Pop Warner Little Scholars, Inc - Sports Travel Magazine
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Pop Warner Little Scholars, Inc.
586 Middletown Blvd. Suite C-100 Langhorne PA 19047
Phone: 215-752-2691 Fax: 215-752-2879
www.popwarner.com
2020-2023 Pop Warner Super Bowl and National Cheer and Dance Championships
Request for Proposal
Overview:
Pop Warner Super Bowl and National Championships seeking bids for 2020 -
2023.
Event Dates: Early December annually – post Thanksgiving.
Contact: Jon Butler, Executive Director
E-Mail: jonbutler@popwarner.com
I. Background
a. Pop Warner Little Scholars, Inc. is the world’s largest and oldest international
youth sports organization. Founded in 1929, the organization has grown to
include more than 325,000 boys and girls ages 5-16, and is located in 36 states
and 2 foreign countries. Pop Warner offers tackle football, flag football,
cheerleading, dance, and challenger programs. Pop Warner is the only youth
sports organization that mandates scholastic fitness as a pre-requisite to
participation and offers its scholars the chance to earn college scholarships.
b. Event to be hosted – Pop Warner Super Bowl (name used with NFL approval)
and National Cheer & Dance Championships.
i. The Pop Warner Super Bowl is a weeklong event running Saturday
through Saturday beginning the second Saturday after Thanksgiving
(typically the first week of December). The event features 82 competitive
tackle football teams matching up in a championship format on the four
football fields. On most days, four simultaneous championship-bracket
games take place on Fields 1-4 four times a day for a total of sixteen daily
action- packed games. In addition, on four nearby fields, many more
exhibition teams come to partake in the event such as Challenger League
(designed for physically and mentally challenged participants) teams and
International Pop Warner leagues, over the course of the week.
ii. The Pop Warner Cheer and Dance Championships is a 6-day long
event beginning on the Sunday of Super Bowl play and culminating on
that Friday, typically taking place in an Indoor Arena in close proximity
(either at the same venue or within ~15-miles of the Resort) to the football
championship games that are occurring that week. More than 500 cheer
1and dance squads participate in small and large squads in divisions from
beginner to advanced levels.
iii. The week typically features various pro athlete appearances, media
events and promotions by Pop Warner and its partners, as well as special
VIP events, receptions and a private party, put on by the host city and
local organizing committee, for the athletes and coaches which generally
draws between 13,000 and 14,500.
iv. Athlete attendance in the range of 100 teams (approximately 3,000
players) and 540 cheer squads (approximately 8,000 athletes).
II. Event Location
a. Location must be within close proximity to a major airport which offers at least
two discount airlines and must be in a geographic area that offers warm or
seasonal weather for outdoor football play in December.
III. Athletic Facilities
1. Football Stadium
a. Approximately 10 teams attend from around the world
b. Approximately 16 championship-bracket games are played
per day, and an additional 4-8 exhibition games – prefer at
least 8 fields for play
c. Requires: grass fields with dimensions and goal posts in
accordance with National High School Federation Rules,
ability to dress field with signage and field logos, electronic
scoreboards, permanent and/or comfortable temporary
seating installed on all fields, press/videotaping area,
scissor lift(s), locker rooms with shower facilities for
officials, officials’ locker rooms, volunteer area, secure and
weigh in areas, high quality PA system, restrooms,
medical/athletic trainers’ area, access to water for players.
d. Require at least four practice fields
e. Players rest two days in between Games for safety and
require means of being engaged/entertained
2. Cheer Championships Venue
a. More than 500 Cheer and Dance squads participate
b. Requirements: Arena should seat a minimum of 7,000,
offer locker room facilities, judges’ private room,
volunteers’ private room, restroom facilities, water stations,
storage area, and office.
c. Arena should offer high quality sound, at least one large
LED Screen, lighting and staging capabilities plus have at
least 20’ ceilings to enable safe stunting.
d. Parking, Security, Maintenance, Electrician and A/V Tech
2e. Required performance floor set with cheer mats, premier
space for sponsor signage and indoor warm up area for
squads set with cheer mats. Minimum of 3 mats and 3
tumbling strips for warm-ups.
f. Warm-up and Practice facilities at facility or nearby.
Minimum of four mats plus 4 tumbling strips.
g. Wi-Fi with sufficient bandwidth for all spectators
3. Required EMT’s and ambulance at each athletic facility – both
competition venues and practice venues.
IV. Other Facilities
a. Exhibit Space/Operations Facilities must be available at least three days (seven
days preferable) prior to event start. Exhibitors will be in attendance for both
football and cheer/dance events and require premier space for at least 15
display/sales booths at each competition, at minimum consisting of table and
chairs set up in arena and close to fields.
i. Sales Facilities
1. Merchandise (ability to create co-branded merchandise)
2. Tickets
3. Photography
4. Concessions – for football and cheer/dance
b. Office Facilities
Staff requires private office area, media room with TV’s, DVD player and chalk
boards, storage for office, storage for vendors, with all applicable equipment –
properly functioning refrigerators, copiers, printers, carts for moving items, golf
carts for transportation as needed, etc. Wireless access preferred.
1. Private Office spaces needed:
a. Cheer Administration
and separate Tabulation room
b. Football
c. Office Administration
d. Media
c. Study Hall Facilities –classroom type facilities required with internet access to be
reserved by coaching staff for their teams to keep up with schoolwork.
V. Accommodations
a. Official Hotel Designation for the National Championships–approx. 27,000 hotel
room nights required. Peak nights utilize approximately 3,200 hotel room nights.
b. Complementary hotel rooms for National Staff, Board Members/VIP’s and other
hired national contractors (approximately 20 rooms/night)
i. Average length of stay approx. 10 nights
c. Room rates – affordable hotel rates for participants, coaching staff and their
families in close proximity to competition location
d. Rebate to Pop Warner for room nights utilized.
3VI. Transportation provided by the host city/LOC for all participants and packages
holders
a. Shuttle service to and from the airport available
b. Shuttle service to and from the athletic facilities and extracurricular activities –
safe and reliable transportation for participants
VII. Personnel
Small national staff but large existing volunteer base of local Pop Warner volunteers.
Will require maintenance and security personnel and may require operations, athletic
training and travel support in form of skilled personnel. Volunteers welcome.
VIII. Activities
Organized local family friendly fun activities for athletes, coaches, and guests to
participate in during free time and days off.
IX. Marketing
Discussion on how to drive awareness and attendance for the Events.
X. Media
Pop Warner will separately negotiate Media Rights
XI. Example Schedule of Events
SATURDAY, DEC. 7, 2020
11 PM (4) D-II JR PEE WEE GAMES
1 PM (4) D-II PEE WEE GAMES
3 PM (4) D-II JR.VARSITY GAMES
SUNDAY, DEC. 8, 2020
11 AM – (4) D-I JR. PEE WEE GAMES
11 AM- (4) 9/10 YR.OLD GAMES
1 AM – (4) D-I PEE WEE GAMES
1 AM- (4) 11/12 YR.OLD GAMES
3 PM – (4) D-I JR. VARSITYGAMES
3 PM- (4) 13/14 YR.OLD GAMES
8 AM – 8 PMCHEER AND DANCE CHAMPIONSHIPS
MONDAY, DEC. 9, 2020
8 AM – 8 PMCHEER AND DANCE CHAMPIONSHIPS
8 AM – 5 PM – JR. PEE WEE CHEER COMPETITION
12PM INTERNATIONAL FOOTBALL EXHIBITION
TUESDAY, DEC. 10, 2020
8 AM – 8 PMCHEER AND DANCE CHAMPIONSHIPS
9 AM – (4) D-II JR. PEE WEE GAMES
11 AM – (4) D-II PEE WEE GAMES
41 PM – (4) D-II JR. VARSITY GAMES
8 AM – 5 PM – PEE WEE CHEER COMPETITION
WEDNESDAY, DEC. 11, 2020
8 AM – 8 PMCHEER AND DANCE CHAMPIONSHIPS
9 AM – (4) D-I JR. PEE WEE GAMES
9 AM – (4) 9/10 YR.OLD GAMES
11 AM – (4) D-I PEE WEE GAMES
11 AM – (4) 11/12 YR.OLD GAMES
1 PM – (4) D-I JR. VARSITY GAMES
1 PM – (4) 13/14 YR.OLD GAMES
8 AM – 5 PM – JR. MIDGET CHEER COMPETITION
8PM ATHLETE PARTY
THURSDAY, DEC. 12, 2020
8 AM – 8 PMCHEER AND DANCE CHAMPIONSHIPS
12 PM– CHALLENGER FOOTBALL EXHIBITION
3 PM – 6 PM – DANCE COMPETITION
FRIDAY, DEC. 13, 2020
8 AM – 8 PMCHEER AND DANCE CHAMPIONSHIPS
9 AM, 11 AM, 1 PM– D-II CHAMPIONSHIPS
8 AM – 5 PM – MIDGET CHEER COMPETITION
SATURDAY, DEC. 14, 2020
9 AM (2) GAMES, 11 AM (2) GAMES, 1PM (2) GAMES - D-I
CHAMPIONSHIPS & AGE BASE CHAMPIONS
XII. Submission Instructions
Please submit your proposal via email or mail to Jon Butler at jonbutler@popwarner.com
or via mail to the address listed on this letterhead. Submissions must be received on or
before (September 20, 2019).
Please include the following with your submission:
o Current Contact information including email and phone number.
o A checklist of all the items listed in this RFP indicating what if any items you may
not be able to fulfill.
o Introductory information on your city’s/facilities’/company’s expertise in handling
an event of this size and scope including background, staff expertise and
experience, relevant details of past and present accounts of similar size and
scope, and a complete list of all facilities/hotels/personnel that will be involved in
the event.
o Proposed pricing and costs for items and events requested with one overall
figure as well as itemized breakdowns as available.
5o Current project schedule including deadline for response from Pop Warner, and
outline of how applicant proposes to handle the bid if granted.
o A list of three (3) references with appropriate contact information
o Any relevant supporting materials.
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