NCAA Host Bid Management System

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NCAA Host Bid Management System overview

Introduction

The NCAA Host Bid Management System is the single application NCAA uses to run the hosting of a championship end to end — from defining a championship and its rounds, through collecting and evaluating host bids, to reconciling the finances after the event.

Every NCAA championship has to be held somewhere, and choosing where is a competitive process. Host institutions put forward bids describing the venue they can offer, what it will cost, and how the event would run; NCAA staff compare those bids and select a host; and once the championship is over, the actual figures are submitted, reviewed, and settled. Before the portal, this work was spread across spreadsheets, email, and documents. The portal replaces that with one structured, tracked process.

How it fits into the championships lifecycle

Hosting is one part of running a championship. The portal owns the hosting thread of that lifecycle: it begins once a championship needs a host, runs the bid and selection process, and continues through the event’s financial closeout. The full sequence — and how the pieces relate as parent, child, and grandchild cases — is summarised below.

Who should use the portal

This guide is for hosts — the membership institutions and conferences, and their local organizing committees, who submit bids and, later, actuals. Your bids are reviewed and selected by the NCAA, and the finances settled by them once the event has been held. A fuller breakdown of the host roles is under Roles and responsibilities.

Key features and capabilities

What you can do	Detail
Submit a bid	Prepare a complete bid for a championship round — facility, video boards and control room, budget, ticketing, hotels, key contacts, agreements, insurance, forms, and supporting documents.
Work sections in parallel	Bid sections are independent assignments, so different members of your team can complete different sections at the same time, in any order.
Track bid status	See where your bid stands at any point without having to ask.
Respond to correction requests	When a reviewer asks for a change, the specific section is reopened for you with the reason attached.
Provide budget actuals	After hosting, enter actual ticket, revenue, and expense figures and attach the required receipts.
Keep everything in one place	Documents, contacts, forms, and financials all live on the bid, so there is a single record for the whole cycle.

Benefits to users

Time savings and reduced manual effort.
Improved visibility into bid status.
Streamlined communication with the NCAA.
Fewer errors through guided data entry and validation.
A centralized information repository — one source of truth for every bid.

ⓘ How to move around this guide

The left-hand menu is a map of this guide, and every item in it behaves the same way: clicking it takes you to that part of the guide.

Items with a ▾ arrow have sub-topics. Click the arrow to open or close the list; click the title to go to that topic’s own overview.
The heading, breadcrumb, and detail panel at the top of the page update to match whatever you are reading, so you always know where you are.
Search looks across the guide and takes you straight to the match.
Screenshots and diagrams can be clicked to enlarge; press Esc or click outside the image to close.
Every link produces a web address you can copy, bookmark, or send to a colleague.

Please note: this describes navigating this guide. Navigating the portal itself is covered under Layout and application navigation.

Roles (Personas) & responsibilities

The portal is role-based: each persona has its own responsibilities and the points in the lifecycle where it interacts with the system. The table below is the day-to-day summary for host organizations; the full access detail is on the Personas reference page.

Persona	What they do in the system	When they interact
Bid Coordinator	Owns the bid on behalf of a membership institution, conference, or Local Organizing Committee. Creates it, supplies or delegates facility, budget, hotel, forms, and contact detail, submits it, responds to correction requests, and submits actuals after the event.	Bid submission, corrections, and actuals
Board Operator	Delegated by the Bid Coordinator to complete the bid elements specific to video boards, LED, and the control room.	Bid preparation
Broadcaster	Delegated by the Bid Coordinator to complete the elements specific to linear TV, streaming, or radio.	Bid preparation
Ticket Manager	Delegated by the Bid Coordinator to complete ticket-related revenue and expense elements, and the corresponding actuals.	Bid preparation and actuals
Concession Manager	Delegated by the Bid Coordinator to complete concession-related revenue and expense elements, and the corresponding actuals.	Bid preparation and actuals

Logging in (Authentication)

Access to the portal is through single sign-on (SSO) using your NCAA credentials. Your SSO account carries the role assignment that determines what you can see and do, so two users may sign in to quite different views.

Credential requirements

To sign in you need both of the following:

An NCAA Single Source Sign-On (SSO) account.
NCAA Host Bid Management System access with the appropriate role assignment.

Obtaining access

How you request access depends on who you are:

If you are…	How to obtain access
Member Institution / Conference Host	Contact your organization's SSO administrator. SSO administrators should refer to the Reference > SSO Administration section of this guide for instructions on granting access.
Local Organizing Committee (LOC)	Visit https://championships.ncaa.org/, click Request an Account, and submit the required information. NCAA staff will review your request and grant access as appropriate. For detailed steps on how to submit an access request, see Reference > LOC Access Request.

Before you begin: Confirm that you have an active NCAA Single Sign On (SSO) account and have been assigned access to the NCAA Host Bid Management System.

1Open NCAA Applications

Open a web browser and go to NCAA Applications at https://apps.ncaa.org.

2Enter your email address

Enter the email address associated with your SSO account and click Next.

NCAA Applications sign-in page with the Email or Username field and Next button.

3Enter your password

Enter your password and click Sign in. If prompted, enter the verification code sent to your email address or mobile phone number.

NCAA Applications sign-in page with the Password field and Sign in button.

4Select the application

Select NCAA Host Bid Management System.

NCAA Applications page showing the NCAA Host Bid Management System application tile.

5Accept the cookies message

The application opens in a new browser tab. When the About cookies in this application message appears, click Accept to continue.

About cookies in this application message with Log off and Accept buttons.

Logout instructions

2Log off

Select Log off to end your session.

Account menu with the Log off option selected.

3Confirm successful logout

A page displays confirming you have successfully logged out.

NCAA Applications page confirming the user has successfully logged out.

Session & sign-out

Topic	Detail
Signing in	Open the application URL and authenticate through SSO with your NCAA credentials. You arrive at the Home page.
What governs your view	Your role assignment. The workflows available to you, the cases in your worklist, and the actions you can take all follow from it.
Session & timeout	Sessions end after a period of inactivity defined by NCAA. When a session times out you are returned to sign-in and re-authenticate through SSO to continue.
Logging out	Use the sign-out option in the user profile menu to end your session deliberately.
If something is missing	If a workflow or action described here is not visible to you, it is most likely a role-assignment matter rather than a fault; raise it with your administrator.

Layout and application navigation

The portal is built using the standard Pega Constellation interface, which means users will see a consistent layout and navigation experience across all screens: a top navigation bar with search, a left-hand navigation for the areas of the application, the central work area, and a right-hand panel for attachments and followers. What appears in each is governed by your access role.

Top navigation and search

The top bar carries global search and account controls. Search finds cases and records across the application; results respect your access role.

The search filter

The control immediately to the left of the search box narrows what is searched. It opens as a dropdown and defaults to All. Choosing a category restricts results to records of that type, which is the quickest way to cut through a long result list when you already know what you are looking for.

Filter option	What it searches
All	Every record type available to you. This is the default.
Bid Lifecycle	Bids across their whole lifecycle, from submission through actuals.
Championship	Championship records, including defined championships and their templates.
Form Maintenance	Questionnaire and form records.
Round Bid	Round-level bid records.

The filter is a starting point rather than a permission: results always remain limited to records your access role allows you to see. To widen a search again, reopen the dropdown and choose All.

Top navigation search with the category filter dropdown open, showing All, Bid Lifecycle, Championship, Form Maintenance and Round Bid. — Figure — Search filter dropdown

Left-hand navigation

The left navigation is the main way you move around the application. The Create (+) action starts new work — for a host this is Create Bid (see Bid Submission).

Host personas see a focused set of menu items relevant to preparing and tracking their bids. You reach your bids through My Work and Recents.

Host left-hand navigation panel showing Create, Home, My Work, View Defined Championship Rounds, Resource Center, Notifications and Recents with collapse arrow at bottom. — Figure — Host left-hand navigation

The Create menu expanded in the host navigation, showing the single Create Bid option. — Figure — Create menu, host view

Menu item	When and why it is used
Create (+)	Starts new work. For a host this is Create Bid.
Home	The landing page displayed after sign-in. For a host it shows Available Bids — the bids your organization can see — with filters for Year, Division, Championship, Round, Bid Status, and Bid Secondary Status.
My Work	View and manage bids, assignments, and tasks that are assigned to you or to your team’s work queue based on your persona. See My Work.
View Defined Championship Rounds	The Championship Rounds list — every round available to you, grouped by division, showing Championship Name, Division, Round Name, and the Bid Start and Bid End Dates that define the bidding window.
Notifications	Displays notifications when a new Pulse comment has been posted for your attention, and when your bid requires action such as a correction request or status change.
Recents	Recently opened cases and records, for quick return.

Click the left arrow icon at the bottom of the left-hand navigation panel to collapse the navigation and widen the work area. The navigation icons remain visible, allowing you to continue moving between sections.

View Defined Championship Rounds showing the Championship Rounds list grouped by division, with Championship Name, Division, Round Name, Bid Start Date and Bid End Date columns. — Figure — View Defined Championship Rounds, host view

💡 Opening the ID vs. the assignment

Clicking a case ID opens the case to view it; clicking the assignment opens the specific step that is waiting on you and lets you action it. It is worth knowing the difference — the ID is for looking, the assignment is for doing.

Button actions and workflow navigation

A small set of buttons and navigation actions recur throughout the application. The first column shows the button as it appears on screen.

Button	Action	What it does
Cancel	Cancel	Discards the current action without saving.
Submit	Submit	Completes the current assignment; validates required fields and moves the case on.
Advance this Case	Advance this Case	Confirms the current selection (for example, forms) and moves the case to its next stage.
Save for Later	Save for Later	Saves your progress as a draft without completing the assignment.
Go	Go	Opens an assignment so you can work it.
Save	Save	Persists what you have entered.
Pick up where I left off	Pick up where I left off	Returns you to your most recent in-progress work.

Navigation basics

Work in the portal is organized as cases, and each case moves through stages, which contain processes, which are made up of steps. You will see this vocabulary throughout the documentation. Interactive elements in the navigation reveal more when clicked — for example, clicking the navigation chevron shows the full case lifecycle (“See Full Lifecycle”), so you can see where the current step sits in the whole process.

My Work

My Work is your to-do list inside the portal. It answers one question: what is waiting on me right now? Rather than opening each bid to check whether it needs attention, open My Work and the portal shows you only the items where you or your team are the next to act.

How the page is organised

My Work is divided into sections, each a separate list. As a host user you see two:

Section	What it holds	When you use it
Bid	Bid assignments routed to you personally — typically because you created the bid or were named on a step.	Every working session; this is your own queue.

The Bid section is the whole of the host My Work page. Championship setup work is not routed to host organizations, so no Defined Championship or Championship WorkQueue section appears for you.

Host My Work page showing the Bid section with open assignments grouped by bid ID. — Figure — My Work, host view

What actually appears

My Work lists assignments, not bids. A bid is the whole piece of work and may run for weeks. An assignment is a single step within it that someone has to complete before the bid can move on. One bid can produce several assignments at the same time — which is what allows your team to work sections in parallel.

An assignment appears when both of the following are true:

The bid has reached a step that needs a person to act, and
that step has been routed to you personally (Bid).

It leaves the list as soon as it is completed, reassigned, or — in a queue — picked up by a colleague. The first person to complete a queued item clears it for everyone, so it is worth confirming a colleague has not already started before you begin.

What governs what you see

Factor	Effect
Your persona	Determines which kinds of assignment can reach you. A Bid Coordinator receives bid-completion and submission steps; a delegated Ticket Manager or Board Operator receives only the sections assigned to them.
Your organization	Determines whose work you see. You see only bids belonging to your own institution, conference, or Local Organizing Committee. You will never see another organization’s bid.
The status of the bid	Determines when work reaches you. A bid produces assignments while it is being prepared, goes quiet while it is under review, then returns to you if a correction is requested or when actuals become due.

ⓘ An empty My Work is not a problem

If both sections are empty, nothing is currently waiting on you. A bid you have submitted is still progressing — follow it through Recents or by opening the bid directly. It simply is not your next step.

Reading the list

Column	What it tells you
ID	The bid reference, for example BID-45032. Quote this in any email or query.
Championship Name	The championship the bid belongs to.
Division	The division of that championship.
Round Name	The specific round being bid for.
Assignment	The step waiting on you, named for the action required.
Status	Where the bid currently stands in its lifecycle.
Bid Start / Bid End Date	The window during which the round is open for bidding.
Create / Update Date	When the item arrived and when it last changed. Sort on Update Date to bring recent activity to the top.

Assignments you will see, and when

Stage	Assignment	What is expected of you
Bid Submission	Key Contacts	Enter contact details and assign a responsible person for each role.
	Facility	Confirm the facility and enter basic details, signage, amenities, emergency contacts, media, and documents.
	Video Boards / LED / Control Room	Provide board capability, availability, specifications, contacts, and control room equipment.
	Budget – Expense Details	Enter budgeted amounts by expense category, revenue details, and ticket operations.
	Hotel(s)	Add hotel accommodation details.
	Alcohol Agreement	Confirm the alcohol position for the venue.
	Certificate of Insurance	Attach the certificate, or defer it if permitted.
	Forms	Complete each sport- or championship-specific questionnaire until all show Completed.
	Review & Submit Bid	Check the whole bid and submit it. This is the last host step before review.
Bid Review	Correct [section name] e.g. Correct Basic Facility Details	Read the reviewer’s notes, correct only the section named, and submit.
Actuals Submission	Ticket Actuals – Ticket Details	Enter actual attendance and ticket figures by session.
	Add Concession	Record concessions against the ticket actuals.
	Enter Expense Actuals	Enter real expense figures and attach receipts where required.
	Enter Revenue Actuals	Enter real revenue figures by category.

Statuses, and what they mean for you

Bid Status	What it means	Action needed?
NEW	Your bid has been created but not yet started.	Yes
IN-PROGRESS	The bid is being prepared. Section assignments are open.	Yes
BID SUBMITTED	You have submitted; the bid is with the NCAA.	No
BID SELECTED	Your organization has been chosen to host. Actuals become due after the event.	Later
ACTUALS SUBMITTED	Actuals have been submitted and are under review by the NCAA.	No
ACTUALS APPROVED	The NCAA has reviewed and approved your submitted actuals.	No
NOT SELECTED	Another bid was chosen for this round.	No

Bid Secondary Status

The Bid Secondary Status gives you more detail about where your bid or actuals stand within the current Bid Status. Use this alongside Bid Status to understand exactly what stage your bid is at.

Bid Status	Bid Secondary Status	What it means
NEW	When Bid is Started	Your bid has been created. Open your assignment to begin.
IN-PROGRESS	When Bid is Started	Your bid is actively being prepared. Complete your open section assignments.
BID SUBMITTED	Bid Submitted	Your bid has been submitted and is awaiting NCAA review.
BID SUBMITTED	Bid Updates In Progress	The NCAA has requested updates; your bid has been returned for correction.
BID SELECTED	Open for Actuals Submission	Your organization has been selected. Actuals assignments are now available.
ACTUALS SUBMITTED	Actuals Review In Progress	Your actuals are under initial NCAA review.
	Actuals Accounting Review In Progress	Your actuals are under accounting review by the NCAA.
	Open For Actuals Updates	The NCAA has requested changes to your actuals submission.
ACTUALS APPROVED	Actuals Approved	Your actuals have been reviewed and approved by the NCAA.
NOT SELECTED	Not Selected	Another organization was selected to host this round.

A worked example

A Bid Coordinator preparing a bid for the Division I Women’s Basketball Championship, First and Second Rounds, opens My Work and sees:

Section	ID	Assignment	Why it is there
Bid	BID-45032	Enter Facility Details	Routed to them personally because they created the bid.
Bid	BID-45032	Key Contacts	A second open section of the same bid. The same bid legitimately produces more than one assignment at a time.

A delegated Ticket Manager at the same institution, on the same bid BID-45032, would not see Enter Facility Details. Their My Work shows only the ticket-related steps assigned to them.

Common questions

Question	Answer
An item disappeared before I finished it.	It was in a work queue and a colleague picked it up. Open the bid by its ID to see the current position.
A colleague can see an item I cannot.	Almost always role assignment rather than a fault. Raise it with your administrator.
I have several items on the same bid.	Expected. Bid sections are designed to be worked in parallel and do not have to be completed in the order listed.
I started an item and had to stop.	Use Save for Later. The assignment stays in My Work with your entries preserved. Pick up where I left off returns you to it.
My bid is not in either section.	Nothing is waiting on you. Check its status by opening the bid; it is most likely under review.

🎯 Before you go further

Work is organized as cases, moving through stages, processes, and steps.
Nothing can be bid on until a championship is defined and approved.
Much of a bid can be worked in parallel — the assignments list does not have to be completed top to bottom.
Your access role determines what you see.

Where to go next

Bid Submission Bid Review & Selection Actuals Submission Personas

Bid Submission — workflow overview

Bid Submission is where a host — a membership institution, conference, or Local Organizing Committee — prepares and submits its bid to host a championship. Working from an open round, the host provides facility, contact, financial, and compliance information across a set of parallel assignments, then reviews and submits the completed bid.

Aspect	Details
Purpose	Capture a complete host bid for an open championship round — facilities, key contacts, budget, hotels, and compliance documents — in one structured case.
Business objective	Give NCAA a comparable, well-documented bid from each interested host so that the strongest host can be selected.
When used	After a championship round has been defined and approved and its bid cycle is open.
Who performs it	A Bid Coordinator on behalf of the bidding organization, with delegated contacts contributing to specific sections.
Pre-requisites	An open round to bid on; NCAA credentials with host access; facility, budget, hotel, and compliance information to hand.
Business inputs	Facility detail, key contacts and roles, expense budget, video/LED/control-room detail, hotels, alcohol agreement, certificate of insurance, and required forms.
Business outputs	A submitted bid ready for NCAA review.
Major milestones	Bid initiated → assignments completed (in parallel) → bid reviewed and submitted.
Dependencies	The round must be open; forms attached to the round drive the Forms assignment.
Success criteria	All required assignments complete and the bid submitted for review.
Related workflows	Bid Review & Selection (what happens once you submit); Actuals Submission (after the event, if your bid is selected).

Business rules

A bid can only be created against a championship whose round is open for bidding.
The assignments that make up a bid can be worked in parallel — they do not have to be completed in list order.
Every required assignment must be complete before the bid can be submitted.
A host may save progress and return; the bid stays editable until it is submitted.

Related processes

Bid Review & Selection Actuals Submission My Work

Bid Submission — user guide

ⓘ About this guide

These steps follow the Bid Submission SOP. The bid is organized as a set of assignments under Complete Assignments (Parallel) — you can work them in any order, and each is opened with its Go button.

Initiate Bid

1Log in to the Championship Host Bid Portal using your NCAA credentials to access the application dashboard

Log in to the Championship Host Bid Portal using your NCAA credentials to access the application dashboard — NCAA Host Bid Management System screenshot 1 of 1. — Figure 1 — Log in to the Championship Host Bid Portal using your NCAA credentials to access the application dashboard

2Click the “+” (Create) icon and select “Bid Lifecycle” to initiate a new bid

Click the “+” (Create) icon and select “Bid Lifecycle” to initiate a new bid — NCAA Host Bid Management System screenshot 1 of 1. — Figure 2 — Click the “+” (Create) icon and select “Bid Lifecycle” to initiate a new bid

3Search Championships

Search Championships — NCAA Host Bid Management System screenshot 1 of 1. — Figure 3 — Search Championships

4Select the desired championship from the list and click “Create Bid” to initiate your bid

Select the desired championship from the list and click “Create Bid” to initiate your bid — NCAA Host Bid Management System screenshot 1 of 1. — Figure 4 — Select the desired championship from the list and click “Create Bid” to initiate your bid

5Review and confirm the Organization Name to ensure the bid is associated with the correct institution

Review and confirm the Organization Name to ensure the bid is associated with the correct institution — NCAA Host Bid Management System screenshot 1 of 1. — Figure 5 — Review and confirm the Organization Name to ensure the bid is associated with the correct institution

6Select “New Bid from Scratch,” then choose an existing facility or enter a new facility and complete the required details

Select “New Bid from Scratch,” then choose an existing facility or enter a new facility and complete the required details — NCAA Host Bid Management System screenshot 1 of 1. — Figure 6 — Select “New Bid from Scratch,” then choose an existing facility or enter a new facility and complete the required details

Complete Assignments (Parallel)

Review and complete all assignment tasks by clicking “Go” for each section to provide the required information for bid submission

ⓘ Note

All assignment tasks can be completed in parallel based on your progress

Complete Assignments (Parallel) screenshot — Figure 7 — Complete Assignments (Parallel)

Key Contacts

1Click “Go” for Key Contacts to enter required contact information

2Enter key contact details by selecting existing contacts or adding a new organization contact if needed.

Enter key contact details by selecting existing contacts or adding a new organization contact if needed. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 9 — Enter key contact details by selecting existing contacts or adding a new organization contact if needed.

3Enter the required contact details and click “Submit” to add the organization contact

Enter the required contact details and click “Submit” to add the organization contact — NCAA Host Bid Management System screenshot 1 of 2. — Figure 10 — Enter the required contact details and click “Submit” to add the organization contact

Enter the required contact details and click “Submit” to add the organization contact — NCAA Host Bid Management System screenshot 2 of 2. — Figure 11 — Enter the required contact details and click “Submit” to add the organization contact

4Search and assign a responsible contact for each receivable item using the dropdown list

Search and assign a responsible contact for each receivable item using the dropdown list — NCAA Host Bid Management System screenshot 1 of 2. — Figure 12 — Search and assign a responsible contact for each receivable item using the dropdown list

Search and assign a responsible contact for each receivable item using the dropdown list — NCAA Host Bid Management System screenshot 2 of 2. — Figure 13 — Search and assign a responsible contact for each receivable item using the dropdown list

5Click “+ Add Role,” then select a role and assign a contact. Repeat this step to define all required roles

Click “+ Add Role,” then select a role and assign a contact. Repeat this step to define all required roles — NCAA Host Bid Management System screenshot 1 of 2. — Figure 14 — Click “+ Add Role,” then select a role and assign a contact. Repeat this step to define all required roles

Click “+ Add Role,” then select a role and assign a contact. Repeat this step to define all required roles — NCAA Host Bid Management System screenshot 2 of 2. — Figure 15 — Click “+ Add Role,” then select a role and assign a contact. Repeat this step to define all required roles

6After completing all required contact and role assignments, click “Submit” to finalize the Key Contacts section

After completing all required contact and role assignments, click “Submit” to finalize the Key Contacts section — NCAA Host Bid Management System screenshot 1 of 1. — Figure 16 — After completing all required contact and role assignments, click “Submit” to finalize the Key Contacts section

7Once submitted, the Key Contacts assignment is removed from the task list. You can view and verify the entered details under “Details → Key Contacts.”

Once submitted, the Key Contacts assignment is removed from the task list. You can view and verify the entered details under “Details → Key Contacts.” — NCAA Host Bid Management System screenshot 1 of 2. — Figure 17 — Once submitted, the Key Contacts assignment is removed from the task list. You can view and verify the entered details under “Details → Key Contacts.”

Facility

1Click “Go” next to “Facility – Facility Name and Address” to proceed with entering facility details.

2Review and confirm the facility name and address details, update if needed, and click “Next” to proceed.

Review and confirm the facility name and address details, update if needed, and click “Next” to proceed. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 20 — Review and confirm the facility name and address details, update if needed, and click “Next” to proceed.

3Enter all required basic facility details, including capacity, amenities, and operational information, then click “Next” to continue.

Enter all required basic facility details, including capacity, amenities, and operational information, then click “Next” to continue. — NCAA Host Bid Management System screenshot 1 of 2. — Figure 21 — Enter all required basic facility details, including capacity, amenities, and operational information, then click “Next” to continue.

4Provide details on Corporate signage and select the sports hosted by the facility, then click “Next” to continue.

Provide details on Corporate signage and select the sports hosted by the facility, then click “Next” to continue. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 23 — Provide details on Corporate signage and select the sports hosted by the facility, then click “Next” to continue.

6Enter local emergency contact details and add nearby hospitals, then click “Next” to continue.

Enter local emergency contact details and add nearby hospitals, then click “Next” to continue. — NCAA Host Bid Management System screenshot 1 of 3. — Figure 27 — Enter local emergency contact details and add nearby hospitals, then click “Next” to continue.

Enter local emergency contact details and add nearby hospitals, then click “Next” to continue. — NCAA Host Bid Management System screenshot 2 of 3. — Figure 28 — Enter local emergency contact details and add nearby hospitals, then click “Next” to continue.

Enter local emergency contact details and add nearby hospitals, then click “Next” to continue. — NCAA Host Bid Management System screenshot 3 of 3. — Figure 29 — Enter local emergency contact details and add nearby hospitals, then click “Next” to continue.

8Upload all required facility documents and click “Submit” to complete the Facility section

You can click “Previous” at any time to review or edit information entered in earlier steps.

Upload all required facility documents and click “Submit” to complete the Facility section — NCAA Host Bid Management System screenshot 1 of 1. — Figure 31 — Upload all required facility documents and click “Submit” to complete the Facility section

9Once submitted, the Facility assignment is removed from the task list. You can review all submitted facility details under “Details → Facility.

Once submitted, the Facility assignment is removed from the task list. You can review all submitted facility details under “Details → Facility. — NCAA Host Bid Management System screenshot 1 of 4. — Figure 32 — Once submitted, the Facility assignment is removed from the task list. You can review all submitted facility details under “Details → Facility.

Video Boards/LED/Control Room

1Click “Go” next to “Video Boards/LED/Control Room – Questionnaires” to proceed with entering required questionnaire details

2Provide details on video board, control room, and display capabilities, ensuring all required fields are completed before clicking “Next.”

Provide details on video board, control room, and display capabilities, ensuring all required fields are completed before clicking “Next.” — NCAA Host Bid Management System screenshot 1 of 1. — Figure 37 — Provide details on video board, control room, and display capabilities, ensuring all required fields are completed before clicking “Next.”

3Provide video board availability, add contacts and board details, and complete required information before clicking “Next.”

Provide video board availability, add contacts and board details, and complete required information before clicking “Next.” — NCAA Host Bid Management System screenshot 1 of 1. — Figure 38 — Provide video board availability, add contacts and board details, and complete required information before clicking “Next.”

4Provide Video Board Contacts

Provide Video Board Contacts — NCAA Host Bid Management System screenshot 1 of 2. — Figure 39 — Provide Video Board Contacts

Provide Video Board Contacts — NCAA Host Bid Management System screenshot 2 of 2. — Figure 40 — Provide Video Board Contacts

5Enter all required video board specifications and click “Submit” to add the board details

Enter all required video board specifications and click “Submit” to add the board details — NCAA Host Bid Management System screenshot 1 of 1. — Figure 41 — Enter all required video board specifications and click “Submit” to add the board details

6Enter the content shipping address details or select “Use Facility Address,” then click “Next” to continue.

Enter the content shipping address details or select “Use Facility Address,” then click “Next” to continue. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 42 — Enter the content shipping address details or select “Use Facility Address,” then click “Next” to continue.

7Provide LED and score/stat board details by adding required specifications, then click “Next”.

Provide LED and score/stat board details by adding required specifications, then click “Next”. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 43 — Provide LED and score/stat board details by adding required specifications, then click “Next”.

8Enter all required LED board specifications and click “Submit” to add the board details

Enter all required LED board specifications and click “Submit” to add the board details — NCAA Host Bid Management System screenshot 1 of 1. — Figure 44 — Enter all required LED board specifications and click “Submit” to add the board details

9Enter all required score and stat board specifications and click “Submit” to add the board details.

Enter all required score and stat board specifications and click “Submit” to add the board details. — NCAA Host Bid Management System screenshot 1 of 3. — Figure 45 — Enter all required score and stat board specifications and click “Submit” to add the board details.

Enter all required score and stat board specifications and click “Submit” to add the board details. — NCAA Host Bid Management System screenshot 2 of 3. — Figure 46 — Enter all required score and stat board specifications and click “Submit” to add the board details.

Enter all required score and stat board specifications and click “Submit” to add the board details. — NCAA Host Bid Management System screenshot 3 of 3. — Figure 47 — Enter all required score and stat board specifications and click “Submit” to add the board details.

10Add control room equipment details, save the entry, and submit the assignment to complete this section

Add control room equipment details, save the entry, and submit the assignment to complete this section — NCAA Host Bid Management System screenshot 1 of 3. — Figure 48 — Add control room equipment details, save the entry, and submit the assignment to complete this section

11Once submitted, review LED and score/stat board details under “Details → Facility → LED Score & Stat Boards.”

Once submitted, review LED and score/stat board details under “Details → Facility → LED Score & Stat Boards.” — NCAA Host Bid Management System screenshot 1 of 1. — Figure 51 — Once submitted, review LED and score/stat board details under “Details → Facility → LED Score & Stat Boards.”

Budget – Expense Details

1Click “Go” next to “Budget – Expense Details” to enter expense information for the bid.

2Review the Categorized Expenses list Note: All categories start at $0.00 until line items are entered

Review the Categorized Expenses list Note: All categories start at $0.00 until line items are entered — NCAA Host Bid Management System screenshot 1 of 1. — Figure 53 — Review the Categorized Expenses list Note: All categories start at $0.00 until line items are entered

3Click into a budget category (e.g., Entertainment) to open its line items

Click into a budget category (e.g., Entertainment) to open its line items — NCAA Host Bid Management System screenshot 1 of 1. — Figure 54 — Click into a budget category (e.g., Entertainment) to open its line items

4Enter the Budget Amount for each line item, then Submit.

Enter the Budget Amount for each line item, then Submit. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 55 — Enter the Budget Amount for each line item, then Submit.

5Repeat Steps 2–4 for each remaining expense category Note: Categorized Expenses list updates as each category is completed

Example: editing the Facility category — enter amounts for Carpet Rental, Decor, Facility Rental Charge, Fencing, Floor Installation/Teardown, and Generators

Repeat Steps 2–4 for each remaining expense category Note: Categorized Expenses list updates as each category is completed — NCAA Host Bid Management System screenshot 1 of 2. — Figure 56 — Repeat Steps 2–4 for each remaining expense category Note: Categorized Expenses list updates as each category is completed

6Verify all expense categories show updated totals; confirm Total Budget Expense reflects the sum of all categories

Verify all expense categories show updated totals; confirm Total Budget Expense reflects the sum of all categories — NCAA Host Bid Management System screenshot 1 of 1. — Figure 58 — Verify all expense categories show updated totals; confirm Total Budget Expense reflects the sum of all categories

7Click into Revenue Details to enter revenue information.

Click into Revenue Details to enter revenue information. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 59 — Click into Revenue Details to enter revenue information.

8Enter the Budget Amount for each applicable revenue line item (e.g., Contributions, Merchandise)

Continue entering revenue line items — leave any non-applicable items at $0.00

Enter the Budget Amount for each applicable revenue line item (e.g., Contributions, Merchandise) — NCAA Host Bid Management System screenshot 1 of 2. — Figure 60 — Enter the Budget Amount for each applicable revenue line item (e.g., Contributions, Merchandise)

Enter the Budget Amount for each applicable revenue line item (e.g., Contributions, Merchandise) — NCAA Host Bid Management System screenshot 2 of 2. — Figure 61 — Enter the Budget Amount for each applicable revenue line item (e.g., Contributions, Merchandise)

9Save Revenue Details, verify Total Budget Revenue reflects the entered amounts

Save Revenue Details, verify Total Budget Revenue reflects the entered amounts — NCAA Host Bid Management System screenshot 1 of 1. — Figure 62 — Save Revenue Details, verify Total Budget Revenue reflects the entered amounts

10Complete Ticket Operations & Capacity — select Ticketing Platform, enter Total Tax Rate, Credit Card Fee percentage, and whether the Facility Fee is taxable

Complete Ticket Operations & Capacity — select Ticketing Platform, enter Total Tax Rate, Credit Card Fee percentage, and whether the Facility Fee is taxable — NCAA Host Bid Management System screenshot 1 of 1. — Figure 63 — Complete Ticket Operations & Capacity — select Ticketing Platform, enter Total Tax Rate, Credit Card Fee percentage, and whether the Facility Fee is taxable

11Displays the ticket capacity summary by Price Level (General Admission, Suite Level), Total Facility Capacity, and Number of Sessions.

Displays the ticket capacity summary by Price Level (General Admission, Suite Level), Total Facility Capacity, and Number of Sessions. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 64 — Displays the ticket capacity summary by Price Level (General Admission, Suite Level), Total Facility Capacity, and Number of Sessions.

12For each session, enter values only in the highlighted field; the remaining fields on this screen are read-only and populate automatically based on your entry

For each session, enter values only in the highlighted field; the remaining fields on this screen are read-only and populate automatically based on your entry — NCAA Host Bid Management System screenshot 1 of 1. — Figure 65 — For each session, enter values only in the highlighted field; the remaining fields on this screen are read-only and populate automatically based on your entry

13Displays the full Ticket Details breakdown per session (Estimated Paid Attendance, Ticket Price, Ticket Vendor Fee, Estimated Gross Ticket Revenue) along with session and overall attendance/revenue totals

Displays the full Ticket Details breakdown per session (Estimated Paid Attendance, Ticket Price, Ticket Vendor Fee, Estimated Gross Ticket Revenue) along with session and overall attendance/revenue totals — NCAA Host Bid Management System screenshot 1 of 1. — Figure 66 — Displays the full Ticket Details breakdown per session (Estimated Paid Attendance, Ticket Price, Ticket Vendor Fee, Estimated Gross Ticket Revenue) along with session and overall attendance/revenue totals

14Displays the calculated Facility Fee, Taxes, Credit Card Fees, Ticket Vendor Fees, and Estimated Net Ticket Revenue for each session, plus the overall budget totals.

Displays the calculated Facility Fee, Taxes, Credit Card Fees, Ticket Vendor Fees, and Estimated Net Ticket Revenue for each session, plus the overall budget totals. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 67 — Displays the calculated Facility Fee, Taxes, Credit Card Fees, Ticket Vendor Fees, and Estimated Net Ticket Revenue for each session, plus the overall budget totals.

Hotel(s)

1Click “Go” next to “Hotel(s)” to enter hotel accommodation details for the bid.

2Add hotel details, save the entries, and submit to complete the Hotel(s) assignment.

Add hotel details, save the entries, and submit to complete the Hotel(s) assignment. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 69 — Add hotel details, save the entries, and submit to complete the Hotel(s) assignment.

3Enter all required hotel details, including location, room availability, rates, services, and contracts, then click “Submit” to save the hotel entry.

Enter all required hotel details, including location, room availability, rates, services, and contracts, then click “Submit” to save the hotel entry. — NCAA Host Bid Management System screenshot 1 of 2. — Figure 70 — Enter all required hotel details, including location, room availability, rates, services, and contracts, then click “Submit” to save the hotel entry.

Alcohol Agreement

1Click “Go” next to “Alcohol” to provide details related to alcohol availability and policies at the venue.

Click “Go” next to “Alcohol” to provide details related to alcohol availability and policies at the venue. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 72 — Click “Go” next to “Alcohol” to provide details related to alcohol availability and policies at the venue.

Certificate of Insurance

1Upload the Certificate of Insurance and click “Submit” to complete the assignment.

Upload the Certificate of Insurance and click “Submit” to complete the assignment. — NCAA Host Bid Management System screenshot 2 of 2. — Figure 75 — Upload the Certificate of Insurance and click “Submit” to complete the assignment.

Forms

The Forms assignment appears only when questionnaires have been configured for the selected championship. If this assignment is not visible in your bid, no forms are required. The screenshots in this section are captured from a separate bid (BID-36007) for illustrative purposes. The navigation and steps remain consistent across all bids.

1Click "Go" next to the Forms assignment.

2Review the Bid Forms list Note: Number and type of forms vary by championship. Test forms may appear in UAT — production bids show championship-specific forms only.

Review the Bid Forms list Note: Number and type of forms vary by championship. Test forms may appear in UAT — production bids show championship-specific forms only. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 77 — Review the Bid Forms list Note: Number and type of forms vary by championship. Test forms may appear in UAT — production bids show championship-specific forms only.

4Read the questions and answer.

Click "Complete" to finalize, or click "Draft" to save progress and return later.
Note: Additional questions may appear based on your answers — this is expected behavior
Click ‘Submit’

Read the questions and answer. — NCAA Host Bid Management System screenshot 1 of 2. — Figure 79 — Read the questions and answer.

Read the questions and answer. — NCAA Host Bid Management System screenshot 2 of 2. — Figure 80 — Read the questions and answer.

5First form is Completed. Click ⋮ (three-dot menu) → Edit on the second form.

First form is Completed. Click ⋮ (three-dot menu) → Edit on the second form. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 81 — First form is Completed. Click ⋮ (three-dot menu) → Edit on the second form.

6For questions, if you cannot fully comply, select "No, with exception."

Enter a clear explanation in the Exception Notes field Note: This will be flagged for reviewer attention.
Click ‘Submit.’
Note: All forms must show Complete status before the bid can be submitted

7Forms contain required fields and warning message is displayed when it is submitted without updating the field.

Forms contain required fields and warning message is displayed when it is submitted without updating the field. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 84 — Forms contain required fields and warning message is displayed when it is submitted without updating the field.

8Attachments could be deleted and added.

Click ‘Submit’

Attachments could be deleted and added. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 85 — Attachments could be deleted and added.

9Repeat Steps 3–7 for each remaining form.

Verify all forms show Completed status.
Click Submit to finish the Forms assignment.

Repeat Steps 3–7 for each remaining form. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 86 — Repeat Steps 3–7 for each remaining form.

10We could see the Forms tab added and all the data entered in each form is displayed.

We could see the Forms tab added and all the data entered in each form is displayed. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 87 — We could see the Forms tab added and all the data entered in each form is displayed.

View Attached Documents

1Review all attached documents to ensure completeness and accuracy before final submission.

Review all attached documents to ensure completeness and accuracy before final submission. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 88 — Review all attached documents to ensure completeness and accuracy before final submission.

2Review and upload all required documents across facility, hotel, board, and alcohol sections, then click “Submit” to complete the document validation step.

Review and upload all required documents across facility, hotel, board, and alcohol sections, then click “Submit” to complete the document validation step. — NCAA Host Bid Management System screenshot 1 of 1. — Figure 89 — Review and upload all required documents across facility, hotel, board, and alcohol sections, then click “Submit” to complete the document validation step.

Review & Submit Bid

Review notification contacts, confirm accuracy, and click “Submit” to finalize and submit the bid.

After submission, the bid status changes to “Pending Review,” indicating it is under NCAA evaluation.

Review & Submit Bid screenshot — Figure 90 — Review & Submit Bid

Search Bid

1Click Bid Submissions from the left navigation menu

Click Bid Submissions from the left navigation menu — NCAA Host Bid Management System screenshot 1 of 1. — Figure 92 — Click Bid Submissions from the left navigation menu

2Search for the Bid

Note:
Submitted / Pending Review → The bid is locked and cannot be edited or opened for updates
Pending-Submission → The bid is still editable

Search for the Bid — NCAA Host Bid Management System screenshot 1 of 1. — Figure 93 — Search for the Bid

Bid review and selection — what happens after you submit

Once you submit your bid it moves out of your hands and into review. This section explains what that review means for you, what you may be asked to do while it is under way, and what the possible outcomes are. The review itself is carried out by the NCAA; your part is to respond promptly and accurately when something is asked of you.

The shape of the process

	What happens	Where you stand
1	Your bid is submitted	The bid locks. Its status moves to Bid Submitted.
2	The bid is reviewed	Nothing is required of you unless a correction is requested.
3	Corrections, if any, are returned to you	Named sections reopen. The bid cannot progress until you respond.
4	The bid is validated	Your bid is eligible for selection alongside the others for that round.
5	A host is selected	You are notified of the outcome, whichever way it goes.

Your responsibilities during review

Review is not a passive period. Three things are expected of you.

Responsibility	What it means in practice
Submit complete and accurate information	The quality of your original submission largely determines how smooth review is. Missing descriptions, incomplete compliance data, and incorrect values are the most common reasons a bid is returned.
Monitor notifications and My Work	If a correction is requested it arrives as a notification and as an assignment in My Work. Nothing further happens on your bid until you respond.
Respond within the time allowed	Correction requests carry an expected turnaround. Late responses can delay the round’s selection for every bidder, not only your own bid.

ⓘ What you can and cannot do during review

You can update only the sections that have been reopened for you. The rest of the bid stays locked so that the version under review does not change beneath the reviewer.
You can withdraw your bid at any point before final approval.
You cannot add new sections or revise unrelated content unless it is reopened.

Responding to a correction request

When a reviewer needs something changed, the specific section is reopened and returned to you with the reason attached. The assignment is named for the section concerned — for example Correct Basic Facility Details.

	Step	Detail
1	Open the assignment	From My Work or from the notification. Click the assignment rather than the bid ID, so you land on the step that needs the action.
2	Read the reason	Each correction request carries the reviewer’s notes explaining what is required. Read these before editing — they identify precisely what is missing or incorrect.
3	Make the change	Update only what has been asked for. Attach any supporting document requested.
4	Save and submit	Save for Later if you need to gather information first; the assignment stays in My Work. Submit when the correction is complete, which returns the bid for a closing check.

💡 If the request is unclear

Do not guess. Use the contact route given in the notification to ask before submitting — a second correction cycle costs more time than a question does.

Outcomes and what they mean

Outcome	What it means for you
Under review	Your bid is with the NCAA. Nothing is required of you unless a correction is requested.
Bid selected	Your institution has been chosen to host. Contracting follows, and after the event you will be asked for actuals — see Actuals Submission.
Not selected	Another bid was chosen for this round. Your bid record remains available and can inform future bids.

Where to go next

Actuals Submission My Work

Actuals Submission — workflow overview

Actuals Submission is where the host reports the real financial results of a championship after it has been held. Working from the awarded bid, the Bid Coordinator enters ticket, concession, expense, and revenue actuals — attaching supporting documents — then submits them for NCAA review and settlement.

Aspect	Details
Purpose	Capture the actual post-event financials for an awarded championship bid — tickets, concessions, expenses, and revenue.
Business objective	Give NCAA accurate actuals so the event can be reconciled and settled.
When used	After the championship has been held and the bid is in the Actuals Submission stage.
Who performs it	A Bid Coordinator for the awarded host.
Pre-requisites	An awarded bid in Bid Selected status; the event completed; actual figures and supporting documents to hand.
Business inputs	Ticket details and revenue/expense, concessions data, expense actuals, and revenue actuals — each with supporting documents.
Business outputs	A complete set of submitted actuals ready for NCAA review.
Major milestones	Navigate to the bid → complete the three actuals assignments → confirm and submit.
Dependencies	Depends on the bid having been selected; feeds Actuals Review by the NCAA reviewer.
Success criteria	All three actuals assignments completed and the actuals submitted; the bid advances to Actuals Review.
Related workflows	Bid Review & Selection (awards the bid); Actuals Review (consumes the submitted actuals).

Business rules

Three assignments — Ticket Actuals, Enter Expense Actuals, and Enter Revenue Actuals — must all be completed before submission.
Many totals auto-calculate; read-only figures such as paid attendance are carried over from ticket actuals.
Supporting documents are required for line items where an actual amount has been entered.
On submission the bid advances to the Actuals Review stage for NCAA review.

Related processes

Bid Review & Selection My Work

Actuals Submission — user guide

ⓘ About this guide

These steps follow the Actuals Submission SOP. Three assignments make up the actuals — Ticket Actuals, Enter Expense Actuals, and Enter Revenue Actuals — each opened with its Go button.

Actuals Submission by Bid Coordinator

Objective: Submit post-event financial actuals for an awarded championship bid.

Navigate to the Bid

1Step 1

Log in to the Championship Host Bid Portal using your NCAA credentials
Click the "Bid Submissions" icon on the left navigation panel

Step 1 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 1 — Step 1

2Step 2

On the Bid Submissions page, locate the "Bid Status" filter
Select "Bid Selected" from the dropdown
Click "Apply" to filter the results

Step 2 — NCAA Host Bid Management System screenshot 1 of 2. — Figure 2 — Step 2

Step 2 — NCAA Host Bid Management System screenshot 2 of 2. — Figure 3 — Step 2

3Step 3

From the filtered list, locate your bid
Click the Bid ID link to open it
Confirm the Bid Status shows "BID SELECTED"

Step 3 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 4 — Step 3

Review Actuals Submission Assignments

4Step 4

The bid opens at the "Actuals Submission" stage
Review the three assignments listed under the Assignments section:
Ticket Actuals – Ticket Details
Enter Expense Actuals
Enter Revenue Actuals
All three must be completed before submission

Step 4 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 5 — Step 4

Ticket Actuals – Ticket Details

5Click "Go" next to "Ticket Actuals – Ticket Details"

6Click "+ Add Ticket Details" under Session 1 to add the first entry row

7Step 7

Select the Sales Channel from the dropdown (e.g., Host)
Enter the Paid Attendance
Enter the Gross Ticket Revenue
Session Ticket Price auto-populates from the championship configuration

Step 7 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 8 — Step 7

8Step 8

Click "+ Add Ticket Details" to add a second row
Select "NCAA" as the Sales Channel
Enter the Paid Attendance and Gross Ticket Revenue for the NCAA channel
Click "Next" once all rows are complete

Step 8 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 9 — Step 8

9Step 9

Review the Ticket Details summary and verify the Subtotal and totals at the bottom
Click "Next" to continue

Step 9 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 10 — Step 9

Ticket Actuals – Actual Revenue / Expense

10Step 10

The system advances to the "Actual Revenue / Expense" step
Additional columns are now visible — Facility Fee, Taxes, Estimated Net Ticket Revenue, Credit Card Fees, and Ticket Vendor Fees
Enter the Facility Fee, Taxes and Ticket vendor fees for each sales channel row
Use the expand icon to view all columns if needed

Step 10 — NCAA Host Bid Management System screenshot 1 of 2. — Figure 11 — Step 10

Step 10 — NCAA Host Bid Management System screenshot 2 of 2. — Figure 12 — Step 10

11Step 11

Estimated Net Ticket Revenue and Total Ticket Expense auto-calculate
Click "Next" once all fields are complete

Step 11 — NCAA Host Bid Management System screenshot 1 of 2. — Figure 13 — Step 11

Step 11 — NCAA Host Bid Management System screenshot 2 of 2. — Figure 14 — Step 11

Ticket Actuals – Preview Actual Revenue / Expense

12Step 12

Review the full breakdown per sales channel and verify the Subtotal row
Confirm the Actual Revenue / Expense Total section at the bottom
Click 'Next' to proceed

Step 12 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 15 — Step 12

Ticket Actuals – Add Concession

13Step 13

Click "Go" next to "Ticket Actuals – Add Concession"

Step 13 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 16 — Step 13

14Step 14

The Concessions Data screen opens
Under Sales, enter Gross Sales for:
Food and non-alcoholic beverages
Alcoholic beverages
Total auto-calculates
Under Selling Expenses, enter:
Sales Tax for each beverage category
Credit Card Fees for each beverage category
Enter the Applicable Tax Rate (%)

Step 14 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 17 — Step 14

15Step 15

Under Concessions Revenue, enter Gross Alcohol Sales split by:
General Seating
Suite
Hospitality
Total and Check Figure auto-calculate
Under Concessions Attendance:
Paid Attendance (all sessions) is read-only — auto-populated from ticket actuals
Enter Drop Count (scanned attendance) for General Seating, Suite, and Hospitality
Select the Calculation Method:
Choose "Percentage (%) Calculation" or "Per Cap Calculation"
If Percentage is selected, enter the applicable percentage in the field below
The Concessions Calculations section auto-calculates based on the values entered
Review the Amount Owed to NCAA
Click 'Submit' to complete

Step 15 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 18 — Step 15

Enter Expense Actuals

16Step 16

Click "Go" next to "Enter Expense Actuals"

Step 16 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 19 — Step 16

17Step 17

The Enter Expense Actuals screen opens
Budget amounts are pre-populated for all line items
Enter the Actual Amount for each applicable line item
Scroll right in each category grid to view all columns
Once all actual amounts are entered, click 'Submit

Step 17 — NCAA Host Bid Management System screenshot 1 of 2. — Figure 20 — Step 17

Step 17 — NCAA Host Bid Management System screenshot 2 of 2. — Figure 21 — Step 17

18Step 18

A validation message appears at the top listing all line items that require a supporting document
Click the attachment icon in the Supporting Documents column for a line item
The "Attach Files" dialog opens
Click "Drop or choose files" to select the file
Click "Submit" to attach

Step 18 — NCAA Host Bid Management System screenshot 1 of 2. — Figure 22 — Step 18

Step 18 — NCAA Host Bid Management System screenshot 2 of 2. — Figure 23 — Step 18

19Step 19

Uploaded files appear in the dialog
Multiple files can be uploaded per line item
Use the three-dot menu to Delete or Open in tab if needed
Click "Submit" to confirm and close the dialog

Step 19 — NCAA Host Bid Management System screenshot 1 of 2. — Figure 24 — Step 19

Step 19 — NCAA Host Bid Management System screenshot 2 of 2. — Figure 25 — Step 19

20Step 20

Repeat the upload for every line item with an actual amount entered
The Supporting Documents column shows the count of attached files (e.g., "1 item")
Verify all categories have documents uploaded
Click "Submit" to complete the Enter Expense Actuals assignment

Step 20 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 26 — Step 20

Enter Revenue Actuals

21Step 21

Note the Bid Status now shows "Actuals Submission in Progress"
Click "Go" next to "Enter Revenue Actuals"

Step 21 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 27 — Step 21

22Step 22

The Enter Revenue Actuals screen opens
Budget amounts are pre-populated for all line items
Enter the Actual Amount for each applicable line item under Other Revenue and Receipts

Step 22 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 28 — Step 22

23Step 23

Enter actuals for applicable items under Other Revenue:
Additional Credential Sales
Merchandise
Ticket Fees
Leave remaining items at $0.00 if no revenue was generated
Under Receipts, enter the actual ticket sales amount for the Tickets line item

Step 23 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 29 — Step 23

24Step 24

Scroll right to view the Supporting Documents column
Upload supporting documents for all line items where an actual amount has been entered
Verify "1 item" appears in the Supporting Documents column for each completed row
Click "Submit" to complete the Enter Revenue Actuals assignment

Step 24 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 30 — Step 24

Actual Submission Confirmation

25Step 25

After all assignments are completed, "Actual Submission Confirmation" becomes active
Click "Go" to proceed to the final confirmation step

Step 25 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 31 — Step 25

26Step 26

The Actual Submission Confirmation screen opens
Review the summary fields at the top:
Tax Rate
Credit Card Fees
Facility Fee (Per Ticket)
Number of Sessions
Review the Channel Level Summary table
Use the expand icon to view all columns

Step 26 — NCAA Host Bid Management System screenshot 1 of 2. — Figure 32 — Step 26

Step 26 — NCAA Host Bid Management System screenshot 2 of 2. — Figure 33 — Step 26

27Click "Submit" to complete the Actuals Submission

28Step 28

The bid advances to the "Actuals Review" stage
The Assignments section displays "Review Actual Summary Calculation" assigned to the NCAA reviewer
Actuals Submission is now complete

Step 28 — NCAA Host Bid Management System screenshot 1 of 1. — Figure 35 — Step 28

Personas (Roles)

Personas (access groups) govern what each type of user can see and do at each stage of the championship host bid lifecycle. They fall into four families: host-side users — the membership institutions, conferences, and Local Organizing Committees that bid to host — NCAA internal staff, contracted external vendors, and IT / system administrators. The tables below summarize each persona’s purpose and its access level across the six lifecycle stages.

🔐 Access levels used below

Edit & Approve full edit plus approval authority Edit create or edit (may be scoped to certain screens) As assigned / Assigned limited to assigned screens or championships Read-only view only — not applicable to this persona.

Host / Local Organizing Committee (LOC)

Host-side personas belong to the membership institution, conference, or Local Organizing Committee bidding to host a championship. The Bid Coordinator owns the bid and may delegate specific sections to specialist roles, each of whom sees only the screens assigned to them.

Persona	Description
Bid Coordinator	The primary host contact for the bidding organization — a membership institution, conference, or Local Organizing Committee. Creates and edits the organization’s bids and submits actual revenue and expenses after the event. An organization may have multiple coordinators, who can view all bids for their organization.
Board Operator	Delegated by the Bid Coordinator to complete bid elements specific to video boards. Sees only the screens assigned to them, not the whole bid.
Broadcaster	Delegated by the Bid Coordinator to complete elements specific to linear TV, streaming, or radio. Sees only assigned screens.
Ticket Manager	Delegated by the Bid Coordinator to complete ticket-related revenue and expense elements. Sees only assigned screens plus status views.
Concession Manager	Delegated by the Bid Coordinator to complete concession-related revenue and expense elements. Sees only assigned screens plus status views.

Persona	Define Championship	Bid Submission	Bid Review & Selection	Actuals Submission	Actuals Approval	Payment Processing
Bid Coordinator	—	Create / Edit	Read-only	Edit / Submit	Read-only	Read-only
Board Operator	—	As assigned	—	—	—	—
Broadcaster	—	As assigned	—	—	—	—
Ticket Manager	—	As assigned	Read-only	As assigned	Read-only	Read-only
Concession Manager	—	As assigned	Read-only	As assigned	Read-only	Read-only

External vendors

External personas are non-NCAA third parties contracted for specific services. Their access is limited to the bid review and selection stage relevant to their service.

Persona	Description
Video Board Vendor	Non-NCAA third party contracted to manage video boards. Participates in bid review and selection.
Hotel Vendor	Non-NCAA third party contracted to manage predetermined hotel contracts. Participates in bid review and selection.

Persona	Define Championship	Bid Submission	Bid Review & Selection	Actuals Submission	Actuals Approval	Payment Processing
Video Board Vendor	—	Read-only	Full access	—	—	—
Hotel Vendor	—	Read-only	Full access	—	—	—

SSO Administration for Membership Institutions and Conferences

SSO Administration is the management of user access and permissions for NCAA applications through the NCAA Single Sign-On (SSO) system. Institutions should designate at least two SSO Administrators to manage user access, assign appropriate permissions, assist users with access-related questions, and help safeguard institutional data by ensuring access is granted only to authorized individuals who require it to perform their responsibilities.

Requirement

You must be a SSO administrator to grant users access to the NCAA Host Bid Management System through NCAA Applications.

Assigning Access

1Open the User's Account

After the user’s SSO account has been created, open the account of the user to whom you want to grant access. Then, scroll down to the Access To section of the screen.

Open the account for the user who requires access.

2Locate the application

Click the Access To dropdown menu and locate the NCAA Host Bid Management System application.

Access To section showing the application dropdown menu.

3Select the application

Select the NCAA Host Bid Management System application.

Access To dropdown with NCAA Host Bid Management System selected.

4Add application access

Click Add Application Access to add the NCAA Host Bid Management System to the user’s account.

Access To section with NCAA Host Bid Management System selected and the Add Application Access button.

The NCAA Host Bid Management System will appear as an application assigned to the user, indicated by the light blue collapsible section below Access To.

Assigned NCAA Host Bid Management System application shown below Access To.

5View available roles

Expand the NCAA Host Bid Management System section to view the available roles.

Expanded NCAA Host Bid Management System section showing available roles and privileges.

6Assign a role

Select the appropriate role to assign to the user.

Roles and Privileges section with a host role selected.

Role assignment guidance

Only one role can be assigned to a user. If the user’s responsibilities change, review the assigned role and update it as appropriate.

The Host Bid Coordinator is the primary role that grants access to the bid submission process. Most host users will initially access the system as a Host Bid Coordinator.

Secondary roles are assigned to host organization representatives who require more limited access than the Host Bid Coordinator. If you are unsure which role to assign, review the Personas (Roles) section before granting access.

The following roles are not supported through SSO:

Application Administrator
External Hotel Vendor
External Video Board Vendor

For more information on the available roles, see Personas (Roles).

After Access Is Assigned

After application access and a role have been assigned, the user should access the NCAA Host Bid Management System through NCAA Applications using their SSO credentials. For instructions on logging in, see Logging In (Authentication).

Updating or Removing Access

When a user’s responsibilities change or access is no longer required, the user’s NCAA Host Bid Management System access should be reviewed and updated accordingly.

Remove access

To remove access to the NCAA Host Bid Management System, navigate to the user's application and role assignment section (by executing Steps 1 – 5 above), then click Remove access to this application. The application will no longer display under Access To.

Change the assigned role

To change the assigned role, uncheck the role that is assigned to the user and then check the role that you wish to assign to the user.

Roles and Privileges section showing the currently assigned Host Bid Coordinator role.

Roles and Privileges section after the current role is cleared.

Roles and Privileges section showing a different host role selected.

Troubleshooting

If the NCAA Host Bid Management System does not appear in the Access To dropdown menu, or if the user cannot access the system after a role has been assigned, verify the following:

The correct user account was selected.
The NCAA Host Bid Management System appears under the user’s assigned applications.
A supported role has been assigned.
Only one role has been selected.

Additional support and assistance can be reached at webhelpdesk@ncaa.org.

Provisioning a New SSO Acccount

To provision a new SSO account, follow the steps in the Single Sign-On System Administration Guide, located under the Help tab on the NCAA Applications website.

NCAA Applications Help tab showing the NCAA MyApps guides, including the Single Sign-On System Administration Guide.

Confidential — NCAA Host Bid Management System · Documentation v1.7 · [[Author]]

NCAA Host Bid Management System overview

Introduction

How it fits into the championships lifecycle

Who should use the portal

Key features and capabilities

Benefits to users

Roles (Personas) & responsibilities

Logging in (Authentication)

Credential requirements

Obtaining access

Login instructions

Logout instructions

Session & sign-out

Layout and application navigation

Top navigation and search

The search filter

Left-hand navigation

Button actions and workflow navigation

Navigation basics

My Work

How the page is organised

What actually appears

What governs what you see

Reading the list

Assignments you will see, and when

Statuses, and what they mean for you

Bid Secondary Status

A worked example

Common questions

Bid Submission — workflow overview

Business rules

Bid Submission — user guide

Initiate Bid

Complete Assignments (Parallel)

Key Contacts

Facility

Video Boards/LED/Control Room

Budget – Expense Details

Hotel(s)

Alcohol Agreement

Certificate of Insurance

Forms

View Attached Documents

Review & Submit Bid

Search Bid

Bid review and selection — what happens after you submit

The shape of the process

Your responsibilities during review

Responding to a correction request

Outcomes and what they mean

Actuals Submission — workflow overview

Business rules

Actuals Submission — user guide

Actuals Submission by Bid Coordinator

Navigate to the Bid

Review Actuals Submission Assignments

Ticket Actuals – Ticket Details

Ticket Actuals – Actual Revenue / Expense

Ticket Actuals – Preview Actual Revenue / Expense

Ticket Actuals – Add Concession

Enter Expense Actuals

Enter Revenue Actuals

Actual Submission Confirmation

Local Organizing Committee (LOC) Access Request

Personas (Roles)

Host / Local Organizing Committee (LOC)

External vendors

SSO Administration for Membership Institutions and Conferences

Requirement

Assigning Access

After Access Is Assigned

Updating or Removing Access

Remove access

Change the assigned role

Troubleshooting

Provisioning a New SSO Acccount