The elements of a Successful Shrine Bowl All-Star Game
1.1. Seating enough to accommodate an expected attendance of 6 to 10,000 spectators. The Shrine Bowl will also consider "room to grow" capacity of the stadium. If attendance should grow to 15,000 we will need to have the space to do so.
1.2. 2 locker rooms to accommodate the east and west squads for the Friday afternoon practice as well as the pre-game preparations, half-time meetings, and post game clean-up.
1.3. Officials locker room.
1.4. Laundry facilities to handle post practice (Friday afternoon) and post game laundry needs.
1.5. Press box for 10 to 20 media plus TV crew, radio crew, stats crew, and PA, sound, and scoreboard technicians.
1.6.
Good playing surface properly
marked and trimmed for football; and a marked, reserved seat section.
2.1.
Concessions - Ideally we would
prefer to own, control and operate the food and drink concessions for our game
with expected revenue of about $15,000.00 and profits of about $10,000.00.
Because of existing contract requirements in some facilities, the Shrine Bowl
will consider a negotiated percentage (typically 20% of gross) of the food and
drink concessions. The KSB can staff the concession stands with Shrine volunteers
if needed for another 10% of the gross.
2.2. The Kansas Shrine Bowl will need from two to four spaces (4-8 foot tables and 4 chairs provided by the university at each of the spaces) in prime locations near the stadium entry points, for display and sale of game souvenirs with 100% of the proceeds going to Shriners Hospitals for Children. The KSB will staff the souvenir booths with Shrine volunteers.
2.3. Controlled parking where our volunteers can collect a "per car" donation for Shriners hospitals. If this element is not available, the Shrine Bowl will consider an off-setting alternate revenue source. Typically we receive $2,500.00 to $3,000.00 from parking.
2.4.
Hospitality area at the game site to
welcome 250 to 300 sponsors and VIPs. A press box/sky box area or tent space
can be considered. Food & soft drink costs in this area are usually
sponsored by the local Chamber of Commerce and/or their members or the
Convention & Visitors Bureau, and the area is staffed by local non-shrine volunteers.
3.1. Access to game day ticket booths [with fans or air conditioning] and gate keys or stadium supervision with full access keys.
3.2. Space for sponsor tents, 4 KSB 10’ X 20” tents, and sponsor banners
3.3. Supplemental security, as required by the facility, for the 14 to 20 person Kansas Shrine Bowl security staff. Customarily, two to four officers from two hours prior to game kick-off.
3.4. Program book storage from the Thursday prior to the game until Tuesday following the game, if needed.
3.5. First Aide & Ambulance access.
3.6. Access to training room and ice [300 pounds on game day] for sidelines and locker rooms.
3.7. Scoreboard operator, sound technician[PA mic, officials mic, wireless field mic, pre-game DVD music]
3.8.
Stat Crew.
4.1. Stadium rental (usually waived if all expenses are otherwise covered.).
4.2. Clean-up, sometimes paid directly to clean-up crews (usually about $500)
4.3. Security to supplement our security volunteers(usually paid direct by the hour)
4.4. Equipment manager to do laundry or access to the laundry facilities (usually about $100)
4.5. Trainer available for ice and use of training facilities (usually waived or charged for ice only)
4.6. Stats crew, if not volunteers. (usually provided by the facility)
4.7.
Minimal stadium event crew for scoreboard,
electrical, sound, plumbing and supervision.(usually under $1,000 and sometimes
paid direct to the personnel)
5.1. Housing and meals.
5.2. Local transportation to Banquet & or Parade as needed.
5.3.
Flat bed trucks for the teams in
the parade.
6.1. Administration and instructional staff. [Administrative & instructional staff can be provided from outside the university if needed]
6.2. Practice and performance facilities.
6.3.
Housing and meals.
7.1. Administration and instructional staff. [Administrative & instructional staff can be provided from outside the university if needed]
7.2. Practice facilities.
7.3. Housing and meals.
7.4. Local transportation.
7.5.
Flat bed truck for parade.
8.1. Course and University usage advisory.
8.2. Practice facilities and/or locations.
8.3. Housing and meals.
8.4. Local transportation
8.5.
Flat bed truck for parade.
9.1. Help with permit and police traffic control.
9.2. Location and structure or vehicle to serve as reviewing stand.
9.3. Traffic controlled or closed to non-parade traffic on main route from 9:45 to end of parade.
9.4. Traffic controlled or closed to non-parade traffic in formation areas from 7:00 a.m. to 10:00 a.m.
9.5. Six separately designated formation areas. (a large vacant parking lot is preferred)
9.5.1. Two blocks of two lanes, or equivalent, for main contingent, i.e.: escort, band, dignitaries, teams, cheerleaders, etc.
9.5.2. Two blocks of two lanes, or equivalent, for Abdallah Shrine.
9.5.3. Two blocks of two lanes, or equivalent, for Arab Shrine.
9.5.4. Two blocks of two lanes, or equivalent, for Isis Shrine.
9.5.5. Two blocks of two lanes, or equivalent, for Midian Shrine.
9.5.6. Two blocks of two lanes, or equivalent, for Mirza Shrine.
9.6. Twenty-four civic volunteers from 8:00 a.m. to 10:00 a.m. to help direct and control traffic into formation areas.
9.7. Barricades as needed with placement and removal.
9.8. Access to restrooms or portable toilets in the formation area and for spectators along parade route.
9.9.
A area suitable for a post parade
tailgate party [burgers and soda- no alcohol] involving parade participants and
parade volunteers.
10.1. The Banquet facility needs to seat up to 1,200.
10.2. Air-conditioned facility
10.3. Be available all day Thursday and Friday for set-up and decoration (if any).
10.4. Table cloths, napkins, china, and flatware for 1,200. (note: Premium plastic dinnerware and flatware will be considered if china and stainless are unavailable.)
10.5. Complete serving of all 1,200 in 25 minute period (both buffet and served can be considered).
10.6. A deluxe menu priced at approximately $20.00 inclusive of tax, tip, and facilities and equipment rental, if needed.
10.7. Clearance for outside contract of video and sound (Shrine Bowl paid).
10.8. Space for display of sponsor banners and possible assistance for hanging the banners.
10.9. Space in the entry/exit area for six 8' tables for display and sale of Kansas Shrine Bowl souvenirs.
10.10.
A location in or near the banquet
hall for the performance and observation of the opening 8 minute, 225 piece
band concert
11.1. 2 Mile Charity Run
11.1.1. Same course as the XC All-Star Race
11.1.2. 30 volunteers needed.
11.2. 1M Fun Run/Walk:
11.2.1. Course designation
11.2.2. 6 volunteers
11.3. Arts & Craft Fair
11.3.1. Designated area.
11.3.2. Volunteers for booth assignments
11.3.3. Volunteers for check-in
11.3.4. Volunteers for unloading and reloading
11.4. Kids Fair
11.4.1. Volunteers for planning and acquisitions.
11.4.2. Volunteers for administration and control
11.5. High School Combine
11.5.1. Football Field [preferably artificial turf].
11.5.2. Convenient access to weight room or equipment.
11.5.3. 4 volunteers to assist with check-in
11.6. Charity Poker Run or other Bike Event
11.6.1. Volunteers for planning, developing sponsors, check-in, conducting the event, and awards
11.7. Special Shopping Promotions
12.1. 20 rooms [Friday & Saturday] for the Kansas Shrine Bowl office and VIPs (all in headquarters hotel)
12.2. 45 rooms [Friday & Saturday] for Abdallah Shrine (some in headquarters hotel)
12.3. 45 rooms [Friday & Saturday] for Arab Shrine (some in headquarters hotel)
12.4. 45 rooms [Friday & Saturday] for Isis Shrine (some in headquarters hotel)
12.5. 45 rooms [Friday & Saturday] for Midian Shrine (some in headquarters hotel)
12.6. 45 rooms [Friday & Saturday] for Mirza Shrine (some in headquarters hotel)
12.7. 70 rooms [Friday & Saturday] for east participants' friends and relatives
12.8. 70 rooms [Friday & Saturday] for west participants' friends and relatives
12.9. Additionally, about 4 rooms may be needed for Wednesday and 15 rooms for Thursday.
12.10. Rates are expected to be competitive with other locations in Kansas considering the season and condition of the facility. Rooms will need to be blocked and contracted before game site location is finalized. Needed comps are as follows:
12.10.1. Shrine Bowl office Tuesday through Saturday in headquarters hotel and a sleeping room for the office staff.
12.10.2. Best suite in headquarters hotel for the Imperial Potentate on Thursday, Friday and Saturday.
12.10.3.
Headquarters hotel ballroom for
joint Shrine Hospitality for Friday evening, Saturday mid-day and Saturday
evening and night. This must be complimentary or locally sponsored.
13.1. Twice per week 1/8 to 1/4 page newspaper ads during the 16 weeks prior to the game. To promote advance ticket sales and souvenir sales and to credit sponsors and to inform about Shriners Hospitals. Four days of 1/4 page newspaper ads during the last week prior to the game.
13.2. An eight to sixteen page tabloid size insert in the Sunday, Monday or Tuesday edition (prior to the game) with sufficient extra copies for all selected hotels to hand out during Shrine Bowl week-end.
13.3. A series of newspaper articles prior to the game featuring area athletes [all-star football or XC] in the game or race, band members, cheerleaders, and former or current hospital patients. The KSB will provide 16 pre-event releases with pertinent up-to-date information about the events and the participants.
13.4. Weekly talk show interviews about Shrine Bowl week-end activities and charity functions, on both radio and TV., during the four weeks prior to the game.
13.5. One hundred P.S.A.'s about the game to run on cable
during the 3 weeks prior to the game.
14.1. Promotion of free parade through direct mail to child care centers and pre-schools.
14.2. Promotion of employer bulk ticket sales through Chamber of Commerce meetings or mailings.
14.3. Help organizing 4 to 6 meetings prior to the game for planning and scheduling discussions.
14.4. Help scheduling public appearances at civic and fraternal meetings and activities.
14.5. Special grant to help offset expected or unusual expenses.
14.6. Community and area consignment advance ticket sales locations.
16.1. The Kansas Shrine Bowl Board of Directors invites proposals from the Convention and Visitors Bureau of potential host site cities to host a future game. Generally, the board will select east cities for events in even numbered years and west cities for odd numbered years. For our purposes, the east/west dividing line is roughly a diagonal line connecting Marysville and Caney.
16.2. Proposals to host future games should be submitted, prior to December 31st, 3 years prior to the proposed game. For example: a proposal for the 2012 game would need to be received before December 31 , 2009. Proposals should address in some manner all of the elements listed above.
17.1. Are all units; i.e., Government, Chamber, CVB, School, Media, local Shrine groups, and private businesses such as motels, shopping area and restaurants, working together to build a successful event week-end?
17.2. Does the site city have a “point person” with sufficient clout to pull the community together in this cause and “make it happen”.
17.3. Are facilities for all events adequate or sufficient to provide needs?
17.4. Are costs reasonable and competitive with other game site host cities?
17.5. Is the potential for revenues completive with other game site cities?