• State, City
• Month, days, year (The Championship activities usually begin on the Thursday preceding Mother’s Day, however, other dates in May may be negotiable depending on circumstances)
• Courthouse facilities (or other facilities if Courthouse facilities are not available) to be used

• Who will be the person preparing the bid proposal?
• What is the chain of authority for decision-making about the bid proposal?
• Will the state coordinator also serve as the host director if the bid is accepted?

The Bid

The National High School Mock Trial Championship Board of Directors will accept bids from organizations to host each annual Championship. Host states are chosen far enough in advance to try and give the host state(s) a three-year planning period before the event is actually held.

As part of submitting a bid, the bidding organization must have already submitted a Letter of Intent and Official Cover Sheet, to the Site Selection Chair. The Bid for 2015, may be submitted electronically or in paper copy. The Site Selection Committee and the NHSMTC Board suggest submitting all items electronically both for efficiency sake and to save on printing costs. If the bidding organization opts to submit paper copies of the bid, please submit 15 paper copies, to the Chair of the Site Selection Committee as soon as possible but no later than May 1, 2013.

While a substantial factor, location alone, has never been enough to determine who should host the national championship. In addition to location, the Selection Committee and the Board of Directors looks at a variety of factors when choosing a host site. The following criteria should be addressed when putting your bid together:

    1.    Host Agreement Contract

The Host State shall be familiar with the contents of the Host Agreement and agrees to abide by same. A sample of the host contract was provided to you in the process of putting your bid together. A copy can also be found on-line at www.nationalmocktrial.org. Elements of the contract should be addressed during your bid proposal. The National High School Mock Trial Championship Board of Directors will make every effort to create a Host Agreement that is amenable to all parties.

The bid shall include the following information:

• Host Director Name
• Host Organization Name
• Host Organization Address
• Host Director Phone; Fax
• Host Director Email
• Host Organization Legal Standing (incorporated, tax status, etc...)
• Proposed Dates for National Mock Trial Championship [Remember, it is almost always held the Friday and Saturday before Mother’s Day!]

• Total number of teams in your program
• Number of teams in your state championship
• Total number of volunteer judges/attorneys
• How old is your program?
• Unique characteristics of your program
• Your annual budget
• Years of Experience running your program

• Minimum budget of $50,000 is required to host [see host contract on website or click here for a draft copy.]
• What are your anticipated sources of funding?
• What are your anticipated expenses?
• Submit a draft budget

• What city are you proposing to host the championship?
• Why is this city a good location for the Championship?
• What special advantages does it offer?
• What disadvantages need to be addressed?

• Airports? (Distance to city; number of airlines servicing; ease of access from around the country? International service? Cost of tickets?)
• How far is the airport from the hotel?
• Amtrak service?
• Driving ease?
• Transportation options between airport and hotel

• Courtroom Space? (a minimum of 24 courtrooms is needed) (If courtrooms aren’t available, what other space do you have?)
• Are the courtrooms close to the hotel and food options for lunch?
• Hotel space? (minimum room block of 350 rooms for 4 consecutive nights
• How many hotels will you need and do you have?
• Hotel costs? Reasonable for high schools?
• How many rooms are available for practice rounds?
• Can you provide an awards recognition event?
• Potential social event venues?
• What other advantages --and disadvantages-- does the hotel have?

• What do you have in mind for entertainment?
• Do you have enough staff for your activities?
• Resources for cultural experiences (both as official activities and event opportunities for visiting teams)

• Does your host committee have the resources to write an original case for use during the NHSMTC?
• A case for use in the event competition will be an original case that follows these general guidelines:

                                    The fictional case materials shall:

• A)    Teach significant legal lessons;
• B)    Provide an interesting factual context for appropriate age groups;
• C)    Possess strong cases on both sides of the dispute that would allow for the case to be decided in favor of either party on the merits depending upon the presentation of the trial team;
• D)    Be a "new and original case";
• E)    Be an appropriate challenge for the age group without being overly burdensome.

• Include a letter committing the sponsoring organization to meet the financial obligations of the Host Agreement
• This letter should be signed by a person in your state organization with the authority to commit to support the bid to host the NHSMTC and should include details outline how the host organization will provide the following:
• a commitment of financial backing
• a commitment of administrative support
• a commitment of staff time
• a commitment to provide adequate volunteers for the program
• Additional letters of support may be submitted with the bid:
• Include letters of support from person/s in your state with authority to commit to support the program, including authorization from your state’s leading legal, educational, and mock trial organizations (i.e., a Chief Justice, Bar President or Bar Foundation President, Department of Education.)

• Provide assurances that you have adequate staff to assist in event organization and administration
• Provide assurances that you have enough attorneys, judges to properly staff the competition rounds
• Provide assurances that you have enough additional volunteer resources (courtroom liaisons, event volunteers, registration desk volunteers, etc.) to properly staff all events

• Other logistical issues to think about but do not necessarily need to be addressed during the bid process, unless specifically noted in previous section of this document.
• parking at hotel, courthouse and event location
• handicap accessibility at courthouse
• hotel facilities (including practice rooms)
• food
• shuttle bus
• weather issues
• volunteer management
• registration check-in and database management
• schedule
• press/media relations
• entertainment for the evening(s)
• entertainment available nearby (for family, before/after the event, etc)
• lists of nearby restaurants and tourist sights
• area maps (for the courthouse, at least) and driving directions
• facilities available for accommodation rounds on Thursday evening and Saturday evening

3.    Responsibility and Obligations

By submitting a bid and being selected as the Host State, the Host State is entering into a contractual agreement with the Board of Directors to plan and carry out the mock trial championship for the bid year. The Host State has a responsibility and obligation to the Board of Directors to do this in the manner prescribed by the Board. Any actions taken by the Host State in violation of its contract with the Board may result in rescission of the bid award. Actions which may result in rescission of the award may include, but are not limited to, direct violations of the bid agreement without the approval of the board.

4.    Bid Submission

Host organizations wishing to bid on hosting the National High School Mock Trial Championship must declare their intention to do so by submitting a Letter of Intent no later than January 15, 2013. This submission may be accomplished by sending electronic mail or snail mail to the Chair of the Site Selection Committee. A reply will be sent upon receipt of the Letter of Intent.

Once the Letter of Intent to submit a bid has been received, the Site Selection Chair/Committee will remain in close contact with the "bidders" throughout the remainder of the bid process. Final bids are due on April 1, 2013.

STEP 3: BID SELECTION

The Site Selection Committee of the National High School Mock Trial Championship Board will review each bid and make a recommendation to the Board. Only those bids that meet the criteria listed above will be considered. The Board has the full authority to make the final decision on the Bid. In years where more than one bid is presented, the non-winning bids will be given the option of hosting in subsequent years. Any organization submitting a bid to host the NHSMTC will be made aware of any competing bid to be submitted for the same year.

All bids will be discussed during the annual Board meeting in May. The Board will make the decision based on their own knowledge and the Site Selection Committee’s recommendation. The state winning the bid will be notified during the National Mock Trial Championship.