Guidelines for Making a Bid to Host the
High School Mock Trial Championship
STEP 1: LETTER OF
The applicant must submit a Letter of Intent along with a completed official cover sheet. To fill out the cover sheet, download or print a form, click
The Letter of Intent must be received by Rando Hicks, Chair of the Site Selection Committee, no later than January 15 prior to the April 1st bid proposal deadline. Host states are chosen far enough in advance to try and give the host state a three-year planning period before the event is actually held.
Once your Letter of Intent has been received, you will be contacted by the Chair of the Site Selection Committee and offered assistance.
Submit your Letter of Intent via e-mail to Rando Hicks at email@example.com, or by mail to:
National Mock Trial Championship Site Selection Chair
Attn: Rando Hicks
5900 Allen St.
North Little Rock, AR 72118
Letters of Intent should provide the following information:
A description of your organization
2. Anticipated Place and Date of Event
- Current programs and accomplishments
- Geographic area served
- Mission Statement
3. A description of the relationship between the sponsoring organization and the person submitting the Letter of Intent.
- 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?
STEP 2: BID PREPARATION
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.
2. Bid Outline
The bid shall include the following information:
A. Host Committee Contact 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!]
B. State Mock Trial Program Information
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
C. Proposed Budget for Event
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
D. General Information about Host City
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?
E. Travel Information for Host City
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?
Transportation options between airport and hotel
F. Facilities Available in Host City
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?
G. Social Event Planning
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)
H. Case Materials
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:
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
K. Other Things to Consider
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)
registration check-in and database management
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
- 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.
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.