Bid Information and Hosting Guide
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The Skate Canada Synchronized Skating Championships are held in Canada each year. The event allows Skate Canada to feature and recognize elite synchronized skaters, provide entertaining skating for live audiences as well as offer an opportunity to profile national corporate sponsors.
The event typically attracts approximately 900 skaters, 200 coaches/team managers/chaperones, 40 officials, 25 media and 150 volunteers.
For the athletes and their support teams, the focus at this competition is making the most of this special learning opportunity for both on- and off-ice development. This event is generally used to select teams for international assignments, as well as Senior World Championships placing the emphasis on performance and final results.
The Skate Canada Synchronized Skating Championships have been hosted by Skate Canada previously, in the following cities:
2012 – Windsor, Ontario (first community hosted event)
2011 – Brampton, Ontario
2010 – Brampton, Ontario
2009 – Oshawa, Ontario
2008 – Chilliwack, British Columbia
2007 – Chicoutimi, Quebec
2006 – Hamilton, Ontario
2005 – Sarnia, Ontario
2004 – Brandon, Manitoba
2003 – Montreal, Quebec
2002 – Kitchener, Ontario
The bid process and site selection for the Skate Canada Synchronized Skating Championships will be managed by the Skate Canada Events Department.
The Skate Canada Synchronized Skating Championships are open for bidding by all interested Local Organizing Committees (LOC). A tentative draft schedule for this event is included in this information package.
The Skate Canada Synchronized Skating Championships are the property of Skate Canada. As such, Skate Canada will generally oversee all aspects of the championships but will, by written agreement, delegate the organization, management, and execution of the competition to the LOC. By signing the hosting agreement, the LOC agrees to abide by the conditions outlined in the agreement in addition to complying with the most recent version of the Skate Canada Rule Book including any changes and/or updates.
The LOC is defined as a Skate Canada Section, Region or Club, a Convention and Visitors Bureau, a Sports Commission, or another event hosting body or any combination of these organizations. The LOC will serve as the local hosts of the Skate Canada Synchronized Skating Championships under the guidance of Skate Canada.
Following the selection of a LOC and host city, a team including one or more Skate Canada staff members, the LOC Chair and designated volunteer committee chairs will execute the event according to the terms of the Skate Canada Synchronized Skating Championships Hosting Agreement.
SAMPLE COMPETITION SCHEDULE
GENERAL REQUIREMENTS OF HOST COMMUNITY
- Demonstrated commitment and ability to host a national synchronized skating championship event abiding by all rules, regulations and specified terms of delivery of Skate Canada, including but not limited to signing and adhering to the Skate Canada Hosting Agreement and respecting Skate Canada’s national sponsorships’/title sponsor’s requirements and obligations.
- Ability to provide an adequate volunteer contingent to staff all competition committees.
- Successful event management experience including but not limited to the following:
- Skate Canada Sectional and/or Regional competitions and/or synchronized skating competitions
- Ability to provide financial support to help offset competition expenses, either through value-in-kind (e.g. hospitality, meals, supplies, services) or cash contributions from the local community.
- Utilization of the official event title and logo and other program marks in all marketing and promotional efforts by the LOC.
- Promotion of the event within the host community and region through locally focused press releases, local sponsorship packages, etc.
- Provision of a post-event report that includes, but is not limited to statistical information including economic impact on the host community.
MINIMUM VENUE REQUIREMENTS
- Exclusive use of one ice surface is required, hourly use of second practice ice surface, preferably in one facility.
- Ice surface size: 85' x 200' (NHL) or 100’ x 200’ (Olympic)
- Seating: minimum 1,500 seats in main competition arena; minimum 500 in second arena
- Arena appearance:
- Ability to cover or remove all existing sponsor signage in the facility.
- Provision of white ice and on-ice installation of title sponsor and/or event logo.
- Glass/net removal/raising: Removal of all glass and netting in the competition arena.
- Rinkboards: Requirement of clean rinkboards in the competition arena (free of advertising).
- Function rooms/areas: Space for a minimum of 10 working rooms/areas preferably on event level (back-of-house) plus 6 dressing rooms (may require temporary construction).
- Warm-up space for up to 7 teams.
- Ability to sell Skate Canada and/or event merchandise on-site and adherence to all requirements as outlined in the Hosting Agreement.
- High speed internet line(s) used by the assigned data specialists for uploading and sending results.
- Ability to construct and install officials stand as described in the Officials Seating Area Diagram (Illustration A).
|Illustration A — SYNCHRONIZED SKATING OFFICIALS SEATING AREA DIAGRAM
MINIMUM HOTEL(S) SPECIFICATIONS
- Bedrooms: Minimum 500 rooms per night for three nights available at hotels within close proximity to one another and the competition venue (not more than 15 minutes by car).
- Meeting Rooms: Complimentary access to two meeting rooms at the designated official hotel for the event in order to schedule any functions and/or meetings surrounding the competition.
- The LOC will develop the final expense and revenue budget for the Championships.
- Skate Canada will collect all competition entry information and fees at the national office and will send all registration information and entry fees** collected online and forward to the Chair of the LOC within 5 business days of the conclusion of the final qualifying regional synchronized skating event. Skate Canada will be responsible for approving all refunds of entry fees where applicable and as outlined in the event announcement.
** Skate Canada will retain 10% of the registration fees as an administration charge and 15% of the registration fees will be temporarily held back until 14 days following the completion of the event and the submission of the event final report, including the reconciled and reviewed financial statement.
Skate Canada Synchronized Skating Championships Entry Fees (approved by Skate Canada Board of Directors in October 2009)
Synchronized Team Entry Fees
|Fee per skater
- The LOC should budget for 30 Skate Canada qualified officials, including but not limited to Technical Representative (1), judges (12), referees (4), technical panel (6), data specialists (3), announcers (2) and music technicians (2). Skate Canada reserves the right to invite officials for training or other purposes at its own or shared expense.
- The expenses must include the overall cost of both the competition and practice venues (including rent and staffing). As well, travel, meals, ground transportation, and shared lodging for the officials must be accounted for in the budget.
- All social functions and parties are optional and if held, are at the expense of the LOC. Preferably, the social functions should be fully sponsored to eliminate the expense to the LOC.
- All competitors and a total of five individuals may be accredited per team (coaches, team managers, approved performance enhancement personnel and chaperones) with a maximum of two coaches. Team managers and chaperones must be current registered members of Skate Canada. Coaches must be current members of Skate Canada and have met mandated NCCP certification requirements.
- The LOC will retain all revenue generated from local cash sponsorship procured solely by the organizing committee.
- The LOC will retain all revenue generated from community/government grants unless those grants are applied for and obtained by Skate Canada National Office in which case the National Office shall retain 25% of the value of the grant.
- Final financial reporting must be reviewed by a qualified professional and submitted to the Skate Canada National Office within 3 months of the event. Skate Canada reserves the right to audit the event financial results.
Skate Canada is accepting bid proposals from applicant host communities upon submission of the following items:
- Letter of Intent
This letter acts as the host community’s intent to prepare and submit Phase 1 of the Application. See template provided.
- Phase 1 of the Application Form
Complete and submit the information required on the Application to Organize and Host – Phase 1 including the Terms of Agreement (Appendix A) and Arena Management Advertising Waiver (Appendix B). The application provides basic information regarding the host city, venue, hotel and transportation access as well as the preliminary agreed upon terms between the host venue and the Local Organizing Committee.
NOTE: The application will not be accepted without a signed Terms of Agreement from the arena facility that guarantees availability
- Site Visit
At this time a site visit may be conducted by National Office staff and a representative from the LOC. As a minimum the site visit will include the arena facility and potential hotel(s).
- Short-listed cities confirmed and provided with Phase 2 of the Application
Phase 2 of the Application should outline a host plan which will serve as a guide for the organization, execution and financing of the event. Submission of the completed Phase 2 of the application form is required to be considered as a potential host.
The host plan must include the following information:
Appendix C - Preliminary Budget Worksheet
Preliminary budget and financial forecast reflecting in general terms, all potential revenues and expenditures associated with the staging of the event.
Appendix D - LOC Leadership Team
Proposed organizational chart naming the Local Organizing Committee members.
Appendix E - Public Relations Plan
Public relations plan focusing on local promotion of the event through press releases, community awareness and involvement, etc.
Appendix F - Local Sponsorship Opportunities Template
Outline of a local sponsorship plan including a proposed local sponsor package that will be offered to local businesses and potential supporters.
LOC must acknowledge that no local sponsors of the Skate Canada Synchronized Skating Championships will conflict with Skate Canada national sponsors or their respective product categories.
The LOC must acknowledge and agree that they will cooperate and comply with all Skate Canada directives as outlined in the Hosting Agreement.
Letter of Intent: [Submission to Donna Keough, Skate Canada Events Department, by email to firstname.lastname@example.org]
April 1, 2013
September 3, 2013
Phase 1 deadline
May 1, 2013
October 1, 2013
Phase 2 deadline
July 2, 2013
December 2, 2013
Finalize and sign Hosting Agreement
Announcement of successful bid
By Fall 2013
By Spring 2014