Tournament Guidelines Special Instructions and Bidding Information

The following information is for Lodges desiring to submit a bid(s) to host a NYSMA Sports Tournament. The information is necessary to assist the respective committees in making their recommendations to the Executive Committee.

1. All tournaments involve the total cooperation of both the Lodge and Chapter

2. LODGE(S) SUBMITTING A BID(S) MUST HAVE THEIR NYSMA DUES PAID (See NYSMA Constitution and by-Laws) Article XIII - Section 2

3. Any Lodge submitting a bid(s) must have participated in the previous years tournament

4. The bid is to be submitted by the Men, on Lodge letterhead, signed and sealed by the Administrator and Governor stating the following. (Name of Lodge) No. (number) hereby submits their bid for the (Name of tournament) for (date and year)

5. Lodges may submit bids for no more than TWO tournaments. This does NOT include Youth or Invitational Tournaments. ALL BIDS MUST BE ON SEPARATE LETTERHEAD

6. All other pertinent information shall be included. This information varies depending on the tournament being bid. Refer to individual tournament bid guidelines.

7. The bid is to be submitted to the State Sports Chairman and the State Secretary two weeks prior to the Sports Meeting. (See Tournament Schedule.)

8. All Lodges submitting a bid MUST have a representative in attendance at the Sports Meeting. The representative(s) must be available to answer any and all questions that the respective committee might ask.

9. DO NOT SIGN ANY CONTRACTS, but state that are submitting a bid on a tournament and need information to complete the bid. Contracts, if necessary, will be signed when and if you are awarded the bid.

10. Do not send any checks. The bid price is to be submitted after you have been awarded the bid and is to be sent to the NYSMA Secretary, payable to NYSMA.

11. All Lodges awarded a bid(s) will be contacted by the Sports Chairman and the Tournament Committee Chairman/Chairperson will contact the Lodge to review the details and Host Lodge requirements.

12. Tournament(s) for which no bids were received will be assigned at the discretion of the Executive Committee.

13. Lodges desiring to host a Tournament not previously attempted should submit their requests in the same manner as described in #4 above. If approved, these tournaments, will be listed on the Tournament Schedule, called Invitational, will be listed on the Sports Schedule and promoted by the State Officers and Chairmen. The Host Lodge is responsible for all aspects of the Invitational Tournament (mailings, prizes, rules, etc..) A report of the Tournament is to be submitted to the State Sports Chairman.

INVITATIONAL TOURNAMENTS

BID GUIDELINES

1. Select and identify the Tournament your Lodge desires to attempt

2. Explain the details of the Tournament, such as equipment, fields, etc.

3. Provide a copy of the Tournament rules

4. Provide housing, meals, entertainment, prizes, etc., information

5. Mail entry forms and release forms

6. Follow SPECIAL INSTRUCTION where they apply

7. Lodge must be in compliance with SPECIAL INSTRUCTIONS #2

HOST LODGE RESPONSIBILITIES

1. The Host Lodge is responsible for all aspects of the Tournament. The Host Lodge mails all information to the Lodges, operates the Tournament, provides prizes/trophies, and assumes all financial obligations. It is the responsibility of the Host Lodge to contact the NYSMA Secretary to be sure all participating Lodges have their NYSMA dues paid.

NEW YORK STATE MOOSE ASSOCIATION

TOURNAMENT BID FORM

____________________________ Lodge hereby submits their bid for the ______________________________________

(Lodge name and number)                                                                     (Name of Tournament)

Date of Tournament _____________________________                    N.Y.S.M.A. Dues paid     (YES)_____     (NO)_____

Date Lodge voted to approve bidding on the above stated tournament _______________________________________

Lodge participated in previous years Tournament? (YES)_____  (NO) _____

Previous experience hosting tournaments? ______________________________________________________________

______________________________________________________________________________________________________

______________________________________________________________________________________________________

Name and location of tournament site? __________________________________________________________________

                                                                       (Bowling alley, golf course, fields, Lodge, etc.)

______________________________________________________________________________________________________

Describe facilities _____________________________________________________________________________________

______________________________________________________________________________________________________

______________________________________________________________________________________________________

Hotels, Motels, campgrounds, etc. (Names and prices) _____________________________________________________

______________________________________________________________________________________________________

______________________________________________________________________________________________________

______________________________________________________________________________________________________

Comments ____________________________________________________________________________________________

______________________________________________________________________________________________________

______________________________________________________________________________________________________

__________________________ agrees to the terms and conditions of the bid guidelines and 

(Lodge name and number)    host Lodge responsibilities.       

Bid fee. $__________________ (To be submitted only after bid is awarded)

__________________________________________________           ______________________________________________

(Administrators signature)                                                          (Governors signature)

(Use reverse side for additional comments)