NCAA CONVENTION FUTURE SITES RECOMMENDATION

Recommendations for the 2004 through 2008 NCAA Conventions:

SITE DATES HOTEL ROOM RATES (single/double)

Nashville, Tennessee January 9-13, 2004 $146/$162 (rate guaranteed for 2004)

Dallas, Texas January 7-11, 2005 $157/$167 (rate guaranteed for 2005)

Indianapolis, Indiana January 6-10, 2006 $145-$158 (all rates not guaranteed for 2006)

Orlando, Florida January 5-9, 2007 $160/$177 (rates guaranteed for 2007)

Nashville, Tennessee January 11-15, 2008 $165/$182 (rates guaranteed for 2008)

NCAA Convention management used the following guidelines in making these recommendations.

Attempted to leverage multiple year commitments to host the NCAA Convention in order to receive preferred and guaranteed sleeping room rates for future years.

Considered cities and properties where the membership could meet under one roof rather than in multiple hotel properties. Ideally, the majority of sleeping rooms would be contained within one hotel rather than two or three, which will enhance the opportunity for interaction and networking across divisions.

To provide better service for the membership and to help lower operating expenses, sought facilities that have built-in network capabilities and have state-of-the-art technology available for NCAA and affiliate meetings.

Scheduled the NCAA Convention at least three years in advance to allow the membership to budget and plan their calendars more effectively. Also, this allows the NCAA to retain negotiating leverage for future potential sites.

Options and recommendation rationale for 2004 (January 9-13):

1. Nashville, Tennessee.

All meetings and sleeping rooms are located within one property. The sleeping room rate for Nashville is guaranteed for 2004. Facilities meet the technology requirement.

Gaylord Opryland Nashville room rates:

$146 single	Rate is guaranteed for 2004.
$162 double	Rate is guaranteed for 2004.

2. Atlanta, Georgia.

Atlanta did not have the January 9-13 time frame available. Their proposal would require the NCAA to hold the Convention January 13-17, which would result in a change in format as all meetings would take place during the week, rather than spanning a weekend.

Options and recommendation rationale for 2005 (January 7-11):

1. Dallas, Texas.

All meetings can be held in one property. Hotel sleeping room rates are guaranteed for 2005 and are less than the 2002 New Orleans sleeping room rate, and significantly less than the 2005 projected hotel room rate. Facilities meet the technology requirement.

Gaylord Opryland Texas room rates:

$151 single	Rate is guaranteed for 2005.
$167 double	Rate is guaranteed for 2005.

2. New Orleans, Louisiana.

Using hotel provided sleeping room inflation rates, the projected hotel room rates are $237 and $190 for a single and $273 and $214 for a double, at the two hotel properties considered.

Options and recommendation rationale for 2006 (January 6-10):

· Indianapolis, Indiana.

Indianapolis was well received by the membership as the 2002 Convention site. As part of the 100^th anniversary celebration of the NCAA, it would be appropriate to host NCAA Convention in Indianapolis in 2006.

Westin Indianapolis room rates:

$145 single/double

Rate is guaranteed for 2006.

Indianapolis Marriott room rates*:

$158 single/double

Projected 2006 rate.

Hyatt Regency Indianapolis room rates*:

$152 single/double

Projected 2006 rate.

*Projected rates are based on a 4-6 percent annual increase from the 2002 rate, per hotels’ bid.

Options and recommendation rationale for 2007 (January 5-9):

1. Orlando, Florida.

All meetings can be held in one property. The sleeping room rate guaranteed for 2007 is significantly lower than San Diego’s projected 2007 hotel room rate. Facilities meet the technology requirement.

Gaylord Palms room rates:

$160 single	Rate is guaranteed for 2007.
$177 double	Rate is guaranteed for 2007.

2. San Diego, California.

Using hotel provided sleeping room annual inflation rates, the projected hotel room rates are $211 and $217 for a single/double, at the two hotel properties considered.

Options and recommendation rationale for 2008 (January 11-15):

1. Nashville, Tennessee.

All meetings and sleeping rooms are in one property. The guaranteed hotel room rate should be significantly below comparable market value in 2008 based upon data available as of October 2002. Facilities meet the technology requirement.

Gaylord Opryland Nashville room rates:

$165 single	Rate is guaranteed for 2008.
$182 double	Rate is guaranteed for 2008.

2. Dallas, Texas, or Orlando, Florida.

Both markets were available early-January rather than the January 11-15 time frame.

SUMMARY:

By competitively looking at several sites and leveraging a four-year commitment to Gaylord Properties, NCAA Convention management was able to secure guaranteed hotel room rates through 2008 (excluding Indianapolis in 2006) resulting in considerable savings for the membership and the national office.