When event owner or rights holder issues a request for proposals (RFP) for communities to bid to host an event, multiple criteria are considered in the selection process.
Some criteria carry more weight than others. Minimally, an RFP will include the event overview (e.g., description, date, duration), the background of the organizers and submission guidelines (e.g., deadlines and bid fees).
Potential hosts complete an application process demonstrating their ability to meet or exceed the needs and requirements of the rights holders.
SAMPLE CATEGORIES IN A REQUEST FOR PROPOSAL (RFP)
• Venue specifications
(including ancillaries and parking)
• Infrastructure
• Technology
• Accommodations (bed count)
• Transportation
• Marketing and sponsorship
• Financial
• Security and Safety
• Emergency preparedness
• Sustainability and green practices
• Legacy Plan
The NCAA hosts 90 championships a year in U.S. cities that compete to serve as host sites.
The NCAA uses a portal system for application and publishes numerous resources for potential host cities such as championship microsite guidelines, hotel contract templates and sport specifications. With three divisions of competition, the NCAA annually awards over 240 site selections for preliminary and final rounds of sport championships.
The association receives approximately 1,200 bids annually, demonstrating the necessity of potential host sites to be diligent in presenting their assets and capabilities to be awarded hosting privileges.
Free and subscription-based artificial intelligence (AI) writing tools can assist individuals submitting a bid or RFP. Claude, AutogenAI, and ChatGPT software, for example, easily prepare compelling narratives that may provide a potential host a competitive edge in being awarded an event.
Additional AI tools such as Responsive, Loopio, PandaDoc and CV Partner all assist in developing proposals with features such as automated vendor quotes, workflow management and budget templates. Understanding and applying technology only increases the likelihood of submitting an attractive, detailed-driven,
error-free proposal.
Following are seven site selection considerations:
1. Venue and Facility Quality
Organizers will review capacity, staging or court/field specifications, seating, parking, accessibility (ADA requirements)and infrastructure capabilities such as technology available, bandwidth and broadcasting or streaming options. Additional considerations will be made for proximity of practice facilities or warm-up areas, parking and public transportation.
2. Accommodations and Lodging
The proximity of available accommodations is essential to event organizers. Typically, there may be a minimum bed count to be eligible to bid for an event. The quality and affordability of accommodations are also key considerations in providing adequate lodging for staff, spectators and participants. Differing price points for accommodations, along with varying levels of service, are generally desired to meet the budget or luxury needs of event attendees.
3. Transportation and Traffic Management
Efficient and accessible transportation is a priority for event organizers to accommodate athletes (or artists), coaches, trainers, general spectators, city officials, first responders and any dignitaries.
Airport proximity is an important consideration in addition to traffic management solutions for congested areas. At the Beijing 2008 Olympics, six boundary rings defined the types of transportation permitted (e.g., emergency vehicles only) and an even-odd rule pertaining to the last digit of a vehicle license plate dictated travel permissions on selected even and odd days.
The results included reduced traffic flows, reduced emissions and lower surface temperatures. While most rights holders do not expect the extreme measures that were implemented by the Chinese government during the 2008 Olympics, there are generally reasonable expectations for efficiency and accessibility with prioritization for safety and security. Foot traffic is also a consideration, as is adequate nearby parking.
4. Government and Community Support
Often, a municipal tourism commission or board is responsible for completing an RFP. The mission of a tourism board or commission is to drive economic growth and development within a community, primarily through events which are either created in-house or granted through bid process. Therefore, these entities generally maintain a repository of data on the city (e.g., population, mean household income, facility specifications, etc.) and are versed in presenting a favorable picture of a community as a potential host.
Government and community support extends beyond a central authority to complete an RFP. It also includes ensuring exceptional safety and security measures at all times and in all locations, including first responders, anti-terrorism units, command centers, etc. Additionally, the availability of a sufficient number of committed volunteers from the community goes a long way toward creating the environment desired by event rights holders requiring large staffs for operations. (Partnerships with local sports clubs can provide excellent opportunities for support.)
5. Safety and Security Expertise
As indicated, ensuring the highest level of safety and security is crucial for a community to be selected as the host of an event. Risk management must be prioritized and security procedures should be in place for all possible situations, among which could be medical emergencies, fires, natural disasters, bomb threats and other problems.
Communities must demonstrate coordination with federal, state and local agencies with plans for security, public safety, emergency preparedness, health officials and law enforcement. Staffing plans must be clear for all stages of safety and security, both inside and outside of venues, at the necessary times.
6. Marketing Potential
The marketing opportunities a community can leverage directly correlate to revenue potential. First, the city must align with the event’s brand and demographic. Larger markets generally have greater media exposure, but smaller markets should not be excluded based on this factor alone. Marketing potential will increase if an individual on staff has the relationships, clout and skills that can help maximize revenues or exposure.
7. Revenue Potential
The goals of the rights holder for an event extend beyond pure financial gains, but the community that can demonstrate the capability to maximize revenue potential will certainly catch the eye of decision makers.
Cities may choose to offer financial incentives or tax abatement to attract events. Generous revenue sharing models also serve to influence decisions. The best candidates for hosting often are communities with the motivation and capabilities to maximize revenue for all parties through effective partnerships, sponsorships, pricing strategies and operational decisions.
Final Considerations
The allure of a destination such as the North Shore of Hawaii for a surfing conference or Lake Placid for a winter sports festival are considerations in selecting host cities, but there is always more to consider than the attractiveness of a location.
The reputation or track record of a city for hosting similar or large-scale events carries a great deal of weight in the evaluation process. Potential host cities need to demonstrate the ability to provide deliverables according to deadlines. Relationships with trusted, reliable vendors are important to demonstrate the city has the necessary organizational expertise and community support to manage the logistics, crowd control and media demands that large-scale events typically entail.
Additionally, a city with a positive reputation can attract greater interest from sponsors, participants and media. Rights holders often prioritize cities with this established credibility, as it minimizes the risk of issues that could damage the reputation of their brand and ensures a better experience for all stakeholders involved. A history of providing smooth operations, high-quality facilities and a welcoming atmosphere go a long way. First-time contenders cannot be dismissed since some may become a frontrunner in the selection process.
Any city that can prove its credibility, capacity and capability to have an immediate impact, leave a positive impression and foster community engagement will always be a contender in the selection process to host an event. SDM
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