Fill and Sign the Community College Football Bowl Game Agreement Form

Community College Football Bowl Game Agreement This Agreement, made and entered into by and between the _______________________ ___________________________ (Name of Commission) Commission on Athletics, hereinafter called COA , and ____________________ (Name of State) community college, hereinafter called Co-Sponsoring Agency . Whereas, COA oversees the community college football bowl games and shall oversee the administration of the ___________ (year) season-ending championship game; and Whereas, the bylaws of the COA allow for nonprofit organizations to act as co- sponsoring agencies of such games; and Whereas, ______________________ (Name of State) community college has been named to host the season-ending championship game at its campus and stadium located in _____________________________________ (name of city and state); Now, therefore, for and in consideration of the mutual covenants contained in this agreement, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows: 1. Game Date On the ____________________ (date) at _____________ (time) at the campus and stadium of Co- Sponsoring Agency , the COA shall provide two conference representatives of championship caliber that shall play a bowl-type football game. 2. Game Time The time schedule for the game shall be established by mutual agreement of the game managers in order to satisfy the needs for (1) best attendance draw, (2) reduction of overnight travel by teams, (3) availability of site, and (4) weather condition factors. 3. Game Manager The COA and the cosponsoring agency shall, by the last day in September, identify a game manager who shall represent their organization in making game management decisions. 4. Financial Summary Within thirty (30) working days after the bowl game, it shall be the responsibility of the cosponsoring agency to submit a bowl game financial summary to the State Commissioner’s office. If not received after 30 days, a letter will be written to the college president requesting the financial summary and stating the consequences of additional delay. If not received after 60 days, a $25 per day late fee will be assessed. 5. Insurance The cosponsoring agency shall procure and maintain public liability and property damage insurance covering all activities arising from or in any way relating to the game, including, Page 1 of 3 without limitation, the advertising and promotion of the game, the pageant, parade, and actions of the crowds and personnel at, participating in, or relating to the game. Additionally, the cosponsoring agency shall indemnify and hold CCLC, COA, and their representatives harmless from all claims, damages, suits, actions, or proceedings in connection with any injury or damage to any person or property related to the activities described above. 6. Game Expenses All agreed upon expenses of the game, including but not limited to, all team expenses, team awards, expenses of stadium preparation, maintenance, clean up, ticket takers, sellers, security, and other personnel required to administer the game, and the expenses of the necessary meetings to clarify game management shall be paid for from the game’s gate receipts. If the profit is insufficient, the cosponsoring agency shall pay all agreed upon expenses. (Experience has shown that costs are usually not less than $5,000 nor more than $12,000 per game.) Specific game authorized expenses are listed throughout the COA Football Supplement. With the agreement of both the game managers and the State Commissioner’s office, special miscellaneous game expenses may be authorized for payment from bowl game financial profits. This authorization shall be detailed in writing. 7. Ticket/Program Printing The cosponsoring agency shall pay for all expenses of printing of programs, printing of tickets, pageant, parade, and for promotional materials. The cost of these expenses shall not come from game financial profit. 8. Concessions The cosponsoring agency shall receive all profits from concessions, including food, drinks, and souvenirs sold. 9. Game Program The cosponsoring agency, in cooperation with the participating colleges, shall be responsible for the production and printing of the game program. One page of the program shall be reserved for information related to the role of the Commission on Athletics, which will be provided by the State Commissioner’s office. The cosponsoring agency shall receive all profits from the sale of programs including profit from the sale of advertisements. 10. Charitable Organization It is understood that a clearly defined charity shall be identified by the cosponsoring agency to receive a percentage of the profits. 11. Team Expenses: The current COA Football Sports Guide shall be adhered to by participating colleges, especially as it pertains to expenses incurred, including food, lodging (if approved), and transportation. 12. Game Profit After all agreed upon expenses are paid, the game’s remaining financial profit shall be divided by the State Commissioner’s office, unless bowl game series sponsorship makes Page 2 of 3 available a reduction in the percentage returned to the COA football fund and an increase to the college or cosponsors. The game profit which will apply to this game is as follows: 1. _____ percent to each college 2. ______percent to the Co-Sponsoring Agency 3. _______percent to the COA football Fund 13. Terms of Agreement The terms of this agreement are for the football season of the date of game listed on page 3. It is the intent of both sponsoring groups to make this event an ongoing function. 14. COA Game Manager Responsibility In general, the COA game manager shall be responsible for the following game arrangements and functions: a. Preparation of the field for play. b. Arrangements for officials for the game including timer, announcer, chain gang, and statistician, if needed. c. Arrangements for the medical doctor for the game. d. Arrangements for the ambulance for the game. e. The type of football to be used during play. f. All arrangements for the two teams playing the game including: 1) Dressing rooms with security. 2) Color of uniforms. 3) Preparation of areas for participating teams’ video crews. 4) Preparation of press box to field communication for coaches and athletes. g. The coordination of the custodial staff and ticket sellers/takers. h. The procurement of necessary police support and the active supervision of security. i. Arrangements for team bus parking, lodging (if approved), pregame meals, and any other related team requirements. j. The presale of tickets to the colleges involved in the bowl game. Page 3 of 3 k. Working closely with the game manager from the cosponsoring agency. l. Any other activities that are unique to the cosponsoring agency. 15. Game Manager Stipend The game manager representing the COA shall receive a $200 stipend as part of the game administration budget. 16. Cosponsoring Agency Responsibility The Co-Sponsoring Agency game manager shall be responsible for the following game details: a. Development and sale of advertising, printing, and production of the game program. b. The operation of the concessions for the game. c. The development of pregame, half time, and special activities surrounding the game. d. The coordination and supervision of the printing of tickets and ticket sales. e. The presale of tickets to the community and cosponsoring agencies. f. Working closely with the COA game manager to submit a game financial report within thirty (30) days following the game. In witness whereof, the parties have executed this agreement the day and year written below: _____________________________ ______________________________ Commission on Athletics Cosponsoring Agency Page 4 of 3