World Series Requirements

POLICY FOR BIDDING FOR RIGHTS TO HOST
A DIXIE SOFTBALL, INC. WORLD SERIES
 
Revised December 2007
 
 

The requirements for hosting a Dixie Softball, Inc. (DSI) World Series have been developed and approved by the DSI World Series Committee as established by the DSI National Board of Directors for the purpose of providing a play-off system to determine the number one team in the Dixie Darlings, Dixie Angels, Dixie Ponytails, Dixie Belles and Dixie Debs divisions. While it is recognized that many side benefits will be realized for the host city, parents, national officials and others, this policy is to emphasize that the primary consideration in hosting this event shall always be the welfare and concern for the participating teams. While the host may voluntarily provide additional hospitality and may go beyond these requirements, it is particularly directed toward housing and feeding facilities and entertainment for participating teams.

All intents to bid for the right to host a World Series should be submitted in writing to the National Commissioner (of the age division(s) that a host wants to bid for) or the National President and MUST be postmarked to either of their addresses on or before May 1 of the year previous to the year of the World Series for which they are bidding. If a bidder is wanting to bid for a World Series that is two (2) years in advance their bid MUST be postmarked to either of the aforementioned entities on or before May 1 two (2) years prior to the year of the World Series for which they are bidding. All bids must be supported by the written endorsement of the bidding league. These officials may endorse more than one bid during the same year from their state. The official bid will be the letter thus mailed and should be accompanied by these written endorsements and any other matter of particular interest or support. The bid will be considered and voted upon at the Annual National Board Meeting at the site the National President declares.

At the annual meeting, each bidder will be given ample time, not to exceed thirty (30) minutes, to present their bid in person and to answer questions. Bidding delegations will not be allowed to be present during presentations by any competing group. All bids must offer the minimum requirements listed herein. They may exceed these requirements if desired but only these minimum requirements will be considered in choosing the winning bid.

NOTE: A LEAGUE MAY BID ON MORE THAN ONE (1) AGE DIVISION WORLD SERIES IN THE SAME YEAR.

 

REQUIREMENTS TO BE MET BY THE DIXIE SOFTBALL WORLD SERIES HOST

FEEDING AND HOUSING

1. If meals are provided, they must begin with the evening meal preceding the first series game and end with the last required meal following a team’s elimination and must meet the following requirements:

A. Well balanced menu of hot foods. NOTE: Hosts are required to furnish breakfast, lunch and dinner. Continental breakfast at motel may serve as breakfast

B. Meal times are to be scheduled so as not to interfere with game time of the teams.

C. Feeding facility should be one general location but is not a requirement.
 
NOTE: Players and/or coaches of teams who do not show up at the required meals will be accessed a fee of up to $5.00 per player and/or coach who miss the meal. The fee is to be paid to the Host before the next game the team is scheduled to play.

2. Provide free housing beginning the night preceding the first World Series game and ending with the night following elimination. This housing must meet the following requirements:

A. Same housing for all teams. NOTE: The Host has option of furnishing housing for the Host team and teams within a sixty (60) mile radius of the Host league or not.
 
B. If individual rooms, a minimum of five (5) rooms per team must be provided.
 
C. If dormitory type housing, at least one (1) manager/coach (per team) is to beon duty at all times.

D. A time curfew will be set by the World Series director.

E. Housing must be approved by the National Commissioner or his designee prior to final acceptance of a bid.

3. Arrange for motel space near all World Series activities to be used for housing National officers, National directors, State directors and their families. Information should be sent to each of these at their home address as soon after the bid is officially awarded as possible so that reservations can be made. The Host shall NOT be responsible for paying for any of these rooms. Suitable meeting room is reserved at this headquarters motel for all meetings of the national board as shall be specified by the national president. (If, when a bid is presented, a World Series Host would like to request that the National Board of Directors meeting be held at their site, then notice should be made to the National President). NOTE: This requirement is for only when the DSI National Board meeting is held in conjunction with a World Series.
 
 
HOSPITALITY / ENTERTAINMENT
 
4. Provide an informal outing for all World Series teams, National officers, National directors, State directors, District directors and their families and any local officials the Host wishes to invite on the evening preceding the first World Series game.
5. Provide players, managers/coaches and host committee members with identification badges printed with official emblem of Dixie Softball. Proper designation should be made as to “Player”, “Host”, etc. The badge should contain the person’s name, home state and other identifying information. (This is not an admission ticket but merely for identification).
6. Maintain a World Series headquarters manned by adult personnel acquainted with all World Series playing and entertainment schedules. Such headquarters is to be manned throughout the entire World Series and must be located at a convenient place easily accessible to players and visitors. THIS IS A MUST.

7. If a “hospitality room” is provided for Dixie Softball officials, its use must be offered to their wives and/or husbands and immediate family members. This room can be combined with the World Series headquarters requirement. It is
recommended that “Hospitality Room” refreshments, if any, be restricted to coffee, tea, fruit juices and/or soft drinks and not go beyond very light snacks. NO ALCOHOLIC BEVERAGES OF ANY KIND ARE ALLOWED AT ANY FUNCTION OF DIXIE SOFTBALL.

8. Provide a Host committee with a member assigned to each competing team. This member will be active with their team from the time the team arrives at the World Series until that team departs. They will provide any assistance needed during the World Series and to be on call by the team manager at all times. It is suggested that civic clubs, girl scouts, etc. take care of this important assignment. It is strongly recommended that a person at least fifteen (15) years of age be assigned to each team to remain with the team from breakfast until curfew. Members of this Host committee are to be thoroughly familiar with all information and schedules of the World Series. Each team should be provided with the name and number of a physician and hospital with which arrangements have been made for treatment.
 
9. Furnish each team with a schedule of entertainment available, such as: free admission to local theaters, swimming pools, bowling centers, recreation centers, mini-golf courses, etc. Team are encouraged, but not required, to attend. Should planned events be provided, teams will be required to participate.

10. Provide a schedule of events, attractions and entertainment available in the area to each Dixie Softball official in attendance.

11. Issue World Series passes to the following:

A. Managers/coaches (no more than three [3] per team with the exception of the Dixie Darlings who will be allowed to have four [4] managers/coaches) and players (no more than twelve (12) per team) of participating teams. THIS IS A MUST.
 
B. Members of the working press who will be covering the World Series.

NOTE: Passes for Dixie Softball officials have been issued by the national office of DSI. However, if a host wants to make special passes for these individuals then they may do so.

These are the only passes the host will be responsible for providing unless arrangements are made through the National Commissioner and/or the National President.
12. Furnish a birthday cake for all team members having a birthday during the World Series. It is suggested that the cake be presented to the player at home plate during a game that she is playing on her birthday.

13. Provide all participants, including members and coaches, with a souvenir package upon the team’s elimination from the World Series. These packages should contain any type of inexpensive gift or souvenir from the area or any item that the Host wishes to provide.

14. Arrange for the photographs taken during the World Series to be displayed at headquarters or at the playing field(s) and to be available for sale to the public.

15. Provide pick-up and delivery laundry service daily of all uniforms for all participating players & managers/coaches.
 
 
PUBLICITY/CEREMONIES
 
16. Publish a World Series program containing pictures of competing teams and other interesting material in connection with the World Series. It must also include pictures of the National officers, National directors and State directors of Dixie Softball, Inc., the World Series’ pairings, playing schedules and a story of Dixie Softball as prepared by the National President. All players, coaches and Dixie Softball officials are to be given a copy of this program and the Commissioner will be furnished with a supply (a minimum of one hundred (100) at the conclusion of the World Series to be used throughout the Dixie Softball program for promotion). The programs must be of top quality printing, covers and contents.

17. Arrange to display the American flag and the flags of each state competing in the World Series. Teams entering the series will be required to bring their state flay (one (1) flag for each field used) for this purpose. Flags will be displayed properly around and above the outfield fence.

18. Provide adequate decorations in town, as well as the playing field(s). Beginning at least two (2) days prior to the opening of the World Series with street banners and posters advertising the World Series in store windows and encourage merchants to display flags and promote the World Series during World Series week.

19. Make arrangements with local news media to give the entire World Series full coverage. A meeting with representatives of the media must be arranged to allow the National Commissioner an opportunity to review plans for wire services coverage and other details in order for the working media to make known their needs to cover the World Series.

20. Provide an opening ceremony with guidance from the World Series director. Included in these ceremonies will be a parade of all teams, in uniform, into the park. These ceremonies will be held at a playing field to be used during the World Series. No local awards of any type are to be made and it is urged that only the “necessary” minimum number of politicians be introduced. Dixie Softball National officers, National directors, State directors and District directors present will be introduced. If a speaker is used, it should be a person of interest to the players and one who can make an address directed to these participants. A band should be present, in uniform if possible, and should play the National Anthem.

21. The National Anthem must be played and an invocation given at the beginning of each day’s play. Proper patriotic and spiritual emphasis must be given during all activities of the World Series week.

 
PLAYING FIELD(S) / FACILITIES
 
22. Provide a playing field(s), preferably two (2), meeting Dixie Softball specifications as supplied by the national commissioner or national president. The outfield fence must be (1) a minimum of one hundred eighty feet (180’) and a maximum of two hundred feet (200’) for Angels and Ponytails; (2) a minimum of two hundred feet (200’) and a maximum of three hundred feet (300’) for Belles and Debs, from home plate. Dugouts, sideline fencing and scoreboard (electric style preferred) must be provided.

23. The National Commissioner or his designee must approve field lighting.

24. Provide press box facilities large enough to accommodate the official scorer, press representative, radio and television personnel, public address announcer and possibly the protest committee on duty and other officials having business there. There must be a telephone in the press box. The host must provide a press box pass for persons approved for entry to the press box and see that no one enters without such a pass.
NOTE: The National Commissioner or his designee may waive any press box requirement that he deems reasonable.
 
25. Provide space away from all other persons with a good, unobstructed view of all areas of the playing surface for the protest committee on duty. This space may be in the press box, if space is available, and if approved by the National Commissioner or his designee.

26. Provide a comfortable room away from the public where umpires, the news media representatives, and World Series officials may relax.
NOTE: It is recommended, not a requirement, that at least four (4) telephones be made available for the public’s use.
 
27. Furnish a public address system that will give complete coverage to every part of the stadium including all service areas, any temporary seating or standing areas and all approach areas. A back-up system must be immediately available.

28. Provide adequate seating accommodations.

29. Provide ample parking space near the park at no charge for all in attendance with a reserved area for all team transportation.

30. Public restrooms must be near the playing field(s).
NOTE: IT IS RECOMMENDED THAT THERE BE SEPARATE UNITS FOR BOTH MALE AND FEMALE.
 
31. Provide a first-aid station with a medical doctor, registered nurse or other trained medical technician on duty during all sessions. Provide a number for a doctor on call for emergencies for visiting officials.

32. Dugouts must be furnished with water and/or a sports drink.

33. Voice communication from dugouts to press box is recommended.

 

MISCELLANEOUS REQUIREMENTS
 
34. Provide a minimum of three (3) competent umpires for all games with no umpire working more than three (3) games in any one (1) calendar day. The umpires must be registered as an official Dixie Softball umpire for the current playing season and must be approved by the National Commissioner or his designee prior to June 1st of the current year. Umpires should have experience in working Dixie Softball games and should, if possible, have previous tournament experience. All umpires assigned to the World Series MUST attend a meeting with the National Commissioner or his designee on the night preceding the World Series at a time and place to be set by the Host World Series committee and/or the National Commissioner.

35. Any organization bidding for the right to host a Dixie Softball World Series will be required to pay the expenses of Dixie Softball representatives, no more than two (2), who are appointed by the National President, to visit the potential host city for an initial inspection meeting with the world series committees to go over plans for the World Series, inspect proposed facilities, etc. Cost not to exceed a total of $1,300.00. Representatives of the local press, the city government, all local news media and service clubs should be at this important meeting. Failure of the full committee to be present will show a lack of interest and may result in the World Series being awarded to another bidder. Expenses of the follow-up meeting (at least two (2) months before the World Series is due to start) will be the responsibility of DSI. Copies of the committee reports will be sent to each National officer, National director and State director. If the committee reports do not come up to the requirements as listed herein, the National Commissioner will recommend that the World Series site be awarded to the first alternate on the list of potential World Series hosts and the same procedure will be followed.

36. Mail a schedule of events, lists of points of interest in the area and suggested eating places to each National officer, National director and State director prior to their leaving their home to come to the World Series.
NOTE: EACH STATE DIRECTOR SHALL RECEIVE A COPY OF SCHEDULED EVENTS FOR EACH WORLD SERIES A HOST IS HOSTING IN ADDITION TO THE COPY HE WAS MAILED PER #36 ABOVE SO THAT ONE (1) COPY CAN BE GIVEN TO THE RESPECTIVE STATE CHAMPIONS.. I.E, IF A HOST IS HOSTING THREE (3) WORLD SERIES THE STATE DIRECTOR SHOULD RECEIVE FOUR (4) SCHEDULE OF EVENTS.
 
37. Home run balls are to be retrieved, if possible, and presented to the hitter on the field following the game in which it was hit. The game ball will likewise be presented to any pitcher who pitches a no-hit game.

38. World Series host must pay the expenses of the National Commissioner and one other National Board member (to be selected by the National President) not to exceed $150.00 per day for each representative. This does not include the payment of loss of work pay. Under no condition will a host be made to pay the expenses of more than the two (2) above-mentioned DSI Board members. A reference to paying the expenses of more than the two (2) above-mentioned Board members will not be allowed in any bid.

39. Furnish $1,250.00 to DSI to cover costs of awards presented at each World Series. These awards will include:

A. Championship team trophy
B. Individual trophies – championship team (players and coaches)
C. Runner-up team trophy
D. Individual trophies – runner-up team (players and coaches)
E. Sportsmanship team trophy
F. Individual sportsmanship medallions (players and coaches)
G. A banner to the World Series winner that bears the DSI emblem (logo), name of division, the words “World Series Champions”, the year and the name of the Host league.

NOTE: KEEP IN MIND THAT THERE MAY BE TWO (2) RUNNER-UP TEAMS. The cost of the second set of runner-up awards is NOT included in the above figure.

NOTE: ALL WORLD SERIES TROPHIES/AWARDS/BANNERS MUST HAVE A DSI EMBLEM (LOGO). THE NATIONAL PRESIDENT WILL ASSIST IN MEETING THIS REQUIREMENT AS DSI WILL BE ACQUIRING THE TROPHIES, MEDALLIONS AND BANNERS AT THE EXPENSE OF THE HOST LEAGUE.
 
NOTE: WORLD SERIES PARTICIPATION MEDALLIONS WILL BE PRESENTED TO EACH PLAYER AND COACH. THESE MEDALLIONS WILL BE FURNISHED BY DSI AT NO COST TO THE HOST LEAGUE.
NOTE: SOFTBALLS FOR THE WORLD SERIES WILL BE THOSE THAT MEET THE REQUIREMENTS SET FORTH BY DIXIE SOFTBALL, INC. POLICY AND APPROVED BY THE NATIONAL PRESIDENT. THE SOFTBALLS WILL BE ACQUIRED BY DSI AT NO COST TO THE HOST LEAGUE.
 
NOTE: THERE WILL BE NO SPECIAL AWARDS PRESENTED AT A WORLD SERIES EXCEPT THOSE APPROVED BY DIXIE SOFTBALL, INC. INDIVIDUAL AWARDS SUCH AS MVP, ALL-TOURNAMENT TEAM, ETC., OF A GAME ARE PROHIBITED AND WILL NOT BE ALLOWED AT ANY JUNCTION OF A SERIES.
NOTE: DONATIONS TO THE DSI SCHOLARSHIP FUND ARE ALWAYS WELCOMED. HOWEVER, THEY WILL NOT BE ALLOWED NOR ENCOURAGED TO BE A PART OF A WORLD SERIES BID AS A “SWEETNER” FOR THE BID.
 
NOTE: Below to be filled out only if a league officially places intent to bid for a DSI World Series.
 
My league has read and fully understands these requirements to host a DSI World Series
 
 
________________________                     ____________________________________
LEAGUE NAME                                            LEAGUE PRESIDENT/DESIGNEE DATE