TVYFL
2016
INFORMATION PACKET FOR MEMBER ORGANIZATIONS WHO
WISH TO PROPOSE HOSTING MUNCHIE GAMES, ALL STARS, PLAY-OFF PRACTICE, CHEER CAMP, OR
CHEER COMPETITION
League events provide the hosting organization a means toshowcase their program and the opportunity to generateexceptional revenue.
This packet is provided in an effortto ensure that proposalsare uniform, that the process is fair, and that information is collected to improve events in the future.
All proposals must include:
1. A map of the proposed site which clearly identifies:
- Name and address of venue
- Accessible parking with entry/exit
- Gates for pedestrian entry/exit
- Fields – warm-up and playing with designated level for Munchie games
- Restroom locations, designation (M or F), and type (portable or not)
- Concessions locations and general description (coffee, full snack, etc.)
- Areas for cheer, pop-ups, and seating
- Emergency exits
- Fencing and barriers
2. A written plan which details:
- The TVYFL league event you propose to host
- The number of players and spectators you expect to attend
- The number of volunteers needed & where they’ll come from
- The number and type of restrooms
- The number and type of concessions
- Organizations participating that are not from our league
- Hosting costs you will incur for fields, lighting, rentals, etc.
- What your plan is if bathrooms overflow, concessions run out etc.
- Who will be responsible during event hours
- What you expect the league will be responsible for
3. A menu with prices
4. The host agreement form signed by your organization’s president
5. The proposal checklist sheet signed by your league representative.
PROPOSAL TO HOST
TVYFL
LEAGUE EVENT
CHECKLIST
- A map of the proposed site which clearly identifies:
- Name and address of venue
- Accessible parking with entry/exit
- Gates for pedestrian entry/exit
- Fields – warm-up and playing with designated level for Munchie games
- Restroom locations, designation (M or F), and type (portable or not)
- Concessions locations and general description (coffee, full snack, etc.)
- Areas for cheer, pop-ups, and seating
- Emergency exits
- Fencing and barriers
- A written plan which details:
- The number of players and spectators you expect to attend
- The number of volunteers needed & where they’ll come from
- The number and type of restrooms
- The number and type of concessions
- Organizations participating that are not from our league
- Hosting costs you will incur for fields, lighting, rentals, etc.
- What your plan is if bathrooms overflow, concessions run out etc.
- Who will be responsible during event hours
- What you expect the league will be responsible for
- A menu with prices
- The host agreement form signed by your organizations president
- The proposal checklist sheet signed by your league representative.
ORGANIZATION: ______
LEAGUE REPRESENTATIVE SIGNATURE: ______
DATE: ______
PROPOSAL TO HOST
TVYFL
LEAGUE EVENT
HOST AGREEMENT
In signing as President of ______(a TVYFL member organization), I certify that ourorganization understands the scope and responsibilities of hosting the ______(a TVYFL league event).
Further we agree to track purchases, product usage, inventory before purchases, and inventory after the event (prior to further usage) on the tracking sheets provided in this packet, and to provide said sheets to the executive board of the TVYFL within two (2) weeks after the event.
Finally, we agree to provide the TVYFL executive board with a full accounting of expenses, value of inventory, and profits or losses specific to the hosting of this event.
ORGANIZATION: ______
LEAGUE REPRESENTATIVE SIGNATURE: ______
DATE: ______
TVYFL
LEAGUE EVENT
PURCHASES
TRACKING SHEET
DATE DECRIPTION RECEIPT NUMBER AMOUNT
ex. dogs, buns, water, soda #1125879
1. ______
2. ______
3. ______
4. ______
5. ______
6. ______
7. ______
8. ______
9. ______
10. ______
11. ______
12. ______
13. ______
14. ______
15. ______
16. ______
17. ______
18. ______
19. ______
20. ______
TOTAL: ______
Directions: Fill out appropriate information and attach a copy of the receipt. Make a copy of this sheet if more space is needed.
TVYFL
LEAGUE EVENT
USAGE TRACKING SHEET
TIME: ______TO ______
ITEM TALLY
1. ______
2. ______
3. ______
4. ______
5. ______
6. ______
7. ______
8. ______
9. ______
10. ______
11. ______
12. ______
13. ______
14. ______
15. ______
16. ______
17. ______
18. ______
19. ______
20. ______
21. ______
22. ______
23. ______
24. ______
25. ______
26. ______
Directions: Identify times & fill out appropriate information. Copy as needed.
TVYFL
LEAGUE EVENT
INVENTORY TRACKING SHEET
CIRCLE ONE: BEFORE PURCHASE or AFTER EVENT
ITEM QUANTITY UNIT COST EXTENDED
1. ______
2. ______
3. ______
4. ______
5. ______
6. ______
7. ______
8. ______
9. ______
10. ______
11. ______
12. ______
13. ______
14. ______
15. ______
16. ______
17. ______
18. ______
19. ______
20. ______
21. ______
22. ______
23. ______
24. ______
25. ______
TOTAL: ______
Directions: Fill out appropriate information. Make copies as needed.