Role of the Host Institution/Conference
The support, commitment and involvement of the host institution/conference, its key staff members and local
media are essential elements in hosting a successful Division I Women’s Basketball Championship preliminary
round.
The host institution/conference is the local entity responsible for making arrangements for the preliminary-round
competition. By submitting a bid, each host institution/conference has agreed to provide the services and assistance in connection with the various activities related to the preliminary round.
The responsibilities of the host institution/conference are defined herein. The games management, media and
marketing activities associated with the preliminary-round competition are to be administered and approved by the women’s basketball staff on behalf of the Division I Women’s Basketball Committee.
The host institution/conference will work in collaboration with the women’s basketball staff to ensure that the
mission of the women’s basketball committee and the championship is preserved. The women’s basketball committee believes that the most successful host institutions/conferences are those that emphasize service,
communication, promotion and marketing of the event and fiscal responsibility.
Each prospective host institution/conference must submit a proposed budget for approval by the NCAA. Budget
adjustments are permitted, if approved in advance in writing by the NCAA staff. Any expenses in excess of the
approved amounts will be the responsibility of the host institution/conference even if estimated receipts are
exceeded.
As part of the communication and planning process, host institution/conference staff will be required to submit
monthly marketing and weekly ticket sales reports and meet all deadlines as established by the women’s basketball staff. The women’s basketball staff will also communicate with host institution/conference representatives on a consistent basis.
Main host roles/responsibilities:
Tournament Director.
This individual MUST BE the director of athletics/commissioner of the host institution/conference and shall maintain ultimate responsibility for the operation of the event. Signed bid specifications, competition venue agreement, bid response questionnaire, proposed budget and hotel agreements from the prospective host institution/conference, shall be authorized by the tournament director.
Tournament Manager.
The tournament director shall appoint a knowledgeable person, preferably with extensive experience in event/tournament administration and games management, to serve in this position. The tournament manager shall ensure that the championship policies are implemented and followed in the administration of the tournament. Specific responsibilities shall include direction and supervision of competition venue arrangements, ticket sales, development of participant information, oversight of the marketing program, security, lodging, transportation, financial administration and adherence to the preliminary-round policies outlined in the NCAA operations manual.
Marketing Director.
This individual shall be responsible for the promotion and marketing of the championship event. All marketing/promotion plans should focus on the sale of tickets and attendance. The marketing director will be required to submit monthly marketing/promotions reports. All marketing/promotion plans and collateral material must be submitted to the NCAA for approval.
Media Coordinator.
This individual SHALL NOT BE the primary media contact for the women’s basketball program. Responsibilities shall include oversight of the online credential program, securing and training a media coordination staff, planning and supervision of media work areas, coordination of all news conferences, lodging, transportation, statistical services, wireless services and telecommunication needs for media representatives.(Refer to Appendix 14)
Facility Liaison.
The facility shall appoint a knowledgeable person to serve in this position. Specific responsibilities shall include assisting the NCAA with direction and supervision of facility arrangements, security and assistance in the development of participant information.
