REQUEST FOR PROPOSAL 2018 IS USBC BA OPEN CHAMPIONSHIP TOURNAMENT BID

Transcription

1 REQUEST FOR PROPOSAL 2018 IS USBC BA OPEN CHAMPIONSHIP TOURNAMENT BID Thank you for your interest in bidding on the 2018 Indiana State USBC BA Open Championship Tournament. The selection will be made as a package to award the winning bidder the opportunity to host the Indiana State USBC BA Open Championship Tournament for the year As in the past, only local USBC merged and BA associations are permitted to bid and host the IS USBC BA Open Championship Tournament. The host association is responsible to contact local community resources (including hotel properties, CVB s, Chamber of Commerce s and volunteers, etc.) to meet the requirements as stated in the RFP. The requirements as stated in the RFP must be confirmed and agreed upon by the local association or the RFP will be discarded without exception. As effective bidding is one of the most important skills that can be developed in the bowling industry, we will expect each bid to follow the requirements exactly as they are set forth. All incorrect or incomplete responses will be discarded without further consideration. In addition to the traditional (Single association jurisdiction, two center bid) the IS USBC BA will consider as options the following: (A single Center with a minimum of Sixty-eight lanes) or (Two Association Jurisdiction, Two Center bid within 30 miles radius of each other). (See P. Bowling Center Information for details) The Indiana State USBC BA Board of Directors, excluding any members who are finalists for hosting the Tournament, will have the final vote, without any oral presentations, gifts or expectations by the bid organization, for the 2018 host city. The selected city will be posted on and announced during the Indiana State USBC BA annual meeting.. Please note: The Indiana State USBC BA does not have a formal policy relating to a geographical rotation of the IS USBC BA Open Tournaments. The final selection is made based upon the quality of bids submitted for the year in question. A contractual agreement between the IS USBC BA and all parties will finalize acceptance. BIDDING PROCEDURES You may only submit a bid to be selected as the host city for the year of 2018 as specified. The host organization should understand that any bid packages submitted for future Tournament dates would be discarded without exception. Bid documents must be bound using a three-ring binder, or coil or comb binding. If odd shaped items must be included, (brochures, pamphlets, etc.) insert them into sheet proctors then bind together with the remaining documents. Bids must address each requirement, in order, as listed in Requirement to Bid and One (1) original copies of your bid must be sent to the IS USBC BA Association Manager. The IS USBC BA Association Manager must receive a bid postmarked no later than September 15, 2016 Any bid not postmarked by this date will be in violation of the bid procedures and will be discarded unopened. Questions regarding bid procedures should be directed to Dan Cappa, Association Manager, at (765) or assn.manager@indianausbc.org

2 Indiana State USBC BA Open Championship Tournament Bid Request for Proposal Page 2 of 5 REQUIREMENTS TO BID Listed below are the minimum requirements to host the Indiana State USBC BA Open Championship Tournament. These requirements are not negotiable. Do not submit a bid unless you are able to meet all of the requirements outlined below. A. Letters of Commitment The host organization, Headquarters hotel/motel and additional hotel/motel (if applicable) must review, print on company letterhead and sign their designated Letter of Commitment (Attachment A1-A3). These letters bind the signers and his/her organization/hotel to the requirements outlined in the bid. The current president, and association manager or authorized representative must sign the letter for the host organization and the general manager must sign on behalf of the hotel(s). Should the person endorsing the bid leave the host organization prior to the end of the period selected; notification must be submitted to the Indiana State USBC BA binding the organization to their commitment. B. Active Participation in the Indiana State USBC BA Only ACTIVE participants of the Indiana State USBC BA, showing at a minimum three (3) years of concurrent participation at the annual meeting or participation in any of the IS USBC BA tournaments at the time of bid submission, may submit a bid. Those not meeting this requirement are not eligible to submit a bid, under any circumstances. Bids will include the year(s) the organization has hosted other events of the Indiana State USBC BA showing a commitment to the Indiana State USBC BA (State Championships, State Jamboree, etc.). C. Annual Tournament Dates The dates for the 2018 IS USBC BA Open Championship Tournament are each weekend starting on the third Saturday in February through the third Sunday in May excluding Easter weekend. These dates ARE NOT flexible. Bid will include a brief statement indicating committing to the required dates. (Final Schedule to be determined at contract signing) D. Hotel/ Motel Rooms One (1) full service hotel/motel is recommended with the option of including a minimum three (3) additional Hotels/Motels to meet the room block requirement (see Section F, Room Requirements). The Hotels/Motels should be in close proximity. (see standard Room Block Agreement) The IS USBC BA Housing Bureau Staffs and operates a room reservation service for the Tournament. The Indiana State USBC BA will promote only the Host hotel/motel and a minimum three (3) additional hotels/motels. A room rebate and commission is required for the IS USBC BA to promote the hotels/motels. The IS USBC BA Housing Bureau will promote only those hotels which agree to the room rebate ($5.00), Housing Bureau fees (10%) and the housing contract. ( Room Block Agreement) Bid will include information on the hotel(s) including: number of guest rooms by type, restaurant(s) on site, check in/check out times, amenities offered to guests (pool, fitness facilities, and high speed internet), parking information, etc. E. Recommended Room Rates The IS USBC BA is proposing a range of room rates to meet the economic requirements of the participants in the tournament. The rates at the host hotel and additional hotels do not have to be the same. The IS USBC BA will require a room rebate and Housing Bureau fees to offset monetary requirements. The IS USBC BA requires that all rebates must be paid to the IS USBC BA. If a rebate is included in the room rate, it must be clearly stated, along with the rebate amount and a statement confirming understanding of the policy. The room rebate and Housing Bureau fees are payable to the IS USBC BA Monthly. Bid will include a brief statement listing and guaranteeing the rate to be in effect during the year of the Tournament, and current State, County and City room tax and other standard room charges if applicable.

3 Indiana State USBC BA Open Championship Tournament Bid Request for Proposal Page 3 of 5 F. Room Requirements The IS USBC BA requires that 200 room nights be available from the selected Hotels/Motels per scheduled tournament weekend (Does not include Complimentary Room requirements See Complimentary Room Nights - Section H). The bid requires that room block(s) be held as of the time of bid submission. Bid will include a statement by the hotel(s) General manager(s) confirming the required room block(s) for the appropriate year are currently being held. Note: Bidding Associations will be notified of the successful bidder at which time room blocks of non-selected cities can be released. G. Attrition Clause Attrition Clauses will not be accepted as part of room block(s) commitment(s). Bid will include statement(s) to this effect from Hotel(s). H. Complimentary Rooms Nights The following complimentary room nights will be provided at the Hotel/Motel and additional hotels/motel. One (1) complimentary room night from the Headquarters hotel for staff site evaluation visit. If required One (1) complimentary room night for event planning. If required. Ten (10) complimentary rooms distributed among the Headquarters and additional hotels for each Friday and Saturday for the duration of the tournament to be used for out-of-city staff. Requirements are a total of Twenty (20) complimentary room nights. Ten (10) for Friday and Ten (10) for Saturday per scheduled tournament weekend. These rooms are guaranteed and not subject to pick-up. I. Site Visits Two Site visits will be scheduled to aid in the selection of, and planning for the event. If required Pre-Selection Visit A one-day pre-selection site visit to the finalist hotel(s)/cities will be performed by the IS USBC BA Headquarters facility will be notified if they are a finalist. The site visit will take place with the exact date to be determined. Headquarters hotel is required to provide 1 complimentary room night for pre-selection site visit (see Section H, Complimentary room Nights) if required. Planning Visit (If Required) If selected, one (1) IS USBC BA staff member will perform a one-day planning site visit approximately six months prior to the event. Host hotel is required to provide complimentary room night for the staff member during site visit (see Section H, Complimentary Room Nights). J. Additional Incentives As a non-profit association, the IS USBC BA is proactive in looking for discounts and cost saving advantages for the event and its attendees. Bid should include a complete description of all incentives or discounts available to the IS USBC BA and its attendees that will set your city apart from other bidding cities. Examples include complimentary shuttle, free high speed Internet, rental discounts, unused comp room credits, TOURNAMENT EXPENSE CONTRIBUTIONS etc. K. Local Area Information Many attendees enjoy the amenities of the host city before, during and after the event. Bid should include additional information on the area including, but not limited to, information on area attractions, ground transportation options, a guide to restaurants/bars, shopping areas and other general tourist information. Ease of travel to and around the host city will be a factor in the selection process.

4 Indiana State USBC BA Open Championship Tournament Bid Request for Proposal Page 4 of 5 L. The Role of the IS USBC BA The IS USBC BA Staff, along with the Events Committee, will handle all budgeting, marketing, registration, planning and execution of the event. Therefore, the IS USBC BA must sign all contracts pay all invoices and receive all fees and room rebates. Bid should include a statement of understanding of the IS USBC BA s role in managing the event. M. Marquee s and Signage There is a requirement that the Host Hotel, Additional Hotels, Convention Center and Bowling Centers display Welcome Indiana State Open Championship Tournament on Marquee s and signage for every weekend the tournament is scheduled. Meeting room location and Hall of Fame banquet location signage is required for Opening Weekend activities. If the hotel s, convention center or bowling centers have any restrictions regarding Marquee and signage display include a copy of the policy (ies) in the bid. N. Shipping Destination Host association will arrange for a free shipping destination for the Indiana State USBC BA. Destination may be the host association office or alternative location. Shipment to a bowling center must be secured. Items received at this location will include giveaway items, merchandise to sell, merchandise to raffle, merchandise display equipment, office equipment/materials and registration equipment/materials. This does not include exhibitor shipments. If the shipping destination is different than the host association office, the host association will arrange for transportation of items to location prior to the start of the tournament. Bid will include commitment to arrange shipping destination and mailing address where items are to be sent. If location/mailing address changes, The Indiana State USBC BA must be notified promptly. O. Host Association Staff/Volunteers Host association will supply volunteers/staffing for the tournament tasks each scheduled tournament day. Bid will include commitment to provide staff/volunteers for each of the tasks but not limited to the tasks listed below. Compensation for these volunteer/staff is the responsibility of the host association. Volunteers must attend IS USBC BA training session when scheduled. Merchandise Sales Promotion Brackets/Pot GM Raffles Check-in/Change duties. (Does not include lane monitors and scorers) Provide one take-up device and reader Use Take-up device and read tapes P. Bowling Center information The Host Association will contact bowling centers in their area and complete the Bowling Center Information sheet (3 pages attachment D). OPTION 1: The bowling centers hosting the Open Championship tournament will include the use of two (2) bowling centers within the jurisdiction of the host association. The number of lane beds required for hosting the tournament will be determined by the site committee. OPTION 2: The host association may include the use of a second bowling center NOT within their jurisdiction but within a thirty (30) mile radius of the host association s bowling center.

5 Indiana State USBC BA Open Championship Tournament Bid Request for Proposal Page 5 of 5 OPTION 3: The host association may elect to conduct the Open Championship tournament utilizing a single bowling center. However, this option will require the bowling center have a minimum of sixty-eight (68) Lane beds available for the tournament schedule AND the tournament can be completed in a maximum of twelve (12) weekends beginning the third weekend of February. This option requires that two (2) lane machines be used to maintain schedule. The Indiana State USBC BA shall select the centers to be used based upon the information provided and a site evaluation. The information must be completed. Only lanes certified to be in compliance with USBC specifications will be considered. The selected bowling center must comply with the IS USBC BA Lane Maintenance Check list and complete this list each scheduled squad of the tournament. The tournament lanes must be cleaned and oiled to the pattern established by the ISUSBC BA prior to each scheduled squad of the Tournament as indicated on the Lane Maintenance Check List. (see attachment) The selected centers must be capable of providing lanes in the time periods designated by the IS USBC BA. The selected centers must agree to impose tournament lineage fees for the Open Championship tournament that DO NOT exceed normal prime time league lineage fees, at the time of the contract signing, for the selected center. Required: High Speed Internet Connection for both centers. The IS USBC BA utilizes technology that networks the Team and Minors centers. Required: Score printouts immediate following each game to include entire game score with frame by frame print out. Q. Specification Compliance The Host Association must run zero line tapes and post these tapes in tournament headquarters prior to the start of each day tournament schedule. Tournament Pins - The bowling pins used for the annual tournament must at all times bear only the name and trademark of the original manufacturer or distributor thereof, and must be marked "USBC APPROVED". Pins must be new for the current season. Pins that have been turned down, trimmed and then refinished may not be relabeled or used in the tournament. The pins in use by the establishment(s) holding the tournament shall not be changed during the entire tournament, except for replacement of broken pins. R. Bid Submission Guidelines Bid documents must be bound using a three-ring binder or coil or comb binding with no loose items. Bid must include a completed Bid Submission Checklist (Attachment E). By completing the form you are committing to providing the requirements as explained in the RFP. If you cannot meet all of the requirements, do not submit a bid, as it will not be considered. In addition, any bid received without a completed checklist will be in violation of the bid procedures and will not be considered. (All items must be checked to be considered)

6 Host Association Letter of Commitment Attachment AI September 15, 2016 Dan Cappa Association Manager Indiana State USBC BA 3520 Wynfield Drive Richmond, IN Dear Dan: In response to the 2018 year Indiana State USBC BA Request for Proposal we are submitting this letter of commitment to serve as the Host Association. We understand by initialing the items listed below, and signing at the conclusion of this document, we are assuring the Indiana State USBC BA I/we have read, clearly understand and are committed to meeting all of the minimum requirements listed in the indicated section of the RFP for the Indiana State Open Championship Tournament. As representatives of the host Association, I/we agree to the following requirements as outlined in the RFP and my bid packet: (all items must be checked) RFP Package Bidding Procedures Requirement to Bid Letter Of Commitment Active Participation Annual Tournament Dates Host Hotel Additional Hotels Room Rates Room Requirements Attrition Clause Complimentary Room Nights Bid Submission Guidelines Take up device and reader Housing Bureau Fees Lane Machine Requirements Site Visits Additional Incentives Local Area Information IS USBC BA Role Marquee s and Signage Shipping Destination Staff/Volunteers Bowling Center Information Specification Compliance (All items must be checked to be considered) Should I/we no longer be officers of the host Association, notification will be submitted to the Indiana State USBC BA binding the organization to this commitment. * * Host Association President Host Association Manager Print Name Print Name * Required Signature

7 Hotel/Motel Letter of Commitment Attachment A2 September 15, 2016 Dan Cappa Association Manager Indiana State USBC BA 3520 Wynfield Drive Richmond, IN Dear Dan: In response to the 2018 Indiana State USBC BA Request for Proposal we are submitting this letter of commitment to serve as the host hotel. We understand by initialing the items listed below, and signing at the conclusion of this document, we are assuring the Indiana State USBC BA we have read, clearly understand and are committed to meeting all of the minimum requirements listed in that section of the RFP for the Indiana State Open Championship Tournament. As representatives of the host hotel, we agree to the following requirements as outlined in the RFP and bid packet: Annual Tournament Dates Host Hotel Room Rates Room Requirements Attrition Clause Complimentary Room Nights Marquee s and Signage IS USBC BA Housing Bureau Fee Room Rebate Site Visits Additional Incentives IS USBC BA Role (All items must be checked to be considered) Should I/we no longer be officers of the host Association, notification will be submitted to the Indiana State USBC BA binding the organization to this commitment. * * * Signature, General Manager Signature, Sales Manager Signature, Host Association Print Name Print Name Print Name * Required signature

8 Additional Hotel/Motel letter of Commitment Attachment A3 September 15, 2016 Dan Cappa Association Manager Indiana State USBC BA 3520 Wynfield Drive Richmond, IN Dear Dan: In response to the 2018 Indiana State USBC BA Request for Proposal we are submitting this letter of commitment. We understand by initialing the items listed below, and signing at the conclusion of this document, we are assuring the Indiana State USBC BA we have read, clearly understand and are committed to meeting all of the minimum requirements listed in that section of the RFP for the Indiana State Open Championship Tournament. As representatives of the host hotel, we agree to the following requirements as outlined in the RFP and bid packet: Annual Tournament Dates Host Hotel Room Rates Room Requirements Attrition Clause Complimentary Room Nights Marquee s and Signage IS USBC BA Housing Bureau Fee Room Rebate Site Visits Additional Incentives IS USBC BA Role (All items must be checked to be considered) Should I/we no longer be officers of the host Association, notification will be submitted to the Indiana State USBC BA binding the organization to this commitment. * * * Signature, General Manager Signature, Sales Manager Signature, Host Association Print Name Print Name Print Name *Required signature

9 Bowling Center Worksheet (Attachment D) Page 1 of 3 Run Copies for all Centers who wish to be considered and provide contact information for those who do not. Bowling Center Contact Information Center Name: Center Address: City: Phone Number: Proprietor Name: Address: Zip: Manager Name: Address: Bowling Center Bid Information Number of Lanes in Center: Number of Lanes available for IS USBC BA Tournament Schedule Name and Model of Automatic Scorers: Type of Lanes (wood, synthetic): Brand and Model of Lane Conditioning Machine: What is the number of Restroom available? Men: Women: Are you a member of the Indiana Bowling Centers Association? Yes: No: The selected centers must be capable of providing lanes in the time period designated by the IS USBC BA. Tournament Staff Space Information Is a Tournament office available for Tournament Staff? Is a Merchandise promotion area available for Staff? Is a bracket/pot Gm sign-up area available for Staff? Is a Bracket/Pot Gm input area available for Staff? Food & Beverage Service Information Food Service Available (Restaurant-Snack Bar) Bar Service Available Does the center have a Sunday alcohol license? Will lane waitress service be available during tournament schedule? Bowling Center Lineage Cost Information Base Cost on Lines Indicated ** Current Year Open Bowling (Per Line) *** Primetime League (Per Three Line Set) *** Afternoon League (Per Three Line Set) *** Senior Leagues ( Per Three Line Set) Tournament Lineage (Per Three Line Set) *** 2018 Bid Year *** Required for Consideration

10 Bowling Center Worksheet ( Attachment D) Page 2 of 3 General Process Information: What type of Internet service does the center have: Cable Modem DSL Other Is a Wired Ethernet connection available in the proposed Tournament office: Yes No Does the center have a secure protected area to lock up Network and PC equipment throughout the Tournament (weekends and during the week) Yes No What system is the center using for league record keeping: (Example BLS) and what version and year is the Software: Version Year Specification Compliance: USBC Lane Certification Number: Manufacturer and Name of Bowling Pins: Bowling Pin Weight: Thank you for sharing information with the Committee. All information provided is considered confidential and will only be shared with the IS USBC BA Board for site selection evaluation. Required: Digital Photos of the Bowling Center Parking Areas, Concourse, Lanes, Lounge/Restaurant, and Staff Space etc. Will aid in the selection of a site. Required: High Speed Internet Connection for both centers. The IS USBC BA utilizes technology that networks the Team and Minors centers. Required: The selected centers must be capable of providing lanes in the time periods designated by the IS USBC BA. Required: The selected center must clean and oil the lanes prior to each scheduled squad of the tournament using the pattern established by the IS USBC BA and comply with the Lane Maintenance Check List. Required: Score frame by frame printouts for all bowlers will be needed immediate following completion of each game. Name of Individual Completing this form: Comments/Clarifications:

11 Indiana State USBC BA Annual Championship Tournament Lane Maintenance Checklist In order for the Indiana State USBC BA Annual Championship Tournament to be conducted in the most fair and competitive manner, this lane maintenance checklist must be completed and signed by the host center and a member of the tournament committee prior to competition. This checklist will ensure that the tournament lane conditioning procedure will be fair from lane to lane, squad to squad, day to day, and weekend to weekend. The Indiana State USBCBA appreciates your adherence to these guidelines so that every bowler will have a fair and equal opportunity to compete. 1. The same type of oil is being used on this squad as compared to others 2. The same type and mixture ratio of cleaner is being used on this squad as compared to others 3. The same pattern is correctly being used on this squad as compared to others 4. No significant changes to the buffing brush, transfer roller, and/or cleaning systems have been made 5. If this is the first squad of the day, lanes should be started no earlier than two hours prior to start time 6. If this is the second squad of the day, lanes should be run immediately before the start time 7. If this is the second squad of the day, all lanes used on that squad must be conditioned again 8. The cord must not drag on any part of the lane and should move only in the gutters 9. The lane burning procedure (see below) has been thoroughly followed 10. The lane cleaner volume is re-filled every 12 lanes 11. The lane conditioner volume is re-filled every 12 lanes 12. The lane cleaning squeegee is cleaned every 12 lanes 13. Tapes have been taken and approved **LANE BURNING PROCEDURE** When beginning to clean and condition lanes prior to each squad, the host center must burn four (4) lanes. The most common way to do this is to run lanes 1-4 and then go back to lane 1 and officially start the lane maintenance process. If the center is not using all of the lanes, the burn pairs may be those which are not used in competition. This process is extremely important for all squads, but especially the morning squads after which the house pattern was run the night before. Ideally, the house would burn lanes 1-4 and then start the tournament on 5-6. CENTER NAME: DATE: EVENT: TIME: INDIANA STATE USBC SIGNATURE HOST CENTER SIGNATURE: Page 3 of 3

12 ATTACHMENT E BID SUBMISSION CHECKLIST Please complete the contact information below and check off each bid requirement. By checking off each item, you are assuring the Indiana State USBC BA you are committing to the minimum bid requirements as listed in the indicated section of the RFP. If you cannot meet all of the requirements, please do not submit a bid, as it will not be considered. In addition, any bid received without a completed checklist will not be considered. Each of these points should be highlighted and responded to separately within the bid. Host Association Information: Association National ID# Name Address City Zip Phone Number Address Point of Contact Bid Year: 2018 MINIMUM REQUIREMENTS TO HOST CHECKLIST By initialing by each item below, you are assuring the Indiana State USBC BA you have read, clearly understand and are committed to meeting all of the minimum requirements listed in that section of the RFP for the Indiana State USBC BA Open Championship tournament. (All items must be checked to be considered) RFP Package Bidding Procedures Requirement to Bid Letter Of Commitment Active Participation Annual Tournament Dates Host Hotel Additional Hotels Room Rates Room Requirements Attrition Clause Complimentary Room Nights Bid Submission Guidelines Take up Device and Reader IS USBC BA Housing Bureau Fees Room Rebates Site Visits Additional Incentives Local Area Information IS USBC BA Role Marquee s and Signage Shipping Destination Staff/Volunteers Bowling Center Information Specification Compliance

13 Bidding Motel Name Address city/state zip Phone: Fax: ROOM BLOCK AGREEMENT GROUP INFORMATION Group Name: 2016 IS USBC BA Open Tournament Planner/Contact: Dan Cappa Daytime phone: Billing Address: 3520 Wynfield Drive Address: City, State: Richmond, IN zip: ROOM BLOCK REQUIREMENTS Arrival date: Departure date: Arrival date: 4/5/201x Departure date: 4/6/201x Arrival date: 2/22/201x Departure date: 2/24/201x Arrival date: 4/12/201x Departure date: 4/13/201x Arrival date: 3/1/20Ix Departure date: 3/3/201x Arrival date: 4/19/2 01x Departure date: 4/20/201x Arrival date: 3/8/201x Departure date: 3/10/201x Arrival date: 4/26/201x Departure date: 4/27/201x Arrival date: 3/15/201x Departure date: 3/16/201x Arrival date: 5/3/201x Departure date: 5/4/201x Arrival date: 3/22/201x Departure date: 3/23/201x Arrival date: Departure date: No room block 3/29-3/30/201x Due to Easter Arrival date: Departure date: Rooms to be released three weeks prior to each arrival date. Day Fri. Sat. Rates Standard Queen 0 0 Standard Double 0 0 Executive King 0 0 Executive Double Room Suite Room Suite 0 0 Spa Room 0 0 Total Block 0 0 Rates include a S5.00 rebate per room night plus a 10% commission per room night to be paid on the rate after rebate. Rebate and commission to be paid monthly with check made payable to "2016 IS USBC BA Open Tournament". The IS USBC BA housing bureau will invoice the hotel. The IS USBC BA housing bureau and the Hotel will reconcile cancellations or room additions prior to payment being issued. Three (3) complimentary rooms per night (Friday & Saturday) will be provided each weekend upon request by the Group. The Hotel agrees that rates found on the internet and e-channels will not be lower than the rates offered the Group during the timeframe of the individual weekend room blocks. If a lower rate is offered and booked by a participant on the internet or through an e-channel, the Hotel agrees to pay the $5.00 rebate and 10% commission as above on the internet rate to the Group for each participant room booked at the internet or e-channel rate. The name (herein referred to as "Hotel") hereby agrees that the above number of rooms shall be held for the Group at the rates listed. Additional rooms above the room block will be offered at the Group rate based on availability. All rooms are subject to state, city, and county taxes, which are currently 13%. Taxes are subject to change without notice. The Hotel cannot and does not guarantee room types, location or adjoining rooms due to room availability. The Hotel will try to accommodate special requests to the best if its ability. Housing Bureau agrees to provide the Hotel the guests ' name, phone number, credit card number & expiration date for each reservation. Room block will be held until 21days prior to each arrival date, after which any unreserved rooms in the block will be released and reservations at the group rate will be subject to room availability. No attrition applies. Agreed upon arrival departure patterns will be accepted. The Hotel may request a reduction in the room block prior to the cut-off date due to slow Group room reservations. All guestrooms are guaranteed for late arrival to each individual guest's credit card or by advance deposit. Cancellation of individual reservation must be made at least 24 hours prior to arrival to avoid a charge of the first night's room and tax. Individual Guests are responsible for all room charges.

14 Guest rooms: Check-in time is 3:00 pm, check-out time is 12:00 noon.. Check-in prior to 3:00 pm is subject to availability. In accordance with Hotel policy, a person must be 21 years of age to rent a room. Indemnification and Hold Harmless: The Group agrees to defend, indemnify, and hold harmless the Hotel from and against all claims, actions for causes of action or liabilities, including reasonable attorney's fees and costs arising from the defense of any claim, action, cause of action or liabilities arising out of or resulting from any act taken or committed by the Group pursuant to the performance if its obligations hereunder. The Group is granted these same rights of indemnification. Removal of Guest: We agree that any damages occurred from the guest(s), the guest is financially responsible for said damages and may be asked to depart the hotel premises without refund of any monies paid to the hotel. Guest(s) may be removed for disruptive noise or behavior without refund of any monies paid to the hotel. Waiver: If one party agrees to waive its right to enforce any terms of this Contract, it does not waive its right to enforce such term or any or all other terms of this Contract at any other time. Governing Law: This Agreement shall be governed by and construed under the laws of the State of Indiana. If any provision of the Agreement is unenforceable under applicable law, the remaining provisions shall continue in full force and effect. NO CHANGES OR ADDTIONS TO THIS ROOM BLOCK AGREEMENT WILL BE ACCEPTED WITHOUT WRITTEN CONSENT OF THE OF THE ASSOCIAITON MANAGER OF THE INDIANA STATE USBC BA ASSOCIATION MANAGER The undersigned represents that he/she is a representative authorized to sign on behalf of the Group and to enter into this contractual agreement, confirming the agreement to the above conditions, terms and policies of the Hotel. EXAMPLE ONLY THIS IS A STANDARD CONTRACT FORM. THE ARRIVAL AND DEPARTURE DATES LIST WILL CHANGE DEPENDING ON THE YEAR OF THE BID A FINAL ROOM BLOCK AGREEMENT WILL BE SIGNED UPON HOTEL/MOTEL SELECTION. IS USBC BA SIGNATURE: Date: HOTEL CONTACT SIGNATURE: DATE: