The document provides information and guidelines for hosting the NCYSA Youth Academy Showcase. Associations must submit a bid application by the deadline to host the event. The application requires contact information, a statement of interest, details on available fields that meet size requirements, and an understanding of hosting responsibilities such as providing tents, volunteers, medical support, and meeting field preparation deadlines. The hosting association is compensated $125 per small-sided field per day and can earn additional revenue from concessions and vendors while being responsible for expenses like field preparation.

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Youth Academy | Hosting Application
Hosting Organization Bid to Host the NCYSA | Youth Academy Showcase
_____________________________
Bids should be mailed to:
NC YOUTH SOCCER
Attn: Eric Redder
PO Box 18229
Greensboro, NC 27419
Postmark:
________________________________

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Deadline: Postmark, ______________________
Name of Association, ______________________
• Name of Assoc. Contact, ______________________
• Position in Association, ______________________
• Contact’s Mailing Address, ______________________
• City Zip, ______________________
• Contact Phone # (h) (w) (c), ______________________
• Contact’s Email Address (fax), ______________________
IMPORTANT!
• Host Site Coordinator (if different from Contact), ______________________
• Coordinator’s Mailing Address, ______________________
• City Zip, ______________________
• Coordinator Phone # (h) (w) (c), ______________________
• Coordinator’s Email Address (fax), ______________________
IMPORTANT!
• We have read the Host Bid Package, and we understand the guidelines on: field specifications, shelter
requirements, referee requirements, communications, trainers, hotel requirements, volunteer
requirements, and understand that it is the responsibility of the Host Association to meet all stated
requirements in this bid package. We also understand that the deadlines for field preparation and
availability must be met.
Authorized Association
___________________________________________
Signature Date
Youth Academy Showcase | Application to Host

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On a this sheet (attach if more space is needed), please explain why your Association is interested in
hosting the NC Youth Soccer Academy Showcase and how it will benefit your Association, NC YOUTH
SOCCER and the Showcase participants. PLEASE INCLUDE ANYTHING SPECIAL THAT YOUR ASSOCIATION
MIGHT OFFER (free lunches, giveaways, socials, etc.)
Youth Academy Showcase | Application to Host

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Field
Name/
Number
Size
(yards)
Condition of Field (ex:
good, average, poor)
Condition of use (ex: no
Sunday games, no lights,
no evening matches)
Site Location (if
multiple sites)
Youth Academy Showcase | Host Field Information
Maps & Fields Layouts to all locations must be shared/included
Restrooms: ___________ Permanent _________Temporary (port-a-john)
Concession: _________Association will handle ________Will sub-contract
outside of organization
How many volunteers are available: ________________ (approximately)

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Youth Academy Showcase | Age Groups & Field Information
Game times are in one hour increments (starting at 9 AM) with
eight game times per field.
• The Host Association will be financially responsible for all
necessary preparation to ensure that fields are ready for play.
FIELDS WILL NEED TO MEET ALL SIZE AND SAFETY
REQUIREMENTS. A Tournament Official will visit the site 24
hours prior to the first game. Fields must be cut (within 48
hours of the first match), lined, nets installed, corner flags up
and goals anchored PRIOR to 7:00 AM of the first day of play.
• Failure to meet these responsibilities could result in fines of
up to $100.00 per hour of play that is held up. The fine will be
deducted from payment to be made to the Host by NC YOUTH
SOCCER.
• All fields must be available for play between 7:00 AM and 6:00
PM on the Saturday and Sunday of the Showcase. Play will
take place unless severe weather conditions make play
dangerous.
Age Groups Size Recommendations
9U & 10U 40x 50
11U & 12U 60 x 80

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Important Notes
• NCYSA | Youth Academy Showcase bids are one-
year bids.
• By submitting this bid, your association is agreeing
to everything in this document.
• If your association fails to deliver in any area, NC YOUTH
SOCCER reserves the right to take the event away from
your association.
• The following are areas of importance that will
need to be addressed:
• Hotel Listing for area
• Providing a dependable group of volunteers
• Securing donations for water, ice, fruit, referee/staff
meals, etc.
• Securing law enforcement personnel
• Providing accurate maps to field sites, as well as field
layouts
• Providing golf carts for medical staff, NC YOUTH SOCCER
staff and referees
• Providing adequate shelters with tables and chairs for
NC YOUTH SOCCER staff and referees
Youth Academy Showcase | Items to Consider

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Section 1 - Fields
Field Information
• The Host Association must provide the following for each field with
your bid package:
1. Detailed map of all fields including field numbers
2. Directions to the fields
3. Map to the nearest hospital
4. Name of owner and/or group who runs each field site. The
owner/administrator of your fields MUST be aware of the bid
requirements regarding weather.
5. NC YOUTH SOCCER will provide 14 sets of goals ((6x18) if
needed to the Host association. The host will build and secure
goals under the supervision of NC YOUTH SOCCER.
Field Safety
• Prior to the tournament, the Host Association will be required to do
a safety check of each playing site. The following items should be
checked prior to play:
1. Goals anchored, edges on posts rounded
2. Posts welded/secured properly
3. Glass and foreign objects removed from the fields
4. Sprinkler head seated properly
5. Corner markers covered
6. Cracks and/or holes in the field covered. Playing area free
from ruts
7. Benches and spectator seating set back from field
Hosing Responsibilities – Section 1

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Section 2 - Hotels - What is Needed?
• Hotel rooms for Referees and NC YOUTH SOCCER
staff – NC YOUTH SOCCER will make hotel
arrangements for referees and NC YOUTH SOCCER
staff. Host associations are not responsible for
booking these rooms
• PLEASE NOTE – NC YOUTH SOCCER needs the list of
hotels for team rooms one (1) month before the
weekend of the Showcase so that we can post it on
the website.
Hosing Responsibilities – Section 2

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Section 3 - Tents
• Two (2) tents or covered areas must be provided.
• One tent (20’ x 20’) will be used by the NC YOUTH
SOCCER Tournament Committee Officials for
headquarters.
• The other tent (20’ x 20’) will be used by the
Referees
• This tent must have at least three eight foot tables with
twelve chairs and away from spectators
• These tents must be located in an area easily accessible
to all fields within the complex.
• If your association is using more than one site,
additional tents could be required. There MUST be
a tent/shaded area for all staff and referees at ALL
SITES.
Hosing Responsibilities – Section 3

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Section 4 - Reporting and Posting Scores
• This is a Showcase environment so reporting or
posting of scores will not occur.
Hosing Responsibilities – Section 4

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Section 5 - Water, Ice, Fruit and Ref Lunches
• If fruit can be donated, it would be greatly
appreciated. If not, NC YOUTH SOCCER will refund
the hosting association for the fruit for the
referees.
• The NC YOUTH SOCCER is responsible for purchasing the
food for the referees and staff/volunteers. Appropriate
lunches would be: cold cuts, bread and condiments for
serve-yourself sandwiches; subs (turkey, ham, and roast
beef), all served with chips and some sort of dessert
(cookie, etc.). If the host has partnered with a food
service and can provide the food for free or at a
discounted rate, it would be very much appreciated. NC
YOUTH SOCCER is responsible for paying for the food.
Hosing Responsibilities – Section 5

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Section 6 - First Aid/Trainers
• Certified athletic trainers are required at all field
locations. At sites with multiple fields, there should
be a minimum of one (1) trainer per every four (4)
fields.
• NC YOUTH SOCCER will pay for or provide
reimbursement for first aid personnel.
RECEIPTS/INVOICES must be provided for pay. If the
services of the trainer(s) are donated, then no
reimbursement is given. With local contacts, some
medical services can be donated and/or greatly
discounted.
• Please contact NC YOUTH SOCCER to agree on the
number of trainers and the pay rate.
• Emergency contact information, maps to local hospital’s
or urgent care facility.
Hosing Responsibilities – Section 6

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Section 7 - Law Enforcement
• It is required that at least one police officer or armed
security guard per complex. These individuals can be very
instrumental in assisting with: parking problems and traffic,
unruly spectators or coaches, and any other civil
disturbances.
• NC YOUTH SOCCER will pay for or provide reimbursement for
law enforcement personnel. Receipts/invoices must be
provided for pay.
• Please contact NC YOUTH SOCCER to agree on the pay rate.
Section 8 - City Emergency Services
• The Host is required to coordinate Showcase activities with
county and/or city emergency services to assure that they
are aware of the event and are prepared to answer any
emergency calls which may come from the playing sites.
• The closest hospital should be notified of the event so that
they are prepared to respond, if necessary. Emergency
contact information, maps to local hospital’s or urgent care
facility
Hosing Responsibilities – Section 7 & 8

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Section 9 - Volunteers
• The NC Youth Soccer Academy Showcase cannot take place
without the help of volunteers. You should begin procuring
your volunteers as soon as you are awarded the bid.
Volunteers are needed for:
1. Host Site Coordinator – This person will be the liaison and contact
person between the Host Association and the State Office. They will
coordinate all aspects of the Host Association’s responsibilities
2. Field Marshals – Individuals that monitor each field of play. They are
responsible for calling for medical personnel in case of injuries,
keeping track of game balls and monitoring the sideline behavior of
spectators. If they need assistance with spectators, they can radio or
call the main headquarters and an NC YOUTH SOCCER Staff person
will handle the situation. They are also responsible for answering
questions that attendees may have, such as schedules and field
locations. There must be at least one Field Marshall for every two
fields in use.
3. Maintenance – These individuals could be a park employee or
volunteer. They will be responsible for the lining of the fields, the
setting up of goals, placement of corner flags and net installation. This
person should be available in case of referee questions/issues (i.e. if a
net becomes damaged).
4. Lunch – This person would be responsible for securing the food for
the referees and staff/volunteers, picking up the food (or arranging
for its delivery) and making sure the food gets to the appropriate
places. Referee lunches should arrive by 11:00am (so that the officials
coming off the 10:00 games and that the officials BEFORE the 12:00
game may both eat).
5. Garbage – Garbage bins must be emptied with new bags several
times a day, if not, there could be problems (overflowing garbage,
stench, bees, etc.).
Hosing Responsibilities – Section 9

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Volunteers
• The NC Youth Soccer Academy Showcase cannot take place
without the help of volunteers. You should begin procuring
your volunteers as soon as you are awarded the bid.
Volunteers are needed for:
1. Host Site Coordinator – This person will be the liaison and contact
person between the Host Association and the State Office. They will
coordinate all aspects of the Host Association’s responsibilities
2. Field Marshals – Individuals that monitor each field of play. They are
responsible for calling for medical personnel in case of injuries,
keeping track of game balls and monitoring the sideline behavior of
spectators. If they need assistance with spectators, they can radio or
call the main headquarters and an NC YOUTH SOCCER Staff person
will handle the situation. They are also responsible for answering
questions that attendees may have, such as schedules and field
locations. There must be at least one Field Marshall for every two
fields in use.
3. Maintenance – These individuals could be a park employee or
volunteer. They will be responsible for the lining of the fields, the
setting up of goals, placement of corner flags and net installation. This
person should be available in case of referee questions/issues (i.e. if a
net becomes damaged).
4. Lunch – This person would be responsible for securing the food for
the referees and staff/volunteers, picking up the food (or arranging
for its delivery) and making sure the food gets to the appropriate
places. Referee lunches should arrive by 11:00am (so that the officials
coming off the 10:00 games and that the officials BEFORE the 12:00
game may both eat).
5. Garbage – Garbage bins must be emptied with new bags several
times a day, if not, there could be problems (overflowing garbage,
stench, bees, etc.).
Hosing Responsibilities – Section 9

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Section 10 – Restroom Facilities
• Permanent facilities should be sufficient for the needs of the
tournament. However, off-site locations, annexes, or fields
that are a great distance from the permanent facilities would
require temporary “port-o-johns”. Maintenance of restrooms
should be ongoing throughout the course of the tournament.
Section 11 – On Site Vendors
• The Host Site has the opportunity to bring on-site vendors
into the Showcase. Rates and rebates are to be negotiated by
the Host Association.
• It will be the responsibility of the Host Association to inform
the State Office of all such vendors so that there are no
conflicts with State and National partners. Please do not
confirm vendors until clearing them with NC YOUTH SOCCER.
Section 12 – Goodie Bags
• NC YOUTH SOCCER would not object to the Host Association
securing coupons, vouchers, etc. to supply to the incoming
participants in “goodie bags”. These could highlight
businesses in your area or businesses that you use and
support soccer. We would have to be sure of no “partner
conflicts” with State or National partners. Please do NOT
commit to goodie bag items until the State Office has cleared
them.
Hosing Responsibilities – Section 10 -12

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Revenue for the Hosting Association
• $125 per small-sided field per day for the weekend
• Hotel rebates
• All concession (food) profits
• All commissions on vendors secured by the Host
Association
Hosting Association’s Financial Obligations
• All tents, tables and chairs for the staff and referees
• All field preparations (lining, mowing, etc.)
• Emergency contact information, maps to local
hospital’s or urgent care facility
Revenue & Financial Obligations

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NCYSA Youth Academy |
http://www.ncsoccer.org/youthacademy
Art Rex - VP of Coaching & Player Development
Bill Furjanic – Technical Director of Coaching Education &
Player Development
Eric Redder – Assistant Technical Director | Youth Academy
NCYSA Youth Academy Contacts