Bid Information and Hosting Guidelines

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Skate Canada International is one of six events in the International Skating Union (ISU) Grand Prix series and the event property of Skate Canada. Skate Canada International is highly regarded in the international skating circuit known for excellence in event execution.

Skate Canada national office oversees all aspects of planning and execution of Skate Canada International and will, by written agreement, delegate volunteer recruitment and supervision as well as other aspects of the execution of the event to a local organizing committee. The full Organizing Committee (OC) will be comprised of a local volunteer team along with invited technical officials and Skate Canada national office staff members. Working together, the OC will serve as the host of the event under the terms of the Skate Canada International Hosting Agreement with the ISU.

The successful host city must demonstrate the ability to stage major international sporting events in a highly successful and cost-effective manner with a focus on excellence in the areas of facility and event management/operations, profitable ticket sales potential, as well as community financial, sponsorship and human resource support.

Revenue opportunities included in a successful host bid should encompass a guaranteed ticket sales commitment, government and/or community based grants, local sponsorship/VIK commitments, hotel rebates or commissions, and arena concessions, e.g. reduction in facility license fee, rebate on food and beverage sales, portion of parking fees, etc.

The LOC agrees not to solicit local sponsors that are in the same categories as Skate Canada’s national sponsors. As well, the LOC will utilize the official event title and logo, and comply with branding/merchandise directives.

Skate Canada is now accepting proposals from Canadian communities to host 2015 and 2016 Skate Canada International.

The event has been hosted previously in the following cities:

2013 – Saint John, New Brunswick
2012 – Windsor, Ontario
2011 – Mississauga, Ontario
2010 – Kingston, Ontario
2009 – Kitchener, Ontario
2008 – Ottawa, Ontario
2007 – Quebec City, Quebec
2006 – Victoria, British Columbia
2005 – St. John’s Newfoundland and Labrador
2004 – Halifax, Nova Scotia
2003 – Mississauga, Ontario


Windsor, Ontario played host to the 2012 Skate Canada International which included 52 skaters from 12 countries. The 2013 event will take place in Saint John, New Brunswick next October.  The average total economic impact to the host community over the past several years has been calculated to be approximately $5.5 million dollars.

The event attracts visitors from outside the host city using approximately 1,400 hotel room nights which are reserved by the Skate Canada Organizing Committee alone. This number does not include accommodations required by spectators and others attending the event. The positive media exposure generated by hosting an event of this stature provides the host city with a strong platform to promote itself as an international sporting destination.

Skate Canada retains all television rights fees and this year, Skate Canada International will be televised in Canada by CTV on main network and digital platforms. Additionally, the event will be streamed on ctv.ca. A minimum of four ISU rights holding broadcasters carry the television feed and reach millions of viewers worldwide in a minimum of eight countries. In 2011, the event was broadcasted nationally for 12 hours over 3 days to an audience that measured over 1.8 million viewers. Foreign broadcasters also aired a number of hours of skating and all of the competition was available by satellite on delay.

The bid process and site selection for Skate Canada International will be managed by the Skate Canada Events Department.

COMPETITION DATES

The practice and competition dates are tentatively scheduled in October and will be confirmed by the ISU at the latest by December preceding the event. For 2015 the arena will be required from Monday, October 26 (07:00) until Sunday, November 1 (midnight). In 2016, the arena will be required from Monday, October 24 (07:00) until Sunday, October 30 (midnight). Monday, Tuesday and Wednesday will allow for arena set-up, with official practices beginning on Thursday and continuing with competitions on Friday, Saturday and Sunday.

SAMPLE COMPETITION SCHEDULE

The sample schedule below is an estimate of the timing for the practices and competitions. The schedule is subject to change due to broadcast scheduling.

 

GENERAL REQUIREMENTS OF HOST COMMUNITY

  • Available and appropriate venue(s)
  • Available and appropriate hotel(s)
  • Accessibility to the destination by air from national and international destinations
  • Ticket sales potential within and outside the community
  • Financial support from provincial and municipal sources
  • Local business and community support through value-in-kind (e.g. hospitality, meals, office supplies) donations or cash contributions to help offset competition expenses.
  • Ability to generate an adequate volunteer contingent to staff all competition committees.
  • Promotion of the event within the host community and region through locally focused press releases, local sponsorship packages, and other community awareness activities etc.


VENUE REQUIREMENTS

  1. One rink is required and should be located less than 30 minutes from the hotel where participants are housed.
     
  2. The arena must seat a minimum of 6,000 spectators.
     
  3. The Licensee will require up to 6 suites in addition to the existing bar/restaurant or space to host a hospitality lounge, on a complimentary basis.
     
  4. The following ice maker specifications are required to ensure appropriate ice conditions for the competition.

    The arena is to provide a base colour as specified by Skate Canada. All existing markings and lines must be removed. No hockey is to be played on the ice for a minimum of three days prior to the first official practice. Depth of ice must be 3.5 to 4.0 cm, with no less than 3.0 cm above the paint. Surface temperature should be consistent at -4 degrees C or 25 degrees F. (Brine temperature, where applicable, must be within the range of -7.7 and -5.5 degrees C, or 18 to 22 degrees F.)
     
  5. Availability of the arena facility, including the ice surface, for preparation a minimum of 3 days before the start of the practice sessions.
     
  6. Two ice resurfacing machines are required. This will ensure the 10 minute floods required to accommodate the competition and broadcasters schedules.
     
  7. The rink area in the arena must be free of all advertising and commercial branding. The ‘rink area’ represents the entire bowl inside of the ice rink and what the spectators see from their seats when watching the event. The only acceptable advertising in the rink area will be the event logo, host city logo and/or logo of the name of the rink. Existing signage or advertising in the rink area must be removed or covered for the duration of the event.
     
  8. The venue must be able to accommodate the installation and removal of static rink boards.
     
  9. A video screen of approximately 4 by 5 meters or a jumbotron is required to inform and entertain the spectators and needs to hang at a reasonable height above the audience in the competition arena. The video screens must be compatible with the computer system and their size/visibility of characters must interface with the Skate Canada’s in-venue technical support system.
     
  10. The arena must have the ability to construct a judges’ platform which extends approximately from blue line to blue line in the existing players box area. Inner dividing partition walls and players benches may need to be removed to facilitate this. A second tier platform, approximately four feet off of the floor may also be required. (See sample diagram included in this package.)
     
  11. The arena must also be able to construct a broadcast commentators’ platform at one end of the ice (usually the ice resurfacer’s entrance end). This platform is approximately 12’ x 20’ in size and approximately 5’ off the floor. Additionally, a ‘Kiss and Cry’ platform (1’ X 12’ X12”) will be constructed beside the commentators’ platform at ice level.
     
  12. The arena will need to provide cut-outs to existing rinkboards to allow for low corner TV cameras. These cut-outs normally require temporary boards to be built back around the cut-out to a height of approximately 18” from the ice surface.
     
  13. The arena must possess a sound system capable of diffusing music and PA sound effectively and clearly to all seating areas and also onto the ice surface. Additional sound system equipment may be installed from supporting trusses or other form of rigging, usually in the centre ice area.
     
  14. Cold lighting is required to the section adjacent to the ice surface and must be within 25 foot candles (250 lux) of the consistent light level (at least 150 foot candles/1500 lux) and maintained over the total surface of the ice. The audience must be fully lighted. Spotlights will be required for the Exhibition Gala on Sunday.
     
  15. Skate Canada requires unlimited back-of-house access with the exception of those areas normally used for food preparation by in house catering, arena management office space, electrical and other facility operational rooms. A minimum of 6 rooms at ice level and 17 additional rooms or space to construct rooms is required.

    All existing dressing rooms and storage space, unless specifically prohibited by contract with a building tenant in place prior to the agreement with Skate Canada, will be made available to Skate Canada for the purpose of back-of-house set up. From the time Skate Canada has contracted a venue for a Skate Canada event subsequent tenant arrangements must factor these previous commitments into their agreements.

    Indicate all no-access areas on an attached arena map.
     
  16. If providing the required room and storage space involves the relocation of existing contents for the duration of the event, the facility will be responsible for the cost of removal and storage.
     
  17. All available rooms in the arenas that are included in the rental agreement must be lockable and Skate Canada will receive a minimum of 2 sets of keys for each lock.
     
  18. The facility will allow Skate Canada to sell event related or Skate Canada merchandise without a merchandise fee paid to the venue.
     

 

Sample Judges Stand Configuration

 

 

MINIMUM HOTEL(S) REQUIREMENTS

  1. Hotel(s)

    The skating family should be housed in one hotel, if possible. If this is not possible, the groups will be split as follows:

    Hotel I

    • Competitors – require the majority of double-bedded rooms
    • Team Leader (one per team) - require single rooms
    • ISU representatives - require single rooms
    • Officials - require single rooms
    • Skate Canada executives - require single rooms
    • Team Medical staff - require single rooms
       


    Hotel II (if necessary)

    • Coaches, Assistant Team Leader and Team officials
    • Chaperones
    • Skate Canada Sponsors
    • Skate Canada staff
    • Television staff
    • Media
       


    2. Meetings, Functions and Miscellaneous

    • Several complimentary function rooms of varying sizes are required in the hotel for the duration of the event.
    • Complimentary space to set up a private dining room for the skating family is required in Hotel I.
    • Up to three hospitality suites in the hotel are required.
    • Complimentary parking for up to 20 vehicles for the duration of the event.
    • Room credit based on 1 complimentary room for every 30 rooms paid.
    • Up to ten complimentary room nights for use on required site visits.


    3. Function Rooms/Space Required

Space Required

MIN #

SUN

MON

TUE

WED

THU

FRI

SAT

SUN

MON

Accreditation/ Registration Room

12

 

 

X

X

X

 

 

 

 

Transportation Table

In Lobby

 

 

 

X

X

X

X

X

X

Event Office

12

 

 

X

X

X

X

X

X

X

Round Table Mtgs

12

             

X

 

Volunteer Suite

5

 

 

X

X

X

X

X

X

 

Dining Room
Note:
Dining room hours and menus are set in accordance with ISU standards and will be finalized closer to the event.

Up to 80

 

 

 

X
18:00-23:00

X
06:00-10:00 and
12:00-15:00
and
17:00-21:00

X
06:00-10:00 and
12:00-15:00
and
18:00-24:00

X
06:00-10:00 and
12:00-15:00
and
17:00-22:00

X
06:00-10:00
and
12:00-15:00
Closing banquet

X
06:00-10:000

President’s Hospitality Suite (out of bedroom inventory)

Up to 40

 

 

 

 

X

X
21:30 – 00:00

X

X
TBC

 

Sponsor Hospitality Suite (out of bedroom inventory)

 

 

 

 

X

X

X

X

X

X

Sponsor Host Party (TBC)

 

 

 

 

 

 

X
20:00 – 00:00

 

 

 

Closing Party
(either Sat. or Sun)
(set-up & rehearsal from 10:00 a.m.)

200

 

 

 

 

 

 

X
20:00-23:00

X
20:00-23:00

 

Storage (from Friday)

500 sq. feet

X

X

X

X

X

X

X

X

X

 

4. Meals

A private dining room is required for competitors and officials and will offer buffet style meals. The chef will work with the OC to create menus that must meet the approval of the ISU Medical Advisor.

Breakfast Hours 06:00 - 10:00

Begins the first day of official practice and ends the day following the Gala Exhibition (Thursday to Monday)

Lunch Hours 11:30 - 15:00

Begins the day of the first official practice, ends the day of the Gala Exhibition (Thursday to Sunday)

Dinner Hours 17:30 - 22:00

Begins the day preceding the first official practice, ends with dinner on the day of the Gala Exhibition (Wednesday to Sunday)

Late Night Dinner Hours 22:30 - 01:00

Buffet Late Night Dinner or Buffet must be provided on the nights of evening events only (Dependent on competition and broadcast schedules)

Hot meals must be available for athletes, accompanying persons and medical staff returning late to the hotel after doping controls.


Bedroom Requirements Summary

Room Type

Sun

Mon

Tue

Wed

Thu

Fri

Sat

Sun

Single Queen or King

5

20

75

210

226

226

226

150

Dbl/Dbl or QQ

0

5

11

50

50

50

50

29

Suite

0

1

3

5

8

8

8

5

Hospitality Suite

 
 

1

1

1

1

1

1

TOTAL

5

26

90

266

285

285

285

185

 

 

 

 

 

BID PROCESS

Skate Canada is accepting bid proposals from applicant host communities upon submission of the following items:

  1. Letter of Intent
    A sample of the Letter of Intent is the first step in the Application to host Skate Canada International. This letter acts as the host community’s intent to prepare and submit the Application to Host.
     
  2. Application to Host form
    Complete and submit the information required on the Application to Host. The application must include a Terms of Agreement (Appendix A) and Arena Management Advertising Waiver (Appendix B) both signed by arena management as well as at least three appropriate hotel proposals and the Hotel Terms of Agreement (Appendix C) signed by hotel management. The application must also provide basic information regarding the host city, proposed venue, hotel and transportation access as well as the preliminary agreed upon terms between the host venue(s)/hotels and the OC. It must also outline ticket sales potential and any financial support of the event through government or local funding bodies or local sponsors and/or suppliers.
     
  3. Site Visit
    At this time a site visit may be conducted by national office staff. As a minimum the site visit will include the arena facility and potential hotel(s).

     

TIMETABLE

Date
Date
Action
2015
2016
 
April 1, 2013
September 1, 2013
Letter of Intent deadline [Submission to Donna Keough,
Skate Canada Events Department, by email to keough@skatecanada.ca]
June 1, 2013
November 1, 2013
Application deadline
By Fall 2013
By Fall 2014
Announcement of successful bid

 

 
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