once the decision has been made the USA TAEKWONDO Events Department will notify all candidates of the decision and proceed to the contract phase of the partnership.

7. All contracts, including those from the Local Organizing Committee, Convention &Visitors Bureau, and the venue hosting the event, may be sent to the USA TAEKWONDO office to be signed by the CEO/Executive Director. All housing contracts should be sent to the THS office to secure the hotel agreements with a copy to USA TAEKWONDO.

The CEO/ Executive Director of USA TAEKWONDO must approve and sign all contracts.

USA Taekwondo

1 Olympic Plaza

Colorado Springs, CO 80909

(719) 866‐4632 (phone)

(719) 866‐4642 (fax)

For any questions or concerns, please contact Travis Oosthoek with the USA TAEKWONDO at

(719)866‐4289 or at travis.oosthoek@usa‐taekwondo.us

Tournament Desk Lay-out

20'

8' 8'

DOOR

20'

Stairs

2'

4'

16'

TOP VIEW

16' x 20' x 4' high riser

16' x 8'x 2' high riser

StairsRailing, Skirt & 8' tables on perimeter

SIDE VIEW

Stairs

Railing, Skirt & 8' tables on perimeter

Railing, Skirt & 8' tables on perimeter

8'

recognizes usa taekwondo -

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