HOSTING MANUAL by alicejenny

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									CANADIAN COLLEGIATE ATHLETIC ASSOCIATION




          HOSTING
          MANUAL




        2012-13 Edition
CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                                 HOSTING MANUAL



Contents

PART ONE

BACKGROUND MATERIAL---------------------------                                                    4
   Introduction----------------------------------------------------------------------------       5
   Background----------------------------------------------------------------------------         5
   Canadian Collegiate Athletic Association-------------------------------------                  6
   Member Conferences----------------------------------------------------------------             7
   The Championships-----------------------------------------------------------------             9
   The Teams------------------------------------------------------------------------------       10


PART TWO

THE BID-----------------------------------------------------                                     13
   Bid Procedures-----------------------------------------------------------------------         14
   Bid Criteria & Hosting Commitments-----------------------------------------                   17
   Bid Package---------------------------------------------------------------------------        21
   Bid Timelines-------------------------------------------------------------------------        23


PART THREE

HOSTING THE SUCCESSFUL CHAMPIONSHIP 24
   Host Committee----------------------------------------------------------------------          25
   Critical Path----------------------------------------------------------------------------     26
   Tournament Operations-----------------------------------------------------------              28
   Finances & Insurance--------------------------------------------------------------            49
   Facilities --------------------------------------------------------------------------------   52
   Travel-------------------------------------------------------------------------------------   55
   Accommodations --------------------------------------------------------------------           57
   Banquet & Ceremonies ------------------------------------------------------------             60
   Marketing & Sponsorship---------------------------------------------------------              65
   Promotion & Media Coverage---------------------------------------------------                 68


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PART FOUR

POST CHAMPIONSHIP---------------------------------                                      82
   Post Championship-----------------------------------------------------------------   83




APPENDICES---------------------------------------------- 85




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PART ONE



BACKGROUND MATERIAL

     INTRODUCTION--------------------------------------------------------    5

      BACKGROUND---------------------------------------------------------    5

      CANADIAN COLLEGIATE ATHLETIC ASSOCIATION-----                          6

      MEMBER CONFERENCES-----------------------------------------            7

      THE CHAMPIONSHIPS-----------------------------------------------       9

      THE TEAMS------------------------------------------------------------- 10




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                     HOSTING MANUAL



BACKGROUND MATERIAL

Introduction
Bidding, obtaining, organizing and staging a Canadian Collegiate Athletic Association Canadian
Championship can be a very rewarding experience for any institution. National championships
are the Canadian Collegiate Athletic Association's premier events, giving conferences a chance
to showcase their top student-athletes.

Hosting a National Championship can provide the host community and institution with a lifetime
of memories as well as other significant rewards, such as:
       a) promoting a greater awareness of your community and the unique talents and
          resources of local volunteers and sponsors;
       b) providing student-athletes from the host institution with a chance to match their
          abilities against the best in Canada, and, by doing so improve the long-term growth
          of the sport in the institution; and
       c) providing an opportunity to bring significant public exposure and financial rewards to
          your department, institution and community.

The information found on the following pages has been developed to provide as much
assistance as possible to institutions wishing to host a national championship. The information
you will review is a reflection of Canadian Collegiate Athletic Association's commitment to
continue to provide guidance and leadership to all Host Committees interested in staging a
National Championship event. The information is intended to provide Host Committees with an
outline of their roles and responsibilities. This document will be updated annually.

Background
To help continue the tradition of great events, the Canadian Collegiate Athletic Association has
developed this hosting manual. This document will answer common hosting questions and
provide details on the various aspects of Canadian Collegiate Athletic Association's National
Championships.

The purpose of this hosting guide is to make hosting information more accessible by putting all
hosting practises together in one place. Contained within text boxes throughout the manual are
exceptional practices from past hosts. These are not hosting minimum standards but ideas for
you to consider if you have the wherewithal to do so.

Information that is not contained here, appropriate reference information has been provided so
that you can find what you need quickly and easily. Throughout the hosting guide, reference to
the Canadian Collegiate Athletic Association's Operating Code have been included to
introduce you to some of the more formal procedures and guidelines involved in Canadian
Collegiate Athletic Association's National Championships. See CCAA web site www.ccaa.ca for
annual Operating code. Telephone and email addresses for all CCAA staff members are also
online.




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Canadian Collegiate Athletic Association

The CCAA is the national governing body for college varsity sport in Canada. The CCAA is the
largest intercollegiate sport organization in Canada with 100 member institutions.

OUR MISSION
The Canadian Collegiate Athletic Association enriches the academic experiences of
student‐athletes by providing leadership, programs and services that foster development
through high level competitive opportunities in intercollegiate sport.

VALUES

   We believe that intercollegiate sport enhances the total student educational experience.
   We foster the pursuit of academic success and athletic excellence
   We believe in collaboration and being a contributing partner in the development of sport in
   Canada
   We are committed to the principles of integrity, fair play, equity and diversity.

GUIDING PRINCIPLES
   We are Student Athlete Centred
   We promote Respectful Relationships
   We act with Integrity and Strong Leadership
   We Enhance our Brand
   We are Fiscally Responsible


Responsibility of CCAA in the Conduct of a National Championship
The CCAA shall support National Championships in the following way:
       Approve Championship bids
       Determine the playing regulations and policies that guide the National Champiohip
       Provide hosting guidelines and minimum standards to host
       Assistance with circulation of information regarding the event;
       Assistance with promotion and public relations;
       Assistance with national media coverage;
       Assistance with securing national corporate sponsorship;
       Assistance with air travel arrangements;
       Assistance with the tournament's technical components;
       Assistance with distribution of results to media and CCAA member institutions;
       Conduct an evaluation process of each championship to provide legacy to future
        hosts.




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Member Conferences

The Canadian Collegiate Athletic Association was created by and is the embodiment of five (5)
Member Conferences:
     The Atlantic Collegiate Athletic Association representing institutions in Nova Scotia, New
      Brunswick and Prince Edward Island;
     The Réseau du sport étudiant du Québec representing institutions in Quebec;
     The Ontario Collegiate Athletic Association comprised of institutions in Ontario;
     The Alberta Colleges Athletic Conference comprised of institutions in Alberta and
      Saskatchewan;
     PACWEST representing institutions in British Columbia.
These associations are key partners in Canadian Collegiate Athletic Association's National
Championships. All institutional membership is held through recognized Member Conferences.
Member Conferences send their teams to the Championships and approve all Championship
hosting bids before they are sent to the CCAA.

Responsibility of MCs in the Conduct of a National Championship
Member Conferences shall provide a commitment regarding participation at National
Championship tournaments at the Annual General Meeting or December Semi-Annual Meeting
prior to the events. Note: Invitational Championships do not require Conference commitment to
date.

Withdrawal of the commitment to participate will result in disbarment of that conference in the
particular sport of not more than two (2) consecutive years after the tournament from which it
withdraws and shall be subject to a maximum fine of $5000.

If a conference withdraws from participation in a CCAA championship in a particular sport, that
conference must make an application to re-enter competition in that sport at the Board of
Directors Meeting 1 1/2 years prior to and be approved at the Annual General Meeting
preceding the desired competition.

Regional Championship Dates
a) MCs select dates for regional Championships, which allows a minimum of 9 days between
   regional Championships and CCAA Level 1 National Championships. MCs who do not allow
   this minimum of 9 days will be fined $500. All regional representatives who shall be
   competing in the National Championships shall be declared by the member conference to
   the host and the CCAA Executive Director at least 9 days prior to the first day of
   competition.
b) MCs select dates for regional conference Championships, which allow a minimum of 8 days
   between regional conference Championships and CCAA Open National Championships.
   MCs who do not allow this minimum of 8 days will be fined $500. The date that teams must
   send their registration to participate in an Open Championship is 8 days prior to the
   event.

Recognizing Sanctions
Conference convenors/MCs must report any infractions, suspensions, card, or other extenuating
circumstances from their regional Championships to the CCAA Office and to the CCAA sport


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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                       HOSTING MANUAL


specific convenor immediately following their regional finals. Any suspensions placed upon a
member team, individual player, or coach, by a member conference or Provincial and/or
National Sport Governing Body shall be recognized by the CCAA. Similarly, any sanction placed
upon a member team, individual player or Coach by the CCAA shall be recognized by Member
Conferences and is expected to be respected by Provincial and National Sport Governing
Bodies.

Right of Refusal for Hosting a National Championship
If the MC is offering that sport within their conference and decline their hosting agreement
responsibility not less than 2 years prior to the event, then the championship shall be open for
bids at the following CCAA Semi-Annual meeting. A conference who "passes" on their turn to
host a sport according to the CCAA hosting grid will forfeit their chance to have a wildcard in
that sport for that Championship.

In the event that an MC provides written commitment for hosting of a National Championship
Tournament, accepted by the CCAA Annual General Meeting and subsequently withdraw that
commitment that MC shall be subject to a fine of $2500. The CCAA Executive will determine
the percentage of the $2500 fine, if any that would be split between the CCAA and the new
host.

In the case of Open Championships institutions are open to bid currently and West-East rotation
is being developed.

DVD/ Online Archived Video Exchange Policy for Men’s and Women’s Basketball and Volleyball
Conference Championship hosts are required to record the gold and if necessary bronze medal
regional championship games. Both should be copied so there are 3 available copies for CCAA
use (one for each first round opponent at nationals and one for the respective National
Convenor as backup).




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                      HOSTING MANUAL


The Championships
Canadian Collegiate Athletic Association holds a total of nine National Championships annually.
They are in the following sports:

   Men’s Soccer                            Men’s Volleyball
   Women’s Soccer                          Women’s Volleyball
   Golf                                    Men’s Basketball
   Cross Country Running                   Women’s Basketball
   Badminton

These events are hosted at various times throughout the academic school year. However, from
time to time deviations must be made for a wide variety of reasons. For example, when the
Canada Games are held, the Canadian Collegiate Athletic Association avoids holding
Championships simultaneously with the Canada Games. For this reason, the dates of Canadian
Collegiate Athletic Association's Badminton Championships are generally moved ahead or back
one week in the year of the Canada Summer Games. The Hosting Grid is updated bi-annually;
see CCAA web site www.ccaa.ca for the current version.

Hosting Grid Principles
1. The hosting grid will be reviewed annually and approved at the AGM particularly with semi-
   permanent site allocations or withdrawal of conferences to host.

2. Each sport shall attempt to alternate hosts East to West each year.

3. Once a hosting assignment is completed on the grid: the MC will not receive the same sport
   hosting assignment for at least another two years.

4. No MC shall host more than 3 sports in any given year (i.e., Women’s Basketball and Men’s
   Basketball are considered 2 sports).

5. No MC shall sit out of the hosting grid for more than 1 consecutive year as assigned.

6. A semi-permanent site can be inserted into the hosting grid at anytime (upon approval at
   AGM). The CCAA shall receive semi-permanent (2 year) bids (2) years prior to hosting.
   Should no bids come forward, hosting responsibility will revert to the hosting grid. (See
   Article 9 Section 3 for Application for Permanent Site Host in CCAA Operating Code

7. A conference who "passes" on their turn to host a sport according to the CCAA hosting grid
   will forfeit their chance to have a wildcard in that sport for that Championship.

8. Hosts have the flexibility at the time of bidding to choose either Saturday or Sunday as the
   Championship final day in Level 1 CCAA Sports.




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                      HOSTING MANUAL


The Teams
Team Selection Format

8-teams for Volleyball and Basketball
Guiding Principles for Fill Process for National Championships

       Conference Champion earns one (1) spot.
       Host Conference earns one (1) spot -– which is normally filled by the Host Team.
           o Exceptions include:
                     If the Host team wins the MC Championship title the host conference spot
                       is filled by the second place team
                     At anytime, at the hosts request, the MC may recommend that the 2nd
                       place team fill the host position when a host team is very weak
       Wild cards
       No conference may fill more than two (2) spots.
       All participants including wildcards are considered under the travel equalization formula.

8-teams for Soccer
Guiding Principles for Fill Process for National Championships

       MC Champion earns one (1) spot.
       Host Conference earns one (1) spot -– which is normally filled by the Host Team.
           o Exceptions include:
                     If the Host team wins the MC Championship title the host conference spot
                       is filled by the second place team
                     At anytime, at the hosts request, the MC may recommend that the 2nd
                       place team fill the host position when a host team is very weak
       Wild cards
       No conference may fill more than two (2) spots.
       All participants including wildcards are considered under the travel equalization formula.


Golf and Cross Country Running
Guiding Principles for Fill Process for National Championships
       Open golf championship will accept a maximum of 114 golfers consisting of 15 men's
       teams, 10 women's teams and 9 individuals who have met all the eligibility requirements
       for the event. Upon completion of the team registration process, individual entries will be
       accepted.
       Cross-Country Running will accept up to 25 men’s team and 25 women’s teams.

Responsibilities of Participating teams to National Championships

Prior to Championships:
     Conference champions shall supply to host convenors the following upon request:
              (i) player information
              (ii) team photograph
              (iii)institution colours and nickname



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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                      HOSTING MANUAL


  Teams who attend national championships and who have not submitted the above
  information by the date required by the host may be subject to a $100 fine.
 Contact the national travel agency to finalize transportation.

During Championships:
 All participating teams must identify a Head of Delegation, who will be an official
   representative of the Institution / Conference. The Head of Delegation’s responsibilities
   include but are not limited to:
       Ensuring all traveling representatives have reviewed the CCAA Code of Ethics /
       Participating Team Responsibilities / and have been made aware of the behaviour /
       conduct expectations of the CCAA, the MC and their institution, both on and off the court
       (field) prior to, during and following the championship.
       Attendance, with the coaching staff, at the Coaches Meeting. Failure to attend shall
       result in a $100 fine payable to the CCAA.
       Providing to the host and host hotel front desk, a cell phone number at which the Head
       of Delegation can be reached for the duration of the championship.
       Actively assisting host and CCAA personnel with the orderly conduct of the
       championship.

 It is required that institutions attending the event stay at the designated host hotel. Coaches
  must insist on being assigned to the same floor as their team when booking rooms.
  Bookings must be done before Host’s established deadline date. Teams, which do not stay
  at the host hotel, shall be subject to a fine of $500/ team.

 Provide adequate medical and liability insurance for participating teams and individuals via
  their respective institution or conference and in accordance with their institution or
  conference policy regarding insurance.

 Attend the Coaches' Meeting (coach and/or athletic representative) at the date and time
  announced. Failure to attend shall result in a $100 fine payable to the CCAA. Upon
  completion of the meeting and prior to the team’s first game, the Coach must meet with his/
  her student-athletes to clarify roles, responsibilities and obligations. As per the CCAA Code
  of Ethics provided at the Coaches Meeting.

 Participating teams must bring to the championships a cheque for their accreditation fees.
  This cheque is to be given to the host at registration/accreditation if not already received.
  Failure to do so may result in a fine of $100 to the offending institution(s).

 Teams and/or team representatives, as per host’s request, are required to attend the media
  Conference, the Awards Banquet and Closing ceremonies. Failure to do so will result in a
  fine of $200 assessed to the offending team(s).

 Coaches are responsible for their student-athletes’ actions. Coaches and/or official college
  representatives must be available at all times to intervene if needed. If not in the vicinity of
  the team, a contact number must be left with the hotel Front Desk. Failure to do so may
  result in a $100 fine for the offending institution(s).

 The CCAA does not permit the consumption of alcohol and or illicit drugs by teams,
  including coaches, at the CCAA competition site (includes golf course and club house for
  Golf Championship); during or prior to CCAA Championship Ceremonies. Athletic Directors


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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                    HOSTING MANUAL


   and or College Delegates are responsible to educate/ present the CCAA expectations of
   behaviour and conduct of all participants at National Championships. The Athletic Director
   will outline athlete /coach decorum for all tournament activities including opening/ closing
   ceremonies, awards banquet and proper behaviour at all venues. Student Athletes and
   coaches are expected to act responsibly as a representative of their institution and the
   CCAA.

 It is strongly recommended by the CCAA that there is no alcohol consumption in TEAM
  BEDROOMS.

 Institutions shall be held responsible for any damages, which have been proved to be
  caused by their representative, and/or associated persons during the National
  Championships. The institutions shall be responsible for payment of any resulting costs.
  Institutions who do not reimburse damages shall be deemed members "not in good
  standing"

Following the event:
 Return to the National Convenor, the completed tournament evaluation form within two (2)
    weeks following the end of the national championships. Failure to do so shall result in the
    college (or, in the case of badminton, the regional coach) being assessed a $50 fine.




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                             HOSTING MANUAL




PART TWO



THE BID

     BID PROCEDURES--------------------------------------------------- 14

     BID CRITERIA - HOSTING COMMITMENTS------------------                    17

     BID PACKAGE---------------------------------------------------------    21

     BID TIMELINES--------------------------------------------------------   23




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THE BID

Bid Procedures

The following steps will assist with the preparation of a bid submission:

FEASIBILITY PHASE

The initial step of any hosting endeavour is the feasibility phase. This phase allows the hosting
group or organization to sit down and take a long hard look at the event and whether or not it
makes sense to host it.

Canadian Collegiate Athletic Association suggests forming a committee to perform this task,
with members from a wide range of backgrounds to maximize expertise and experience. The
committee should look at the event specifications (from Canadian Collegiate Athletic
Association and the host committee's perspectives) and then examine each of these areas:
           Facilities, both existing and planned;
           Community infrastructure (transportation, accommodations, etc.);
           Human resources (staff and volunteers, including recruitment and screening);
           Finances (revenues and expenses).

Your local tourism bureau can be of great assistance in preparing your bid. While each tourism
bureau can offer different services, the following are some common services:
           Preparation of bid.
           Assist with a hotel search and rate summary.
           Assist with a ground transportation search and rate summary.
           Liaise with hotels and city officials.
           Provide event media assistance.
           Assist with promotion of the event on their Website and Calendar of Events.
           Provide materials for promotion and event participants such as: maps of city,
           brochures of city, city pins, posters.

In addition, getting the support of your city or local government for your bid will greatly assist the
host committee in planning and hosting a National Championship. This can ensure that any
services or products required from these departments are handled in a timely manner.

BID PHASE

The first step, the feasibility phase, should have convinced the host bid committee and the
institution that it could host the event successfully. The bid phase should place the host bid
committee in a position where it can convince their Member Conference and the Canadian
Collegiate Athletic Association that the committee and institution can host the event
successfully. Support from the institution and conference is required and a letter of support from
the Institution’s President and the Conference’s President will be required as part of the bid
application.




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                        HOSTING MANUAL


The Canadian Collegiate Athletic Association strongly urges host bid committees to make their
intentions known to the CCAA at this point to allow the CCAA to assist the committee with its
work.

The following general principles will assist with the preparation of a bid submission;

   1. CCAA National Championships are the property of the CCAA.

   2. Championships are contracted to event Hosts. Championship Hosts are in partnership
      with the respective MC and the CCAA in providing championships. Contract must
      provide enough flexibility for the Host to operate a financially successful event, while at
      the same time protecting the interests of the CCAA and its partners.

   3. Championships hosts will NOT be responsible for city to city travel costs of participating
      teams. These costs will be covered by the CCAA Travel Equalization program and by
      participating teams. (see Travel Policy Article 10 Section 3 in CCAA Operating Code)
       http://www.ccaa.ca

   4. The championship format, game times and practise facility requirements can be found in
      the CCAA Operating code (Article 13 Playing Regulations in CCAA Operating Code).
      Playing regulations are updated annually.

   5. The CCAA endorses and enforces the use of French and English as its official
      languages. Please refer to Official Languages found in next section under Bid Criteria
      and Hosting commitments or Article 7 Section 9 in CCAA operating Code

The following are the steps that must be followed in submitting a bid for a Canadian
Championship:

   1. A MC wishing to host a National Championship as per Host grid allocation shall make
      application in writing through the workbook conference confirmation of hosting workbook
      process 2 years prior to the event. Note: in order to host a CCAA championship in any
      sport, the host conference must have been a participant at the previous year’s
      championship.

   2. Potential hosts for Canadian Collegiate Athletic Association National Championships
      must submit their completed Bid Application Package to their regional Association for
      their review and approval.

   3. All bids shall adhere to the Hosting Bid Package and Criteria for Evaluation (see
      Appendix XXI) and must be forwarded electronically to the CCAA Office by May 1st of
      each year for fall sports, for final approval at the Annual General Meeting and by
      December 1st of each year for winter sports, for final approval at the Winter Board
      Meeting. Approval of a bid shall be by the voting membership, for a minimum of two (2)
      years hence.

   4. Upon receipt bids will be circulated electronically to the Bid Selection Committee. The
      Bid Selection committee will include: VP Programs, National Convenor, VP Marketing
      and/or one Executive member.



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   5. The Bid Selection Committee will review the bid using the Criteria for Evaluation
      (Appendix XXI). Bid Selection Committee Conference calls will be set in December for
      winter Sports and May for fall sports. Bidding institutions representative(s) will be
      included on the call to answer selection committee questions and to highlight
      information.

   6. The Bid Selection committee will then make a recommendation to the CCAA Board of
      Directors at the respective Winter Board Meeting (Winter Sports) or Annual General
      Meeting (fall sports) for ratification.

   7. Championship hosts will be formally announced by Canadian Collegiate Athletic
      Association following the respective Winter Board or Annual General Meeting.

   8. Two copies of the CCAA/HOST agreement must be signed by Canadian Collegiate
      Athletic Association, the successful host Institution’s president and Athletic Director
      immediately upon receipt.

   9. The CCAA Board of Directors reserves the right to withdraw a hosting privilege if CCAA
      Host does not comply with Host Responsibilities

Unallocated National Championships will be opened to formal host applications until June 1st, at
which time the Bid Selection Committee will review the applications received and make their
recommendation to Canadian Collegiate Athletic Association’s Board of Directors for ratification.
Canadian Collegiate Athletic Association will announce the Championship hosts after the Board
meeting.

If any National Championships still remain unallocated, applications will be received on a first
come, first serve basis, at which time the Bid Selection Committee will review the application
received and make their recommendation to Canadian Collegiate Athletic Association’s Board of
Directors for ratification. Canadian Collegiate Athletic Association will formally announce the
Championship host.

At its sole discretion, Canadian Collegiate Athletic Association’s Board of Directors has the right,
after consultation with the Bid Selection Committee, to move, change, or cancel any
championship.

National Championships shall be awarded:

           To a Canadian Collegiate Athletic Association member in good standing.
           With consideration of the overall quality of the formalized Application Package.
           With consideration of financial implications to all parties involved in the event.




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Bid Criteria & Hosting Commitments

The following are the hosting criteria and commitments for a Canadian Collegiate Athletic
association National Championship. The Host will be expected to sign a contract agreeing to
these minimum criteria. The bid should indicate the bid committee's agreement and ability to
meet these criteria. The CCAA is always seeking creative proposals that would serve to
enhance the event’s image and increase the profile of the championship. All enhancements to
these criteria will be considered in the bid selection process.

Technical
 Facilities (competitive and training) and equipment as specified by the national sport
 governing body, must be exclusively available for practice and competition for the
 duration of the championship.
 Alternative plans in case of inclement weather must be in place for outdoor activities.
 Facility and access to facility must be suitable for televising.
 Information on hotels of comparable quality and proximity to the facility should be made
 available to participants. Recommend VIPs and media stay in separate hotel from teams.
 Host should also list restaurants and proximity to venues.
 Affordable transportation must be available (shuttle, rentals, etc.).
 Adequate facility to host National Awards Banquet as well as the ability to attract
 sponsorship for it.
 Adequate facility for the coaches meeting.
 Adequate facility for Drug Testing.
 Availability of sufficient staff/volunteers, in order to effectively manage all areas of the
 championships.
 Access to qualified officials as stipulated in CCAA regulations (includes minor officials).
 Team competitive history, conference competitive history in sport.
 Geographic location - fiscal considerations re: travel costs

Publicity and Public Relations:
 Host's strategies for promoting the championship.
 Production of Poster and Program.
 Adequate space for press conferences and availability of a media room.
 Proven media support
 Host must accept CCAA webcasting requirements
 Potential spectator base (potential gate).
 Proven community and fan support.
 Attendance history and potential.
 Profile of institution's program in the community.
 Host must provide service in both official languages (French - English) in particular at the
   ceremonies and a bilingual team host.

Medical
 Necessary medical personnel.
 Necessary medical facilities and equipment.




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Financial (Financial Report attached to Bid Form)
 Provide budget (fundraising, grants etc.).
 Ability to meet financial responsibility of hosting (guarantees to CCAA and teams).
 Insurance coverage for the event.

Operational/Administration
 Organizing committee structure includes institution and community involvement.
 Proven organizational expertise (past events).
 Corporate involvement.
 Community buy in, municipal support.
 Conference and Provincial Sport Organization support.
 Official's Association support.
 Athletic Directors or a host committee member hosting a national championship in the
   coming year must attend the previous year’s national championship for the full duration of
   the event in the respective sport they are hosting.

Marketing
 The host must accept sponsorship policies and relevant CCAA licensing policies.
 All Grid and Semi-Permanent Site hosts will be expected to pay the CCAA an upfront
  licensing fee. All gate and sponsorship revenue will remain with the host.
 Licensing Fee Structure:      Men’s basketball          $7500
                                Women’s basketball        $7500
                                Men’s volleyball          $6000
                                Women’s volleyball        $6000
                                Men’s soccer              $2500
                                Women’s soccer            $2500

   The host will obtain the best quality of television production to secure a finished video
    product of the Gold Medal Game.
   The host will purchase from CCAA souvenir supplier when one is available.
   The host will respect all National Sponsors –approval from Marketing Committee
   The host will guarantee CCAA Advertisement space in Programs
   The host will guarantee complimentary tickets for sponsors
   The host will guarantee twelve (12) complimentary banquet tickets. CCAA will cover
    additional tickets, if requested.
   The host will guarantee minimum seating for championship medal game and championship
    play as follows:

SPORT                           Min. Seating for medal games     Min. seating for other games
Men’s basketball                1000                             1000
Women’s basketball              750                              500
Men’s volleyball                750                              500
Women’s volleyball              750                              500
Men’s soccer                    250                              250

Withdrawal of Hosting Privilege
The CCAA Board of Directors reserves the right to withdraw a hosting privilege if CCAA Host
does not comply with Host Responsibilities.




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Breach of Hosting Agreement
A fine may be assessed to any CCAA National Championship Host for any failure to adhere to
the provisions of the CCAA Hosting Agreement. This may include but is not limited to: failure to
service CCAA Sponsorship Agreements; violation of the Official Languages Policy; failure to
conform to Hosting requirements regarding print and promotional materials etc. The fine shall be
a minimum of $500/incident up to $2000/incident. Any host shall retain the opportunity to
appeal the fine as per Article 7 Section 4 Item 4.16 Appeal of Fines.

Official Languages
The Canadian Collegiate Athletic Association is committed to complying with the spirit and intent
of Part IV of the Official Languages Act of Canada when offering or providing services to both its
external and internal constituents. The CCAA policy applies to the Canadian Collegiate Athletic
Association and all its activities including National Championships.

In respect to Championships, the Canadian Collegiate Athletic Association will ensure that the
Organizing Committee has committee members and volunteers at the event that are able to
communicate in both English and French.

Materials, events, functions and other communications at Championships will be subject to the
guidelines contained in the OFFICIAL LANGUAGES - HOSTING REQUIREMENTS.

All reports from the Championship, which are to be endorsed by the Canadian Collegiate
Athletic Association's Board of Directors, must be produced by the host committee in both
official languages. Basic forms for bids and reports will be developed by the CCAA to streamline
this process and reduce potential costs to hosts in meeting this language requirement.

OFFICIAL LANGUAGES - HOSTING REQUIREMENTS
The following is the minimum standard for each host resource and/or activity.

Tournament Package/Event Bulletins
       Includes all Championship information and details provided to institutions and
         participating teams; and
       All Hosts for National and Open Championships are required to translate
         Tournament Package.

Event Poster
        To be completely bilingual including:
        Event title and logo;
        Logo – Host must incorporate both CCAA and ACSC;
        Sport title, gender and month must be presented in both English and French;
        All Location and time information;
        The Canadian Collegiate Athletic Association must be written in full in both official
          languages; and
        Title – To ensure consistency in both English and French, CCAA has established
          specific titles for each CCAA Championship.

Event Program
        To be completely bilingual including:
        All Welcome messages;
        Cover;


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      Schedule and information surrounding special events – tournament draw/schedule
       and related text;
      To ensure consistency in both English and French, the CCAA has developed a
       glossary of terms; and
      Title – To ensure consistency in both English and French, CCAA has established
       specific titles for each CCAA Championship.

  Opening/Closing Ceremonies
      Welcome and introductions
      Medal Presentations

  Banquets/Receptions/Awards Ceremony
      Welcome and introductions;
      National Anthem
      Invitations and Banquet Program
      Script of Awards Banquet should be presented in both English and French; and
      To ensure consistency in both English and French, CCAA has developed a glossary
        of terms.

  Team Hosts
      If teams are supplied with Team Hosts, the individual should speak the language of
        the institution’s choice.

  Web Site
     The Event/Host website will be in French and English - to include, for example, the
        home page, contact information, site description, directions, tournament
        draw/schedule, results, pre-championship information and press releases and
        general information. Items prepared for immediate presentation on the website such
        as game summaries and press releases during the championship may be excluded
        from this requirement, however, host institutions are encouraged to present this
        material in a bilingual manner where possible.
     To ensure consistency in both English and French, CCAA has developed a glossary
        of terms.

  Games/Matches
     National Anthem;
     Announcers - Should announce team in their preferred language; and
     All announcements are bilingual, at the exception of play-by-play and/or time
       sensitive announcements.
     Ensure a bilingual member of the host committee be present at scorers’ table.

     Coaches’ Meeting
      Following documents are provided both in English and French:
               o Agenda
               o Official evaluation forms
               o Tournament evaluation forms
               o MVP All-Star forms
      To ensure that there is a bilingual Host committee member and/or representatives at
        meeting.



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Bid Package
The selected criteria must be addressed in complete detail in a typewritten electronic bid
proposal and will be used in evaluating all Host Applications. See Appendix XXI for Criteria.
The Bid Report must include the following information:

Item 1        Championship and/or Event
                 Indicate which championship the bid proposal is for.
                 Include the year(s) being proposed.
                 Indicate the proposed dates of the event as per CCAA Host Grid
                 guidelines.(see host grid)
                 Commitment to agree to the minimum host responsibilities outlines in
                 Hosting Manual

Item 2        Site of Championship
                  Outline what support, if any, is being provided by the host city toward the
                  proposed Canadian Collegiate Athletic Association Canadian Championship.
                  Provide sport history in the community and explain how the bid will benefit
                  this community.
                  Provide information on any other government and/or corporate partners who
                  will contribute to the success of the bid.

Item 3        Host Organizing Committee
                 Provide a brief summary of organizing committee.
                 Outline the committee’s past hosting experience.
                 Commitment to attend prior CCAA championship

Item 4         Itinerary for event
                   Provide a chart with date time and location of each activity during the
                   championships i.e. Coaches meeting, banquet games etc.

Item 5        Promotion/Media Plan
                 Detail ideas for revenue generation.
                 Indicate any potential or secured sponsors, type of sponsorship (cash or in-
                 kind).
                 Identify how you plan to advertise/promote the event.
                 Identify your communications plan for the media, the community, etc.

Item 6        Operating Budget
                Provide a detailed proposed budget for the championship.
                Commitment to CCAA minimum guarantee (see Licensing Fee)

Item 7        Special Events
                 Identify your plans for the opening and closing ceremonies.
                 Identify your plans for the banquet.
                 Identify your plans for any other events at your championship (i.e. social
                 activities, contests, tour, etc.).
                 Commitment to Official languages requirements


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Item 8     Facilities
              Describe the specifications of each gym/field/course (dimensions, lighting,
              field/floor materials, scoreboard, fixed and portable signage)
              Detail the availability of practice facilities, secondary facilities.
              Describe the availability of ancillary services (team rooms, umpire/official
              change rooms, showers, laundry services, phone/fax services, public address
              system, hospitality rooms/tents).
              Describe spectator facilities (seating capacity, shelter, washrooms, parking,
              concession stands).
              Provide details of available emergency medical facilities (on-site and off-site).

Item 9     Event Staff
              Identify volunteer requirements (include numbers and duties).
              Commitment to official languages requirements

Item 10    Food/Accommodations
              Identify the host hotel for teams. Include capacity, type of facility, room rates,
              banquet facilities, any special features and proximity to event, airport,
              restaurants, and shopping.
              Detail the types of restaurants, their proximity to the host hotel and average
              meal costs.

Item 11    Transportation
              Identify the designated airport and its distance from the host hotel and event.
              The designated airport must be a major airport with numerous flights from
              around the country arriving and departing daily.
              Provide information on local transportation services and whether the host will
              provide transportation for the teams from and to the airport and to and from
              the host hotel and event.
              If teams are to make their own arrangement once on-site, the host must
              provide information on potential vehicle rental companies including name of
              company and prices to rent.
              Provide information on local transportation services for Canadian Collegiate
              Athletic Association personnel, officials and All-Canadians travelling without
              teams from and to the airport and to and from the host hotel and event.

Item 12    Letters of Support
              Required letters of endorsement and support include:
              a) MC President
              b) Institution President
              c) Athletic Director of Institution
              Other possible letters of support may include:
               PSO
               PSO Official’s Committee
               Government Officials




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Bid Timelines
The ideal timelines for the grid bid process are:
            May 1st, two years prior to the championship (volleyball, basketball, badminton) —
            conferences commit to host and institutions make an "expression of interest" to
            Canadian Collegiate Athletic Association through the Spring workbook;
            December 1st two years prior to the Championship (soccer, golf, cross country
            running) — conferences commit to host and institutions make an "expression of
            interest" to Canadian Collegiate Athletic Association through the Athletic Conference
            Fall workbook response;
            December 1st, one year and a half prior to the Championship — submit a formal bid
            to Canadian Collegiate Athletic Association (volleyball, basketball, badminton)
            May 1st, one year and a half prior to the championship — submit a formal bid to
            Canadian Collegiate Athletic Association (soccer, golf, cross country running)
            Make any changes suggested by the Bid Selection Committee and/or CCAA Board
            After being awarded a championship — work on attracting sponsors and partners,
            building the media promotion, planning, acquiring facilities & equipment, etc.;
            Host the event.

Semi permanent site bid timelines are:
       The CCAA shall receive Semi-Permanent Site (2 year) bids two (2) years prior to
         hosting. Should no bids come forward or be awarded, hosting responsibility would
         revert to the hosting grid.
       On Dec. 1 National office receives an electronic copy of bid along with a $50.00
         non-refundable application fee for each sport applied for.
       Bids are circulated to the Bid Selection Committee, who undertake a thorough review
         of applications including, if necessary, inquiries and questions to applying
         institutions.
       Board is informed of Semi-Permanent site Bid and the Committee’s recommendation
       At April Executive Meeting - recommendations are made and put in workbook
       At June CCAA Annual General Meeting - recommendation presented to plenary.

   Guiding Principles for Selection of Permanent Site
           Maximum of 2 permanent sites/association
           There shall be a balance of sites between east and west associations.
           When competing bids meet the criteria, preference would be given to the
              association which does not have a permanent site.
           Conferences shall submit only one bid per association per sport.
           A detailed Host Contract will be drawn up upon bid acceptance outlining Host
              expectations and responsibilities.




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                             HOSTING MANUAL


PART THREE
HOSTING THE SUCCESSFUL CHAMPIONSHIP

     HOST COMMITTEE--------------------------------------------------                        25

     CRITICAL PATH------------------------------------------------------                     26

     TOURNAMENT OPERATIONS----------------------------------                                 28
            Accreditation-------------------------------------------------------------       28
            Awards---------------------------------------------------------------------      30
            Ceremonies---------------------------------------------------------------        34
            Championship Draw---------------------------------------------------             34
            Coaches Meeting--------------------------------------------------------          34
            Doping Control-----------------------------------------------------------        35
            Game operations--------------------------------------------------------          36
            Game procedures-------------------------------------------------------           37
            Grievance/Protest-------------------------------------------------------         37
            Hospitality-----------------------------------------------------------------     39
            Host/Hostess-------------------------------------------------------------        39
            Injury reporting----------------------------------------------------------       40
            Medical Services--------------------------------------------------------         40
            Officials---------------------------------------------------------------------   41
            Photography--------------------------------------------------------------        41
            Playing rules--------------------------------------------------------------      42
            Practice times------------------------------------------------------------       42
            Security---------------------------------------------------------------------    43
            Volunteers-----------------------------------------------------------------      43

     FINANCES & INSURANCE----------------------------------------                            49

     FACILITIES-------------------------------------------------------------                 52

     TRAVEL-----------------------------------------------------------------                 55

     ACCOMMODATIONS------------------------------------------------                          57

     BANQUET/CEREMONIES------------------------------------------                            60

     MARKETING & SPONSORSHIP----------------------------------                               65

     PROMOTION & MEDIA COVERAGE----------------------------                                  68

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HOSTING THE SUCCESSFUL CHAMPIONSHIP
Host Committee
A strong host committee is probably the single most important factor in the success or failure of
an event. What starts as a hosting bid committee will evolve into a host committee once
Canadian Collegiate Athletic Association accepts the bid. The hosting bid committee needs to
have a sound foundation in the sport or event hosting or, ideally, both.
The best host committees are those that work as a united team and whose members bring a
wide range of backgrounds and experiences to the table. For example, having
       Someone with experience in travel and tourism industry in charge of accommodations
       and/or local transportation can be helpful.
       Someone with a sales or marketing background can make the difference in developing
       and implementing your marketing and communications plan.
       Someone with experience in banking or finance can help keep your finances in order.
       Someone with experience in dealing with or who has connections with the local
       government can often cut through a great deal of "red tape" at city hall.

If you cannot attract all the expertise you need to actually sit on your host committee, you can
still have these people involved as advisors.

What should the host committee's structure look like? Again, that depends on the circumstances
and the people involved. A sample committee structure is in Appendix I. A Host Chair is
named, normally it is the Athletic Director of the institution hosting. The Host Chair acts as the
Executive officer of the tournament. The Host Chair is the primary contact with Canadian
Collegiate Athletic Association before, during and after the Championship. All communication
and supplies (medals, plaques, banners, etc.) will be sent to the Host chair for the host
committee.

When recruiting your committee members, it is essential to select one chairperson for each area
of responsibility. Committee members cannot be involved in the Championship as a coach,
manager and/or player.

Once a championship is awarded, the Host Chair is to provide the CCAA Executive with interim
written reports on the status of plans at the preceding Annual General Meeting, Board of
Directors Meeting and Executive Meetings. A written report of the conduct of the
Championships within one (1) month of the completion shall also be provided. The Host Chair
shall submit to the CCAA within sixty (60) days of the conclusion of the championships, an
Authorized Financial Statement (signed by the Chief Accounting Officer of the Host Institution)
comprising a statement of Revenues and Expenses prescribed in the National Championship
Financial Report.

All Athletic Directors or a host committee member must attend the previous year’s national
championship for the full duration of the event in the respective sport they are hosting. The
costs for this person’s attendance will be covered by a travel equalization payment by the
CCAA.




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The Host Chair shall be in contact with the National Sport Convenor and the CCAA National
Office a minimum of once per month as of the Annual General Meeting prior to the National
Championships to make progress reports.

Critical Path

Once the hosting committee and its various subcommittees are in place, a detailed critical path
(with estimated timelines) should be developed for the Preparation Phase, the Final Preparation
Phase, During the Event and the Post Event Phase. This is the plan that will allow the host
committee to accomplish the wide variety of tasks that must be completed to ensure a
successful hosting experience.

PREPARATION PHASE

The hosting agreement with Canadian Collegiate Athletic Association must be signed. A
contract checklist of Host obligations is also provided to the host at the time the contract is
forwarded

Some of the other major undertakings include:
          establishment of committee/subcommittee roles and responsibilities;
          development of a marketing plan and ticket sales plan;
          recruitment of sponsors, suppliers and other partners;
          development of media campaign including acquiring media partners and submission
          to Canadian Collegiate Athletic Association for approval;
          accommodations planned and arranged;
          development of volunteer recruitment, screening and training plan, plus work plans
          for volunteers and subcommittees (with on-going monitoring of work plans);
          book all required facilities;
          attend conference call with CCAA 3 month prior to event the event
          plus more (see Appendix II for a more detailed list).

FINAL PREPARATION PHASE

The last phase before the event actually begins is a continuation of the preparation phase,
called the final preparation phase. In this phase, last minute details are completed, tasks that
could not be done earlier are accomplished and anything that "slipped between the cracks" is
handled. A host committee that is very well organized will have a shorter list in this phase but
will still have a fair number of tasks to perform.

Some of the tasks in this phase are:
          develop comprehensive tournament information package (see Appendix IV)
          develop scripts for ceremonies, banquet; scripts for banquet, Game Scripts, Public
          Service Announcements (PAs) and Closing ceremonies)
          final work on Championship program and banquet program,
          organize, train and develop schedules for event staff, minor officials, awards
          committee, etc.;
          book photographer;
          arrange and finalize plans for emergency medical services;
          protocol matters (such as invitations to ceremonies, banquet, etc.);

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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                       HOSTING MANUAL


           attend a conference call with the CCAA 1 month prior to the event
           plus more (see Appendix III for a more detailed list).

DURING THE EVENT PHASE

During the event, the implementation of the various plans developed during the planning and
final planning phases should provide smooth operation of the event. When things do go wrong
(and some usually do), the host committee should be able to deal with any matters not
previously anticipated. The most common issue is inclement weather in the case of soccer, golf
and cross country running. A plan must be in place to deal with this matter.

POST EVENT PHASE

After the event, the host committee should review all aspects of the event and provide valuable
feedback and information to Canadian Collegiate Athletic Association.

Also, if the hosting agreement is a multi-year one, the review should be the first step in the next
year's preparations.

Other post-event tasks:
           Thank you letters to sponsors and dignitaries
           Volunteer Appreciation Event
           Thank you letters to volunteers
           Payment of bills and settlement of accounts
           Final written report to Canadian Collegiate Athletic Association




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                        HOSTING MANUAL


Tournament Operations
Canadian Collegiate Athletic Association will assist you in planning your event. The information
in this section will assist you in the planning process. It is listed in alphabetical order for your
ease of use.

Unforeseen problems and the problems associated with inclement weather may challenge your
host committee. Your host committee is the key at these times. If you are open with the
participants, use common sense and try to be as flexible as possible you will get past the
problems and find solutions that work for all.

In the end, when all the planning is done, it will be up to you, your host committee, your event
staff and your community to make the event an unforgettable one for all the participants, and for
your community too.

ACCREDITATION/ REGISTRATION
It is important for the Host to assess the reasons for accreditation and design a system to meet
those challenges. Any accreditation system should be both cost effective and easy to
administer.

Accreditation should be considered for the following groups:
       Team members;
       Core committee members;
       Volunteers;
       VIPs;
       Media;
       Sponsors;
       Officials;
       Other.

The accreditation desk should be available throughout the duration of the event and the Host
should anticipate last minute requests.

The Host should include accreditation information in Championship package.

The Host may charge a maximum of $50 per participant as an accreditation fee. Accreditation
includes a ticket to the All-Canadian Banquet, tickets to all games/ matches and access to
appropriate tournament amenities (Hospitality rooms; VIP Seating, etc.)

Participating teams will receive a maximum number of team / institution personnel
accreditations:
Volleyball – 20
Basketball – 20
Soccer – 25
Badminton – 15
Cross Country – 14
Golf – 12



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For any extra traveling with their teams, the host will determine the cost and what it would
include. This notice must be given to the host by the assigned deadline in Championship
information package. (see APPENDIX VI)

Exceptional Practice – St. Lawrence College – 2008 Cross Country Running Nationals

Area of Excellence:            Accreditation tags
Description:                   Accreditation tags were provided to all participants complete with their
                               name, school, picture and championship schedule was placed on the
                               back.

Results:                       This made the nametag important. It also made it much easier to know
                               the entire schedule as it was with you all the time.

REGISTRATION KITS:

A registration kit should be provided to each Head Coach, the Officials, Major assigning official,
and CCAA VIPs, and Award Committee members as they arrive. This kit should include the
following information:

           1.    Copy of Canadian Collegiate Athletic Association's Sport Specific Regulations;
           2.    Copy of Canadian Collegiate Athletic Association's Code of Ethics.
           3.    Copy of Canadian Collegiate Athletic Association's Participating Team
                 Responsibilities
           4.    Championship schedule;
           5.    Practice schedule;
           6.    Agenda for Coaches Meeting;
           7.    Transportation schedule for event and airport shuttle etc.;
           8.    An events calendar for the duration of the championship;
           9.    Area map including directions to the event, restaurants, local points of interest,
                 emergency centres, and the accommodations;
           10.   First Aid and medical services during the championships (i.e. procedures for
                 obtaining the services of a doctor, physiotherapist, massage therapist,
                 chiropractors, etc.);
           11.   Laundry and equipment repair services available;
           12.   Championship passes/accreditation;
           13.   Banquet ticket(s) or accreditation cards/badges
           14.   Host committee contact list with phone numbers (ideally on a laminated card,
                 perhaps the back of the championship pass);
           15.   Opening and closing ceremonies information;
           16.   Pre-game protocol;
           17.   Hospitality information;
           18.   Pre-Tournament Press release;
           19.   Souvenir information.

WELCOME KITS:

Welcome kits for all participating athletes, coaches, VIPs, Media and Sponsors. They are an
important aspect of the Championship. These kits can go a long way in making the participants
feel special and appreciated. While most host committees will attempt to be original in designing
their own kit, the following items could be included:

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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                     HOSTING MANUAL



       1.     A souvenir program
       2.     An events calendar for the duration of the championship
       3.     Area map including directions to the event, restaurants, local points of interest,
              emergency centres, and the accommodations
       4.     Pre-Tournament Press release;
       5.     Pins (city, province, host team, championship, etc.)
       6.     Gifts (i.e. Sponsor's promotional items, Championship memento, pens, writing
              pads, samples of various products (shampoo, etc.), water bottle, coffee mugs,
              small towels, bags, coupons for local restaurants, key chains, snacks, etc.)

AWARDS
All-Canadian, Coach and Player of the Year Awards:
These awards are selected prior to the Championships and are presented at the All-Canadian
Banquet during the championship.

  Men’s Golf -10 All-Canadians
  Women’s Golf - 6 All-Canadians
  Cross-Country Running – 20 (10 men; 10 women)
  Men and Women’s Soccer – 11 All-Canadians
  Badminton – 8 All-Canadians (4 men; 4 women)
  Men and Women’s Volleyball – 10 All-Canadians
  Men and Women’s Basketball – 10 All-Canadians
  One (1) Coach and Player of the year is awarded per championship
(No Player of the Year awards for Golf or Cross Country Running)

The CCAA Office will provide the host with the names and award information forms 7 days
before the banquet. The names of winners should be listed in the Championship Program along
with the player and Coach nominees. The Host Committee is responsible for preparing a short
script with information provided on the award form for each All-Canadian presentation.

Awards will be 11 X14 ‘’ (Player & Coach) and 8 ½ x 11” (All Canadian) wood laminated
certificates. These will be sent ready for presentation from the CCAA office to the host with
arrival (1) one day before the banquet. Only the awards of those All-Canadians who plan to be
in attendance for the banquet will be sent. The CCAA Office will work in coordination with the
host committee and the All-Canadian institutions to confirm attendance numbers.

The host may provide additional contra to accompany the Certificate.

Announcements (i.e., press releases) for All-Canadian, Player of the Year and Coach of
the Year Award recipients shall be released by the CCAA simultaneously with the
announcement at the respective National Championship Awards Banquet.


Host and Championship Banners:

The CCAA Office will provide the Host with the 3’ X 6’ championship banner and Host banner,
six (6) weeks before the championship.



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At Closing Ceremonies each Championship Team and each Championship Host will be
presented with the Official CCAA banner.

Hosts are encouraged to display the banners during the banquet and at the venue during the
Championship.

Bronze, Silver and Gold medals:

Canadian Collegiate Athletic Association medals shall be awarded to individuals (players,
coaches, support staff) on championship, runner-up and third place winning teams in official
national championship tournaments. For badminton only: The gold medal is awarded to the
winner(s) and the winner (s') coach. The silver and bronze medals are awarded only to the
athletes.

The following number of medals shall be ordered and paid for by the National Office:

                                 Gold              Silver           Bronze             Total

Men's Basketball                 20                 20               20                60
Women's Basketball               20                 20               20                60
Women's Volleyball               20                 20               20                60
Men's Volleyball                 20                 20               20                60
Badminton                        21                  8                8                37
Men's Soccer                     25                 25               25                75
Women's Soccer                   25                 25               25                75
Golf                             15                 15               15                45
X- Country Running               30                 30               30                90
                                196                183               183               562

All medals will be shipped to the host six (6) weeks prior to the event for presentation at the
closing ceremonies. The host shall return all unused medals to the National Office.

Championship Trophies:

At Closing Ceremonies each Championship Team will be presented with the Official CCAA
Championship Trophy.

Championship team trophies have been donated for the following championship sports:
     Men's Basketball
     Women's Basketball
     Women's Volleyball
     Men's Volleyball
     Men's Soccer
     Women's Soccer
     Badminton        - men's singles “The Jim Matchett Memorial Trophy”
                      - women's singles
                      - men's doubles
                      - women's doubles
                      - mixed doubles



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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                      HOSTING MANUAL


Player of the game Awards:
A player of the game from each team shall be chosen by the Awards Selection Committee of
the Championship, for each game/match of the tournament. A gift will be provided to each
winner immediately following each game/match. Dignitaries, sponsors, committee members or
All-Canadian or Coach of the year recipients in attendance at the event without their team may
present the awards. The host committee provides the gifts/awards.

All- Tournament Team(s) and MVP Awards:

The Host Committee will be responsible for supplying the All-Tournament team Contra. CCAA
will provide the individual awards. The First and Second All-Tournament team members and the
tournament MVPs shall receive a standard all-tournament plaque. The National Office shall be
responsible for ordering the awards and sending them to the respective hosts.

The Awards Selection Committee of the Championship selects "without prejudice to geography"
the best players, at their normal position, in the tournament. Coaches are asked for input into
their player of the game selections after each game. MVP and All-Star Team Selection Forms
for Coaches to complete can be found at in Appendix VIII. Committee members select potential
all-stars after every game; selections are handed to the Chair; Committee will meet prior to final
day to "pare down" and select potential players to watch during the remaining games. During
the final day, the committee members should be meeting with each other to continue the paring
down process and select the All-Tournament team.

The recommended First and Second All-Tournament team awards distribution is as follows, but
discretion is always left to the Selection Committee to recognize outstanding
performances by competing athletes:

               First Team                                     Second Team
Basketball     M.V.P -.Gold Medal team (usually)             All Star  5th place
(11 Players)   All-Star - Gold Medal team                    All Star  6th place
               All-Star - Silver Medal team                  All Star  at large
               All-Star - Bronze Medal team                  All Star  at large
               All-Star - 4th Place team                     All Star  at large
               All-Star - at large

Soccer         4 players from Gold Medal team
(11 players)   3 players from Silver Medal team
               2 players from Bronze Medal team
               2 players at large
               (*MVP is one of the above, usually from Gold)

               First Team                                     Second Team
Volleyball     M.V.P. - Gold Medal team (usually)            All Star  5th place
(13 players)   All-Star - Gold Medal team                    All Star  6th place
               All-Star - Silver Medal team                  All Star  at large
               All-Star - Bronze Medal team                  All Star  at large
               All-Star - 4th Place team                     All Star  at large
               All-Star - at large                           All Star  at large
               All-Star - at large



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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                        HOSTING MANUAL



Golf                              6 top individual male golfers
(10 players)                      4 top individual female golfers

Cross Country Running             First team: 7 top male finishers; 7 top female finishers
(28 runners)                      Second Team: 8-14 male finishers; 8-14 female finishers

Fair play award:
Championship Fair Play trophies have been donated for the following championship sports:
       Men's Basketball – “Duncan McCallum Trophy” donated by PACWEST
       Women's Basketball – donated by Medicine Hat College
       Women's Volleyball – “Chuck Gullickson Trophy” donated by the OCAA
       Men's Volleyball – “Mel Stelck Trophy” donated by Grande Prairie Regional College
       Badminton – “Arlene Harle Trophy”
       Men's Soccer – donated by the Alberta Soccer Officials Association
       Women's Soccer – donated by Knud Peterson from Lethbridge College
       Men’ s and Women’s Golf – Donated by PING Canada

It is the responsibility of the championship tournament host to contact the current holder of the
trophy at least one (1) month prior to the commencement of the tournament to make
arrangements for the safe passage of the trophy to the host. Any expenses are to be paid by
the current holder. Teams must forward the annual trophies to the host site(s) by the
commencement of the national championship tournament. Teams/Institutions not complying will
be fined $100.

Guidelines for Fairplay Award:
Fair play demonstrates attitudes and behaviours in sport consistent with the belief that sport is
an ethical pursuit. It does not include acts of violence, cheating, drug abuse, or any form of
exploitation in an effort to win. When elements such as these are introduced, the true
competitive spirit is lost, and there remains no purpose for sport.

The rules of fair play apply in all circumstances. Having a fair play attitude means that you not
only play by the rules of the game, but also by the principles of sportsmanship, whether it is the
first exhibition game, match, scrimmage of the season or the semi-final for the National
Championship. Fair play thrives with the right attitude, sportsmanlike behaviour and a positive
environment.

Criteria for Selection:
The recipient shall:
     be a participating team or individual at the National Championships;
     have a respect for the rules and spirit of the rules of the sport in pursuit of excellence;
     respect the officials and show acceptance of their decisions;
     respect the opponent;
     exhibit sportsmanlike behaviours;
     maintain dignity under all circumstances.

Selection Process
The National Convenor shall monitor play throughout the competition and along with the Awards
Selection Committee of the Championship and select the recipient.
    Coaches and teams may nominate a team/player after the first two (2) days of
       competition.

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    The Convenor (sport specific) may also solicit the input of officials in the selection.

Presentation of Award
The recipient shall be announced and the award presented during the Closing Ceremonies/
Awards Presentations at the conclusion of the Championships.

Awards Selection Committee

The Awards Selection Committee must be structured prior to the start of the Championship. The
host is responsible for the formation of the committee, composition one (1) chair plus two (2) or
four (4) members. It’s important to have an odd number on the committee to avoid ties. The
committee members should be approved by the National Convenor. This committee is chaired
by the CCAA Convenor and may include CCAA executive and/or staff members, regional
convenors, head coaches who do not have teams in the event or members from the community
who have a proven knowledge of the sport.

The awards committee is responsible for selecting Player of the Game Awards, All-Tournament
Team awards and the Fair Play Award

CEREMONIES
All scripting must be approved by the CCAA National Convenor prior to the ceremony (See
Appendix IX for sample banquet, game time and closing ceremony scripts). The Host shall be
responsible for planning and delivering the following ceremonies:
        All-Canadian Banquet/Opening Ceremonies
        Ceremonial Tip/Kick
        Closing Ceremonies
        Closing social is optional

CHAMPIONSHIP DRAW
Canadian Collegiate Athletic Association Convenor will provide the seeds and match ups to the
host no later than 8 days prior to the event. The host will draft the schedule of the games and
receive approval from the Canadian Collegiate Athletic Association convenor prior to circulating
to participating teams. The National convenor will make every effort to accommodate your
needs for first round scheduling provided they do not negatively impact all teams being treated
fairly.

In the event of inclement weather, the schedule may have to be changed. The Canadian
Collegiate Athletic Association Convenor has the final say on the revised schedule. However,
he/she will consult with the host/technical committee, the teams and the umpires before making
any decisions.

COACHES MEETING
The pre-championship Coaches Meeting will take place either following the All-Canadian
Banquet or in the morning of the championship start day. The host will provide a suitable
meeting room (usually in the host hotel) those seats approximately 20 people for basketball,
volleyball, soccer and golf, approximately 35 people for badminton and 100 for cross-country.
People attending will be the National Convenor, the Host Committee Chairperson, the major

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assigning official, the CCAA Executive Representative, head coach and/or assistant coach and
head of delegation of each participating team and a minute taker. The Canadian Collegiate
Athletic Association Convenor shall chair the meeting. Each team shall send at least one
representative, the head coach, who shall have the authority to speak on behalf of the team and
must make decisions concerning their team. These decisions shall be binding. The Head of
Delegation must also attend. At the meeting, announcements and decisions will be made
affecting aspects of the Championship. Non-attendance at the meeting shall not be an excuse
for non-compliance. Teams that are not represented by their coach or representative shall be
assessed a $100 fine payable to the CCAA.

No challenge on the questions of eligibility shall be considered after the conclusion of the
meeting. However, should subsequent information indicate that ineligible student-athletes have
been used, Canadian Collegiate Athletic Association's Grievance and Protest Committee will
have the authority to investigate, and if necessary, take appropriate action to penalize the team
concerned.

As part of Registration Coaches must be supplied with Coaches meeting package, which will
include the following:
   An agenda. It is the responsibility of the Convenor and the Host to tailor this agenda. (see
    Appendix X for sample agenda)
   Sport Specific Playing Regulations (see CCAA Operating Code Article 13 for Sport Specific
    Regulations)
   CCAA Code of Ethics (see CCAA Operating Code Article 7 Section 2)
   Responsibilities of Participating Teams at National Championships. (see CCAA Operating
    Code Article 8 Section 10)
   MVP and All-Star Team Selection Forms for Coaches to complete (see Appendix VIII)
   Championship evaluation forms to be completed by each team’s Head Coach and returned
    to the national Convenor within 10 days following the event. (see Appendix XI)
   Student-Athlete evaluation to be completed by the Team Captain and returned to the
    national Convenor within 10 days following the event. (see Appendix XII)

DOPING CONTROL
The Canadian Centre for Ethics in Sport (CCES) is a national, non-profit Organization
committed to a fair and ethical sport system through the promotion of doping-free sport, equity,
fair play, safety and non-violence. The CCES works closely with National Sport Organizations
(such as Canadian Collegiate Athletic Association), athletes, coaches and others to promote
and strengthen the positive values and rewarding experiences of sport.

An important mandate of the CCES is the prevention of doping in sport. The CCES fulfils this
mandate through a comprehensive approach involving research, education, advocacy, detection
and deterrence. As part of this mandate, the CCES manages all aspects of doping control in
Canada, including the appeal, arbitration and reinstatement systems that are in place to protect
athletes' rights.

The CCES will conduct in-competition doping control at the Canadian Collegiate Athletic
Association Level 1 Championships.




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If announced testing is taking place, the Host Chair or technical delegate must contact the
CCES Doping Control Officer at least one week prior to the event, so that the following
information can be reviewed and/or confirmed:
    qualified volunteers required to effectively conduct doping control
    set-up of the Doping Control Station and its location vis-à-vis the field of play
    sealed beverages for the athletes
    exact location the event is being held and necessary directions
    time DCO should arrive on-site

Individuals recruited as volunteers (Chaperones) in doping control will be responsible for athlete
notification, as directed by the Doping Control Officer, and could also be asked to witness the
passing of athlete urine samples. Generally one Chaperone will be required for every athlete
being tested. All individuals should meet the following criteria:
 a. Minimum age of 18 years
 b. Ability to communicate effectively (verbally and in writing) in English and/or French, as
      required to be able to carry out Chaperone duties at the specific doping control sessions
 c. Must not be involved in the administration of the sport for which testing is being conducted;
      must also not be involved with the personal affairs of or be related to an athlete that may be
      required to provide a sample at the session
 d. Must have the following characteristics:
                     Ability to follow directions or instructions
                     Ability to work in stressful situations
                     Ability to solve problems
                     Respectful and professional behaviour
                     Ability to maintain confidential information
e. A Chaperone who will be witnessing an athlete providing a sample must be the same
    gender as the athlete.

For more information regarding doping control procedures please consult the CCES website
http://www.cces.ca/ or the Canadian Centre for Ethics in Sport (1-800-672-7775).

GAME OPERATIONS
The host shall make provisions to ensure that games start on time and run smoothly. The
following are the responsibilities of the host committee:
        Ensure all staff and volunteers are in place and facilities are operational for each game;
        All personnel working on the game surface shall be dressed in such a fashion as to be
        easily recognized;
        Ensure event runs on time (warm up and ceremonies);
        Work with facility staff regarding emergency procedures;
        Use CCAA-approved score sheets for all games;
        Ensure all statistical personnel are in place and record all stats according to the
        Canadian Collegiate Athletic Association standards;
        Ensure an adequate supply of Canadian Collegiate Athletic Association approved
        balls/shuttles are on hand for each game;
        Provide or arrange service for equipment repair (teams are responsible to pay for
        services used);
        Display signage at the facility entrance with the following information: rules of
        spectatorship. Rules to include: show appreciation for good plays made by either team;


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        show respect for both teams and officials; violence or harassment in all forms will lead to
        ejection from the building; spectators may not go onto the game court/field or encroach
        on the sidelines; no air horns, loud speaker (megaphones) or laser pointers allowed.
        Ensure an adequate supply of refreshments (water and or sport drinks) for each game
        (teams and umpires);
        Arrange a user laundry service for the use of all teams and umpires.

Exceptional Practice – Champlain College, St. Lawrence – 2006 Golf Championships

Area of Excellence: Food
Description: Boxed Lunches
 We supplied all golfers and coaches with boxed lunches prepared by the restaurant at the clubhouse.

Results:
  It helped with pace of play since golfers did not have to stop for snacks after the 9th or 18th hole.




GAME PROCEDURES
    Teams shall arrive at the designated venue at least forty-five minutes prior to the scheduled
    starting time of the game.
    The host committee shall select the warm-up music (family friendly) that will be used before
    every game in the Championship Tournament.
    The starting line-up shall be given to the Games Control Officer at least thirty minutes prior
    to the start of the game. The Games Control Officer will give copies to the official scorer and
    the game announcer. The list shall include the full first and last name of each player
    including all available substitutes, their uniform number and the playing position of the
    starting student-athletes. The Head Coach must print and sign their name.
    The host committee shall ensure that the Announcer used at the Championship Tournament
    creates a fair and equal environment for both teams. Suggested announcements by ALL PA
    Announcers at All Games (minimum once per game): (Sample) “To Our Fans, The (host
    institution), (the host Conference) and the CCAA are very happy to have your support during
    our games. We hope that this game will provide you with an opportunity to encourage and
    support the home team our visiting team guests and the officials. All of these individuals
    have put in great efforts to be able to participate – they deserve respect and to be treated
    with dignity. Good Sports make good sport! Thank You.”
    Shall ensure as a minimum that the Bilingual National Anthem is sung or played at the
    opening of the event (at the start of the first game) and before each medal game.
    Recommended that it be played before each match/game. Please refer to A7, S9 Official
    Languages Host Requirements

GRIEVANCE / PROTEST COMMITTEE
All incidents must be reported even if no further action is required. Regional Associations wish
to be informed of all incidents involving their teams at National Championships. Incident
reporting may be for both on and off field incidents. Head officials are responsible for forwarding
the completed report to the Convenor. The Convenor shall convene a meeting of the Canadian
Championship Discipline Committee.



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The Canadian Championship Grievance/Protest Committee will be comprised of the National
Convenor, Referee Supervisor, One (1) Executive Member or National Office Staff. No
members of the Grievance Committee shall have a team involved in that Championship. The
Executive Representative of convenor on site shall name a replacement for any such member.

A grievance or protest shall be lodged with the major official in charge of the game in which the
controversy occurs, who shall note the protest on the game sheet. The game shall begin and/or
continue until its conclusion. Exception for Volleyball: If the protest is lodged in the middle of a
game/match, it shall be delayed until resolution of the protest. The protest shall be dealt with
immediately. The Committee shall meet to consider the validity of the grievance or protest and
to render its decision.

At the earliest possible time, and in any case less than one hour after the conclusion of the
game to which the protest refers, the Committee shall meet to consider the validity of the
grievance or protest and to render its decision. Each team shall be requested to designate a
representative to present to the committee their perspective of the dispute.

Decisions, which may be rendered, include:
1. The protest /grievance is not valid;
2. The protest/grievance is valid, and;
    a. the game/match/competition shall be replayed, or
    b. the game shall be forfeited, or
    c. no contest (no points shall be awarded).

All decisions of the committee are final, and shall be communicated in context to the Heads of
Delegation for all teams participating in the Championship event. AGM decisions are not open
to change or revision at Championships.

For probable breach of the CCAA Code of Ethics (see Article 7 Section 2 Code of Ethic in
CCAA Operating Code) reported to the committee and/or observed by one or more of its
members:

The committee will:
1. investigate the incident(s),

2. interview the parties and witnesses separately and request written statements,

3. deliberate privately once submissions are finished and take immediate action deemed to be
   necessary to ensure the orderly completion of the Championship competition, as per the
   following: by official verbal and written reprimand; by being placed on probationary status;
   by suspension from the championship.

4. inform head of delegation of participating teams about the sanctions without naming the
   offending team.

Interpretation:
    It is understood that intervention may take place prior to convening of the committee, as
    follows: (if an Executive Committee member is present, the role will fall to that person, if not
    the Convenor will be the designate)
    a) at any time during the competition with the designated institution representative, with the
         coach in the absence of the college representative.

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    b) at the conclusion of a defined period of play during the competition.
    c) following the game with the institution representative and/or the coach to advise of the
       convening of the Grievance/Protest Committee to review a reported incident.

5. file a written report to the CCAA Executive Committee within 15 working days for further
   review and action.

HOSPITALITY
Hosts shall provide hospitality venues at both the venue and at the host hotel. Having current
results and schedules at the host hotel can be a great service to all involved in the event. A
room with refreshments should be provided for the tournament officials, the media, VIPs and
team personnel throughout the tournament. A separate room should be provided for volunteers.

HOST/HOSTESS:
A team host/hostess must be provided for each visiting team. Usually the team host/hostess
meets the team at the airport on arrival and sticks close to the team all week. The team
host/hostess provides information, direction and generally acts as a facilitator. French-speaking
teams must have a French-speaking team host/hostess.

Information includes: itinerary, recommended restaurants, entertainment and sports events,
taxi, doctor/dentist's telephone numbers, maps, details of tournament events such as the
banquet, dance reception, assigned dressing room locations, details of opening and closing
ceremonies, tours, coaches meeting, press conferences, shuttle bus arrangements, and
departure details.

The host committee must also make arrangements for non-participating All-Canadian athletes
and Coach of the Year nominees who attend the National Championship; ensure they are
provided with host/hostess, local transportation to events and activities. All-Canadians and
Coach of the Year recipients and nominees should be included to participate on the all-star/
player of the game selection committee and/or carry-out other duties assigned by either the
National Convenor or Host Committee.


Exceptional Practice – Humber College – 2004 Women’s Volleyball Nationals

Area of Excellence: Host and Hostesses
Process:
   Selected two Host/Hostesses for each team from Recreation Leadership Program.
   Developed a complete training guide and session philosophy – Asked them to be creative in making
    the Championships the most memorable event ever.
   Complete job description
   Airport greeting, hotel registration process, accreditation, practices, pre-game preparation, sit on
    bench during games, banquet, closing ceremonies, post game meals, and most importantly going
    beyond the call of duty.
   Dress them up in tournament gear – pride in event

Results & Examples:
  By being with the team through every step, they become part of the team – cheered for their team
   even when playing Humber.


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   Doing all the behind the scene preparations made it easy for the Coaches to just coach. Example:
    pre-game preparation – Get the team room key and set up the team room – towels, locks etc. Get the
    bench ready for the game – straighten bench, water and Gatorade prepared, towels on chairs,
    souvenir on each chair.
   Their training package included restaurants and suggested sites to see in Toronto, including
    directions. We made a coach bus available to teams and almost every team went on a tour.
    Example: One Host had connections with the Air Canada Centre and was able to get a team into a
    Raptor practice. One was able to secure a tour of the Sky Dome and Hockey Hall of Fame. CN Tower
    for almost all teams.
   The Host and Hostesses fed off each other’s spirit and began to compete for the most creative ways
    to “make an impact”. We provided them with a “creative” budget to spend on their teams. (Team room
    decoration with balloons etc./Customized hemp bracelets/Customized framed pictures of each
    athlete/Other – it was the small things that made a difference – one Coach mentioned that he was
    missing his favourite show, the Host called and had his parents tape the show and gave it to him the
    next day.)
   The Hosts and Hostesses being so close to the teams could tell immediately if any problem had
    arisen so we could take care of it.
   Many Hosts and Hostesses became good friends and were invited to visit the teams in their
    Conference.


INJURY REPORTING
Canadian Collegiate Athletic Association tracks injuries that occur at National Championships.
In order to do so, the Host Committee is required to complete the Injury Form (see sample Injury
Report Form Appendix XIII) for each person treated by his or her staff.

The National Convenor will be responsible to ensure that the Host Committee is recording this
information on a daily basis. The National Convenor will collect all Injury Report Forms from the
Host Committee prior to their departure from the event. These forms are to be included in the
National Convenor’s package that is returned to the CCAA at the end of the championship.

MEDICAL SERVICES
The Host Committee is responsible for supplying the services of medical personnel to be
present during the playing of tournament games and a standby or on-call senior medical person
(M.D.) at the designated hospital of the tournament site. Local hospitals or sports clinics can
provide a list of qualified names of physicians and physiotherapists.

The host shall coordinate the overall medical coverage and emergency services for the entire
event. Following are the specific responsibilities of the host related to medical services:
       Coordinate first aid treatment at all facilities
       Determine which teams have medical personnel in attendance at the event and which
       athletes have medical conditions. Teams must complete the a Team Medical form as
       part of the Championship Information Package see Appendix VII
       Serve as liaison with individual teams training staffs
       Coordinate medical support system for specialty treatment needs
       Coordinate first aid system for volunteers and general public
       Arrange for ambulance and emergency personnel on call for all games
       Set up an emergency action plan at all facilities and events



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       Contract local hospitals in case of emergency treatments
       Provide a doctor and dentist on call for all games
       Massage/physiotherapy not mandatory but recommended

OFFICIALS
Refer to Sport Specific playing Regulations for Official qualifications, numbers and payment
costs.

The Host, in conjunction with the CCAA and the respective Regional and National Sport
Organizations, will arrange for qualified officials who must be members in good standing in the
referees' association and must be certified through the testing procedure established by their
respective National Sport Organization.

The assigning official or representative of the officials must attend the Coaches Meeting and the
major Assignor shall convene his own official’s meeting following the Coaches meeting to
ensure that all CCAA Sport Specific Rules are conveyed to all participating officials.

Major officials shall also meet with minor officials prior to tournament play to review technical
regulations. The requisite complement of minor officials must be available for all games. Note:
all minor officials/lines persons must be dressed appropriately and possess regulation
equipment (i.e., flags).

PHOTOGRAPHY
The Host shall make arrangements to have a photographer available throughout the event. The
photographer shall be given the rights to sell photos throughout the event.

The following are often the requirements for event photographers:
        Media conferences;
        Action shots;
        Opening and closing ceremonies;
        Awards ceremonies;
        All medal games (during and after);

All Host Committees shall provide electronically colour photographs to Canadian Collegiate
Athletic Association of the following:
        First place team group shot;
        Group or individual shots of the all-star team;
        Group or individual shots of all-Canadian and Coach recipients.
        Minimum of ten action shots from different games and with different participating teams.

All photographs must be properly labelled with the name of the team and names of student-
athletes, award(s) received, before the photos are mailed to Canadian Collegiate Athletic
Association on a CD or thumb drive.

An official photographer is a must and should be a worthwhile revenue opportunity for the right
person. It is standard practice that the host committee receives the above required photographs



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at no charge in return for naming that company the official championship photographer. The
host committee may also negotiate to receive a small percentage of the photography sales.


Exceptional Practice – Mount Allison University – 2008 Badminton Nationals
Area of Excellence: Photography

Description: We had very good photography with two different individuals involved. Pictures during play
were taken by a camera which did not “flash” so was not intrusive to the players. Pictures were copied to
a DVD and projected onto a screen, which played throughout the All Canadian Banquet. Also, the
individual who did the video of games was able to reproduce copies with the CCAA Nationals label and
each category of play was individually identified and personalized with the individual names of those
playing and the outcome/score of their match. The banquet program also had pictures of the tournament
events.

Results: A copy was given to each athlete as a keepsake from the event.



PLAYING RULES
All games of the Canadian Collegiate Athletic Association National Championships shall be
governed by the rules contained in the CCAA Operating Code (see CCAA Operating Code –
Article 13 Sport Specific Playing Regulations) and the Official Rule Book of the respective
sport.

PRACTICE TIMES
Shall establish a practice schedule for the competing teams before and, if necessary, during the
tournament. A minimum of one practice session is to be on the site of the Championship facility
and participating institutions shall be notified well in advance of the details. The practice
schedules will be posted in prominent areas.

Standard Practice Time Policy for Basketball & Volleyball:
 Pre Tournament:
 Practice times shall be assigned by the host committee in consultation with the National
    Convenor based on arrival time, first game time and time zone differences with the host
    team taking the earliest available time.
In Tournament:
OPTIONS:
1) Practice times shall be assigned according to game schedule with preference given to
    teams who played the later time slot on the preceding day.
2) Practice times shall be assigned according to game times of the day one schedule with the
    higher ranked team having preference
    N.B. Teams may exchange practice times.




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SECURITY
The host shall provide a security centre from which all security-related activities shall be
coordinated. It shall be the responsibility of the host to provide for the safety of all:
       Participants
       Staff and Volunteers
       Officials
       VIPs
       General Public / Spectators

Security shall also be provided in order to:
       Be present at the door/gates to watch who is entering the facility
       Be situated in the stands/ aisles for crowd control
       Control media and public access to player / team areas
       Movement within specific area is restricted according to specific authorization
       Ensure the security of team equipment at all times during games, practices and storage

VOLUNTEERS
A well-organized and dedicated group of volunteers can make any championship a success.
Canadian Collegiate Athletic Association suggests that all host committees screen their
volunteers.

The following is a list of volunteers other than your Host Committee members that may be
required by your Host Committee:
       Ball Retrievers
       Banquet staff
       Concessions staff
       Drivers
       Flag Bearers and placard carriers for Opening Ceremonies
       Game Announcers
       Groundskeeper/ games surface crew
       Head Statistician
       Hospitality Room/ Tent staff
       Master of Ceremonies (Opening and Closing Ceremonies, Banquet)
       Medical Assistance staff
       Newsletter editor
       Parking Attendants
       Runners
       Scoreboard operators
       Scorekeepers
       Security staff
       Set up and Take Down crews for the facilities
       Souvenir sales staff
       Statistics Committee
       Team Hosts/Hostesses
       Ticket Sellers
       Web master


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It is recommended that in key volunteer positions and at key times that the host overlaps
volunteer schedules to ensure that an adequate number of volunteers are available.

The following sections outline the responsibilities of some key volunteers at a CCAA
Championship:

Game Announcers

A public address announcer must be available for all games. Whenever French-speaking teams
are competing, all public address announcements must be conducted in English and French.
The announcers are required to announce the student-athletes’ names, keep the scoreboard up
to date (although it is nice to have an additional volunteer for this), and play the sponsor
announcement tapes or read the sponsor announcement scripts (both Canadian Collegiate
Athletic Association's and the Host's). Announcers can do as many games as they feel
comfortable with. They shouldn’t do more than two in a row. Some announcing guidelines are
as follows:

   1. The game announcer serves the athletes and the crowd at the same time.

   2. He/she is neutral and impartial (this role is most important).

   3. Follows an etiquette:
             welcome the people each time a game begins;
             avoid continuous talk;
             use soundtracks at times;
             never says anything when play is on;
             makes special announcements only in between games/matches;
             does not show off, (speaks with usual voice and does not try to imitate anybody);
             remember, the announcer is not a play-by-play announcer or colour
             commentator;
             inquire on the correct pronunciation of difficult sounding names;
             does not express remarks about spectators and does not voice personal or
             irrelevant remarks;
             introduces any dignitaries present in the stands

   4. Recognizes and thanks the Canadian Collegiate Athletic Association sponsors who
      make these championships possible. The CCAA will supply the host with a script for
      Public Address Announcements (PAs) for our National Sponsors and Canadian
      Collegiate Athletic Association programs/events (see Appendix VI). These scripts must
      be read over the PA system during and between games at the championship.

   5. If there is an intermission (such as in between games), the announcer announces clearly
      the time of the next game, who's involved and in what section. When the day's activities
      are over, he/she should announce the next day's program clearly.

   6. Once the game has started, the announcer should not be replaced.

   7. The announcer should request written material for announcements, which can be
      rewritten or corrected if it is necessary.


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   8. The announcer should speak slowly to overcome poor acoustics.

   9. The announcer must report region when referring to a team. The Host team
      is called the "Host Team".

   10. Tied or established records may be announced, but never during a game.

   11. The announcer keeps up with the game spirit, and tries to be short and clear in his/her
       announcements.

   12. When time is called on the field, he/she avoids saying irrelevant things. (play music if it is
       available or maintain silence).

   13. The minimum age of the announcer should be eighteen (18).

   14. A bilingual announcer must be available in all games involving French-speaking
       teams.

   15. Once the draw for the championship is confirmed, a schedule for the announcers should
       be developed and sent to each announcer prior to the championship.


Exceptional Practice – MacEwan College – 2007 Women’s Basketball Nationals
Area of Excellence: Announcing

Description:
  DVD intro of each team via a rear projection system set up at each bench. Produced by AV people
   when teams during their practice. It took 10-15 minutes to shoot after their practice.

Results:
  Good promotion of each player and consistent information and pronunciation




Games Control Officer

The Games Control Officer assists the Canadian Collegiate Athletic Association National
Convenor with game procedures during the championship. Although Host committee members
can do the tasks performed by the Games Control Officer, having one person designated in this
role during the championship is very useful.

They should be introduced at the coaches meeting so all team staff know who they are. Line up
cards will be given to the Games Control Officer by the teams a half hour before the scheduled
start time of the game. At this time, teams shall receive a game ball. The Games Control Officer
ensures games start on time by monitoring the teams' warm-ups on the first day and by
ensuring the grounds crew works in a timely fashion. The Games Control Officer will work with
the major official to ensure that a sufficient number of game balls are available. In addition, they
may supervise the ball retrievers.




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                           HOSTING MANUAL


Press Release Editor

This person must be able to produce a release within 30 minutes of a game’s conclusion.
Computer skills and the ability to write clearly are both necessities. It is best to have a rough
outline of the release produced ahead of time (essentially templates) so that a minimal amount
of time is spent on the production side of things. This individual may also be your Newsletter
Editor. The newsletter is usually produced late in the evening and released sometime during the
first game of the following day. A newsletter sponsor, due to the immense popularity of the
newsletter, would be an excellent way of generating additional sponsorship dollars.

Exceptional Practice – UNBSJ- 2003Badminton Nationals

Area of Excellence – Customer Service
We put daily recaps and preview notes about the following day’s actions under the door of all those
staying at the hotel who were connected to the CCAA Badminton Championships. We wanted everyone
who was even remotely involved to feel like people knew they were in attendance and valued their
presence. The goal was to have people fell like they were getting their morning newspaper – a
comfortable “homey” feeling that creates familiarity but excitement at the same time – everyone likes to
see what is in the news.

Results: We received excellent feedback on the initiative and have noticed that this practice is being
done at other championships, even better.


Office Manager

The office manager is the person in charge of keeping the office at the venue running like
clockwork. The office manager is in charge of all photocopying, faxing, and distribution of
information to the teams. The office manager should be adept at reading a score sheet and
using a computer. The office manager’s primary task is to keep things running smoothly.

Runners

Several boys or girls should be selected as runners and properly identified. The runners can be
used for:
       delivery of messages to press box or scorer's box;
       delivery of messages to and from the championship headquarters;
       chasing balls (it is important to retrieve balls - only a certain number are sent free to a
       committee).
       Relaying message between host committee members and/or Canadian Collegiate
       Athletic Association personnel.

Scoreboard Operators

A separate individual may or may not be required to operate the scoreboard. If this volunteer is
used, they can assist the scorekeeper and game announcer to track the plays in the field. A
schedule for the scoreboard operators should be developed as soon as the championship draw
is official and sent to each person prior to the championship.




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                       HOSTING MANUAL


Scorekeepers

The one thing to note about scorekeepers is that they must NEVER work back-to-back games.
If a scorekeeper needs some training or refreshing, a CCAA Championship is not the place for
this to happen. It is best to train scorekeepers throughout the regular season, tournaments or
regional play-offs.

The scorekeepers must read their score sheets to the statistician. This way, they have
immediate feedback on whether or not they are recording all of the required information. This is
also an opportunity for them to find out why they are recording so much information. Staffing
levels for scorekeepers vary because some people could keep score all day, whereas some
people can only handle doing one game a day.

   1.  A scorekeeper’s clinic should be held prior to the Championship.
   2.  The minimum age of the scorekeeper should be eighteen (18).
   3.  Having experienced and competent scorers will ensure reliable statistics.
   4.  A schedule for the workers must be developed once the draw is official and sent to each
       scorekeeper prior to the championship.
   5. Have more than one official scorer and alternate them. Scorers should not score back-
       to-back games;
   6. Use score sheets supplied by CCAA;
   7. Use line-up cards supplied by Conference;
   8. Ensure everything is recorded on score sheets, including all column extensions;
   9. Games should be summed up, with the results given to the head statistician,
       immediately upon conclusion of each game.
   10. Immediately after the last game of the championship, all completed score sheets,
       standings and the computer program must be submitted to the Canadian Collegiate
       Athletic Association National Convenor in charge of the championship.

Statistics Chairperson

The Statistics Chair must become an expert on how to use the statistical software provided by
Canadian Collegiate Athletic Association. This implies that this person must be comfortable
using computers, or at least have an expert within the committee. Any statistical group that
does not have a strong computer user as the committee chair could fall apart at the seams if a
significant problem occurs. As well as having technical skills, the Statistics Chair must be able
to read a score sheet. If there is any controversy over any of the score sheets, the Statistics
Chair must be able to resolve the matter his or herself. Otherwise, the credibility of the event
and its statistics will be in doubt. Ultimately, the Statistics Chair must be able to do all of the
tasks required of his or her subordinates. They may not have to do them well, but they must be
familiar with all the tasks in the event that an emergency replacement must be found.

As far as overall staffing levels go, a rule of thumb is ½ to ¾ of a person per game. In other
words, if there are going to be 13 games in your championship, then the Stats Committee will
need anywhere from 7 to 10 volunteers. This number will drop significantly if you have access
to people who take vacation time to volunteer for the championship. Volunteer requirements will
also drop if you do not have any extra tasks on your plate. In this situation, then you could
probably get by with a quarter of the number of people that you have of games (13 games – 5
volunteers).



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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                             HOSTING MANUAL


Exceptional Practice – Fanshawe College –2004 Men & Women’s Soccer Nationals
Area of Excellence: Technical:
Collection of Stats for Media and Website game reports and the development of templates and assigned
field supervisors assisted the organizing committee to report shot at the goal/shots on goal/total number
of corners per team/home and visitors ball possession time/number of free kicks/cautions/dismissals.
These templates were part of the final report.

Description: Americanizing the game of soccer and reporting more statistics which allows the spectator/
reader or fan to gain a sense of which team dominated in certain aspects of the game was the objective
of the exercise.

Results: Was positive from the host committee’s perspective and was valuable information on the
website and for creating the Game Summary Reports each supervisor prepared on the game for the
Media. It is very labour intensive and I believe no host has deployed these methods.

Webmaster

An experienced computer user is needed to populate the Website and keep it updated. This will
take a lot of time but it will be well received by the media and fans across the country. The
website address should be included in all press releases and promotional material.

The Website provides an excellent way to communicate with teams prior to the event as well as
fans who are unable to attend the event. The site is an excellent tool to update game results
and highlights. It is consulted by a variety of people (media, parents, etc.). It is the responsibility
of the host to update the website on a regular basis.

A website template will be provided by the CCAA. The first draft of the website must be
presented to the Promotions & Marketing Coordinator at least 45 days prior to the start of the
event. The host will have the following 15 days to update the site to meet the requirements set
by the national office. The website will be launched and operational no later than 30 days prior
to the event.

During the Championship, official results shall be posted no later than 60 minutes following the
completion of each competition/game. At the conclusion of each game/competition and before
commencement of play the following day 1 to 4 images (game/competition photos) shall be
posted on the championship web site.

All daily media releases should be posted on the Host website with a link and identification on
the welcoming page to the media release section.

Don't forget the final day! The results, including the Final Standings, must be posted on the
website before tearing down the championship office. (Often hosts will delay the final update,
due to the flurry of activity that is involved in wrapping up the championship. Anxious fans from
across the country will contact CCAA looking for the final standings, and in the past it has taken
days to track down this information.)
The event Webmaster should contact Canadian Collegiate Athletic Association's
Communications and Events Coordinator prior to the championship to discuss how to co-
ordinate updating game results to Canadian Collegiate Athletic Association’s website at the end
of the championship.




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                       HOSTING MANUAL


The following sections give more detail to particular Tournament operations.

Finances & Insurance

HOST COMMITTEE FINANCIAL OBLIGATIONS
The Host Committee is responsible for all costs associated with planning and staging the
championship. The Finance Chair is generally responsible for the collection of all revenues and
payment of all expenditures related to the event (before, during and after the event). An
accurate record of accounts is extremely important. During the championship, the host
committee is normally undertaking a number of operations. It is important that the Finance Chair
coordinate with the respective Committee Chairs to collect revenues & expense items for each
operation.

Operation expenses include:
   Ground transportation from the nearest airport to the accreditation facility or
   accommodations site for Officials, and CCAA representatives;
   In the case of non-major centre hosts either ground transportation from the arrival airport to
   the accreditation facility or accommodations site for Teams or a Travel subsidy to the CCAA
   for air travel to the nearest airport (see travel section);
   Ground transportation for VIPs and Officials from playing venues to accommodations;
   Ensuring all playing facilities meet Canadian Collegiate Athletic Association requirements as
   detailed in Facilities section of this document;
   Playing facility and practice rental costs;
   Extra balls/shuttles (Note: Canadian Collegiate Athletic Association Official ball sponsorship
   agreements may provide the host committee an allotment of balls for the championship);
   Medical personnel and related first aid equipment;
   Statisticians and related equipment;
   Working officials’ accommodations, game fees, per diems and banquet ticket (see sport
   specific playing regulations).
   Ground transportation of ”in Province” Officials and for all officials from playing venues to
   accommodations;
   Refreshments for athletes, officials and VIPs;
   Opening and closing ceremonies;
   Rental of flags for ceremonies;
   Production of tickets/passes/accreditation passes;
   Production of Event Program;
   Production of Event Poster;
   Website Development and Maintenance;
   Translation of information;
   Meeting room for pre-championship Coaches Meeting and Officials meeting;
   Nightly hospitality room for coaches & officials;
   Purchase of Comprehensive Liability Insurance (minimum of $5,000,000) and any other
   relevant insurance;
   Security for facilities;
   Hospitality and VIP room supplies, rentals and refreshments;
   Hosting a banquet for teams and invited guests;
   Volunteer outfitting;

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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                    HOSTING MANUAL


   Purchase and sale of event souvenirs and merchandise;
   Production and installation of any signage;
   Marketing and promotional expenses related to the event;
   Coaching of officials/referee clinics held in conjunction with the Championship;
   Hosting Licensing fee as detailed in the Hosting Agreement to be paid to the Canadian
   Collegiate Athletic Association prior to the championship;
   Photographer expenses;
   All-Star awards and player of the game awards;
   The Host Committee is responsible for all costs associated with planning and staging the
   championship.

CANADIAN COLLEGIATE ATHLETIC ASSOCIATION FINANCIAL
OBLIGATIONS
   Provide the host with balls/shuttles as per official’s sponsorship agreements.
   Provide transportation for out-of-province officials.
   Provide championship medals for teams finishing first, second and third.
   Provide host and championship banners.
   Provide All Canadian, Player of Year and Coach of the year plaques.
   Provide all-tournament team and MVP plaques.
   Supply Fair Play award trophies and Championship Trophies
   Production of signage for Canadian Collegiate Athletic Association Championship Event.
   Travel, accommodations and per diems, for the National convenors and CCAA
   Representatives.
   Provide Host with 100% of gate and souvenir revenue
   Provide Participating teams with Travel subsidy to championship event.
   Provide All-Canadian and Coach of the year nominees with travel subsidy to Championship
   event

FINANCIAL CONTROLS/REPORTING
The host committee, in order to plan for and account for all financial aspects of the Canadian
Collegiate Athletic Association Championship, shall implement the following measures:
       Review and approve initial budget with CCAA.
       Develop and monitor accounting procedures.
       The host committee should keep a daily record of attendance at the championship,
       which is reported in the Final Report.
       Review and approve sponsorship contracts with Canadian Collegiate Athletic
       Association.
       Prepare financial reports and forward to Canadian Collegiate Athletic Association 60
       days after the completion of the event
       Canadian Collegiate Athletic Association shall not assume any deficit incurred by the
       host committee. This responsibility lies solely with the host. MCs, Institutions and Host
       Committees should reach an agreement, prior to submitting a bid or hosting a CCAA
       Championship, in the event that the championship incurs a loss.




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                         HOSTING MANUAL


FINANCIAL STATEMENT
   The host is to provide a final audited financial statement to Canadian Collegiate Athletic
   Association within 60 days of the conclusion of the event along with a financial report. (see
   Appendix XIV)
   The final financial statements shall include: Balance Sheet, Income Statement and
   Allocation of Revenues. This includes Value in Kind donations and estimated value.

INSURANCE
Prior to the execution and delivery of this Agreement, the Hosts shall provide proof of
institutional coverage maintained throughout the event (from the first official day of practice to
the official day of departure). A minimum of $5,000,000 in respect of comprehensive general
liability insurance for bodily injury of death or any person or persons participating in, using or at
the event venue(s) and any claims arising from such injury or death and for property damage to
third parties.

The CCAA shall be "additional insured" in any and all such policies of insurance described in
section above, but only for their vicarious liability arising out of activities of the CCAA Hosts.

The comprehensive general liability policy shall contain a cross liability and severability of
interest clause.

Written evidence in the form of a certificate of insurance shall be permanently deposited with the
CCAA no later than ten (10) days prior to the first scheduled day of practice for the
Championships and shall contain an undertaking by the insurer not to cancel or limit the
insurance coverage so described except upon ten (10) day's prior written notice to the CCAA.

The Host shall ensure that all personnel employed by or on behalf of the Hosts shall be covered
by Workers' Compensation Insurance where required by law and assume all liability for ensuring
this obligation is met.

The Host will indemnify and save harmless the CCAA, it's officers, directors, and employees
from and against any and all expenses, damages, claims, suits, actions, judgments and costs
however suffered or incurred by the CCAA arising out of or resulting directly or indirectly from
the following:
         a) any act or omission of the Hosts in connection with this agreement,
         b) any injury or damages suffered by any corporations, individual or individuals as a
            result of the staging of the event which shall include but not be limited to athletes,
            officials, coaches, members of delegations, spectators who are involved in any way
            with the staging of the championship.




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                          HOSTING MANUAL


Facilities

COMPETITION & TRAINING FACILITIES

The Host shall provide regulation facilities and equipment as specified in the CCAA Playing
Regulations. Aerosol air horns, loud speakers (megaphones) and laser pointers at the National
Championship venue are prohibited. It is the host’s responsibility to display signage at the
facility entrance with this information.

Practice facilities equal to the competition facilities shall also be made available, by the Hosts, in
equal time for each participating team wherever possible. The Host Committee should establish
a practice schedule for the competing teams before and, if necessary, during the tournament. A
minimum of one practice session is to be on the site of the Championship facility and
participating institutions shall be notified well in advance of the details. The practice schedule
will be posted in prominent areas.

The Hosts shall provide for the event a minimum seating capacity for championship medal
games/match and a minimum seating capacity for championship play. Host shall ensure that
facilities are at their maximum spectator seating capacity with additional seating being brought
into facility when necessary. The host will guarantee minimum seating for championship medal
game and championship play as follows:

SPORT                             Min. Seating for medal games       Min. seating for other games
Men’s basketball                  1000                               1000
Women’s basketball                750                                500
Men’s volleyball                  750                                500
Women’s volleyball                750                                500
Soccer                            250                                250

SECURITY
The host shall provide event staff during championship to ensure the safety of players,
spectators and officials. Event staff shall be present at the door/gates to watch all
spectators/participants entering the facility. Event staff will be situated in the stands/aisle way
for crowd control.

Signage should be posted to list rules of spectatorship. Rules should include: show appreciation
for good plays made by either team; show respect for both teams and officials; violence or
harassment in all forms will lead to ejection from the building; spectators may not go onto the
game court/field or encroach on the sidelines; no air horns allowed.


MEDICAL FACILITIES
The Host shall ensure that a qualified physician will be on call and a qualified athletic trainer will
be on duty for the duration of the Championship. The Host shall provide the official medical
(emergency) protocol to participating teams prior to the start of the event and confirm in writing
the names of the on-site medical contacts. In the event of an injury, a report should be filled out
and a copy sent to the national office. See Appendix XIII.

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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                        HOSTING MANUAL


DRUG TESTING FACILITIES
The Host shall provide the facilities required for drug testing to take place on site at the
Championship. The Doping Control Station should be in accordance with the criteria specified
the Canadian Doping Control Regulation, however the Doping Control Station may permit
modifications, as long as security and chain of custody requirements for the sample collection
session can be maintained.

In the case of announced testing, please ensure that the event technical delegate contacts the
CCES DCO at least one week prior to the event, so that the following information can be
reviewed and/or confirmed:
• qualified volunteers required to effectively conduct doping control
• set-up of the Doping Control Station and its location vis a vis the field of play
• sealed beverages for the athletes
• exact location the event is being held and necessary directions
• time DCO should arrive on-site

Individuals recruited as volunteers (Chaperones) in doping control will be responsible for athlete
notification, as directed by the Doping Control Officer, and could also be asked to witness the
passing of athlete urine samples. Generally one Chaperone will be required for every athlete
being tested. All individuals should meet the following criteria:
        a. Minimum age of 18 years
        b. Ability to communicate effectively (verbally and in writing) in English and/or French, as
           required to be able to carry out Chaperone duties at the specific doping control
           sessions
        c. Must not be involved in the administration of the sport for which testing is being
           conducted; must also not be involved with the personal affairs of or be related to an
           athlete that may be required to provide a sample at the session
        d. Must have the following characteristics:
                  Ability to follow directions or instructions
                  Ability to work in stressful situations
                  Ability to solve problems
                  Respectful and professional behaviour
                  Ability to maintain confidential information
                  A Chaperone who will be witnessing an athlete providing a sample must be
                     the same gender as the athlete.

The Doping Control Station should be in accordance with the criteria specified below, however
the Doping Control Officer may permit modifications, as long as security and chain of custody
requirements for the sample collection session can be maintained.

The Doping Control Station should be located in close proximity to the competition or training
site. However, the Station should be located away from heavy traffic areas in order to increase
security. The Doping Control Station shall be clearly marked with signs.

Wherever possible, the Doping Control Station shall be divided into three separate, but
interconnected areas (preferably, but not necessarily, three rooms). These areas are:

a) Waiting Room/Area



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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                           HOSTING MANUAL


This room or area should be large enough to accommodate Athletes, representatives
accompanying Athletes, representatives of the CCES, doping control personnel, and security
personnel. The room should have chairs or benches and tables and an adequate supply of
sealed, non-alcoholic, non-caffeinated beverages. Security personnel should be located at the
door to control access to the room.

b) Doping Control Processing Room/Area
Only doping control personnel, the Athlete being tested and the representative of the Athlete
being tested and, if required, an interpreter shall be allowed access to this room or area. This
room should contain a table, some chairs, a wash basin, collection vessels, pre-packaged kits,
suitable material for sealing the containers, doping control documentation and writing supplies
and materials, and a lockable cupboard, cooler, refrigerator, freezer or secure area for the
storage of samples. This room/area is used for:
    i) Securely storing the doping control supplies and documentation;
    ii) Selection of collection vessels and pre-packaged kits by Athletes;
    iii) Processing and sealing of containers;
    iv) Packaging and storing of samples; and
    iv) Completing and processing doping control documentation.

c) Lavatory
Wherever possible, this room or area shall contain a sink and toilet and shall be connected to
the doping control processing room/area. It shall be large enough for the Athlete and Chaperone
to move freely.

The organizing committee is responsible for providing suitable individually sealed beverages
(non-alcoholic and non-caffeinated), as approved by the Doping Control Officer, for the athletes
who are being tested (a minimum of three beverages per athlete being tested is required).

For more information about the CCES, Doping Control and Doping Control Procedures please
consult CCES web site www.cces.ca or contact the CCES 1-800-672-7775.


MEDIA-RELATED FACILITIES
It is important that standings and results are distributed across the country quickly and
effectively. Also of importance is the timely distribution of statistics within the host site by posting
results and stats on a results board. The Host shall provide an area for the media, which would
include telephone services, duplicating machine, typewriter, fax and internet service in order
that the media can more effectively issue tournament data. Game results should be compiled by
a Media Committee member and circulated to all participating team sites on a regular (at least
daily) basis throughout the Tournament.




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                         HOSTING MANUAL


Travel

As a Canadian Collegiate Athletic Association Canadian Championship host you will be
welcoming teams from all across the country. While you are not responsible for arranging their
air travel to the championship, you are responsible for ensuring they have a way (shuttle or
rental vehicle options) to the host hotel when they arrive and transportation to the competition
site for the duration of their stay. According to CCAA travel policy, non-major centre hosts are
required to pay the CCAA a Travel Subsidy. When teams drive from the arriving airport to the
host site, the host pays cost of ground transportation from the arriving airport to the host site. If
teams are able to fly to a non-major host site the host pays a travel subsidy to the CCAA. The
amount of the subsidy is the lesser amount of the following: the cost of bussing from the major
centre airport to host site or the difference is cost of flying to the non-major centre airport
compared to flying to the major centre airport.

Arranging travel should not be complicated, provided that you have accurate travel information
well in advance. The following describes specific considerations and procedures for the different
groups you will be responsible for:

 Teams who stay in the host hotel:
   Arrange (and pay if non-major centre host) transportation from/to airport.
   Arrange local transportation to/from all games and events.
   Likely to arrive the day before banquet or competition starts and depart the day after the
     championship is completed.

 Officials:
   Arrange and pay for “in Province” official travel
   Arrange and pay for local transportation from/to airport.
   Arrange for and pay for local transportation to/from all games and events.
   Likely to arrive the day before the competition starts and depart the day after the
      championship is completed.

 Canadian Collegiate Athletic Association Representatives Convenor/Executive and or Staff:
   Arrange for (CCAA pays) local transportation from/to airport.
   Arrange for (if necessary CCAA pays) local transportation to/from all games and events.
   Likely to arrive the day before competition starts depart the day after the championship
     is completed.

 All-Canadians and Coach of the Year Nominee not travelling with their teams:
   Arrange for (institution pays) local transportation from/to airport.
   Arrange for (if necessary institution pays) for local transportation to/from all games and
      events.
   Likely to arrive the day of All-Canadian Banquet and depart the day after the Banquet or
      the day after the championship is completed.

OTHER CONSIDERATIONS:
    In some cases teams may be required to arrive a day early or leave a day later due to
    unavoidable travel circumstances. In the event that this occurs, you are asked to assist
    the team in arranging accommodations for their extra night and provide transportation to
    the site as required.


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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                          HOSTING MANUAL


      Because of the lateness with which teams qualify, flight arrangements may involve the
      team not traveling as a group. The host should make every reasonable effort to arrange
      transportation from and to the airport.
      In the event that a team travels by ground, please ensure that there is parking available
      for them both at the competition site and at the host hotel and directions are given to the
      competition site.
      The Host Committee must reserve a parking area close to the competition site for
      cars/vans/buses carrying the teams and/or Canadian Collegiate Athletic Association
      personnel, guests and officials. Special identification cards or stickers should be made
      available for these vehicles.
      It is not the responsibility of the Host to provide transportation for any fans that may
      accompany teams. However, some hosts have sold shuttle passes to fans as a
      fundraiser. This is only possible when sufficient space is available.
      If vans or other vehicles are loaned or rented out to teams, dignitaries, officials, etc., the
      issue of insurance liability must be clearly spelled out and understood by all parties. It is
      suggested that a driver be assigned each team van.
      Ensure maps are included in the registration information provided to teams and
      delegates.

Exceptional Practice – Humber College –2004 Women’s Volleyball Nationals
Area of Excellence: Customer Service – Arrival Greeting
Process Airport:
   Greeting committee at the airport comprised of at least two committee members and two hostesses.
   Approval from airport to put up welcome banner in baggage area.
   Greet each member of the team with a Hawaiian type greeting ~ embroidered souvenir scarf around
    neck given by Hosts and Hostesses as first initial greeting ice breaker.
   Each Coach is given a souvenir Coaches bag with a binder of complete summary of events and
    details – it gives them a chance to review it before they come to the Coaches’ meeting.
   Team photograph with the banner and team wearing their souvenir scarves.
   Coach bus waiting to transport them directly to the hotel. Hostesses go on the bus with them.
Hotel:
   Greeting table set up at Hotel with volunteer greeting personnel.
   Each member of the team given a souvenir backpack filled with toiletries and memorabilia.
   Coach given hotel keys and van keys.
   Teams pre-registered at hotel so hotel keys issued to Coach.
   Vans waiting at the hotel for Coaches/VIP. All Coaches were asked to FAX licenses in advance so all
    registration is done in advance.
   All rooms decorated with cling-on tournament stickers on mirrors and posters etc.
   Coaches’ rooms were given wine and fruit basket.
   Details set up for first practice and accreditation (Hosts/Hostesses part of the package).
Results:
1) Stress-free transition for all teams upon arrival.
2) One-stop shopping for greeting, hotel registration and van issuing.
3) Welcoming environment with the Host/Hostesses getting involved as an important part of the process.
4) MAKE AN IMMEDIATE IMPACT of going the extra mile.




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                       HOSTING MANUAL


Accommodations
Good accommodation arrangements for all participants adds to the success of any
Championship. This success creates an early positive atmosphere. The Host Committee must
reserve a quality host hotel at a competitive rate for participating teams, officials, CCAA
representatives and potential, all-Canadians and coach of the year nominees.

In addition, teams who qualify late may miss the deadline for booking accommodations and may
have no other option but to stay at a hotel other than the host hotel. Hosts should be aware of
this and make every effort to accommodate teams who are not able to stay at the host hotel
because of the lateness of qualifying by suggesting hotel in close proximity to the host hotel.

TEAMS
In general terms, teams expect good quality mid-priced accommodations. Remember that
these teams spend a lot of money getting to the event.

In regards to team accommodations, as a rule, the host committee is responsible for booking
rooms. It is recommended that hosts block off a minimum of 8 rooms for each team up to a
maximum of 12 per team for volleyball and basketball. For soccer it is recommended to block off
a minimum of 10 rooms for each team up to a maximum of 14 per team. When the team’s
requirement is known, the host can release any unnecessary team rooms. However, hosts must
be aware that teams do not qualify until nine (9) days prior to the championship.

One area of concern for host committees is the lateness with which teams qualify for the
National Championships and the need for host hotels to release rooms that have not been
booked. It is strongly recommended to prepare the hotel administration that teams qualify late
and a later date for release of the rooms will be required. To ensure that teams will chose the
host hotel, the hotel should be located close to the championship facilities and should be
reasonably priced.

The host hotel is intended to be for the teams first, not fans or families. Therefore, arrangements
should be made with the hotel to ensure that only teams are booking the rooms blocked off by
the host committee unless sufficient rooms exists for fans and family. First and foremost, the
Host Committee should completely finalize accommodation for every team and special guests
before making any bookings for fans. As a rule, the fans look after their own accommodation.

It is required that institutions attending the event stay at the designated host hotel. Coaches
must be assigned to the same floor as their team when booking rooms. Bookings must be done
before the host’s established deadline date. Unless there is no vacancy before the established
deadline, teams who do not say at the host hotel, shall be subject to a fine of $500/ team.

Security must be provided/ coordinated by the host at the hotel during the tournament closing
night (11:00PM to 6:00AM).

Institutions shall be held responsible for any damages, which have been proved to be caused by
their representative, and/or associated persons during the National Championships. The
institutions shall be responsible for payment of any resulting costs. Institutions who do not
reimburse damages shall be deemed members "not in good standing"


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Coaches are responsible for their student-athletes’ actions. Coaches and/or official college
representatives must be available at all times to intervene if needed. If not in the vicinity of the
team, a contact number must be left with the hotel Front Desk. Failure to do so may result in a
$100 fine for the offending institution(s).

The CCAA does not permit the consumption of alcohol and or illicit drugs by teams, including
coaches, in the competition site and host hotel. It is also strongly recommended by the CCAA
that there is no alcohol consumption in TEAM BEDROOMS. Athletic Directors and or College
Delegates are responsible to educate / present the CCAA expectations of behaviour and
conduct of all participants at National Championships. The Athletic Director will outline athlete /
coach decorum for all tournament activities including opening / closing ceremonies, awards
banquet and proper behaviour at all venues. Student Athletes and coaches are expected to act
responsibly as a representative of their College and the CCAA. Past history has shown that
these types of incidents do occur and that severe sanctions will be applied if these guidelines
are breached at National Championships.

The Host must distribute a complete information package to each CCAA member in that sport at
least six (6) week before the Championship. The package must include the host hotel
information including prices and brochures. See Appendix IV for Championship information
package.

Exceptional Practice – Champlain College –St. Lambert – 2008 Men’s Basketball Nationals
Area of Excellence: Accommodation
“Guest Accommodation Program”

Description: The leadership of the City of Saint Lambert was instrumental in putting together this program.
Citizens of the community offered their homes to billet the parents of participating players who were from
out-of-province. The hosts and the guests were then invited by the City to attend the CN-CCAA All-
Canadian Banquet and to take part in other activities including the City of Saint Lambert Open House, the
team’s first game and the Dine-Around Saint-Lambert Program.

Results: This permitted guests to reduce their costs substantially but also created a greater awareness of
the championship in the community. Friendships were also developed that will last longer than the
championships.



OFFICIALS
Officials and CCAA Representatives are usually booked in the same hotel as participating
teams, with the exception of basketball. However, Officials and CCAA represent should be
separated from the teams (i.e. different floors). If the Host wishes to use a different hotel for the
teams, the CCAA must approve the arrangements.

As the host, you will be financially responsible for the Officials and in some cases assignor’s
accommodations (sport specific) from the day before the competition to the day after the
competition ends. The number of Officials assigned to each championship and normal room
requirement is as follows:

        Badminton - 4 umpires and 1 National referee - 4 rooms



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       Soccer (combined men’s and women’s competition – 14 to16 officials and 1 referee
       assessor – 7 to 8 rooms .
       Soccer (single competition) – 10 to12 officials and 1 referee assessor – 5 to 6 rooms
       Men’s and Women’s Volleyball - 6 Officials and 1 assignor - 5 rooms
       Men’s basketball – 12 Officials and 1 to 2 assignors – 7 rooms
       Women’s basketball – 8 Officials and 1 or 2 assignors – 6 rooms

The officials can be booked two to a room (2 double or queen beds required) and the assignor
receives their own room, except in the case when two assignors are attending then they share a
room. In case the gender of the umpires is uneven, an additional room must be booked. Once
all the umpires have been assigned, this additional room can be released.

The CCAA National Office will inform the host regarding the specific arrival/departure times of
the officials that are flying to the event in order to confirm their accommodation reservations.


CANADIAN COLLEGIATE ATHLETIC ASSOCIATION PERSONNEL
CCAA Personnel are usually booked in the same hotel as participating teams. As the host, you
will be responsible for pre-booking the rooms for the personnel. The CCAA national office is
financially responsible for the CCAA personnel’s accommodations and will make the final
reservation for the personnel and arrange for direct billing. Accommodations will be required
from the day before the competition to the day after the competition ends. The number of
personnel assigned to each championship and normal room requirement is as follows:

       National Convenor
       CCAA Executive Representative
       CCAA staff (possibly)

The host should reserve two to three rooms for their use. Canadian Collegiate Athletic
Association will contact the host to inform them who will be attending the championship. CCAA
Personnel can be booked two to a room (2 double or queen beds required) unless otherwise
specified. Once all the personnel have been assigned, if necessary the additional room can be
released.




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Banquet/Ceremonies

ALL-CANADIAN BANQUET/OPENING CEREMONIES
At one point during the championship the host must provide a semi- formal evening dinner
banquet known as the Canadian Collegiate Athletic Association All-Canadian Banquet for the
student-athletes, team representatives, officials and Canadian Collegiate Athletic Association
personnel. This is intended to be a prestigious event honouring All-Canadians and Coach and
Player of the Year Award winners. Some individuals have flown across the country to be at the
event and receive their award so their accomplishments should be showcased.

The Host of a National Championship may charge a maximum of $50 per participant ($60 for
Cross-country running) as an Accreditation fee. Accreditation includes a ticket to the All
Canadian Banquet, tickets to all games / matches and access to appropriate tournament
amenities (Hospitality rooms; VIP Seating, etc.) see APPENDIX VI.

Participating teams will receive a the maximum number of Team / College personnel
accreditations as follows:
        Badminton                      15
        Basketball                     20
        Volleyball                     20
        Soccer                         25
        Cross Country Running          20
        Golf                           15

For any extra members traveling with their teams, the host will determine the cost and what it
would include. This notice must be given to the host by the assigned deadline. The host can sell
extra tickets to parents, local supporters, etc. as a fundraiser if space is available.

The host is responsible for the assignor(s) banquet tickets. Free passes should be given to the
team host/hostess. The CCAA is financially responsible for Canadian Collegiate Athletic
Association personnel and should be invoiced by the host following the championship.

The Host shall provide invitations and free passes for all Championship Event sponsors and
Canadian Collegiate Athletic Association's National suppliers. Invitations and passes should
also be sent to local institution, Athletic Conference and local government dignitaries.

The host must provide information about the banquet (including the menu) to teams in the
information package provided a minimum of six (6) weeks before the championship. Teams
must indicate the specific number of attendance by the deadline set by the host. Teams can
either be asked to pay for their banquet tickets before arriving at the championship or payment
can be made at accreditation the day before the banquet. The host makes this decision.

The meal should be nutritious and plentiful, as these are athletes that will be competing the next
day and this may be there best meal of the day due to travelling to the championship site. The
banquet should be held the day before the start of the championship in soccer, basketball,
volleyball and badminton, the banquet should start between 6:00 - 7:00 p.m. and should end
around 9:00 p.m. This will allow teams to arrive in time for the banquet as well as leave early
enough to get a good night's rest before competition starts the next morning. If the host for the


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banquet selects an alternative day, Canadian Collegiate Athletic Association must approve it. In
the case of Golf and Cross Country Running the awards banquet is held at the conclusion of the
event.

An agenda should be prepared, but remember, now isn't the time for lengthy speeches. A
Master of Ceremonies is required. Introduction of key people and dignitaries and one or two
brief welcomes are acceptable. If any of the dignitaries are invited to speak, they must refrain
from passing any political messages to the audience (remarks must be brief).

Official language minimum standards for Banquets/Receptions/Awards Ceremony are
          Welcome and introductions;
          National Anthem
          Invitations and Banquet Program
          Text of Awards Banquet should be presented in both English and French, if a
            francophone or bilingual member is a participant at the championship; and
          To ensure consistency in both English and French, CCAA has developed a bilingual
            lexicon (see Appendix XVII).

The Host should ensure that the correct protocol is followed at this function. Canadian
Collegiate Athletic Association personnel at head table (if one is set up) should be recognized.
The following is a suggestion of head table(s) guests:

       1.      Canadian Collegiate Athletic Association Personnel
       2.      Member of Parliament or representative
       3.      Mayor or representative
       4.      Major Sponsors
       5.      Conference President or representative
       6.      Honorary Chairperson (if applicable)
       7.      Chair of Host Committee
       8.      Guest speaker (if applicable)
       9.      Head officials Assignor

The All-Canadian banquet/ Opening Ceremony provide an opportunity to welcome the visiting
teams, officials and spectators as well as give some recognition to sponsors and suppliers.
Invitations and invitation list must be developed and sent out to all dignitaries requesting their
participation in any of the ceremonies and/or special functions. National, provincial/territorial and
local politicians often attend to extend a welcome and well-wishes to the participants. The
Canadian Collegiate Athletic Association Executive member brings greetings from Canadian
Collegiate Athletic Association. The President of the regional Association or their representative
will also bring greetings.




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Awards Banquet Program

Specifications:
a)      The size of the awards banquet program must be a minimum of 5.5” x8.5”.
b)      The schedule of events for the evening shall be included
c)      A list of the award nominees shall be included
d)      Jostens the “Official Supplier to the CCAA Championship Awards Banquet” must be
        allotted space for a quarter page advertisement.
e)      Official language standards for the Awards Banquet Program are:
•       All content on program cover;
•       Schedule of events; and
•       Award titles (ie. Coach of the Year, Athlete of the Year, CCAA All-Canadians)


Parade of Participants

The march-in of the teams is the beginning of the ceremony. All teams are to be present in
semi-formal attire. Teams are usually preceded by a flag bearer who carries their Provincial flag
and/or a banner indicating the team name. It is the responsibility of the host to obtain the flags
of each province. If hosting a men and women's championship simultaneously, have both
provincial/territorial teams enter together.

You should have a parade marshal to ensure the teams enter correctly. A band, piper or music
over P.A. system usually leads the parade. The teams enter in order of protocol as decided by
the Host. A suggestion would be to have teams enter from east to west or vice versa. Teams
from the host province/territory should be last along with the host team at the end. The
dignitaries enter afterward.

The suggested order of entry is:

       i)      Band/Piper/Leader
       ii)     Canadian flag bearer
       iii)    Canadian Collegiate Athletic Association plaque or Championship banner
       iv)     Team 1 led by flag bearer
       v)      Team 2 led by flag bearer
       vi)     Team 3 led by flag bearer
       vii)    Team 4 led by flag bearer
       viii)   Team 5 led by flag bearer
       ix)     Team 6 led by flag bearer
       x)      Team 7 led by flag bearer
       xi)     Team 8 led by flag bearer
       xxi)    Dignitaries
       xxii)   Host Committee

The dignitaries normally include the Canadian Collegiate Athletic Association Convenor,
Executive and Staff, Official Assignor/Assessor, Mayor or Member of Parliament, Sponsors,
College President or Vice President, Host Chairperson, Guest Speaker and a representative of
the host regional association.




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The Master of Ceremonies is usually a local radio or TV announcer (bilingual). It is proper
protocol to ensure that the participating teams are welcomed in their official language. The
format includes:

       i)     Introduction of all participating teams, the officials and all dignitaries;
       ii)    The bilingual singing of "O Canada" (sung by local talent or a recording);
       iii)   Speeches (maximum duration - 3 minutes each);
                  Canadian Collegiate Athletic Association Executive member or Convenor,
                  Mayor or MP,
                  College President or VP
                  Provincial Association,
                  Host Chairperson
       iv)    Dinner
       v)     Guest Speaker (15-20 minutes maximum – starts during dessert ensure head
              tables eat first)
       vi)    All-Canadian Presentations (presented by National Convenor and Sponsor – if
              there is one)
       vii)   Player of the year Presentation (presented by College Dignitary and Sponsor – if
              there is one)
       vii)   Coach of the year Presentations (presented by CCAA Executive member and
              Sponsor – if there is one)

Ensure award winners remain at the front of the stage for group pictures to follow presentations.

Any other Canadian Collegiate Athletic Association Board of Directors and any other MC
Association President in attendance should be acknowledged verbally. They do not have to be
invited to present.

Ensure a good microphone is available. A final test should be performed five (5) minutes before
beginning.

All-Canadian awards Banquet/ Opening Ceremonies should be kept to 2 hours (maximum)
concluding at 9:00 PM

OPENING TIP/KICK

The opening ceremonies should be tied into the All-Canadian Banquet, which is normally held
the evening prior to the commencement of play. Prior to the first game/match of the tournament
the bilingual Canadian anthem should be played or sung a ceremonial tip or kick take place with
a college or local dignitary. Only those teams participating in the game to follow the Ceremonial
Tip/kick are required to be in attendance. The formality should take 10 minutes maximum.

CLOSING CEREMONIES

If a banquet is to be held after the closing ceremonies, often the closing ceremonies consist of
nothing more than the medal presentations to the runners-up and the champions. If no banquet
has been held previously, a more elaborate closing ceremony is required.




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A Master of Ceremonies is required. It is strongly recommended that all participating student-
athletes be present and dressed in their warm-ups or team apparel and that all athletes taking
part in the closing ceremonies be dressed similarly and/or neatly.

The Canadian Collegiate Athletic Association Convenor will want to thank the host committee,
the sponsors and suppliers.

It is recommended that the head assignor be involved in the closing ceremonies to present the
Fair Play award. The following presentations should be organized.

Order of presentations:
       i)     All tournament and MVP awards – Corporate Sponsor and National convenor
       ii)    Fair Play Award – Major Official/Assignor and CCAA executive member
       iii)   Bronze Medals – CCAA Executive member and College dignitary
       iv)    Silver Medals - CCAA Executive member and College dignitary
        v)    Gold medals – CCAA President and National Convenor
        vi)   Championship Trophy and banner CCAA President and National Convenor
        vii)   Awarding Future Host Banner Next Approved Host Representative

Official language minimum standards for Opening/Closing Ceremonies are:
          Welcome and introductions
          Medal Presentations

As a rule, if he/she is present, the President of Canadian Collegiate Athletic Association makes
the presentation of the championship trophy/plaque and the gold medals.

FINAL WORDS

The Chairperson of the Host Committee will be asked to say a few closing remarks. The closing
ceremonies, like opening ceremonies, should be kept as short as possible. The Canadian
Collegiate Athletic Association Convenor will review the agenda for the ceremonies. The
Convenor must approve any additions or deletions.

The host Committee should make provisions for team pictures and pictures of the awards
presentations for distribution to all medal-winning institutions and the CCAA archives at the
National Office.




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Marketing & Sponsorship

MARKETING PLAN
The host shall develop a marketing plan (identify the products, the potential sponsors for such
products i.e. banquet, official ground carrier, official hotel etc., identify potential event sponsors
and associated levels of sponsorship) in order to ensure maximum participation of the public
and corporate sector. This plan is essential, as it will provide the framework for the host to
develop an attractive package for potential sponsors and to attract spectators to watch the
event. The corporate sector develops their budgets at least a year, if not more in advance, so
the marketing plan should be developed as early as possible. All Hosts will be expected to pay
the CCAA an upfront Licensing Fee. All gate and sponsorship revenue will remain with the
host.

Exceptional Practice – SAIT – 2005 Women’s Basketball Nationals
Area of Excellence: Marketing:
Having the marketing committee meet in the Spring of 2004 helped avoid some of the rush. The more
time you have to brainstorm ideas, the better.
Several ideas that worked well: Coca-Cola ran a Vend-to-Win promotion in 8 high schools to give away
tickets to the event; We gave four different schools 25 Thursday tickets to give out; and 2 radio stations
gave away tickets to help promote the event

Results: We were able to attract people to the event that may not have attended otherwise




SPONSORSHIP CATEGORIES

Participation of sponsors at a Canadian Championship is left to the discretion of the organizing
committee in cooperation with CCAA. Failing to secure all Sponsor categories, the CCAA
passes rights to the Host. The Host must contact CCAA to confirm sponsors and their status.

Event Sponsors Categories for Level 1 championships:
       (i)   Title Sponsor (one only)
                 Minimum cash and contra: $10,000.
       (ii)  Presenting Sponsor(s) (two maximum)
                 Minimum cash and contra: $5,000.
       (iii) Major Sponsors (five maximum)
                 Minimum cash and contra: $3,000.
       (iv)  Associate Sponsors (ten maximum)
                 Minimum cash and contra: $2,000.
       (v)   Supplier (product to Host)
       (vi)  CCAA Championship Awards Banquet
             a) Presenting Sponsor (two maximum)
                     o Minimum $3,000 cash and contra
             b) Supplier (product to Host)
                     o CCAA approves rights only, all benefits to Host

See Appendix XV for Event category obligation guideline.


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It is, however, understood that under no circumstances can a sponsor be involved in any
capacity that is in competition with any of Canadian Collegiate Athletic Association's National
sponsors unless CCAA gives approval. Hosts will not enter into agreements with alcohol
beverage companies for sponsorship of CCAA events in the categories of Title and Presenting.
In all National Championships, Canadian Collegiate Athletic Association reserves the rights to
advertise its programs in any way, shape or form, and at all times during the staging of the
National Championships.

NATIONAL SPONSORS' RIGHTS

Canadian Collegiate Athletic Association has entered into exclusive sponsorship and supplier
agreements, which will have a positive impact on all Canadian Collegiate Athletic Association
National Championships. As a condition of being awarded the rights to host, all parties agree
that these agreements will be exclusive to the particular product categories. In addition,
Canadian Collegiate Athletic Association reserves the right to the provision of other items
related to its sponsors and suppliers and will advice the host accordingly.

Because this is a Canadian Collegiate Athletic Association Canadian Championship, the Host
Committee must respect Canadian Collegiate Athletic Association's national sponsors. It is
important that these sponsors receive the complete support of all parties involved in the
Championship and that any advertising or promotions other than those conducted by the
national sponsors must be cleared with Canadian Collegiate Athletic Association prior to any
commitment being made. A list of National sponsors will be provided in Host Contract
agreement.

While it is anticipated and understood, benefits from sponsors on a local, regional or provincial
level may be more direct and greater in nature, Canadian Collegiate Athletic Association
endeavours to continue to secure corporate sponsorship for the benefit of its entire
membership.

It is the responsibility of the Host Committee to uphold Canadian Collegiate Athletic
Association's policy on protecting the rights of national sponsors. You must not, under any
circumstances, provide visibility and support for any competitor of Canadian Collegiate Athletic
Association national sponsors, through promotional activities (i.e. special events, sampling
opportunities, etc.), promotional material (i.e. banners, flags, posters, etc.), or PA
announcements, unless you have approval from Canadian Collegiate Athletic Association.

Permanent signage (i.e. billboards, etc.) promoting competitive services and/or products must
be removed or covered prior to the start of the National Championships.

National sponsor promotional material must be displayed in prominent areas. In addition,
Canadian Collegiate Athletic Association will supply the host with a script for Public Address
Announcements (PAs) for National Sponsors. These scripts must be read over the PA system
during and between games at the championship. (see Appendix IX)




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EVENT SPONSORSHIP

The host shall be responsible for the development of a sponsorship package for corporate
sponsors and Value-in-Kind (VIK) donations. (See Appendix XVI for outline on selling and
packaging Events).

Sponsorship Committee

The Sponsorship Committee will:
      Create a plan for acquiring local sponsorship that is non-conflicting with Canadian
      Collegiate Athletic Association's National sponsors.
      Secure lists of needs from all committees with the objective of securing donations for all
      equipment and event supplies.
      Communicate with other committees in regards to exposure commitments for
      sponsors/suppliers.

Value-in-Kind (VIK Donations / Contra)

In many communities, the corporate community is very receptive to supporting a major sporting
event. Although some provide an unconditional cash donation, some may wish to provide
funding to a specific activity within the Championship or to provide Value-in-Kind (VIK) or
product. Look for ways to solicit corporate assistance in those activities you are already
committed to undertaking such as:
       banquet
       transportation costs such as buses and fuel
       courtesy cars
       computers
       printing
       all-star awards
       concession supplies
       opening ceremonies entertainment
       hospitality room supplies
       registration kit items
       special events and prizes
       souvenir program (sell ads)


Exceptional Practice – Mount Royal College – 2006 Badminton Nationals

Area of Excellence: Sponsorship
Sponsorship: Putting together a professional looking sponsorship package (a folder with different sheets
of paper for the various levels as well as a descriptive letter outlining our “ask”) and securing sponsors in
the Spring of 2004 (the year before) was very successful. The sponsorship package utilized the
suggestions from the CCAA guide – it was very helpful to have this to work from. One suggestion would
be to add “program advertising” as a separate level of sponsorship.

Results: We were able to secure a title sponsor, secondary sponsor, and had over 22 companies/
organizations partner for this event. We had many comments that the sponsorship package was
professional and easy to use.


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Promotion & Media Coverage

PROMOTIONAL PLAN
There are a number of promotional opportunities available that will create great excitement and
awareness for the Championship. The host shall undertake the development of a promotional
plan to ensure maximum exposure for the event. This may include:
        Ticket promotion;
        Radio station and local TV talk shows;
        Include a local media person on the host committee;
        Poster display;
        Banner display;
        Event Program production
        In venue promotional booth during events;
        Shopping centre displays and promotions;
        Newspaper Ads/supplement;
        Website design and promotion;
        Maximum Seating capacity and overflow plan;
        Advertising in Local sporting good stores;
        Media conferences;
        Advertising to local sport associations.

To promote the Championship, it is a good idea to place two large “Billboard Ads" in high traffic
areas at least six months prior to the Championship. Ask your sponsor to assist you with this
effort. Also, place a large promotional sign at the host venue. While this is optional it will add
substantially to the overall publicity for the event.

Promotional material such as shirts, stickers, buttons, etc. will help promote your Championship.
You can use radio to promote this effort through give-aways, call in show, etc.

The Championships shall be promoted as the "CCAA (Specific Sport) National Championships"
The title sponsor for the event would appear before CCAA. Canadian Collegiate Athletic
Association must approve the design of any promotional material that identifies the
Championship (e.g. posters, etc.)

Exceptional Practice - UNB-SJ - 2011 Women’s Volleyball Nationals

Area of Excellence: Event Promotion
Promotions and marketing went extremely well. We had eight of the most popular restaurants in Saint
John on board as meal sponsors. This allowed us to place championship promotional ‘tent’ cards on each
table in these restaurants for the final couple of weeks leading up to the championship. People read these
cards while waiting for their food. We got word from the restaurant owners that these cards were creating
a lot of interest for the championship. This was our most successful promotional tool.

Exceptional Practice - NSAC - 2012 Men’s Basketball Nationals

Area of Excellence: Gifts in Kind
Partnered with local restaurants who sponsored a free meal for athletes. Positive word-of-mouth among
teams ensured the restaurants received repeat business during the event. One stayed open late
specifically for post-game meals.

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Exceptional Practice - Keyano College - 2009 Men’s Volleyball Nationals

Area of Excellence: Special Events Community Support
Ultimate Physical Education Class
Lead by Women’s Volleyball Coaching Staff
Invited 4 Elementary Schools to attend each of the Day 1 and Day 2 opening games
Paired each school with a participation team
Pre event visit during art class to decorate T-Shirts and inform them about team
Pre event visit during gym class to introduce Host MVB players, build interest etc.
Introduced the students to some of the cheers and their WVB hosts
Provided Bus Transportation from school to the venue
Provided Facility for one hour of phys-ed class (included volleyball and misc games)
Provided Lunch and Free Tickets to all volunteers, staff and students
Provided Teams with markers for autographs
Provided Sent photos of the crowd interaction throughout the school system to generate further interest
Allowed free admission all weekend for kids with commemorative decorated T-Shirt

Results: Increased fan attendance by 250 for each of the morning games
Increased crowd interaction and noise level, considerably
Total cost of about $1250 dollars was well worth the community investment
We picked up $7500 in sponsorship specific to this initiative

Exceptional Practice - Francois-Xavier-Garneau - 2011 Soccer Nationals

Area of Excellence: Spectators
Sponsors covered the cost of transportation for 1,300 local elementary and secondary students.

Exceptional Practice – Capilano College – 2007 Women’s Volleyball Nationals

Area of Excellence: Promotional Program
Description:
“Send a Kid to the Nationals” was a promotional program developed to achieve the following:
     Make the visiting teams feel welcomed by matching the team with a local elementary school to
     support them and attend their games. Each school adopted one team.
     Increase the attendance figures for the Championship, especially for the preliminary games in the
     afternoon, when most of the elementary school supporters came to watch the games.
     Provide an opportunity for elementary school children to watch top-level college volleyball in the hope
     of inspiring them to participate in sports and keep active.
     Some of the college teams were invited to speak and answer questions at their adopted school. This
     was a very positive experience for both the College athletes and the elementary school children.
Results: The program was successful in meeting its goals. Several hundred children attended the
afternoon games on the first day of competition, which augmented our attendance figures. The children
made signs supporting their teams and filled the gym with cheers and excitement. We received very
positive feedback from the staff of the elementary schools and the college teams about the program. I
would encourage future hosts to consider doing this. It is a bit of work to organize the program but it is
well worth it.

BANNERS

The CCAA will supply the host with a Championship Banner. These banners must be placed in
high profile areas. All banners, including the host committee's banners, must be tightly secured
and not to interfere with play on the field/ court/ course. The host committee must return these


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banners to Canadian Collegiate Athletic Association in appropriate packaging (rolled, not
folded).
All sponsor banners displayed at a CCAA national championship shall adhere to the following
specifications. This applies to Soccer, Volleyball and Basketball national championships. Hosts
shall be responsible for purchasing the banners from the provider of their choice.
Banner specifications:
- Shape: Double sided ‘A’ Frame
- Size: 6’ wide x 3’ long
- Material: Collapsible (to minimize athlete injury)
- To be visible to: Event attendees, webcast viewers and event participants

PUBLIC ADDRESS ANNOUNCEMENTS

Canadian Collegiate Athletic Association will provide Public Address Announcements which
must be read throughout and in-between all games. (see Appendix IX)

Exceptional Practice – Mount Royal College – 2006 Badminton Nationals

Area of Excellence: Event Operations – Announcer for Competition
For our National Championships we were able to hire an exceptional announcer who was at the
Championships for the entire time. He would arrive 45 minutes before the first event of the morning and
stayed approximately 15 minutes after the last competition of the day. We felt it was important to have the
announcer there for the entire tournament in order to keep consistency with our game day presentation. It
also allowed the competitors time to adjust to this new or different feature of a Championships.

Description: Our announcer was knowledgeable in the sport of badminton and how a tournament was
run. He knew when music should be played, when to make announcements and when there should be
silence. Working closely with our Game Day Supervisor on the script allowed him enough freedom to
display his talents but stay within Cougar Athletics guidelines. It also gave us the ability to increase our
exposure of our sponsors by making more public announcements.

Results: We felt the addition of an announcer, which, to our knowledge, had not been part of a
badminton tournament in the past, was a very positive experience for the athletes and coaches. This
feature, without a doubt, enhanced our game day operations.

TELEVISION AND RADIO RIGHTS

Agreements with national radio or television media for the broadcast rights of Canadian
Championship games shall be negotiated exclusively with Canadian Collegiate Athletic
Association. Proceeds from national radio and television broadcasts of any game of the
Canadian Championship shall be paid to Canadian Collegiate Athletic Association. Hosts may
investigate the possibility of local or regional broadcasting Canadian Championship games but
must involve Canadian Collegiate Athletic Association in all discussions.

PROMOTIONAL MATERIAL

The Championships shall be promoted as the "CCAA (Specific Sport) National Championships"
The title sponsor for the event would appear before CCAA. Canadian Collegiate Athletic
Association must approve the design of any promotional material that identifies the
Championship (e.g. posters, etc.)



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All championship letterhead must bear the official name of the championship (as supplied by
Canadian Collegiate Athletic Association) as well as the official Canadian Collegiate Athletic
Association Championship logo.

Logos

The Championship Logo is created by the host institution (approved by the CCAA Marketing
and Promotions Coordinator) to provide a visual identity for the event, suitable for use on all
promotional items. The CCAA national office will provide each championship host with a file to
be included in each championship logo for each sport. The host must include the file unaltered,
in their championship logo design.

The logo design will include the following pieces information: CCAA logo, sport name, national
championship, host city, year and French/English translation of these items. Championships
being hosted by francophone members will be provided with a French dominant design while
Anglophone hosts will be provided with an English dominant design. No additional text may be
included in championship logos.

Keep in mind how the proposed logo will appear light on dark background (and the reverse) and
in black/white

A draft of the Championship logo shall be provided to the CCAA Promotions and Marketing
Coordinator at least 120 days in advance of the start of the championship. Any recommended
changes must be made within the following 30 days so that the final logo approval can be made
at least 90 days in advance of the start of the championships.

Specifications:
        a)      The logo should portray the sport; host area/region; gender of participants; and
                the CCAA (national nature of the sport),
        b)      The use of the host institution “varsity logo” should be avoided unless it portrays
                the geographical area where the Championship is being held,
        c)      The colours of the CCAA (red, white and black) would be preferred,

The host committee must incorporate the CCAA Championship logo into all Canadian
Championship advertising and promotional material (letterhead, templates for faxes, etc.). The
Canadian Collegiate Athletic Association and the Championship logos must appear prominently
on the website developed by the Host Committee for the championship.

Posters

The Host must produce a championship poster for the event to promote and publicize the
championships event to the broadest audience possible in a bilingual format, ensuring the
inclusion of:

        a)     Essential information regarding dates, times and host/competitive site location(s);
               and ticket prices,
        b)     The approved championship logo,
        c)     Corporate names and logos as prescribed by formal CCAA and host institution
               agreements.



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       Specifications:
       a)      Size of poster: minimum of 11” x 17” and recommended size of 17” x 22”.
       b)      Quantity of posters: Each National Championship Host is required to produce a
               minimum of 218 posters: Distributing 2 to each CCAA member as well as
               supplying the National Office with 10 copies.
       c)      Corporate logos and names, as provided by corporate partners, must be
               presented unaltered (minimum 1” high, recommended 1½” high).
       d)      Title and Presenter Sponsors: Title sponsorship may be granted to a corporate
               partner meeting the agreed upon criteria (e.g., THE MAZDA CCAA
               VOLLEYBALL CHAMPIONSHIPS). This title should be carried on any and all
               collateral material associated with the Championship but never more prominently
               than the CCAA image.
               The Presenter status may be granted to a corporate partner meeting the agreed
               upon criteria and should be presented on the poster along with the title sponsor
               but less prominently (e.g., Presented by SPALDING).
       e)      The CCAA national office will provide each host with the required content (text)
               for the championship poster. This content will be provided completely translated
               and no other text shall appear on the championship poster.
       f)      In addition, a PDF version of the championship poster must be provided to each
               CCAA member institution in order to have additional posters printed if they
               choose to do so.

A draft electronic version of the Championship Poster shall be provided to the CCAA
Promotions and Marketing Coordinator at least 75 days in advance of the start of the
championship. Any recommended changes must be made within the following 15 days so that
the final poster approval can be made at least 60 days in advance of the start of the
championships, so that the poster can be distributed and displayed a minimum of 30 days
before the event.

Event Souvenir Program

The Host must produce a championship program, to showcase the CCAA Championship event,
its participants, the host college, the CCAA, our corporate partners and to provide a lasting
souvenir for everyone involved. It should also serve to promote the sport, provide historical
information and provide advertising revenue for the host institution.

       Specifications:
       a) The cover (minimum 8½” x 11”) should include: Title of the event – including title
          and presenting sponsor logos; championships logo; dates of event and site
          location(s); CCAA logo and full association name (bilingual). The cover artwork and
          colour configuration should be co-ordinated with the poster and other promotional
          material.
       b) Advertising copy should be evenly distributed throughout the program and should
          not exceed 50% of the total copy. Ad copy for “national sponsors”, as specified in
          approved CCAA agreements, will be accommodated by the host institution.
       c) An Official Message from the CCAA President and our Minister of Sport Canada
          will be featured in the first pages of the program. All other messages will appear at
          the discretion of the host and could include the host institution’s president, athletic
          director, municipal mayor, and/or provincial Premier.
       d) The tournament draw/schedule should be carried in full with a listing of seedings.


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       e) Award winners such as All Canadians, Player of the Year and Coach of the Year
          nominees and winners should be carried in the program with the sponsorship title
          where applicable (e.g., The CCAA 3M Coach of the Year). Pictures of award
          winners should be featured if available.
       f) Sport history should include highlights from the previous years; past champions
          and finalists; MVP and Coach of the Year winners; as well as CCAA graduates who
          have gone on to excel in the sport. Note: Graduate stories should be national in
          scope.
       g) Host institution information/promotion is permitted but should not exceed two (2)
          full pages.
       h) Official language standards for Event Program are:
           To be completely bilingual including:
           CCAA President and Minister of Sport Canada messages
                  o All other welcome messages are highly recommended
           All content on program cover
           Schedule and information surrounding special events – tournament
               draw/schedule and related text;
        To ensure consistency in both English and French, CCAA has developed a glossary
          of terms. (See Appendix XVII)

It is up to the host to determine retail price of the souvenir program. An event program may be
another avenue for revenue generation for the host. This can be from sales of the program or
through the selling of advertising space to local businesses. However, the host should avoid
turning the program into largely an advertising publication. It should include information, stories,
and photographs of each participating team. The host should remember that some teams
qualify late and getting their information in a timely manner may be difficult. Contingency plans
should be developed for these situations.

Canadian Collegiate Athletic Association reserves the right to advertising space in the souvenir
program for its programs, its sponsors and suppliers and may also include some articles specific
to CCAA. Canadian Collegiate Athletic Association will inform the host committee by 60 days
prior to the event regarding the amount of space required for the Canadian Collegiate Athletic
Association pages. Canadian Collegiate Athletic Association will provide the host an electronic
copy of these pages. Canadian Collegiate Athletic Association is to approve all artwork and
materials prior to production, including use, size and position of the Canadian Collegiate Athletic
Association logo and/or the Canadian Championship logo.

Avoid printing too many copies of the program. Seven hundred and fifty (750) copies should be
more than enough. The CCAA office requires 10 copies of the program immediately following
the event. The programs are best sold at the gate, souvenir booth, concession stands and in the
bleachers.




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Exceptional Practice Sample – UBC Okanagan – 2001 & 2002 Men’s Volleyball Nationals
Area of Excellence – Promotions
Facility signage – high quality, colour, large-scale signage can be easily and inexpensively created
by partnering with a professional CAD drawing company. CAD drawings are printed on large machines
called Platters. We partnered with a local firm, emailed the “pdf”s of signage we needed (including
sponsor logos, tournament draws team names/mascots/logos etc.) Signs can be up to 42” tall by as long
as paper roll is. Our price was the cost of the ink!
Results: Professional looking colour signage quick and inexpensive.

Awards Banquet Program

The purpose of the awards banquet program is to showcase the elite athletes and coaches from
the current season and acknowledge their accomplishments.

Specifications:
a)   The size of the awards banquet program must be a minimum of 5.5 x 8.5”
b)   The schedule of events for the evening shall be included
c)   A list of the award nominees shall be included
d)   Jostens the “Official Supplier to the CCAA Championship Awards Banquet” must be
     allotted space for a quarter page advertisement.
e)   Official language standards for the Awards Banquet Program are:
        All content on program cover;
        Schedule of events; and
        Award titles (ie. Coach of the Year, Athlete of the Year, CCAA All-Canadians)

Website

Host committees must use the CCAA championship website template for the championship.
The website must be launched and operational at least 30 days prior to the start of the first
competition. The Website provides an excellent way to communicate with teams prior to the
event as well as fans who are unable to attend the event. The site is an excellent tool to update
game results and highlights. It is consulted by a variety of people (media, parents, etc.). It is the
responsibility of the host to update the Website on a regular basis. During the Championship,
official results shall be posted no later than 60 minutes following the completion of each
competition/ game. At the conclusion of each game and before commencement of play the
following day, 1 to 4 images (game/competition photos) shall be posted on the championship
website.

Official language standards for Web site
          The Event website will be in French and English. This includes all pre-championship
            information and press releases. Items prepared for immediate presentation on the
            website such as game summaries and press releases during the championship may
            be excluded from this requirement, however, host institutions are encouraged to
            present this material in a bilingual manner where possible.
          To ensure consistency in both English and French, CCAA will develop a glossary of
            terms for information surrounding tournament draw, schedule and special events.
            (see Appendix XVII for a Bilingual Website Lexicon and sport specific terminology).




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Webcasting

CCAA Basketball and Volleyball National Championship hosts shall provide a live video
webcast of each game/match. The webcast is recommended for hosts of CCAA Championships
of Soccer and Badminton. If television coverage of the championships is an option, then hosts
are encouraged to pursue this as well.
A test run will be required in advance of the championship. Broadcast quality requires a wired
internet connection with minimum upload speed of 400 Kbps, minimum connection speed of 800
Kbps, three Internet speed tests (www.speedtest.net). The test run will be coordinated with the
CCAA Promotions and Marketing Coordinator 30 days prior to the beginning of the
championship.

Additional requirements:
            archived games for 3 months,
            500-1000 gigs of data transfer,
            audio commentary,
            score overlay,
            streaming protocol (1000 concurrent viewer capacity) push streaming,
            Flash or Windows Media, and
            the ability to be embedded onto the Championship website.

Exceptional Practice – Champlain College- St. Lambert – 2008 Men’s Basketball Nationals
Area Of Excellence: WebTV

Description: A professional company, PQM.net, was hired to provide equipment and technical expertise.
The camera crew and the volunteers were from the Chaplain College Creative Arts program, which
specializes in television production. The play-by-play announcer was a student at the Quebec Radio & TV
School and participated in the championship as his internship. The colour commentator was a former
Champlain assistant coach who had previously worked with French language broadcasts of NCAA March
Madness.

Results: Telus became a sponsor and contributed and 50% of the cost. An added benefit was the speed
at which copies of the games DVDs could be made available to the coaches. Less than fifteen minutes
was required to produce the required copies. An added bonus was the archiving of the games on the
championship website. They will remain there for a period of six months. The initial figures show close to
10,000 hits on the webTV site including over 3,000 unique hits. This peaked with 3,500 hits during the
medal games.

Souvenirs

There is a number of revenue generating activities inherent in hosting a Canadian Collegiate
Athletic Association Canadian Championship. The sale of souvenir items is one of them.
Thoughtful selection of the type of souvenirs you offer (quality and style) and proper location of
your souvenir booth (high traffic area) are important factors to consider.

Event Souvenirs must include the CCAA Championship event logo or pending the souvenir the
title of the event.

Host Committees will determine what items should be ordered - sizes, quantities and design.
Pay particular attention to the latest fad in retail stores when it comes to styles and colours.
Knowledge of what is current in the world of fashion will be of great assistance. Check with

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previous host committees to determine the amount of souvenirs required. Often it is better to
sell out of items than to have left over inventory.

The people attending National Championships are anxious to purchase souvenir items. Don't
disappoint them. An attractive facility, located in a high traffic area, will encourage customers to
visit. Whatever your actual facility, the type of décor will be reflected in your sales. It is important
to display as many samples as possible in an attractive manner. Remember people cannot buy
what they do not know is available. Clearly identified price tags or a complete price list for all
items should be displayed for all to see.

It is the responsibility of all host committees to provide an individual to be responsible for the
operation of the souvenir facility. This person shall be responsible to run the souvenir booth.
Local volunteers will be required to work the booth. The host committee is required to inform the
CCAA regarding the total sales of souvenir items in your final financial report.

Hosts are also obligated to provide 3-4 souvenirs to the CCAA Office at the conclusion of the
event that will be used to thank National sponsors, suppliers and corporate partners.

Ticket Sales/Attendance Records

The host shall develop a plan for the promotion, sale and distribution of individual tickets,
package plans and group sales.

The strategy should include a large pre-event sales promotion that commences prior to the
event and targets corporate partners of sport in the community, and the sport community. It is
suggested that corporations be asked to purchase a ticket package for their staff and clients.
This form of marketing creates revenue through ticket sales and it also creates community
awareness for the event.

Community involvement is a fiscally responsible form of marketing. The plan should include
ticket sales via local retailers, public offices or local sport associations (teams). Producing a
limited number of ticket packages for specific groups in your community is a good way of
reaching markets that might otherwise not attend the event. Groups to consider are seniors'
homes, school groups, children’s societies and special needs groups.

Various types of tickets can be printed. The following are some guidelines with regards to
tickets/passes.

   a) Championship passes should be made to allow entry for the entire championship. As
      well, the host committee should make daily tickets. The host committee should give
      some thought to having a ticket for the playoff weekend as this is usually when the
      highest attendance occurs.
   b) Tickets should be printed for adults, children and seniors/students.
   c) All passes should be numbered for ease of tracking. It is suggested to use a different
      colour for each age group for easy identification. Three-inch booster buttons are a good
      idea. They make great mementos and can be used instead of tickets.
   d) The official championship logo should be printed on the tickets.
   e) Ticket prices vary depending on the championship.
   f) Championship passes should be available 6-8 months prior to the event.



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The CCAA must approve the ticket-pricing scheme for the championship. Based on previous
years, CCAA suggests a ticket-pricing scheme as follows:

                              PASS TYPE                      AVERAGE RANGE
                    Championship Pass
                       - Adult                                 $25.00 - $40.00
                       - Child                                 $10.00 - $20.00
                       - Senior/Student                        $20.00 - $25.00
                    Non Medal Round Day Pass
                       - Adult                                 $10.00 - $15.00
                       - Child                                  $5.00 - $7.00
                       - Senior/Student                        $7.00 - $10.00
                    Medal Round Day Pass
                       - Adult                                 $15.00 - $20.00
                       - Child                                 $7.00 - $10.00
                       - Senior/Student                        $12.00 - $15.00

The host must provide attendance figures for the championship in the post-championship Final
Report that is forwarded to CCAA within 60 days of the conclusion of the event. An accurate
count of ticket sales will provide an accurate count of attendance at the championship.

Exceptional Practice - Sainte-Foy - 2009 Women’s Basketball Nationals

Area of Excellence: Ticket sales
We decided to sell our tickets via the Reservatech network. It was a sponsorship in kind in the amount of
$ 5,000.
What this required: identify the rows with letters, measure 18 inches per seat/space and number each
seat/space. We gave a one-hour training to those who were going to look after the sale either at the
counter, by telephone or by internet. The sale was going on during regular offices hours of the Sports
Centre.

Results: To offer a better sale service throughout Canada, to make sure not to overbooked and have a
better control over the money. We needed to plan reserved sections for participants, guests and
sponsors, have some admission prices affordable to students. To complete the final report we only had to
compare the computerized reports with our daily sales. The goal of the tickets sale was $4,000 but with
the presence of Dawson at the bronze match and the Dynamiques in the finals allowed us to have a sold
out court.
Tickets sale goal: $4,000
Net revenue sale: $9,546, which is more than double

MEDIA PLAN

The host committee should develop a media plan in order to promote the event within the
community and across Canada (in conjunction with Canadian Collegiate Athletic Association).
The plan should include a large pre-event ticket sales promotion that targets corporate partners
and sport in the community as well as potential fans. See Media Relations Tips and Guideline
resource on the CCAA official website: www.ccaa.ca > Members Area > Marketing &
Communications.




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MEDIA ADVERTISING & COVERAGE

It is important for the host committee to be able to distinguish between media advertising and
publicity/media coverage. Media advertising is the form of advertising that the host committee
actually purchases or negotiates a contra agreement for. This may include radio spots,
newspaper ads, television commercials, billboards, etc. Publicity and media coverage is free
and may include: coverage of the games/event, commentaries on TV and radio, participation in
talk shows, newspaper articles being written about the event or participants.

MEDIA PARTNERS

We recommend that you recruit at least one media partner for the event. In exchange for event
promotion and advertising the partner may receive such things as an ad in the program, PA
announcements during all games and presenter status for the Championships (i.e. all radio
spots would end with “presented by Newspaper XYZ”).

This very important form of event promotion is often overlooked. It is very cost efficient, FREE,
and creates awareness of the event that cannot be bought. This type of advertising comes in
the form of media driven exposure. The newspapers, radio stations, TV stations and like media
will decide to cover the event or athletes/volunteers from a human-interest approach. (see
Appendix XVIII for Press Conference protocol)


Exceptional Practice - NSAC - 2012 Men’s Basketball Nationals

Area of Excellence: Local media coverage
Partnered with local radio, print and television media, guaranteeing local coverage throughout the event.



HOST MEDIA LIAISON

It is imperative that the Host Committee selects a Host Media Liaison to oversee the media
relations of the tournament. This person must be in contact with Canadian Collegiate Athletic
Association’s Communications and events Coordinator at least 1 month prior to the event. The
Media Liaison’s main function is to ensure that media releases are sent out each day, that the
host website is updated shortly after the game, and that media requests are responded to.

Ideally, chief of staff has experience working in communications and dealing with members of
the media. Recruit a translator if at all possible. Do not use online translation services as they
perform poorly.

The success of a Canadian Championship event greatly depends on your publicity program. In
today’s media world, ALL MEDIA use email and websites to retrieve information for game
coverage and athlete/coach profiles. Thus, it is imperative that each host has a website and
provide email accessibility. Also, daily results must be sent out via email and the website must
be updated as soon as possible following the game (recommended no later than 30 minutes
following the game).




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The Media Liaison will:
      Work with Canadian Collegiate Athletic Association’s prior to the event;
      Liaise with the National Convenor during the championships;
      In conjunction with their Media Relations Committee, develop a communications plan, in
      cooperation with the CCAA;
      Develop a press guide questionnaire for athletes/coaches biographies (see Appendix
      XIX). These forms should be sent to the team as soon as their participation in the
      championship is confirmed. Request that the forms be returned to you prior to the start
      of the championship. Keep all completed Profile Forms in a binder in the media office in
      case media request biographical information;
      With help from the CCAA Communications and Events coordinator, create a national
      media list. Information should include the media's name, sports editor’s name, and
      telephone number, email, and website address Your list of media contacts should
      include:
      - Campus outlets (student newspapers, internal newsletters, radio and television)
      - Print outlets (daily, weekly, local, surrounding, provincial)
      - Radio outlets (news, talk, sports)
      - Television outlets (local, surrounding, provincial)
      - Sport-specific outlets (ex: golf websites, golf magazines, provincial/national golf
      associations)
      Arrange interviews with on-site media as well as telephone interviews with non-local
      media;
      Ensure the host website is up to date in a timely fashion and that accurate information is
      posted on the site.

Additional Recommendations:
       Contact as many media outlets as possible by phone/email prior to the event requesting
       support
       Contact local media outlets by phone to remind staff 24 hours prior to time-sensitive
       events (ex: media conferences, banquet award ceremony, gold-medal game)
       Post the content of press releases to social media sites such as YouTube, Facebook
       and Twitter
       Upload digital photos to an easy-to-share website such as Flickr. If at all possible,
       include the photographer’s name for photo credit.
       Use email to distribute press releases before, during and following the event. Include link
       to relevant photos posted on Flickr, rather than sending photos as email attachments.
       Track media coverage through Google Alerts and manual media monitoring.
       In the midst of the excitement of gold-medal games, don’t forget to post press releases
       and photos of the final results and award winners. Quotes from coaches, athletes and
       ADs add interest.
       Ideally, the communications committee should obtain:
       - Local print, radio, and tv coverage at least once shortly prior to event
       - Daily local print and radio coverage of game results during the event
       - Print and radio coverage from participating schools’ major local print outlet for banquet and
          competition winners.
       - Online coverage can be expected to be achieved in tandem with print outlets (newspapers
          post articles online if appearing in print)




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Media Releases

Media releases should be sent out prior to the event and each day during the event. Your first
release should be sent out when you are awarded the bid. When preparing a release, please
ensure you have all the necessary information, which is listed below. This is your
communication vehicle to your community as well as across Canada. Guidelines for writing a
release can be found in Media Relations tips and guideline resource at http://www.ccaa.ca/. A
media release should be sent to all media at least monthly initially. Increase the frequency to
every two weeks, two months before your championship and then each day during the event.
On the final day your release should include the final standings and individual award winners.

       Develop a group list in your email address book for all media contacts and use the "blind
       carbon copy (BCC)" feature when sending out your email media releases.
       Ensure media releases are sent out daily during the championship to local and national
       media. National media email addresses can be obtained from Canadian Collegiate
       Athletic Association’s (see below for what to include in a media release);

All releases should include:
        Exact dates of your event;
        Name and location of the event;
        Number of teams and Conferences being represented;
        Name of Media Liaison, contact phone number and email address (prior to event and
        on-site email address); and
        Links to championship website, CCAA website, Flickr, Twitter, Facebook, etc.

Prior to Event
Releases should be sent out announcing the awarding of the bid, event highlights, new
sponsors, Provincial/Territorial teams that will be participating, final schedule, and should
include the following (in cooperation with Canadian Collegiate Athletic Association):
        all the above; plus
        sponsors (local and national); and
        highlights on athletes attending i.e. National Team Athletes, local athletes participating,
        etc.

During Event
All media releases should be sent out at the end of the day and should include the following:
       all results from the day;
               box scores
               Players of the game
       The next day’s activities and games;
       Team Records to date;
       Event Dates;
       Media Liaison Contact information and media office telephone number and email
       address;
       Host website address.




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Team Information

Ask the teams attending the event for media contacts in their hometowns cities. Many times,
they have their personal media contacts who follow their team. Develop a Media Contact Form
to send to the teams to collect their hometown media contact information. Information should
include the media's name, sports editor’s name, and telephone number, email, and website
address.

Each team should designate a team representative to be available for media inquiries (ex:
communications rep or AD) and provide their contact information. Their quotes add depth to
press releases.

The media committee needs to prepare an information package on each team in the
Championship. The information required for the kit is to be coordinated with the respective
teams. See Appendix V for sample of Team Information Form.

The information kits should include, but are not limited to:
       Team rosters, including: name, number, position, bats, throws
       Individual stats
       Team stats
       An article on each team if possible
       Athlete bios

The kits should be distributed to all media and the Canadian Collegiate Athletic Association
National Convenor, Executive member and staff.

A daily summary sheet must be emailed each night. It is imperative that Canadian Collegiate
Athletic Association receives this information on a daily basis. Don't forget the final day! The
summary, including the Final Standings, must be sent to Canadian Collegiate Athletic
Association before tearing down the championship office. (Often hosts will postpone sending
the results after the final game, due to the flurry of activity that is involved in wrapping up the
championship. Anxious fans from across the country will contact Canadian Collegiate Athletic
Association looking for the final standings, and in the past there have been cases where it has
taken days to track down this information.)

Exceptional Practice - Mount Allison - 2011 Badminton Nationals
Area of Excellence: Media Relations
In addition to the standard lists that institutions provided, our sports information director took the initiative
to have each student fill out a form prior to the start of play that had the following information:
Name / Event / Hometown, / School / Home town newspaper.
She used the All Canadian Banquet as a starting point (with the winners already known). Then as the
tournament advanced and individuals won their events, all of the emails were added to the general media
mailer. In this way, not just the general newspapers/ institutions received the information, but the
individual small, hometown papers as well, which highlighted the athlete in their hometown and also was
an another avenue to promote the sport.
This is a small task that can easily be taken care of when teams arrive.




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Statistics/Results

       A format for game results and stories will be developed.
       Game results must be forwarded to Canadian Collegiate Athletic Association within 30
       minutes of the completion of each game and available on the event Website.
       Results should be posted and distributed to the media at least twice daily.
       There will be continual updating of team and individual statistics which are posted at the
       end of each day of competition.
       Stats packages should be provided to the Awards Selection Committee at the end of
       each day.
       Box scores, names of players of the game, and other highlights should be made
       available.
       The statistician must ensure the information is supplied to the Medial Liaison and the
       Webmaster.

Accuracy of Information

It is imperative that you double-check the results to ensure they are correct. Media across
Canada rely on your reporting for getting results and publish this in all radio, TV and
newspapers so you need to absolutely ensure it is correct. This would damage the reputation of
your event and the sport if the information is not correct.

Exceptional Practice - SAIT - 2005 Women’s Basketball Nationals
Area of Excellence: Media
Media: We hosted a meeting with all of the Calgary media outlets in November 2004. We planned the
press conference and brainstormed other ideas as a group (we also served them free pizza). This was
extremely successful. From this meeting came ideas including media accreditation forms and hosting
SAIT’s first game at 6pm in order to accommodate live hits from two TV stations.

Results: We had 9 different media outlets at the press conference (5 TV, 2 radio, and 2 newspaper); The
Calgary Herald ran a half page spread profiling the home team the Tuesday before; Global morning show
featured our women’s team the Tuesday before the event, and we had live hits from two TV stations for
our first game. The media coverage for this event was fantastic.




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PART FOUR



POST CHAMPIONSHIP

     POST CHAMPIONSHIP-----------------------------------------------   83




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POST CHAMPIONSHIP

Post Championship

Now that you have had a successful event, it's time to wrap-up post championship details.


Final Report and Information

The host committee will be required to file a formal final report with Canadian Collegiate Athletic
Association at the conclusion of the Canadian Collegiate Athletic Association National
Championships. The requirements for this report must be considered before the end of the
Championships in order for the materials to be kept and resources allocated to coordinate
information gathering at the end of the Championships. It is encouraged that you record ideas
that saved the host committee money as well as pitfalls that they would avoid next time if they
hosted. By sharing what worked and what didn’t work, we will be able to improve our
championships for the next year.

The Final Report shall be sent electronically to the national office no later than May 1 for Winter
Sports and December 15 for Fall sports and include the following information.
       Final Reports from Host committee Chair highlighting pros and cons of the event. Details
       such as hospitality, ceremonies and awards, accommodation, transportation, amenitites,
       community involvement, technical organization, media/promotions. Also include
       spectator numbers, ticket sales and prices, web site unique hits, Web TV coverage
       numbers, numbers of posters and programs produced, advertising initiatives etc.
       Recommendations and a completed Exceptional Practice form (see Appendix XX.)
       Highlight something you did that was unique, or well received or possibly saved you time
       and money. These exceptional practices will be recorded in the Hosting Manual
       annually.
       A final authorized financial report including event income, event expenses - specifics
       include ticket sales, merchandise sales, list of sponsors including revenue (cash and
       contra).
       A statistical package including final standings and game results, statistical leaders,
       individual and team stats and award winners (link to website).

Other items to be sent to the Canadian Collegiate Athletic Association within 10 days of the
conclusion of the event.

       All banners supplied by Canadian Collegiate Athletic Association
       All unused medals to the Canadian Collegiate Athletic Association
       CD of photographs from event (action and award ceremonies).
       Five assorted souvenirs from the event.
       Copies of Posters, Programs, Daily newsletters and Banquet programs (10 copies of
       each).
       A copy of the complete Championship website downloaded onto CD.


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Canadian Collegiate Athletic Association National Convenor will provide written report on the
Championship along with a summary of the coach and student-athlete evaluations handed out
at the championship coaches meeting. This report along with the Final Host report will be
discussed during a final conference call. The Committee will develop a final summary report of
the Championship highlighting the Evaluation, Recommendations and Exceptional Practices.
The report will be presented at the CCAA Annual General Meeting.

Sponsors

Formally recognize local sponsors which includes: thank you letters, promotional items that
carry their name and/or logo, photos of sponsor signage and exposure and souvenir item(s)
from the event.

Volunteer Wind-up

It takes a tremendous amount of volunteer support to stage a CCAA Championship. At the
conclusion, most volunteers are very tired and hopefully, very proud of their efforts. A volunteer
wind-up is usually held following the conclusion of closing ceremonies to show the host
committee's appreciation.




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APPENDICES

I      Sample Host Committee Organizational Chart-------------------------                    87
II     Tasks During Preparation Phase--------------------------------------------             88
III    Task During Final Preparation Phase -------------------------------------             89
IV     Championship Information Package Template-------------------------                     90
V      Team Information-----------------------------------------------------------------      97
VI     Accreditation and Banquet Form--------------------------------------------             98
VII    Team Medical-----------------------------------------------------------------------    99
VIII   MVP and All Tournament Team Committee Forms-------------------- 100
IX     Sample Scripts – Banquet/Game Time & Public Announcements/
       Closing Ceremonies-------------------------------------------------------------- 101
X      Sample Coaches Meeting Agenda------------------------------------------- 110
XI     Championship Evaluation form (Coach)---------------------------------- 111
XII    Championship Evaluation form (Team Captain or other Player)-                          115
XIII   Sample Injury Report------------------------------------------------------------      128
XIV    Sample Financial Statement--------------------------------------------------          122
XV     Sponsorship Category Obligation Guidelines--------------------------                  123
XVI    Sample Event Sponsorship Package--------------------------------------                130
XVII   Bilingual Web site Lexicon and Sport Specific Terminology------                       134
XVIII Press Conference Protocol---------------------------------------------------- 164
XIX    Press Guide Questionnaire---------------------------------------------------- 165
XX     Exceptional Host Practice Form---------------------------------------------           166
XXI    Bid Criteria for Evaluation ----------------------------------------------------      170




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                                                   Appendix I




                                  HOST COMMITTEE STRUCTURE




                                            Host Chairperson

           CCAA Convenor                                                            National Office

        Committee                               Tournament
                                                Coordinator


   Admin. & Finance                                             Hospitality
                             Marketing &                    Tourism Department
                            Media Relations                                               Game Operations
                              Marketing Dept.

                                                   Transport /
                        IT & Web                 Accommodations
Accreditation            Services                                                 Student
                                                                                  Facilities          Medical
                      Graphic Design &                                           Volunteers
                      Creative Arts dept.




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                                        Appendix II


Tasks During Preparation Phase
              Bid committee becomes organizing committee
              Sub-committee developed with specific roles and responsibilities
              Hosting Agreement signed
              Pay Licensing fee
              Insurance confirmed with carrier and sent to CCAA
              Develop critical path
              Develop marketing plan
              Marketing and promotional material deadlines
              Develop ticket sales and promotion plan incorporating TicketWeb
              Develop media campaign
              Book all required facilities
              Make hotel reservations
              Officials accommodations and transportation arranged
              Meeting, volunteer and VIP rooms confirmed
              Planning for opening ceremonies/banquet
              Volunteer recruitment plan/ Host & Hostess Job Descriptions
              Minor officials (official scorers, statisticians, etc) recruited
              Host responsibilities regarding national sponsors during championship
              Submit logo to CCAA for approval
              Team transportation plan
              Shuttle itinerary planned – If applicable
              Risk Management issues examined by host committee
              Access control and security plan
              Medical team assembled and emergency medical transportation planned
              Program layout drafted
              Event poster draft to CCAA
              Program Ads from sponsors
              Merchandise proofs for approval
              Develop results and statistics plan
              Signage inventory confirmed
              Signage layout at all facilities
              Media centre requirements identified
              Communications list drafted
              Contact future host to be in attendance
              Accreditation system finalized, organized and scheduled
              Laundry and equipment repair services arranged
              Team information packages developed
              Posters printed and distributed to CCAA members & local community
              Tickets printed
              VIP seating, parking and hospitality arranged
              Volunteer recognition planned
Note: This list may not include every task required for a particular event and may include
some tasks that do not apply. It is meant as an aid only.

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                                         Appendix III



Tasks During Final Preparation Phase
             Event information sent to Provincial Sport Organizations
             Photographer booked for event
             Event staff organized
             Prepare for future host in attendance
             Preparations for team arrivals and departures
             Team registration and accreditation schedule finalized and distributed
             Draft scripts for banquet and closing ceremonies
             Final draft of scripts for Opening/Closing Ceremonies
             Invitation letters and opening ceremony info to sponsors and dignitaries
             Special guests for opening ceremonies/banquet confirmed
             Program design and layout drafted
             Program layout finalized
             Programs printed
             Practice times confirmed
             Volunteer registration list
             Host and Hostess schedules drafted
             Minor officials trained
             Team and VIP itineraries confirmed
             Emergency procedures confirmed and distributed
             Confirm sponsor VIP names
             Deliver tickets to sponsors
             Meeting, VIP and volunteer rooms set up
             Signage layout finalized
             Signage and awards arrives at host site
             Awards committee recruited
             Decorations for hospitality rooms
             Medical room set up
             Dressing rooms set up
             Program included in welcome kits
             Final Report requirements provided to sub committee chairs
             Media release drafted by CCAA with host input


   Note: This list may not include every task required for a particular event and may
   include some tasks that do not apply. It is meant as an aid only.




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                                              Appendix IV

(insert CCAA Logo)       Championship Information Package                     (insert Championship logo)

       Host institutions must complete the following Championship Information Package template by:
                                             September 1 – golf
                                 October 1 – cross country running & soccer
                               February 1 – badminton, volleyball & basketball
     The CCAA will translate the document and email English and French copies to all CCAA Members.


                                              Template

                       20_- CCAA ____________ NATIONAL CHAMPIONSHIPS

                                                Date:
                                                Site:

                         CHAMPIONSHIP INFORMATION PACKAGE

                                            SECTION 1

PRE-CHAMPIONSHIP GENERAL INFORMATION

1.       ORGANIZING COMMITTEE

Address:
Fax:
Phone:
E-mail:
Web Site:



                      Tournament               Telephone
 Name                 Responsibility               #              Cell                   email




                      CCAA National
                      Convenor
                      CCAA Executive
                      Director
                      CCAA
                      Communications and
                      Events Coordinator



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2.   SCHEDULE OF EVENTS

DAY , DATE

     Afternoon and evening        Teams arrival


     Day , Date

     am – pm                      Team practices

     6:30pm – 9:00pm              All-Canadian Banquet/Opening Ceremonies


     9:00pm – 10:00pm             Coaches Meeting



                                                  TIME      FIELD/COURT
     Day , Date

     Game 1
     Game 2
     Game 3
     Game 4

     Hospitality suite
                                                  TIME      FIELD/COURT
     Day , Date
     Game 5
     Game 6
     Game 7
     Game 8

     Hospitality suite
                                                  TIME      FIELD/COURT
     Day , Date

     Game 9
     Game 10
     Game 11
     Game 12 Bronze
     Game 13 Gold

     Closing Ceremonies

     Day , Date
                     Officials and Teams Departure




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3.     COMPETITION SCHEDULE

Example
* Game time
                                Day 2 Day 1 Day 2

                                   L        G1     W
                   Day 3      ----------------1 vs 8------------Day 3
                    W              G5              G7         W
          W        G10                      G2
                   L#8        -------------- 4 vs 5 -------------     Gold
   W G12                           L               W                ------------
Bronze                             L        G3     W           G13
                   L#7        ---------------3 vs 6--------------
          W        G9
                    W              G6       G4     G8         W
                              ----------------2 vs 7-------------
                                    L              W
                                                               Day 3

                                                              L G5
                                                             ----------- 7th/8th place
                                                             G11 -------------
                                                             --------
                                                              L G6

4.     PRACTICE SCHEDULE

A practice schedule shall be developed by the host committee in consultation with the National
Convenor based on arrival time, first game time and time zone differences with the host team
taking the earliest available time.

For additional practice times, please contact:

                                           SECTION 2

DETAILED INFORMATION – PARTICIPANT SPECIFIC


5.     PARTICIPATING TEAM FUNCTION/SPECIAL EVENTS

Championship Banquet
Date:
Site:
Cost:
Schedule:
Dress:


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Additional Tickets:
Distance from Hotel:
R.S.V.P. before:

6.     MEETINGS

CCAA policy:
     Head coaches must attend the Coaches' Meeting (coach and/or athletic representative)
     at the date and time announced. Failure to attend shall result in a $100 fine payable to
     the CCAA. Upon completion of the meeting and prior to the team’s first game, the Coach
     must meet with his/ her student-athletes to clarify roles, responsibilities and obligations.
     This list can be found in the CCAA Code of Ethics Article 1 Section 3 and which will be
     provided at the Coaches Meeting.
     All participating teams must identify a Head of Delegation, who will be an official
     representative of the College / Conference. The Head of Delegation’s responsibilities
     include but are not limited to attending the Coaches Meeting with coaching staff. Failure
     to attend shall result in a $100 fine payable to the CCAA.


COACHES MEETING

Date:
Site:
Schedule:

OFFICIALS MEETING

Date:
Site:
Schedule:


7.     MEDIA CONFERENCE

CCAA policy:
     Teams and/or team representatives, as per host’s request, are required to attend the
     media conference and/or any other tournament-related media events. Failure to do so
     will result in a fine of $200 assessed to the offending team(s).

MEDIA CONFERENCE:

Date:
Site:
Schedule:


8.     CHAMPIONSHIP HOTEL

CCAA policy:


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       It is required that institutions attending the event stay at the designated host hotel.
       Coaches must insist on being assigned to the same floor as their team when booking
       rooms. Bookings must be done before Host’s established deadline date. Unless there is
       no vacancy before the established deadline, teams who do not say at the host hotel shall
       be subject to a fine of $500/ team.

Hotel:
Address:
Phone:
Fax:
Contact person:
Room rates:
R.S.V.P. before Date
Parking:
Distance from competition site:
Hotel Amenities:


9.      VEHICLE RENTAL

Name of Company:
Address:
Contact Person:
Tel.:
FAX:
E-mail:
Cost:


10.     REGISTRATION & TEAM ACCREDITATION

CCAA policy:
  Participating teams must bring to the championships, a cheque for their accreditation fees.
  This cheque is to be given to the host at registration/accreditation if not already received.
  Failure to do so may result in a fine of $100 to the offending institution(s).

Location:
Time:
Accreditation Fee: $50 ($60 for Cross Country Running)
Sport Specific Accreditation – see Sport specific Regulations

Further information will be provided to the participating teams upon qualification for the
championship. For example Team Host and Hostess information.


11.     TECHNICAL INFORMATION

12.1    FACILITIES:

        The competition will take place at:

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        Dimension and details:
        Team room details:


12.2    EQUIPMENT:

        Game ball:

12.3.   THERAPY / MEDICAL SERVICES:

        Field coverage:
        Clinical coverage:



12.4    LAUNDRY:


12.5    HOSPITALITY ROOMS (VIP, OFFICIALS, COACHES, ETC.):

        Date:
        Site:
        Schedule:


12.6    MEDIA & VIDEO SERVICE:


12.7    DRUG TESTING & DOPING CONTROL:

Testing may take place at Soccer, Badminton, Volleyball and Basketball championships

12.8    SOUVENIRS:




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13.    SPORT INFORMATION REQUIREMENTS

Below is a list of items the championship host office must receive from participating schools no
later than DATE.

CCAA policy:
     Teams who attend national championships and who have not submitted the information
     by the date required by the host may be subject to a $100 fine.

CHECKLIST:

           Team Photo
           Team photos must of high quality (.tif or .jpg), black and white preferred. E-mail to:

           Team Logo
           Team photos must of high quality (.tif or .eps), black and white & colour. E-mail to:

           Team Information
           Team roster must be sent electronically to:
           Please identify on the Team Information form the Head of Delegation for your institution

           Accreditation and Banquet Form
           Form must be typed and emailed to:

           Medical Form
           Form must be typed and emailed to:




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                                                   Appendix V


             Team Information/Information de l’équipe
Sport (M/F):
Institution:

  Uniform              Name/                 Years at       Position   Height /      Hometown
  Number /              Nom                  College /                 Grandeur      Ville natale
 Numéro de                                   Nombre
  chandail                                 d’années au
                                             Collège




Captain(s)/ Capitaine(s) :

Head Coach/ Entraîneur chef:

Assistant Coach(s)/ Entraîneur(s) adjoints:

Manager(s)/ Gérant(s) de l'équipe:

Athletic Director/ Directeur des sports:

Indicate Head of Delegation with **




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                                           Appendix VI



                Accreditation & Banquet Form
             Forme D'Accréditation Et De Banquet

Sport (M/F):
Institution:
Team Contact/ Contact D'Équipe:
Phone/Téléphone:
Fax:
E-mail/Courriel:
                                                         Banquet (#)   Accreditation (#)


Total number of players/
Nombre total des joueurs:


Total number of staff (coaches, managers)/
Nombre total de personnel (entraîneurs, directeurs):


Total Team Delegates/ Délégués Totaux D'Équipe:


                                                          Banquet        Accreditation
Additional Guests/ Invités Additionnels:




                                                         Banquet (#)   Accreditation (#)

Total Delegates/ Délégués De Total:


Total number of rooms required/
Nombre total des salles requises:




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                                                Appendix VII

                                          Team Medical
                                        D'Équipe Médicale
                    (Check box in column 3 only if columns (1) and/or 2 do not apply)
               (Cochez la case de la colonne 3 si les colonnes 1 et/ou 2 ne s'appliquent pas)

          Name/ Nom               Age        (1) Recent Injury    (2) Special medical condition   (3) Fit/
(Include Coaches & Managers)                      (Specify)                  (Specify)            Healthy
  (inclure les entraîneurs, les          (1) Blessures Récentes    (2) État Médical Particulier   (3) En
             gérants)                            (précisez)                 (précisez)             Santé




Coach’s Signature/ Entraîneur signature: ___________________________


This information will be available only to our medical staff, and will remain confidential.
Soyez assurés que ces renseignements demeureront confidentiels et ne seront disponibles que
pour le personnel médical.



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                                             APPENDIX VIII

                      M.V.P. and All-Tournament Team Selection Forms

The All-Star Selection Committee would most appreciate your input in the initial selection of the
Tournament All-Star Team and Most Valuable player. Following the first game, we are requesting each
coach to nominate two players from their team and two opposing team players.

Based upon coaches’ nominations and comments, and upon tournament play, the selection committee
will make its final decision. The awards will be presented following the championship games.

Team Name:

NOMINATIONS

1. Player’s Name:                                             Number:

   Comments:




2. Player’s Name:                                             Number:

   Comments:




Opposing Team Name:


NOMINATIONS

1. Player’s Name:                                             Number:

   Comments:




2. Player’s Name:                                              Number:

   Comments:




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                                          APPENDIX IX



Sample Bilingual Scripts
                                         BANQUET


1. Welcome

Welcome to the CCAA (Specific Sport) National Championships. On behalf of the organizing
committee, we are very honoured to be hosting these championships.

Bienvenue au Championnat canadien de (Specific Sport) (Year) de l’ACSC. Au nom du comité
organisateur, nous sommes fiers et priviligiés de vous présenter ce championnat.

Announce the teams representing each conference and have them stand up.

2. Thanking Sponsors

       a. CCAA Partners

       I would like to take this opportunity to thank our national partners, Sport Canada,
       (OFFICIAL BALL SUPPLIER), WestJet and Carlson Wagonlit Travel. You have been
       absolutely tremendous and I thank you for your support.

       Je désire de cette occasion pour remercier nos commanditaires nationaux, Sport
       Canada, (OFFICIAL BALL SUPPLIER), WestJet et Carlson Wagonlit Travel. Leur appui
       s’est avéré inestimable.

       b. Local Partners

       I would also like to thank our many local sponsors, including (INSERT LOCAL
       SPONSORS).

       Un merci tout special à nos commanditaires locaux (INSERT LOCAL SPONSORS).

       c. CCAA and Convenor

       I would like to thank the CCAA National Office and our National (INSERT SPORT)
       Convenor, (INSERT NAME), for all their support in putting this championship together.

       Je desire aussi remercier le personnel de l’ACSC et notre commissaire national de
       (INSERT SPORT), (INSERT NAME), pour leur appui à l’organisation de ce
       championnat.

3. Awards Presentation

       a. CCAA All Canadian Awards



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     The CCAA All Canadian recipients are selected by each regional conference.
     Selections are based upon the performance of the individual and his/her contribution to
     their respective teams. These athletes are recognized for their exceptional play
     throughout the season.

     Les récipiendaires du Prix Athlète étoile canadien de l’ACSC sont sélectionnés par
     chaque association provinciale. Les sélections sont basées sur les réalisations
     sportives de l’athlète ainsi que sa contribution à son sport et à son équipe. Ces athlètes
     sont honorés pour leur performance exceptionnelle au cours de la saison.

     Insert short bio on each recipient.

     **If recipient is English present bio in English if recipient is French present in
     French

     b. CCAA Coach of the Year

     Each regional Association is requested to nominate one person for the Coach of the
     Year Award for each sport. The CCAA then bestowes the CCAA Coach of the Year
     Award to a coach that exemplifies outstanding coaching in the given season, and for
     their contributions to both the sport and the development of student-athletes on and off
     the field.

     The nominations for the 200 CCAA Coach of the Year Award in (INSERT SPORT) are:

     Chaque association provincial doit présenter la candidature d’un entraîneur au titre de
     l’entraîneur de l’année dans chacune des disciplines sportives. L’ACSC remet ensuite le
     prix de l’Entraîneur de l’année à l’entraîneur qui s’est le plus distinguée au cours de
     l’année en cours, ainsi que pour ses contributions à la discpline sportive et au
     dévelopement de l’étudiant-athlète à tous les niveaux.

     Les nominations sont:

     Insert list of nominees

     Insert short bio on winner.

     **If recipient is English present bio in English if recipient is French present in
     French.

     I am pleased to announce that the recipient of the 200 CCAA Coach of the Year in
     (INSERT SPORT) is (INSERT NAME ).

     Je suis fier d’annoncer le nom du récipiendaire du prix de l’Entraîneur de l’année 200 de
     l’ACSC en (INSERT SPORT), soit (INSERT NAME).


     c. CCAA Player of the Year

     Similarly, each regional Association nominates one person for the Player of the Year
     Award in each sport. The CCAA then bestowes the CCAA Player of the Year Award to

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       the top (INSERT MALE OR FEMALE) athlete for the given season for their exceptional
       performance on the field

The nominations for the 200 CCAA Player of the Year Award in (INSERT SPORT) are:

       De plus, chaque association provinciale doit présenter la candidature d’un athlète au
       titre deJoueur de l’année dans chacune des disciplines sportives. L’ACSC remet
       ensuite le prix de Joueur de l’année aux meilleurs athlètes masculin et féminin pour leur
       performance exceptionnelle sur le terrain pour l’année en cours.

Les nominations sont:
      Insert List of Nominees

       Insert short bio on winner.

       **If recipient is English present bio in English if recipient is French present in
       French.


       I am pleased to announce that the recipient of the 2007 CCAA Player of the Year in
       (INSERT SPORT) is (INSERT NAME).

       Je suis fier d’annoncer le nom du récipiendaire du prix de Joueur de l’année 2007 de
       l’ACSC en (INSERT SPORT), soit (INSERT NAME).

4. Closing Remarks

This concludes our awards ceremony for the evening. Thank you all for coming and best of luck
in the championships!

Ceci termine notre cérémonie pour la soirée. J’aimerais terminer en vous remerciant et en vous
souhaitant bonne chance!




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                                        GAME TIME

1. Pre-Game

        a. Welcome

Welcome Ladies and Gentlemen to the (INSERT TITLE).

Mesdames et messieurs, bienvenue au (INSERT TITLE).

        b. Match Announcements

We will be featuring two games this afternoon (this evening).

The first game will be between (INSERT TEAM 1) from (INSERT LOCATION) and (INSERT
        TEAM 2) from (INSERT LOCATION).

The second game at (INSERT TIME) will feature (INSERT TEAM 3) from (INSERT LOCATION)
      and (INSERT TEAM 4) from (INSERT LOCATION).


Il y aura deux parties cet après-midi (ce soir).

La première partie sera disputée entre (INSERT TEAM 1) de (INSERT LOCATION) et (INSERT
       TEAM 2) de (INSERT LOCATION).

À (INSERT TIME), (INSERT TEAM 3) de (INSERT LOCATION) jouera contre (INSERT TEAM
      4) de (INSERT LOCATION).

If you want to vary a few words, other translations that can be used include:
            third = troisième
            match = match
            # seed = #ème tête-de-série

       c. Appreciation - Fans

The Host Organizing Committee would like to express their appreciation for your attendance at
      these matches.

Au nom du Comité organisateur, nous aimerions vous remercier d’être ici aujourd’hui (ce soir).

       d. Appreciation - CCAA Partners

There are a number of partners that sponsors CCAA activities and we’d like to take this moment
         to recognize them for this event: (LIST SPONSORS)
Il y a un nombre de partenaires qui appuient les activités et les efforts de l’ACSC. Merci à :
         (LIST SPONSORS)

For the official supplier, please select those appropriate for your Event.



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   Baden
                Official Volleyball Supplier / Fournisseur officiel du ballon de volleyball
                Men: 15-0CM / Women: Perfection VX5EC

   Black Knight
          Official Badminton Equipment Supplier / Fournisseur officiel d’équipement de
             badminton
          Official Shuttlecock / Volant Officiel: SH8800

   Spalding
                Official Basketball Supplier / Fournisseur officiel du ballon de basketball
                TF1000 ZK Pro

   Carlson Wagonlit Travel

   Sport Canada

   WestJet


       e. Starting Lineups

Here are the starting lineups for this afternoon’s (this evening’s) match:

For (INSERT TEAM 1), (NUMBER, POSITION, NAME)

For (INSERT TEAM 2), (NUMBER, POSITION, NAME)

Voici les lignes partantes pour cet après-midi (ce soir):

Pour (INSERT TEAM 1), (NUMBER, POSITION, NAME)

Pour (INSERT TEAM 2), (NUMBER, POSITION, NAME)

2. Post-Game

        a.       Player of the Game

It is now time to award the Player of the Game to each team. To make the presentation, please
        welcome (INSERT NAME AND ORGANIZATION).

The Player of the Game for (INSERT TEAM 1) is (NUMBER, NAME).


            Male

   C’est maintenant le temps de présenter les Joueurs de la partie. Souhaitons la bienvenue à
          (INSERT NAME AND ORGANIZATION).

   Le Joueur de la partie pour (INSERT TEAM 1) est (NUMBER, NAME).


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          Female

   C’est maintenant le temps de présenter les Joueuses de la partie. Souhaitons la bienvenue
          à (INSERT NAME AND ORGANIZATION).

   La Joueuse de la partie pour (INSERT TEAM 1) est (NUMBER, NAME).

      b.     Next match

Thank you to both teams.

The next match will be (INSERT TEAM 2) and (INSERT TEAM 3) at (INSERT TIME).

Merci aux deux équipes.

La prochaine partie sera entre (INSERT TEAM 2) et (INSERT TEAM 3) à (INSERT TIME).




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                                    CLOSING CEREMONY


   1. Gold Medal Match concludes

Ladies and gentlemen, boys and girls, please remain with us for the Awards Ceremonies, which
will begin in just a few minutes.

Mesdames et messieurs, demeurez avec nous pour la présentation des prix qui débutera dans
quelques minutes.

   2. Awards table put into position

Ladies and gentlemen, boys and girls, we are now ready to begin the Awards Ceremonies. To
begin the activities, please welcome (INSERT CCAA REP) to bring a few words on behalf the
CCAA.

Mesdames et messieurs, nous allons maintenant débuter notre cérémonie de présentation.
Veuillez accueillir (INSERT CCAA REP) pour dire quelques mots au nom de l’ACSC.

If other speaker

Will you please welcome the President of the institution, (INSERT NAME).

Accueillons maintenant, le président de l’institution, (INSERT NAME).

   3. Presentations

Now for our presentations. / Maintenant, pour nos présentations.

           a. Fair Play Award

       To present the award for Fair Play, / Pour présenter le prix de Franc-jeu,

       Please welcome / Accueillons (INSERT NAME).

       The Fair Play Award goes to / Le Prix de Franc-jeu est présenté à

       INSERT WINNING SCHOOL


           b. Medals

       To present the medals for the (INSERT TITLE), please welcome (INSERT NAME).

       Pour présenter les médailles du (INSERT TITLE), accueillons (INSERT NAME).

       The Bronze Medal winners / Les gagnants de la médaille de bronze - WINNING
       SCHOOL AND NAME



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     The Silver Medal winners / Les gagnants de la médaille d’argent - WINNING SCHOOL
     AND NAME

     And now, the Gold Medallists for the (INSERT TITLE) / Enfin, les médaillés d’or du
     (INSERT TITLE) - WINNING SCHOOL AND NAME

        c. Banners / Trophy

     (INSERT CONVENOR/CCAA REP) will now present the CCAA Championship trophy
     and banner to the National Champions, (INSERT NAME).

           Male

        (INSERT CONVENOR/CCAA REP) présentera maintenant le trophée et la bannière
        de championnat de l’ACSC aux champions canadiens, (INSERT NAME).

           Female

        (INSERT CONVENOR/CCAA REP) présentera maintenant le trophée et la bannière
        de championnat de l’ACSC aux championnes canadiennes, (INSERT NAME).

        d. Tournament All Stars

     And now it is time to announce the Second All-Star Team for the (INSERT TITLE). /
     C’est maintenant le temps d’annoncer la deuxième équipe par excellence pour (INSERT
     TITLE).

     Presenting the awards, from (INSERT COMPANY), please welcome (INSERT NAME). /
     Accueillons (INSERT NAME) de (INSERT COMPANY).

     ……

     Now it is time to announce the First All-Star Team for the (INSERT TITLE). Presenting
     the awards, from (INSERT COMPANY), please welcome (INSERT NAME).

     Pour présenter les prix à la première équipe par excellence pour (INSERT TITLE),
     accueillons (INSERT NAME) de (INSERT COMPANY).

     ……
        e. Tournament MVP

     The tournament Most Valuable Player for (INSERT TITLE) is from (INSERT
     INSTITUTION) – (INSERT NUMBER & NAME).

     Le Joueur le plus utile du tournoi pour le (INSERT TITLE) est de (INSERT
     INSTITUTION) – (INSERT NUMBER & NAME).




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   4. Closing

Congratulations and thanks to the teams, to the officials, to the sponsors, to the volunteers and
to the spectators who have made this Championship an unforgettable event!

Felicitations et merci aux équipes, aux officiels, aux commanditaires, aux bénévoles et aux
spectateurs qui ont fait de ce championnat un événement inoubliable!




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                                          Appendix X

                               COACHES MEETING AGENDA
                                       SAMPLE


1. Call to Order                                                       National Convenor

2. Introductions
   2.1        Coaches/team room number and contact information

3. Technical
      3.1      Attendance & verification of eligibility forms
      3.2      CCAA Competition rules & regulations
      3.3      Competition schedule
      3.4      CCAA Code of Ethics                                      Executive Rep.
               3.4.1 Responsibilities of Participating Teams
               3.4.2 Coaches Dress Code
               3.4.3 Drug Testing
               3.4.4 Team Uniforms/ Colours
       3.5     Grievance/Protest Committee
       3.6     Suspensions
       3.7     Official Appraisal
               Assignor/Assessor
       3.8     Player of the Game/ All Star/Fair Play Awards Procedures
       3.9     Next Year Hosting Update
       3.10    Championship Evaluations                                 Host Convenor

4. Tournament Update
      4.1   Team rooms/changing facilities
            4.1.1 Laundry Service
      4.2   Medical facilities/ information
            Injury/ Emergency Protocol
      4.3   Closing ceremonies
      4.4   Game/Match Protocol
      4.5   Social activities
      4.6   Hotel check in/out policy
      4.7   Security
      4.8   Transportation (teams/convenors/officials)

5.     Other




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                                            Appendix XI

                              CHAMPIONSHIP EVALUATION FORM

To be completed by Coach or Athletic Director in attendance at Nationals within two weeks
of the conclusion of the event.


Sport:

Participant:
(College)

Official Representative:                                         Title:

Evaluation Process

i)       Please comment on the items/areas as indicated in order that hosts (past and future)
         may benefit from your critical evaluation.


ii)      Please forward:        stephanie@ccaa.ca



 A.      PRE-EVENT INFORMATION

         i)     Information package from Host




B.       ON-SITE EVENT

         i)     Press Conference/Media Coverage




         ii)    Hospitality




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     iii)    Banquet/Awards Presentation




     iv)     Accommodation and Transportation




     v)      Community Involvement




     vi)     Opening/Closing Ceremonies




     vii)    Drug Education On line Session and Drug Testing Procedure




     viii)   Tournament Organization




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C. TOURNAMENT TECHNICAL

     i)     Coaches Meeting




     ii)    Game Site(s)




     iii)   Officials (Major)




     iv)    Officials (Minor)




     v)     Stats and Statisticians




     vi)    Equipment (Balls, Shuttlecocks, Timing system etc.)




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     vii)   Awards (Game MVP, Tournament All Stars, etc.)




D. POST TOURNAMENT

     i)     Tournament Results




E. OVERALL RATING

     Championships                 1      2   3   4   5     6   7   8      9      10
                                 Poor                                          Excellent
     General Comments:




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                                            Appendix XII


                  STUDENT-ATHLETE CHAMPIONSHIP EVALUATION FORM

To be completed by Team Captain within two weeks of the conclusion of the event.


Sport:

Participant:
(College)

Name of Team Captain/ or designate:


Evaluation Process

i)       Please comment on the items/areas as indicated in order that hosts (past and future)
         may benefit from your critical evaluation.

ii)      Please forward:    stephanie@ccaa.ca


ITEMS/AREAS OF EVALUATION

1.       Reception upon arrive




2.       Welcome information / registration package from Host




3.       Press Conference (if applicable)




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4.    Team Host/ Hostesses




5.    Banquet/Awards Presentation




6.    Accommodation and Transportation




7.    Restaurants and Amenities




8.    Game Operation(s)




9.    Playing Facility(ies)




10.   Closing Ceremonies


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11.   Awards (Game MVP, Tournament All Stars, etc.)




12.   Media/Web site Coverage (on site and hometown/province coverage)




OVERALL RATING

      Championships                1      2   3   4   5   6     7    8      9      10
                                 Poor                                           Excellent
General Comments:




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                                                        Appendix XIII


                                               INJURY REPORT
        This injury report is to be completed by Host Committee member. The Host Committee
        must submit this report to CCAA with the tournament report.
        An injury is defined as an injury that causes the player to miss part of a game or practice; or requires
        treatment from a trainer, nurse or other medical professional.

        1. CHAMPIONSHIP INFORMATION
  Championship:                                 City:                            Facility:
  Time:                     am     pm           Date:     Day:                   Month:                Year:

        2. OFFICIALS’ INFORMATION
   Official Suoervisor :                                          Game official:
   Game Official :                                                Game official:

        3. TEAM INFORMATION
  Home Team Name:                                                Visiting Team Name:
  Coach’s Name                                                   Coach’s Name

        4. INDIVIDUAL(S) INVOLVED
Name:                                                               Team:
Name:                                                               Team:
Name:                                                               Team:

        5. NAMES OF INDIVIDUAL(S) WHO OBSERVED THE INCIDENT




        6. WHEN DID THE INJURY OCCUR?
            A) During a practice session
             B) During a game
             C) Warming up for a game
             D) Not related to softball team
             participation
             E) Other:
             _____________________________

        7. FIELD/FACILITY CONDITION
             Condition of infield:
             Condition of outfield:
             Weather Conditions:


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8. DESCRIPTION OF INJURY SITUATION (Using as much detail as possible, provide
an objective description of the incident. Be concise, accurate and non-judgmental.)
 e.g. Collision between two players attacking a ball




9. WHAT BODY PART WAS INJURED?
A) Head                 B) Face                               C) Neck
D) Back                 E) Abdomen                            F) Shoulder
G) Upper                H) Elbow                              I) Lower Arm
Arm
J) Wrist                K) Hand                               L) Hip
M) Upper                N) Knee                               O) Lower
Leg                                                           Leg
P) Ankle                Q) Foot                               R) Other

10. TYPE OF INJURY
A) Concussion                  B) Laceration                   C) Bruise
D) Broken Bone                 E) Dislocation                  F) Sprain
G) Muscle Strain               H) Separation                   I) Tendinitis
J) Bursitis                    K) Cartilage Tear               L) Shin Splints
M) Other:
________

11. WAS THE INJURY PREVENTABLE?
      e.g. Poor field conditions (bumpy, holes)
      e.g. Faulty equipment (leg pads)
      e.g. Poor weather conditions, rainy, cold, snow, etc.




12. HOW WAS THE INJURY IMMEDIATELY TREATED?
A) Person continued to play with no treatment
B) Person continued to play following some treatment

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       e.g. Ankle wrap, bandage, ice, washing injury, etc
C) Person continued to play, seeking medical attention at a later time
D) Ice was applied and person sat out for remainder of game
E) Person taken to the hospital for medical attention immediately following
the injury
F) Other:
_________________________________________________________________
_____

13. WAS A DOCTOR CONSULTED ABOUT THIS INJURY?
A) Yes                B) No

i) How soon after the injury? ______________________________ (hours, days)

ii) Did the athlete go to Emergency right after the injury occurred?
A) Yes                       B) No

14. DIAGNOSIS BY DOCTOR (S).




15. HOW LONG WAS THE ATHLETE OUT OF ACTIVITY/COMPETITION?
A) Till the next                     B) Rest of the game
quarter/half
C) One game/match                    D) Two games/match
E) Three games/match                 F) Four games/match
G) Rest of                           H) Other:
championship                         _______________

16. WAS THIS A NEW INJURY OR A RECURRENCE OF A PREVIOUS INJURY?:
A) New                          B) Recurrence

17. WHAT WAS THE NATURE OF THE PREVIOUS INJURY?




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  18. COMMENTS FROM INDIVIDUAL(S) INVOLVED (Complete if injury occurred
  because of a possible discipline incident)




  19. REPORT SUBMISSION
Report submitted by:
Address:
City:                                  P/T:          Postal Code:
Signature:                                           Date:
Comments:




  20. FOLLOW UP ACTION
  The Official’s Supervisor must complete this section if injury involved a discipline
  infraction.

Was disciplinary action taken?   Yes      No         If Yes, what?
Further action suggested?        Yes      No         If Yes, what?
Head Official:                                       Official’s Supervisor:
Comments:                                            Comments:




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                                           Appendix XIV


                                   Sample Financial Statement
                                          (basketball)

Expenses
CCAA Licensing fee                    7,500$
Transportation                        4,000$
Banquet                               7,000$
Web Services                          3,500$
Audio Visual Services                 1,000$
Major Officials                       7,000$
Minor Officials                       1,000$
Volunteers (food & product)           3,000$
Hospitality (player, VIP, coaches)    4,000$
Printing (poster, program, etc.)      5,000$
Photography                           1,000$
Participant gifts                     4,000$
Souvenirs                             4,000$
Medical                               2,000$
Rentals(Bleachers)                    6,000$
Translation                           1,000$
                        Total         60,500$


Revenue
Sponsorship                           24,000$
Gate revenue                          10,000$
Accreditation                          5,500$
Champlain Foundation                  10,000$
Souvenirs                              6,500$
Grants                                 2,000$
Advertising                            2,500$
                        Total         60,500$




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                                                     Appendix XV

                                        - SPONSORSHIP GUIDELINES -


A.        GENERAL TERMS APPLICABLE TO ALL SPONSORSHIPS:

          (1)     The CCAA image and identity must remain prominent regardless of sponsor's involvement and
                   shall not be superseded by host identification.

          (2) The nature of the commercial sponsorship must not place any unreasonable demands or
              obligations on the association, member institution or athletes.

          (3) The nature of the sponsorship must be compatible with the objectives of the CCAA and the
              expressed purpose of the event.

          (4)     No two major sponsors or official suppliers from the same product category will be involved in
                  sponsoring the same event. This does not include advertising in the Championship
                  publication.


B.        SPONSORSHIP NEGOTIATIONS

          (1) At the time of the signing of this contract, the CCAA national sponsor agreements and official
              supplier contracts which are in effect and/or pending are listed in APPENDIX “A”.

          (2) Prior to the Host signing the contract, the Host shall inform the CCAA of all sponsor
              agreements and supplier contracts in effect or pending.

          (3) Subsequent to the signing of this agreement, the CCAA shall contact the host prior to
              negotiating any additional national sponsors/suppliers. The Terms and Conditions for the
              involvement of the additional national sponsors/suppliers shall be negotiated by the CCAA and
              the Host prior to the signing of the sponsorship agreement.

          (4) Subsequent to the signing of the agreement, the Host shall contact the CCAA prior to
              negotiation of any additional sponsors or suppliers.



C.        SPONSORSHIP CATEGORY DEFINITIONS

NOTE: The following sponsorship packages are offered as possible minimum standards or guidelines.
Hosts are entitled to create sponsorship packages as they see fit for sponsors signed subsequent to the
execution of this Agreement. All components of sponsorship agreements that are in place at the time of
the signing of this Agreement must be honored by the Host.

1.        TITLE SPONSOR (1 only / minimum cash and contra - $10,000):

     A.     Promotional Rights

            (1)      Event Title - The Official name of the CCAA Championship will be the e.g. “Company XYZ
                     CCAA National Basketball Championships.” The Sponsor shall be recognized as such in
                     all appropriate event collateral and promotional materials, ie. Event Poster and Program,
                     News Releases, Souvenirs, Flyers, Tickets, etc.;

            (2)      Event logo – Company name and/or logo incorporated;


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       (3)   Name and/or logo identification - Predominant and highest exposure on all appropriate
             Event collateral and promotional materials including, but not limited to, Event Poster and
             Program, News Releases, Souvenirs, Flyers, Tickets, etc.;

       (4)   Category and/or Product Exclusivity;

       (5)   Right to distribute promotional material to Event participants and/or spectators; and

       (6)   Right to use Event trademarks and/or images for promotional use by Company.


  B.   Media Coverage

       (1)   One (1) Four-colour full-page advertisement on back cover of Event Program;

       (2)   Recognition and identification on Official Event Website; and

       (3)   News release to announce NEW partnership. Recognition and identification in all Event-
             related news releases.



  C.   Signage / Messages

       (1)   Space for two (2) on-court banners for duration of Event– to be provided by Company; and

       (2)   Two (2) on-site P.A. announcements in each game/match for duration of Event.



  D.   Hosting / On-site Promotions

       (1)   Right to coordinate on-site retail promotions and/or have a display area or retail booth for
             duration of Event;

       (2)   Speaking and/or presentation opportunities for a Company representative at Press
             Conferences, Championship Award Banquets, and during the Closing Ceremonies and/or
             Medal Presentations;

       (3)   Four (4) VIP passes to all tournament activities, except CCAA Championship Awards
             Banquet;

       (4)   Two (2) invitations to CCAA Championship Awards Banquet;

       (5)   Twenty-five (25) General Admission tickets to Championship Finals; and

       (6)   Fifty (50) General Admission tickets to Championship Preliminary Games.




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2. PRESENTING SPONSOR(S) (2 maximum / minimum cash and contra - $5,000):

  A.   Promotional Rights

       (1)    Event Title - The Official name of the CCAA Championship will be the e.g. “CCAA
              National Basketball Championships presented by Company XYZ”. The Sponsor shall
              be recognized as such in all appropriate Event collateral and promotional materials, ie.
              Event Poster and Program, News Releases, Souvenirs, Flyers, Tickets, etc.

       (2)    Name and/or logo identification - Second highest exposure on all appropriate Event
              collateral and promotional materials including, but not limited to, Event poster and
              program, news releases, souvenirs, flyers, tickets, etc.

       (3)    Category and/or Product Exclusivity;

       (4)    Right to distribute promotional material to Event participants and/or spectators; and

       (5)    Right to use Event trademarks and/or images for promotional use by Company.


  B.   Media Coverage

       (1)   One (1) Full Page advertisement inside Event Program;

       (2)   Recognition and identification on Official Event Website; and

       (3)   News release to announce NEW partnership. Recognition and identification in all Event-
             related news releases.

  C.   Signage / Messages

       (1)   Space for one (1) on-court banner for duration of Event – to be provided by Company; and

       (2)   One (1) on-site P.A. announcement in each game/match for duration of Event.


  D.   Hosting / On-site Promotions

       (1)   Right to coordinate on-site retail promotions and/or have a display area or retail booth for
             duration of the event.

       (2)   Speaking and/or presentation opportunities for a Company representative at Press
             Conferences, Championship Award Banquets, and during the Closing Ceremonies and/or
             Medal Presentations.

       (3)   Two (2) VIP passes to the all tournament activities, except CCAA Championship Awards
             Banquet.

       (4)   Two (2) invitations to CCAA Championship Awards Banquet.

       (5)   Fifteen (15) General Admission tickets to Championship Finals.

       (6)   Twenty-Five (25) General Admission tickets to Championship Preliminary Games.




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3. MAJOR SPONSOR(S) (5 maximum / minimum cash and contra - $3,000):


  A.   Promotional Rights

       (6)    Name and/or logo identification – Recognition and identification on all appropriate Event
              collateral and promotional materials including, but not limited to, Event Poster and
              Program, News Releases, Souvenirs, Flyers, Tickets, etc.

       (7)    Category and/or Product Exclusivity;

       (8)    Right to distribute promotional material to Event participants and/or spectators; and

       (9)    Right to use Event trademarks and/or images for promotional use by Company.


  B.   Media Coverage

       (1)    One (1) Half Page advertisement inside Event Program;

       (2)    Recognition and identification on Official Event Website; and

       (3)    News release to announce NEW partnership.


  C.          Signage / Messages

       (1)     Space for one (1) off-court banner and/or sign for duration of Event – to be provided by
               Company; and

       (2)     One (1) on-site P.A. announcement per day for duration of Event.



  D.   Hosting / On-site Promotions

       (1)   Right to coordinate on-site retail promotions and/or have a display area or retail booth for
             duration of the event.

       (2)   Presentation opportunities for a Company representative at Press Conferences,
             Championship Award Banquets, and during the Closing Ceremonies and/or Medal
             Presentations.

       (3)   Two (2) VIP passes to the all tournament activities, except CCAA Championship Awards
             Banquet.

       (4)   Two (2) invitations to CCAA Championship Awards Banquet.

       (5)   Five (5) General Admission tickets to Championship Finals.

       (6)   Ten (10) General Admission tickets to Championship Preliminary Games.




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4.        ASSOCIATE SPONSOR (S) (10 maximum / minimum cash and contra - $2,000):


     A.   Promotional Rights

          (1)   Name and/or logo identification – Recognition and identification in Event Program;

          (2)   Right to distribute promotional material to Event participants and/or spectators; and

          (3)   Right to use Event trademarks and/or images for promotional use by Company.


     B.   Media Coverage

          (1)   One (1) Quarter Page advertisement inside Event Program;

          (2)   Recognition and identification on Official Event Website; and

          (3)   News release to announce NEW partnership.


     C.   Signage / Messages

          (1) Space for one (1) off-court banner for duration of Event – to be provided by Company; and

          (2) Total of three (3) on-site P.A. announcements for duration of Event.


     D.   Hosting / On-site Promotions

          (1) Presentation opportunities for a Company representative;

          (2) Two (2) VIP passes to the all tournament activities, except CCAA Championship Awards
                Banquet.

          (3) Two (2) General Admission tickets to Championship Finals.

          (4) Four (4) General Admission tickets to Championship Preliminary Games.


     5.     SUPPLIER SPONSOR(S) (Product to Host / If CCAA finds contra, which Host accepts, then
            the CCAA receives from the Host, 7.5% of wholesale value, as determined by the Supplier, of
            same.)


     A.   Promotional Rights

          (1)   Name and/or logo identification – Recognition and identification in Event Program;

          (2)   Right to distribute promotional material to Event participants and/or spectators; and

          (3)   Right to use Event trademarks and/or images for promotional use by Company.




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     B.    Media Coverage

           (1)    One (1) Quarter Page advertisement inside Event Program;

           (2)    Recognition and identification on Official Event Website; and

           (3)    News release to announce NEW partnership.


     C.    Signage / Messages

           (1)    Space for one (1) off-court banner for duration of Event – to be provided by Company; and

           (2)    Total of two (2) on-site P.A. announcements for duration of Event.


     D.    Hosting / On-site Promotions

           (1)    Presentation opportunities for a Company representative;

           (2)    Two (2) VIP passes to the all tournament activities, except CCAA Championship Awards
                  Banquet.

           (3)    Two (2) General Admission tickets to Championship Finals.

           (4)    Four (4) General Admission tickets to Championship Preliminary Games.


6.        CCAA CHAMPIONSHIP AWARDS BANQUET

     1. PRESENTING SPONSOR(S) (2 maximum / minimum cash and contra - $3,000)

          A.     Promotional Rights

           (1) Event Title - The Official name of the Awards Banquet will be the e.g. “CCAA Championship
               Awards Banquet presented by Company XYZ”. The Sponsor shall be recognized as such
               in all appropriate Event collateral and promotional materials, ie. Event Poster and Program,
               News Releases, Souvenirs, Flyers, Tickets, etc.;

           (2) Name and/or logo identification – Recognition and identification on all appropriate
               Championship Awards Banquet collateral and promotional materials; and

           (3) Category and/or Product Exclusivity.

           (4) Right to use Event trademarks and/or images for promotional use by Company.

          B.     Media Coverage

                 (1) One (1) Full Page advertisement inside Championship Award Banquet Program; and

                 (2) Recognition and identification on Official Event Website.




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        C.   Signage / Messages

             (1)     Space for one (1) off-court banner and/or sign at the Championship Awards Banquet –
                     to be provided by Company; and

             (2)     One (1) on-site P.A. announcement for duration of Event.


        D.   Hosting / On-site Promotions

             (1)     Speaking and/or presentation opportunities for a Company representative at
                     Championship Awards Banquets; and

             (2)     Two (2) VIP passes to the all tournament activities, including CCAA Championship
                     Awards Banquet.


   2.    SUPPLIER (Product to Host)

        A.         Promotional Rights

             (1)     Name and/or logo identification – Recognition and identification on all appropriate
                     Championship Awards Banquet collateral and promotional materials; and

             (2)     Right to use Event trademarks and/or images for promotional use by Company.

        B.         Media Coverage

             (1)     One (1) Quarter Page advertisement inside Championship Awards Banquet Program;

             (2)     Recognition and identification on Official Event Website; and

        C.   Signage / Messages

             (1)     Space for one (1) off-court banner and/or sign at the Championship Awards Banquet –
                     to be provided by Company; and

             (2)     One (1) on-site P.A. announcement for duration of Event.

        D.   Hosting / On-site Promotions

             (1)     Presentation opportunities for a Company representative at Championship Award
                     Banquets; and

             (2)     Two (2) VIP passes to the all tournament activities, including CCAA Championship
                     Awards Banquet.


PLEASE NOTE: At the exclusion of Supplier, contra is not to exceed 25% of total value of sponsorship
contribution.




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                                       Appendix XVI


                        PACKAGING EVENT SPONSORSHIP

Seeking Sponsorship
Step 1:    Decide what you want sponsorship for
Step 2:    Prepare a sponsorship package:
              a) Profile who we are – the target market you are offering
              b) What benefits we can offer a sponsor
              c) Prepare a sponsorship level and benefits chart
Step 3:    Target potential sponsors
Step 4:    Secure and service our sponsors

What do you want Sponsorship for?
         The entire event?
         Purchase of equipment?
         Preparation or printing publications?
         Travel / accommodation costs?
         Advertising / promotion costs?
         Grounds / facilities?

What can we offer?
       Advertising space (programs, website, etc.)
       Signage and banners
       Free tickets / admission to event
       Opportunity to host associated lunches, dinners, etc.
       Opening functions or events (Opening Ceremonies)
       Presentation of Awards
       Name / logo on programs, website, media releases, advertisements
       Name mentioned during competition announcements (P.A. announcements)
       Souvenir opportunities (hats, shirts, shorts, etc.)
       Naming rights to event
       Opportunities for company staff involvement

What are sponsors looking for?
        Sponsors are looking for people who are potentially in the market for their
         products / services
        Sponsors are looking for an opportunity; you may be offering them an
         opportunity they never thought of
        Sponsors will be looking to see that sponsoring your event will be more
         effective than spending $ on other forms of promotion / advertising (ROI)
        Sponsors want to be associated with success.




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Seeking Sponsors
        Prepare a contact list of potential sponsors who seem to be a match with us.
        Once you have a proposal and a list of potential sponsors, contact them.
        Make initial contact with companies and ask for the Manager or Marketing
         Manager.
               Briefly introduce yourself and the event
               Suggest you will send a sponsorship proposal
               Send proposal to appropriate person with that company
        Follow-up your proposal with a phone call (approx. 5 days after proposal has
         arrived)
        Try and find out when you might expect a reply, is there any other information
         you can supply them, are there things in the proposal they would like
         explained
        If your proposal is accepted arrange a meeting to discuss in detail to begin to
         personalize your contact and develop a relationship

Preparing a Sponsorship Package
        Profile the championship and host
        Profile the sport
        Highlight the features of being a sponsor of the championship
        Sponsorship levels and benefits

Sponsorship Package – Championship & Host Profile
      Brief description of Championship and Host (Dates, locations, participants,
        hosting history, competitive history)
      Brief description of CCAA (# of members, mission statement, other major
        events)
      Stats on the following:
        o Participants (athletes / volunteers / coaches age, gender)
        o Expected reach (spectators, capacity, school enrolment)

Sponsorship Package – Sport Profile
     Description of sport, past winners, names that would stand-out, why sponsor
      sport and this sport / event in particular

Sponsorship Features
 Associate with success
 Reach hundreds of potential consumers through advertising and promotions at
    National Championship (pre, during, post)
 Access to CCAA membership through: e-mail, website, newsletter, etc…
 Reach niche target markets
 Partner with a sport that provides opportunities for all participants; athletes,
    coaches, officials and volunteers
 Promotion on INSERT EVENT WEB SITE



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Sponsorship Levels & Benefits
Outline the benefits a sponsor would receive in the following areas:

   Advertising and Promotion
    News release, ad space, banner, mailing, e-mail, p.a. announcements, logo
     space

   Invitations to special events
    VIP passes to All-Canadian banquet, tournament games, VIP lounge,

   Nationals Recognition
    Website, logo in program / poster, sponsor appreciation

   Decide on Sponsorship Levels ($):
   See appendix XIII (guide only tailor the packages to the sponsors needs and
   desires)
           Title x 1
           Presenting (x2)
           Major Sponsor
           Associate Sponsor
           Official Supplier (print materials, awards etc)
           Banquet
           Hospitality Room / lounge
           Website advertising
           Program advertising
           Media Conference

Servicing your Sponsors
 If you promised it, than deliver it!
   Don’t try to save or make money by giving a sponsor less than you had agreed. If
   you think of something else that you can offer a sponsor and the cost or difficulty is
   minimal, do it!

 Try to build a relationship with the sponsor
  Don’t over do it, but there is a lot to be said for some friendly contact.

 Follow-up after the event
   Call your sponsor and find out how the sponsorship worked for them. They may
     provide you with valuable information for your next proposal. Mementos of a
     sponsorship are also a nice gesture. Something as simple as a photograph can
     make a big impact.
   You should provide your sponsors with a brief report, which would include
     information such as:
               o Attendances – the breakdown of males, females, adults, children.
                    consider (don’t overdo the workload though) the possibility of
                    conducting questionnaires or interviews with attendees – this


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                  information can help to give a profile of the sort of people who
                  attend your events
              o   What were your successes?
              o   Where there any problems or issues?
              o   How can you improve it?
              o   Did your sponsorship achieve its goal, or purpose?
              o   Did your sponsor get value for his money?
              o   Did your club get value for the money?




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                                                      Appendix XVII


                                          Website Lexicon
                         - Terms commonly used for official championship website -
                       English                                                            French
                          home                                                               accueil
                        schedule                                                             horaire
                        result(s)                                                          résultat(s)
                         team(s)                                                            équipe(s)
              CCAA All Canadien Banquet                                       Banquet "All Canadian" de l'ACSC
   Canadian Collegiate Athletic Association (CCAA)                    Association canadienne du sport collégial (ACSC)
    Atlantic Collegiate Athletic Association (ACAA)                    Association atlantique du sport collégial (AASC)
      Quebec Student Sport Federation (QSSF)                          Fédération québécoise du sport étudiant (FQSE)
    Ontario Colleges Athletic Association (OCAA)                      Association du sport collégial de l'Ontario (ASCO)
    Alberta Colleges Athletic Conference (ACAC)                       Conférence du sport collégial de l'Alberta (CSCA)
                                                                        Association du sport collégial de la Colombie-
British Columbia Colleges' Athletic Association (BCCAA)
                                                                                     Britannique (ASCCB)
                     sponsor(s)                                                         commanditaire(s)
                       photo(s)                                                             photo(s)
                        link(s)                                                               lien(s)
                  team information                                                 information aux équipes
                       welcome                                                             bienvenue
                   news and notes                                                      nouvelles et notes
                        March                                                                  mars
   Monday, Tuesday, Wednesday, Thursday, Friday,                       lundi, mardi, mercredi, jeudi, vendredi, samedi,
                 Saturday, Sunday                                                          dimanche
                   student-athlete                                                     étudiant(e)-athlète
                       women's                                                               féminin
                        men's                                                               masculin
              Women's All Star Team                                            Équipe par excellence féminine
                Men's All Star Team                                           Équipe par excellence masculine
            Player of the Game (women)                                                Joueuse de la partie
             Player of the Game (men)                                                  Joueur de la partie
                     Contact Us                                                          Contactez-nous
                 media information                                                  information aux médias
                  tournament chair                                                    Président de tournoi
                  tournament draw                                                      tableau du tournoi
        (Women's Soccer) Coach of the Year                                Entraîneur de l'année (en soccer féminin)
        (Women's Soccer) Player of the Year                                 Joueur de l'année (en soccer féminin)
          (Women's Soccer) All Canadians                               Athlètes étoiles canadiens (en soccer féminin)
                 Gold Medal Round                                                Partie pour la médaille d'or
                        Silver                                                               Argent
                Bronze Medal Round                                            Partie pour la médaille de bronze




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                                     Soccer Lexicon

            English                                            French

                                             A

           4-3-3 system                                      système 4-3-3
           5-3-2 system                                      système 5-3-2
          9.15 penalty arc                                   arc des 9,15 m
         anticipate a pass                             aller au devant du ballon
       attack down the field                                    descente
           attack the ball                                 attaquer le ballon
          attacking tactics                                tactique offensive
         award a free kick                              accorder un coup franc

                                             B
            ball control                                         amorti
          ball out of play                                ballon hors du jeu
          ball reception                                 réception du ballon
         ball; soccer ball                                ballon (de soccer)
            bicycle kick                                       bicyclette
           body contact                                 engagement physique
           bounce shot                                      tir au rebond
               break                                          échappée
         build of a player                               gabarit d'un joueur

                                             C
            cannon shot                                     tir en puissance
           carry the ball                                    porter le ballon
            centre back                                       arrière centre
            centre circle                             cercle central; rond central
          centre forward                                       avant centre
         circulate the ball                             faire circuler le ballon
              clear (to)                                         dégager
             clearance                                         dégagement
                cleats                                  chaussures de soccer
             cleat; stud                                         crampon
        combined marking                                      défense mixte
          control the ball                                contrôler le ballon
             control (to)                                         amortir
             corner arc                                     surface de coin
             corner flag                                   drapeau de coin
         cross a highball                                 centrer en hauteur
           cross the ball                                         centrer
 cross the ball back from the goal
                                                           centrer en retrait
                 line
      cross the ball forward                               centrer en avant


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             crossbar                                   barre transversale

                                            D
         dangerous play                                   jeu dangeureux
            deep pass                                 passe en profondeur
        defensive tactics                               tactique défensive
         direct free kick                                coup franc direct
         disallow a goal                                   annuler un but
               dive                                          plongeon
             dive (to)                                        plonger
              dodge                                       éviter; esquiver
              dribble                                          dribble
    dribble past an opponent                          dribbler un adversaire
             dribbling                                  conduite du ballon
             drop ball                               balle à terre; entre-deux
              dummy                                            feinte
        duration of game                                  durée du match

                                            E
            extra time                                     prolongation

                                            F
                  fake                                         feinte
          feed the attack                               alimenter l'attaque
           first substitute                             douzième homme
            flood-lighting                               éclairage artificiel
                forward                                  avant; attaquant
            forward pass                               passe en profondeur
                   foul                                         faute
               free kick                          coup de pied placé; coup franc
             front striker                                avant de pointe
            frontal attack                            attaque en profondeur
               full-back                                       arrière

                                            G

             get clear                                     échapper (s')
               goal                                                but
             goal area                                     surface de but
                                                sortie de but; renvoi de but; remise
             goal kick
                                                                 en jeu
            goal line                                        ligne de but
            goal nets                                        filets de but
           goalkeeper                                      gardien de but
goalkeeper coming off his goal line                   sortie du gardien de but

                                            H
             half-time                                       mi-temps


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          half-volley shot                                 tir en demi-volée
            half-way line                         ligne du milieu; ligne médiane
              handball                                        faute de main
              handling !                                          main !
               harass                                            harceler
               hat trick                                   coup du chapeau
           head the ball                                   frapper de la tête
               header                                tir de la tête; coup de tête
          hit an opponent                               frapper un adversaire
hold an opponent with the hand (to)              tenir un adversaire avec la main
       hold an opponent (to)                           retenir l'adversaire

                                            I
     IFA (International Football                FIFA (Fédération Internationale de
              Association)                            Football Association)
           illegal challenge                             charge illégale
           indirect free kick                          coup franc indirect
                injury time                                arrêt de jeu
                   inside                                    intérieur
             inside forward                                    inter
                 inside left                              inter gauche
               inside right                                 inter droit
                   instep                                 coup de pied
              intercept (to)                               intercepter
 International Football Association                Fédération Internationale de
                    (IFA)                          Football Association (FIFA)
      interruption of the game                             arrêt de jeu
         interruption of time                              arrêt de jeu

                                            J
       jump at an opponent                           sauter sur un adversaire

                                            K
                kick                                     coup de pied
              kick-off                              engagement; coup d'envoi
           kick the ball                                     botter
             kick (to)                               donner un coup de pied

                                            L
             late tackle                               tacle à retardement
             left-footed                                      gaucher
               left back                                  arrière gauche
            left outside                                   ailier gauche
               left wing                                   aile gauche
             left winger                                   ailier gauche
          legal challenge                                 charge loyale
              linesman                                   juge de touche


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        long clearance                            dégagement long
           long pass                                passe longue
      lose one's marker                            démarquer (se)

                                       M
        make a save                                 faire un arrêt
     man-to-man defense                          défense individuelle
     man-to-man marking                          marquage individuel
          mark (to)                                   marquer
           marking                                   marquage
  Men's under 20 CONCACAF                    Championnat masculin des
        Championships                       moinsde 20 ans CONCACAF
        midfield player                     milieu de terrain (joueur de)
          misconduct                                incorrection

                                       O
            obstruct                               faire obstruction
          obstruction                                 obstruction
            off-side                               hors-jeu (joueur)
         off-side goal                         but marqué sur hors-jeu
       off-side position                         position de hors-jeu
         off-side trap                             mise en hors-jeu
       one-touch pass                            passe par déviation
            one-two                                    une-deux
      one touch passing                            jeu en déviation
        overhead kick                           coup de pied retourné

                                       P
             pass                                         passe
    pass into (a/the) space                       passer dans le trou
            penalty                                      penalty
         penalty area                            surface de réparation
                                           coup de pied de réparation; coup
         penalty kick
                                                de pied au but; penalty
      penalty shoot out                          séance de tirs au but
                                             point de réparation; point de
         penalty spot
                                                         penalty
       penetrating pass                          passe en profondeur
             pitch                                   terrain de jeu
       play the ball (to)                          manier le ballon
      play with the head                            jouer de la tête
      player substitution                     remplacement d'un joueur
      playing formation                             système de jeu
        playing system                              système de jeu
        position switch                               permutation
         powerful shot                                tir puissant
           punch-out                            dégagement du poing


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                                              pousser un adversaire avec la
 push an opponent with the hand
                                                          main
    put a player off balance                          déséquilibrer
  put up a very strong defence                          bétonner

                                         R
             red card                                 carton rouge
                 referee                                  arbitre
                   rest                                   pause
          restart of game                             reprise du jeu
        retreating defence                              recul-frein
             right-footed                                 droitier
               right back                              arrière droit
       right midfield player                            demi-droit
            right outside                               ailier droit
               right wing                               aile droite
            right winger                                ailier droit
              run upfield                                 monter

                                         S
              sanction                                    sanction
                save                                       parade
        second substitute                           treizième homme
            sending off                                  exclusion
            shin guards                               protège-tibias
                 shirt                                     maillot
                shoot                                        tirer
         short clearance                           dégagement court
             short pass                                passe courte
               shorts                                        short
         shot at the goal                                tir au but
            side attack                           attaque par les ailes
    six yard line; six-yard line                   ligne des 6 mètres
           sliding tackle                               tacle glissé
               Soccer                                      soccer
            spearhead                                avant de pointe
                 stop                                        arrêt
           straight pass                              passe directe
           straight shot                                  tir direct
               striker                                 avant; buteur
          strong defence                                    béton
             stud, cleat                                 crampon
              sweeper                              libero; verrouilleur
                                             changement d'aile; renversement
          switching play
                                                         d'attaque

                                         T


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        tackle an opponent                      charger un adversaire; tacler
 tackle an opponent from behind                       tacler par derrière
   take a player out of position                   mettre hors de position
            team-mate                                        partenaire
               throw                                   renvoi de la main
                                             rentrée en touche; remise en jeu à
             throw-in
                                                             la touche
             throw-out                             dégagement à la main
          toss of the coin                                tirage au sort
                touch                                          touche
             touch line                                 ligne de touche
             touch line                                 ligne de touche
          trap control (to)                                   amortir
              trapping                                         amorti
       trip (to); trip up (to)                     faire un croc-en-jambe

                                         U
            upfield run                                   montée

                                         V
           volley shot                                  tir de volée

                                         W

              wall                                            mur
           warning                                     avertissement
          watch (to)                                       surveiller
         whistle blow                                 sifflet (coup de)
             wing                                             aile
         winger; wing                                        ailier
     wipe out an opponent                          effacer un adversaire
         WM system                                     système WM
          World Cup                                  Coupe du monde

                                         Y
           yellow card                                 carton jaune

                                         Z
          zone defence                               défense de zone




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                                Volleyball Lexicon

           English                                                 French

                                         A

         3-1-2 system                                           système 3-1-2
         3-2-1 system                                           système 3-2-1
         4-1-1 system                                           système 4-1-1
           4-2 system                                             système 4-2
           5-1 system                                             système 5-1
               ace                                            as; point de service
           ace spiker                                        smasheur, attaquant
            antenna                                                 antenne
           assisted hit                                 touche assistée; balle portée
              attack                                                 attaque
            attack-hit                                         frappe d'attaque
         attack-hit fault                                 faute de frappe d'attaque
        attack coverage                                        soutien d'attaque
                                                          système de couverture de
    attack coverage system
                                                                    l'attaque
        attack formation                                      système d'attaque
           attack line                                          ligne d'attaque
                                                           récupération de la balle;
    attack reception, digging                            récupération en défensive;
                                                                   défensive
                                                     spécialiste de l'attaque; spécialiste
        attack specialist
                                                                  à l'attaque
         attack support                                       soutien d'attaque
          attack zone                                           zone d'attaque
           attack (to)                                             attaquer
            attacker                                              attaquant
                                                       tentative de bloc; tentative de
        attempt to block
                                                                    contre
     authorize the service                                   autoriser le service

                                         B
      back court defence                                       défense arrière
       back court player                               joueur de ligne arrière; arrière
           back line                                             ligne arrière
        back line player                                   joueur de ligne arrière
       back movement                                    arrière; déplacement arrière
                                                         boulé arrière; chute arrière;
            back roll
                                                               roulade arrière
           back row                                              ligne arrière
        back row player                                joueur de ligne arrière; arrière
        back row setter                                 pénétrant; passeur pénétrant


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         backward fall                           chute arrière; boulé arrière
        backward pass                         réception arrière; passe arrière
         backward set                            passe arrière; chute arrière
             ball                                         ballon; balle
            ball hit                           touche de balle; ballon frappé
                                             balle bonne; balle dedans; balle
             ball in
                                                   en jeu; balle à l'intérieur
          ball in play                                    balle en jeu
        ball in the court                            balle dans le terrain
         ball in the net                               balle dans le filet
          ball keeper                                ramasseur de balles
                                             balle dehors; ballon à l'extérieur;
            ball out
                                                           hors limite
        ball out of play                                 balle hors jeu;
             Beach                                          de plage
                                                 tournoi volley-ball de plage
 beach-volley men's tournament
                                                            hommes
                                                 tournoi volley-ball de plage
beach-volley women's tournament
                                                            femmes
             block                                        contre; bloc
           block out                           block out; contre à l'extérieur;
         block point                        point de contre; contre marquant
       block specialist                             spécialiste du contre;
        block support                                  soutien de contre
          block (to)                                    bloquer; contrer
        blocked spike                         smash contré; attaque contrée
            blocker                                         contreur
        blocking fault                         faute du bloc; contre d'arrière
         blocking hit                                   touche du bloc
       blocking tactics                               tactique de contre
     bounce off the net                     rebond du filet; rebond sur le filet
        boundary line                       ligne de délimitation; ligne de jeu
          break a tie                       prendre l'avantage; briser l'égalité
             bump                                          manchette
  bump reception; bump pass                        réception en manchette
          bump set                                   passe en manchette

                                        C
    Canada Cup Invitational                  Coupe du Canada sur invitation
     catch; catch the ball                  recevoir; attraper; saisir (le ballon)
         caught ball                                   ballon attrapé
          centre line                          ligne centrale; ligne médiane
        centre player                         joueur centre; joueur de centre
           change                               changement; remplacement
                                                   changement de camp;
        change of court
                                                   changement de terrain
       change of service                          changement de service



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                                                  changement de camp;
       change of sides
                                                   changement de côté
       choice of service                              choix du service
        collective block                                contre collectif
       collective tactics                            tactique collective
                                           dispositif; combinaison offensive;
         combination
                                                       shéma tactique
    compulsory substitution                       remplacement imposé
       contact of the ball                             touche de balle
       contact of the net                       filet touché; faute de filet
      contact with the net                          contact avec le filet
          contact (to)                                     toucher
                                           camp; terrain (de jeu); surface de
             court
                                                              jeu;
        court coverage                             couverture du terrain
     covering the receiver                         soutien de réception
             cross                                           croix
          cross spike                                    smash croisé
     cross the attack line                     franchir la ligne d'attaque
        crossing space                              espace de passage
                                             passage de la ligne centrale;
    crossing the centre line
                                                franchir la ligne centrale
                                           passage du plan du filet; franchir
     crossing the net line
                                                   le plan du filet

                                       D

          dead ball                                     balle morte
         deciding set                       manche finale; manche décisive
                                            position de défense; position en
       defence position
                                               défense; position défensive
                                                spécialiste de la défense;
      defence specialist
                                                  spécialiste en défense
                                              système de défense; système
       defence system
                                                          défensif
       defensive block                                contre défensif
       defensive player                       défenseur; joueur en défense
       defensive tactics                            tactique défensive
       delay in service                           retard dans le service
                                           retarder intentionnellement le jeu;
        delay the game
                                                     perdre du temps
                                               avertissement pour perte de
        delay warning
                                             temps/pour avoir retardé le jeu
                                              manchette (défensive); passe
              dig
                                              basse; récupération; défense
                                            spécialiste de la défense; joueur
            digger
                                                        en défense
           digging                               récupération de la balle
       dink the ball (to)                                  placer

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            direct spike                                  smash direct
          disqualification                               disqualification
                dive                                        plongeon
            double fault                                  double faute
                                                 double touche; doublé; double
             double hit
                                                             contact
           double setter                                  système 4-2
              drop                                           amorti
              dump                                 attaque en seconde main
           dump the ball                          placement accéléré; offensif

                                            E
           earn a side out                             récupérer le service
             end blocker                                  contreur d'aile
               end line                                    ligne de fond
            end of game                                     fin de match
              end point                                     point décisif
           enter the game                                  entrer en jeu
    error in the rotational order                     erreur dans la rotation
                                                  erreur dans l'ordre de service;
     error in the service order
                                                 erreur dans l'ordre des serveurs

                                                remplacement exceptionnellement
 exceptionally illegal substitution                   irrégulier; substitution
                                                  exceptionnellement irrégulière

                                                 fin du temps mort; fin du temps
       expiration of time-out
                                                             d'arrêt
          exterior space                                 espace extérieur

                                            F
                                                  simuler un contre; feindre un
           fake a block
                                                                contre
                   fault                                         faute
                   feint                                         feinte
               feint attack                               feinte de smash
                 final set                               manche décisive
                fire pass                                  passe tendue
              first referee                                premier arbitre
              first service                               premier service
           first team player                         titulaire; joueur partant
 five second rule; five-second rule                    règle de 5 secondes
                    flag                                  fanion; drapeau
                   flight                                     trajectoire
      float serve; floating serve                          service flottant
                                                service balancier flottant; service
       floating tennis serve
                                                           tennis flottant
           floor mopper                                        essuyeur


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            follow the ball                            accompagner le ballon
                  forfeit                                       forfait
           form the block                          former le bloc; former le contre
               formation                                      formation
formation service; formation at own
                                                         formation au service
                 service
     forward set; forward pass                               passe avant
                   foul                                          faute
                four hits                                  quatre touches
                free ball                                     balle facile
               front dive                                plongeon en avant
               front row                                     ligne avant
 front row player; front court player                joueur de ligne avant; avant

                                              G
               game                                           manche, set
                                                  capitaine de jeu; capitaine en jeu;
           game captain
                                                        capitaine sur le terrain
         game interruption                                interruption de jeu
                                                   formation de jeu; alignement de
           game line-up
                                                                  jeu
             game lost                              manche perdue; match perdu
           game position                                    position en jeu
           game system                                      système de jeu
            game won                               manche gagnée; match gagnée
           group screen                                      écran collectif

                                              H

                                                   demi-boulé; demi-roulade; lob
              half-roll
                                                           court; lob amorti
             held ball                               ballon tenu/collé/transporté
              high hit                              touche haute; attaque haute
           high position                                    position haute
              high set                                       passe haute
                 hit                              touche; frappe; contact; attaque
             hit attack                                   attaque smashée
                                                     frapper; smasher; toucher;
               hit (to)
                                                               attaquer
        horizontal net band                           bande horizontale du filet

                                              I
                                                   contre irrégulier; bloc irrégulier;
            illegal block
                                                      contre illégal; bloc illégal
                                                   touche illégale; frappe illégale;
             illegal hit
                                                            attaque illégale
           illegal serve                                   service incorrect
       impossible judgment                              jugement impossible


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                                                    demande d'interruption non
 improper request for interruption
                                                                 fondée
          incomplete team                                équipe incomplète
           individual block                        contre à un; contre individuel
         individual screen                                  écran individuel
          individual tactics                         tactique(s) individuelle(s);
International Volleyball Federation                Fédération Internationale de
                (IVBF)                                    Volley-Ball (FIVB)
           interrupted play                                 jeu interrompu
          interruption fault                             faute d'interruption
                                                           interruption pour
   interruption for substitution                 remplacement/pour changement
                                                    de joueur/pour substitution
       interruption of play                               interruption de jeu
     interval between sets                            arrêts entre les manches
  IVBF (International Volleyball                FIVB (Fédération Internationale de
           federation)                                        Volley-Ball)

                                            J
       jump set; jump pass                            passe en suspension

                                            K
            knee pad                                       genouillère

                                            L
            lateral spike                       smash latéral; smash sur la ligne
         lateral volley set                                  passe latérale
          leave the court                                   sortir du terrain
                                                attaquant gauche; attaquant en 4;
           left attacker
                                                           attaquant à l'aile
             left back                              arrière gauche; joueur en 5
             left front                             avant gauche; joueur en 4
            left player                                     joueur gauche
        legal interruption                           interruption réglementaire
    legal serve; legal service                              service correct
                                                       remplacement régulier;
        legal substitution
                                                         substitution en règle
                                                 soulever le ballon; transporter le
            lift the ball
                                                                  ballon
              line-up                                           formation
                                                       fiche de position; carte
    line-up sheet; line-up card
                                                              d'alignement
               line fault                                    faute de ligne
            line up (to)                                          aligner
              linesman                                        juge de ligne
        lose the rally (to)                                perdre l'échange
          loss of service                                  perte de service


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           low contact                                 touche basse
          low defence                                  défense basse
          low position                                 position basse
          lower space                                 espace inférieur

                                         M
                                                 joueur principal; joueur clé;
           main player
                                                             titulaire
          make a drop                                    faire un amorti
                                              arbitres de la partie; arbitres du
         match officials
                                                              match
         match point                                     balle de match
 measuring rod; measuring stick                      toise; tige à mesurer
            middle                                            centre
        middle attacker                               attaquant de centre
         middle back                            arrière centre; arrière-centre
        middle blocker                                  contreur central
                                             avant centre; avant-centre; joueur
           middle front
                                                            de contre
                                                  position centrale; position
         middle position
                                                            moyenne
            midget                                             cadet
          miss the ball                                manquer le ballon
             move                                              coup
                                              déplacement avant; mouvement
movement forward; moving forward
                                                               avant
  movement sideways; moving                  déplacement latéral; mouvement
          sideways                                            latéral
      movement; moving                                    déplacement
                                             déplacement arrière; mouvement
        moving backward
                                                              arrière
        moving defence                                  défense mobile
        moving to the ball                       déplacement vers le ballon

                                         N

              net                                            filet
           net cable                                    câble du filet
            net fault                                   faute de filet
           net height                                  hauteur du filet
           net length                                 longueur du filet
            net line                              ligne centrale; médiane
           net mesh                                     maille du filet
            net post                                   poteau du filet
            net rope                                    corde du filet
           net width                                   largeur du filet
           net winch                                    treuil de filet
         numbered card                                carte numérotée


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                                           O
                                                  système d'attaque; système
         offence system
                                                              offensif
         offensive block                                 contre offensive
         offensive tactics                              tactique offensive
         one hand bump                               manchette à une main
          one hand dig                              récupération à une main
          one hand dive                               plongeon à une main
                                                passe à une main; touche à une
          one hand set
                                                               main
          one man block                          contre à un; contre individuel
             operator                                        opérateur
         opponent's court                                 camp adverse
         outgoing player                                  joueur sortant
         outside attacker                                attaquant d'aile
                                                  manchette en touche haute;
          overhand dig
                                               réception au-dessus des épaules
         overhand serve                          service au-dessus de l'épaule
                                               passe en touche haute; touche de
          overhand set
                                                               balle
             overspin                                         brosser

                                           P
               pass                                    passe; réception
             pass (to)                                      passer
                                               passage de la main au-dessus du
 passing one's hand over the net
                                                             filet
              pause                                         pause
           penetration                                   pénétration
        penetration fault                            faute de pénétration
 penetration into the opponent's
                                               pénétration dans le camp adverse
              space
                                                emplacement des entraîneurs;
        place for coaches
                                                    zone des entraîneurs
                                                emplacement des remplaçants;
       place for substitutes
                                                    zone des remplaçants
                play                                     phase de jeu
               player                                        joueur
          player's bench                              banc des joueurs
         player's uniform                            uniforme du joueur
  player in position (1,2,3,4,5,6)               joueur en zone (1,2,3,4,5,6)
           playing action                                action de jeu
            playing area                                surface de jeu
       playing combination                           combinaison de jeu
                                                 contact du ballon; frappe du
         playing the ball
                                                    ballon; jouer le ballon
  positional fault; position fault                    faute de position

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                                           protection des poteaux; protection
         post padding
                                                  coussinée du poteau
                                                attaque en force; attaque
         power attack
                                            puissante; attaque en puissance
           power hit                               frappe en puissance
         power serve                       service smashé; service puissant
         push the ball                               pousser le ballon
       put into play (to)                              mettre en jeu
    put spin on the ball (to)                         brosser la balle

                                       Q
         quick offense                               attaque rapide

                                       R
              rally                                     échange
                                            position fondamentale; position
        ready position                       préparatoire; position de base;
                                              position « prêt à intervenir »
             receive                             réceptionner; recevoir
            receiver                                 réceptionneur
      receiving formation                        formation de réception
        receiving team                      équipe en réception (de service)
           reception                                    réception
                                              soutien de réception; soutien
      reception coverage
                                                        d'attaque

                                                spécialiste de réception;
      reception specialist
                                           spécialiste en réception de service

            red card                                   carte rouge
        referee's cards                             cartes d'arbitrage
        referee's stand                            chaise d'arbitrage
                                            remplacement/substitution de
         replacement
                                                           joueur
                                            demande de remplacement/de
     replacement request
                                                 substitution de joueur
    request for interruption                    demande d'interruption
                                            demande de remplacement/de
    request for substitution
                                                 substitution de joueur
           rest period                                      repos
     resume the game (to)                            reprendre le jeu
             retriever                            ramasseur de balles
         right attacker                               attaquant droit
            right back                                 arrière droit
            right front                                 avant droit
          right player                       joueur droit; joueur de droite
         right to serve                              droit au service
                roll                         chute; boulé; roulade; amorti
              rotation                                    rotation

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         rotation order                           position des joueurs
                                            erreur dans la rotation; faute de
        rotational fault
                                                         rotation
       roundhouse serve                             service balancier
       roundhouse spike                             smash balancier

                                       S

                                           sanction pour perte de temps/pour
       sanction for delay
                                                     avoir retardé le jeu
                                              sanction de temps mort/pour
     sanction for time-out
                                             temps mort/pour temps d'arrêt
         sanction scale                           échelle des sanctions
              score                                        pointage
          score sheet                                  feuille de match
           score table                               table du marqueur
    scoreboard; score board                        tableau de pointage
             scorer                                        marqueur
             screen                                          écran
       seam in the block                        ouverture dans le contre
              serve                                         service
        serve reception                            réception du service
            serve (to)                                       servir
             server                                         serveur
             service                                        service
          service area                            zone de service; carré
        service attempt                             tentative de service
                                             erreur de service; service raté;
         service error
                                                       service manqué
          service hit                                 frappe du service
                                              rotation au service; ordre au
         service order
                                                            service
         service point                                 point de service
       service specialist                         spécialiste du service
          serving fault                                faute de service
        serving tactics                              tactique de service
         serving team                                 équipe au service
               set                              manche; passe d'attaque
          set-average                                    set-average
              set-up                                     passe haute
             set lost                                  manche perdue
            set point                                  balle de manche
             set won                                   manche gagnée
             set (to)                                        passer
              setter                        spécialiste de la passe; passeur
         setter's bump                          attaque en seconde main
           setting set                                 passe d'attaque
            shoot set                                   passe tendue


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           short bump                                 manchette courte
           short pass                         passe courte; réception courte
           short serve                                   service court
                                               passe tendue; passe courte;
             shot set
                                                         passe rapide
          side arm serve                      service de côté; service latéral
       side band of the net                        bande de côté du filet
             side dive                                plongeon latéral
             side line                                   ligne de côté
         side net marker                     marque verticale du côté du filet
              side roll                         chute latérale; boulé latéral
          sidearm serve                               service balancier
              sideout                             changement de service
         simultaneous hit                            touche simultanée
                                             service haut; service arc-en-ciel;
sky ball serve; sky ball; sky serve
                                                         service lobbé
         sliced serve                                   service coupé
      space below the net                         espace inférieur du filet
           specialist                                      spécialiste
             spike                                            smash
                                            smasher dans le contre pour faire
     spike off the block (to)
                                                        sortir le ballon
    spike over the block (to)                 smasher au-dessus du contre
    spike past the block (to)                    smasher à côté du contre
           spike (to)                                       smasher
           spike (to)                                       smasher
         spiked attack                                attaque smashée
             spiker                                attaquant; smasheur
                                             service smashé; service brossé;
            spin serve
                                                          service haut
            start of set                                 début du set
   starting defensive position                            pré-défense
                                                formation initiale; formation
         starting line-up
                                               partante; alignement partant
         starting player                                joueur partant
         starting player                                joueur partant
        starting position                           position des joueurs
       stationary defence                             défense statique
              stroke                                           coup
                                             contre marquant; contre qui met
            stuff block
                                                       fin à l'échange
                                               remplaçant; substitut; joueur
            substitute
                                                           remplaçant
        substitution fault                        faute de remplacement
            support                                          soutien
             switch                                       permutation
            system                                           système



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                                                   organisation de réception;
       system for reception                        organisation collective en
                                                           réception

                                            T
                 tactic                                      tactique
                tactical                                     tactique
        tactical combination                          combinaison tactique
  tactical movement (of players)                       circulation tactique
             tactical plan                              schéma tactique
                                                 bande inférieure du filet; bande
               tape
                                                       horizontale du filet
     team-mate; team mate                                   coéquipier
        team formation                                  formation de jeu
        team in default                                    équipe forfait
                                                construction d'attaque; offensive;
          team offence
                                                        attaque collective
          technical fault                                faute technique
                                                   joueur universel; opposé du
         technique player
                                                             passeur
           tennis serve                                   service tennis
           tennis spike                                   smash tennis
         three man block                                   contre à trois
                                                  système de point par action;
             tie-break                          système de pointage continu; bris
                                                             d'égalité
time between games; time between
                                                           arrêt de jeu
               sets
       time out for recovery                       temps mort de récupération
                                                     demande de temps mort;
         time out request
                                                    demande de temps d'arrêt
                   tip                                       placement
    tip the ball behind the block               placer le ballon derrière le contre
 tip the ball in the weak area (to)                placer le ballon dans le trou
            tip the ball (to)                             placer le ballon
          tomahawk attack                        attaque puissante «tomahawk»
                top-spin                                      brosser
                                                service smashé; service brossé;
          top-spin serve
                                                            service lifté
              touch (to)                                      toucher
            touched ball                                   ballon touché
  touching the opponent's court                  contact avec le terrain adverse
         two-hand attack                             attaque en seconde main
         two-hand bump                               manchette à deux mains
           two-hand dig                             récupération à deux mains
          two-hand dive                               plongeon à deux mains
                                                passe à deux mains; réception à
          two-hand pass
                                                            deux mains


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           two-hand set                                       passe à deux mains
         two-man block                                           contre à deux
          two pass play                                       jeu à deux touches

                                              U

          U formation                                             formation en U
                                                         service par en dessous; service
        underhand serve
                                                                       bas

                                              V
     vertical plane of the net                                 plan vertical du filet
               volley                                        vollée; touche de balle
             volleyball                                             volley-ball
  volleyball men's tournament                            tournoi masculin de volley-ball
         volleyball player                               volleyeur; joueur de volley-ball
          volleyball team                                     équipe de volley-ball
 volleyball women's tournament                            tournoi féminin de volley-ball
          volleyball; ball                                     ballon de volley-ball

                                              W
          W formation                                            formation en W
            warm-up                                               échauffement
            warning                                               avertissement
weak area; weak area of the court                            zone faible; point faible
         win a side out                                       récupérer le service
          win the rallly                                       gagner l'échange
         windmill serve                                         service balancier
        winning a point                                           gain du point
       winning of service                                        gain du service

                                              Y
           yellow card                                             carte jaune

                                              Z
           zone line                                             ligne de zone
       zone (1,2,3,4,5,6)                                      zone (1,2,3,4,5,6)


                                    Basketball Lexicon

           English                                                  French

                                              A

     3/5/10/30 second rule                               règle des 3/5/10/30 secondes
      actual playing time                                    temps restant à jouer
           air dribble                                           dribble en l'air

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          ankle support                                      chevillère
              assist                                      passe décisive
              attack                                           attaque
            attack set                                   position d'attaque
         awarded basket                                   panier accordé

                                            B
            back court                                            zone arrière
            back pass                                           passe arrière
            backboard                                                panneau
                                                 tir par/avec le panneau; tir avec la
         backboard shot
                                                                     planche
        backboard support                                 support de panneau
             backcourt                                       zone de défense
        backcourt violation                                    retour en zone
          ball circulation                                circulation du ballon
  ball control; to control the ball                         contrôle du ballon
              ball fake                                       feinte de ballon
            ball in play                                         ballon en jeu
          ball movement                                   circulation du ballon
        ball out-of-bounds                                    ballon hors-jeu
         ball possession                                 possession du ballon
              ball spin                                        effet du ballon
                                                tir par le panneau; tir avec l'aide du
             bank shot
                                                                     panneau
        baseball pass                                       passe de baseball
           baseline                                              ligne de fond
       baseline throw-in                          remise en jeu de la ligne de fond
            basket                                                    panier
          basket net                                            filet du panier
          basketball                                         ballon de basket
          basketball                                               basket-ball
   Basketball Canada (NSO)                                 Basketball Canada
       basketball player                                           basketteur
     behind-the-back pass                                   passe dans le dos
         block a shot                              bloquer un tir; bloquer un lancer
           block (to)                                                bloquer
           blocking                                      blocage; obstruction
                                                  second lancer franc; lancer franc
         bonus free throw
                                                              supplémentaire
          bounce pass                            passe avec rebond; passe à terre
           bounce (to)                                          faire rebondir
          boundary line                                   ligne de délimitation
          box-and-two                            boîte plus deux; triangle plus deux
             break                                                    percée
                                                      percer l'avantage; prendre
            break a tie
                                                                   l'avantage


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        break away (to)                            échapper (s')
   break behind the defender               percée derrière le défenseur
       break through (to)                  pénétrer la défense; traverser
           break (to)                             percer; couper
          breakaway                               contre-attaque
          breaking off                              suspension
    bypass one's guard (to)                       démarquer (se)

                                       C
           cancel score                               panier refusé
           carry the ball                            porter le ballon
          catch the ball                            attraper le ballon
           central circle                             cercle central
               centre                                     centre
            centre line                    ligne de centre; ligne médiane
         change basket                             changer de panier
      change of direction                     changement de direction
         change of pace                        changement de rythme
      change of position                       changement de position
              charge                               passage en force
       charge a time out                        imputer un temps mort
     charge an opponent                          charger un adversaire
             charging                                     charge
           choice of ball                            choix du ballon
        choice of basket                             choix du panier
               circle                                      cercle
            clean shot                                   tir direct
     clear-the-boards (to)                        prendre un rebond
     cling to the opponent                        coller à l'adversaire
               coach                                    entraîneur
             collision                                   collision
      combined defence                             défense combinée
          control dribble                         dribble de contrôle
         control the ball                          contrôler le ballon
       controlled offence                           attaque retardée
          counter-attack                             contre-attaque
            criss-cross                    structure en cercle; criss-cross
              cut (to)                                    percer

                                       D

           dead ball                                 ballon mort
           defence                                    défense
       defence system                           dispositif de défense
         defend (to)                               défendre (se)
          defender                                   défenseur
      defensive balance                           équilibre défensif


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       defensive fallback                              repli défensif
       defensive rebound                             rebond défensif
          defensive set                           position de défense
       defensive triangle                          triangle de rebond
        delay the game                                retarder le jeu
        delayed offence                             attaque retardée
         diagonal pass                             passe transversale
           direct pass                                 passe directe
       disallowed basket                              panier annulé
         disqualification                             disqualification
        disqualifying foul                         faute disqualifiante
           double foul                                 double faute
         double screen                                 double écran
        double teaming                     boîte deux contre un; prise à deux
        downward flight                           phase descendante
              dribble                                 dribble (masc.)
    dribble with both hands
                                                 dribble à deux mains
         simultaneously
           dribble (to)                                 dribbler
             dribbler                            dribbleur; dribbleuse
               drive                                  pénétration
          drive the ball                           monter le ballon
       drive to the basket                        montée au panier
            drive (to)                                 pénétrer
            drop pass                               passe en retrait
             dummy                                       feinte
           dummy (to)                                   feinter
               dunk                                     smash
            dunk (to)                                  smasher

                                       E
    edge of the backboard                           bord du panneau
            end line                                  ligne de fond
    end out-of-bounds play                 attaque le long de la ligne de fond
        endline throw-in                   remise en jeu de la ligne de fond
   expiration of playing time                  expiration du temps de jeu
           expulsion                                     expulsion
     extended centre line                       ligne médiane prolongée
          extra period                                 prolongation

                                       F
                                             agiter les mains pour gêner la
        face guard (to)
                                                          vision
           fake shot                                   feinte de tir
            fake (to)                                     feinter
          fast break                                  contre-attaque



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                                             toucher de ballon; touche de la
         feel of the ball
                                                              balle
                    feint                                    feinte
                field goal                      tir de champ; tir extérieur
             field goal try                             tir au panier
                 fifth foul                           cinquième faute
               final score                              résultat final
                 first half                         première mi-temps
          five second rule                         règle des 5 secondes
  five, ten, thirty second count              délai des 5, 10, 30 secondes
          floating defence                            défense flottante
           follow the pass                            suivre sa passe
                forecourt                      zone avant; zone d'attaque
            forward pivot                              pivot en avant
     forward (right__, left__)                 ailier (droit, gauche); avant
                     foul                                    faute
                                              couloir/zone de lancer franc;
        free-throw lane
                                                     bouteille; raquette
          free-throw line                        ligne des lancers-francs
               free foot                                  pied libre
       free shot; free throw                            lancer franc
          freeze the ball                             garder le ballon
           front ball side                           côté fort du ballon
             front court                       zone avant; zone d'attaque
  full-court man-to-man press                    défense individuelle par
               defence                           harcèlement tout terrain
          full-court press                          pression tout-terrain
                                             mauvais contrôle involontaire du
             fumble
                                                            ballon

                                         G
          game clock                               chronomètre de jeu
         game rotation                               rotation du jeu
                gap                                      ouverture
 get free from the opponent (to)                      démarquer (se)
            give-and-go                                 passe-et-va
        go out-of-bounds                              sortir du terrain
           goal average                            moyenne des points
           goal tending                         intervention sur le ballon
         grant a time-out                        accorder un temps mort
               guard                                       arrière
       guard from the rear                        marquage par derrière
      guard (right__, left__)                     arrière (droit, gauche)
             guard (to)                             marquer un joueur
         guarded player                          joueur(euse) marqué(e)
              guarding                                   marquage
        guarding distance                         distance de marquage


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                                            H
   half-court man-to-man press                         défense individuelle par
              defence                              harcèlement à partir du centre
          half-court press                           pression sur demi-terrain
              half-time                                      mi-temps (la)
           handchecking                                contrôle avec les mains
          handle the ball                                  manier le ballon
           handoff pass                                   passe main à main
             head fake                                      feinte de la tête
              held ball                             ballon tenu; tenue du ballon
                help                                               aide
           high arc shot                                      tir en cloche
             high post                                         poste haut
            hit the ball                                   frapper le ballon
                                                retenir un adversaire; accrocher un
        hold an opponent
                                                               adversaire
            hook pass                                      passe en crochet
            hook shot                                tir à bras roulé; tir crochet

                                            I
   IBF (International Basketball                F.I.B.B. (Fédération Internationale
              Federation)                                   de Basketball)
            illegal dribble                                dribble irrégulier
        illegal use of hands                           usage illégal des mains
         individual defence                              défense individuelle
               inside play                         jeu à l'intérieur de la raquette
            inside screen                                   écran intérieur
                                                     faute intentionnelle; faute
          intentional foul
                                                              antisportive
           intercept the ball                            intercepter le ballon
              interception                                    interception
      interference with the ball                      intervention sur le ballon
              intermission                                       pause
             internal pass                                 passe intérieure
International Basketball Federation                 Fédération Internationale de
                  (IBF)                                  Basketball (F.I.B.B.)
       interruption of the game                           interruption de jeu

                                            J

               jam (to)                                       smasher
              jump ball                                      entre-deux
            jump circle                               cercle de mise en jeu
            jump pass                                 passe en suspension
             jump shot                                  tir en suspension
                jumper                                         sauteur
                                            K

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               key                                    raquette; bouteille
                                                 couloir/zone de lancer franc;
             keyhole
                                                      raquette; bouteille
        kill the clock (to)                             garder le ballon

                                          L
               lane                                            couloir
                                              tir par en-dessous; tir en course de
           lay-up shot
                                                          près; tir déposé
                                               arbitre de terrain avant; arbitre de
  lead official [only in the USA]
                                                    tête [n'existe qu'aux USA]
            lead pass                                       passe avant
            left guard                                    arrière gauche
               line-up                                       formation
              live ball                                     ballon vivant
             lob pass                                passe en lob, en cloche

                                          M
                                                marquage individuel; défense
      man-to-man defence
                                                      homme à homme
                                               marquage d'homme à homme;
     man-to-man guarding
                                                     marquage individuel
           mark (to)                                  marquer un joueur
       marker (5 foul)                               plaquette (5 fautes)
      men's touranament                                tournoi hommes
        midcourt line                                   ligne médiane
          middle post                                    pivot mi-haut
          middle shot                                      tir manqué
       miss the basket                                manquer le panier
            miss (to)                                        manquer
         missed shot                                       tir manqué
       mixed defence                          défense mixte; défense combinée
       moving screen                                     écran mobile
         multiple foul                                   faute multiple
      multiple free throws                         lancers francs multiples

                                          N
          neutral zone                                    zone neutre

                                          O
           obstruction                                   obstruction
        occasional contact                            contact accidentel
             offence                                       attaque
   offence against man-to-man
                                              attaque d'une défense individuelle
             defence
  offence against zone defence                  attaque d'une défense de zone

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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION             HOSTING MANUAL


      offensive balance                            équilibre offensif
         offensive foul                             faute offensive
       offensive player                                 attaquant
      offensive rebound                             rebond offensif
         offensive set                            position d'attaque
     on-the-ball-coverage                       couverture du ballon
        one-hand pass                             passe à une main
        one-hand shot                                tir à une main
          one-on-one                                  un contre un
         opening jump                                 engagement
      opponent's basket                             panier adverse
           opposition                                   opposition
        out-of-bounds                                     hors-jeu
          outlet pass                          passe de dégagement
                                            passe de dégagement; jeu à
         outside play
                                                        l'extérieur
        outside screen                              écran extérieur
         over and back                       retour du ballon en arrière
        overhead pass                         passe par-dessus la tête
        overhead shot                           tir par-dessus la tête
        overtime period                               prolongation

                                       P

              pass                                        passe
       pass and screen                                 passe écran
            pass (to)                                     passer
             passer                                      passeur
         path of player                      trajet effectué par un joueur
             penalty                                     pénalité
           penetrate                                     pénétrer
       personal contact                            contact personnel
         personal foul                             faute personnelle
          pick and roll                      écran et enrouler au panier
              pivot                                        pivot
           pivot foot                                 pied de pivot
          pivot player                                 joueur pivot
            pivot (to)                                    pivoter
             play off                                  phase finale
          play offence                             attaque organisée
           player foul                               faute de joueur
      playing court / field                           terrain de jeu
          playing time                                temps de jeu
           playmaker                                  meneur de jeu
         point average                           moyenne des points
          power drive                              passage en force
           press(ing)                      harcèlement; pression; pressing
   pressure an opponent (to)                    presser un adversaire


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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION               HOSTING MANUAL


          progress (to)                                 avancer
    progression with the ball                  progression avec le ballon
            push (to)                                   pousser
          put into play                                engager
    putting the ball into play                        mise-en-jeu

                                       R
             rebound                                     rebond
          rebound (to)                        prendre un rebond; rebondir
           receive (to)                                 recevoir
            reception                                  réception
        record the time                           décompter le temps
        recover the ball                          récupérer le ballon
             referee                                     arbitre
           referee (to)                                  arbitrer
   request a substitution (to)                demander un changement
     request a time-out (to)                   demander un temps mort
        restraining circle                        cercle de restriction
         restricted area                       zone réservée/restrictive
           right guard                                arrière droit
       rim (of the basket)                 anneau (du panier); bord du cercle
                 ring                                   anneau
            roll dribble                       dribble de renversement
          rule violation                         infraction aux règles
         running screen                          écran en mouvement

                                       S
       score a field goal                          marquer un panier
           score a shot                            marquer un panier
           score sheet                              feuille de marque
           scoreboard                              tableau de marque
               screen                                         écran
          screen away                         écran effectué loin du ballon
            screen (to)                                  faire écran
           second half                        deuxième/seconde mi-temps
            set offence                             attaque organisée
              set shot                                    tir à l'arrêt
           seventh foul                               septième faute
          shoot the ball                             lancer le ballon
      shoot to the basket                             tirer au panier
              shooter                                         tireur
         shooting angle                                  angle de tir
        shoot; throw (to)                                      tirer
             short shot                                   tir de près
       shot to the basket                               tir au panier
            shot; throw                                    tir; lancer
              side line                      ligne de touche; ligne latérale

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         sideline throw-in                      remise en jeu depuis la touche
   signalling of player fouling                   désignation du joueur fautif
             slamdunk                                         smash
            spin dribble                           dribble de renversement
             spot pass                                    passe avant
  starting five; starting line-up              formation initiale; cinq de départ
        stationary screen                                   écran fixe
           steal the ball                              subtiliser le ballon
                stop                                            arrêt
          stop the clock                            arrêter le chronomètre
             stoppage                                      arrêt de jeu
              stuff (to)                                    smasher
         substitute player                               remplaçant(e)
            substitution                                 remplacement
    successful basket (shot)                              panier réussi
        suspend play (to)                                 arrêter le jeu
            swish shot                                       tir direct
             switching                                    permutation

                                          T
              tactical system                        combinaison tactique
                 takeoff foot                                pied d'appel
                    tap-in                                    claquette
                 tap the ball                            frapper le ballon
                team captain                          capitaine de l'équipe
                  team foul                                faute d'équipe
                 team roster                       composition de l'équipe
                technical foul                            faute technique
             ten-second rule                        règle des 10 secondes
         thirty-second clock                    chronomètre des 30 secondes
         thirty-second count                        délai des 30 secondes
        thirty-second device                      appareil des 30 secondes
           thirty-second rule                       règle des 30 secondes
  thirty-second (clock) operator                 opérateur des 30 secondes
         thirty second signal                      signal des 30 secondes
        three-point field goal                         panier à trois points
    three-point field goal area                  zone du panier à trois points
              three-point line                        ligne des trois points
            three-point throw                             tir à trois points
               three-point try                   tentative de tir à trois points
          three-second area                          zone des 3 secondes
           three-second rule                         règle des 3 secondes
     three-second violation                   infraction à la règle des 3 secondes
             throw                                         tir; lancer
            throw-in                                     remise en jeu
          throw-in (to)                                 remettre en jeu


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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                    HOSTING MANUAL


             throw (to)                                            tirer
               tie (to)                                          égaliser
   tight man-to-man guarding                        marquage individuel serré
    time-limit for a free throw                         délai de lancer franc
     time-limit for substitution                       durée du changement
          time-out clock                         chronomètre des temps morts
               time in                               reprise du temps de jeu
  touch the free-throw line (to)                 mordre la ligne de lancer franc
                                               arbitre de terrain central; arbitre de
  trail official [only in the USA]
                                                  queue [n'existe qu'aux USA]
       trajectory of the ball                            trajectoire du ballon
              travelling                                         marcher
            triple-threat                                    triple menace
                  try                                       tentative; essai
     turnaround jump shot                             tir en vrille; 360 degrés
      two-hand chest pass                      passe à deux mains de la poitrine
          two-hand pass                                 passe à deux mains
          two-hand shot                                    tir à deux mains

                                           U
                                                 arbitre adjoint [n'existe qu'aux
    umpire [only in the USA]
                                                              USA]
         undergarment                                        cuissard
       unguarded player                            joueur(euse) démarqué(e)
 unobstructed space outside the
                                                 espace libre autour du terrain
          playing area
   unsportsmanlike behaviour                          conduite antisportive
         upward flight                                 phase ascendante

                                           W
           walking                                         marcher
     wheelchair basketball                       basket-ball en fauteuil roulant
         withdrawal                                          forfait
     women's tournament                                tournoi femmes

                                           Z

          zone defence                                  défense de zone




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                                         Appendix XVIII


                          PRESS CONFERENCE PROTOCOL

In attendance:       Media
                     Host Committee
                     Coaches
                     Athlete/All-Canadians from each team
                     CCAA representatives
                     Sponsor
                     Guest Speaker - Athlete/Coach

1) Welcome/Introduction - Masters of Ceremonies/Host Chair

2) CCAA Representative to say a few words (Executive and Convenor, or other
   designate)

3) Sponsor to say a few words

4) Guest Speaker (National Athlete, Coach, etc.)

5) Coaches each speak for a few minutes about their team/athletes

6) Communications Coordinator speaks about services, and interviewing times
   locations

7) Closing Remarks - M.C./Host Chair

8) Informal session to let media personnel interview those coaches and athletes who
   have been identified.

9) Refreshments served (if applicable)

Notes:
 Media may also be invited to observe the All-Canadian Banquet.
 Media may be allowed to attend team practices and interview athletes with the permission of
   the team coach.
 Interviews may take place following games.
 It is important that the athletes, All-Canadians and the coaches are the focus of media
   attention and not extenuating events or persons.




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                                               Appendix XIX

                                PRESS GUIDE QUESTIONNAIRE

Please complete this questionnaire and enclose a current schedule. Send all material as
required to the host institution no later than SET DATE.

School                                                            Region

Home Court & Capacity

School Enrollment

Team Colours                                             Team Nickname

Athletic Director                                        Office Phone

Sports Information Director

SID'S PHONES - Home        Office

Returning Starters (include position and scoring average):
1.
2.
3.
4.
5.

Overall Record

Head Coach (alma mater, year):

Coach's Office Phone:                                    Best Time To Reach Coach:

Coach's Record at School                                      (   seasons)

Assistant Coaches (include almater, year):


Please give a brief outlook on your present team including names of recruits, their
statistics, and the possibility of their starting:




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                                           Appendix XX

                        CANADIAN COLLEGE ATHLETIC ASSOCIATION
                      NATIONAL CHAMPIONSHIP EXCEPTIONAL PRACTICE


College:


Championship & year:


Area of Excellence:         i.e. Marketing, Facility, Banquet Events, Special Events




Description:




Results:




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                     HOSTING MANUAL


                                            Appendix XX

                        ASSIGNOR/ASSESSORS EVALUATION FORM

To be completed by Coach or Athletic Director in attendance at Nationals within two weeks of
the conclusion of the event.


Sport:

Host Institution:

Name of Assignor/Assessor:


Evaluation Process

i)       Forum - Please comment on the items/areas as indicated in order that hosts (past and
         future) may benefit from your evaluation.

ii)      Please forward to:      stephanie@ccaa.ca


 A.      PRE-CHAMPIONSHIP

         i)     Coordination of Efforts of CCAA representatives & Host




         ii)    Championship Information package




B.       CHAMPIONSHIP ON-SITE

         i)     Quality of on equipment and facility




         ii)    Pre Championship Officials meeting




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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                   HOSTING MANUAL


     iii)    Pre Championship Coaches meeting




     iv)     Officials (Minor)/ Linespersons




     v)      Stats and Statisticians




     vi)     Conduct of the coaching staff and athletes participating in the championship




     vii)    Grievance and Protest Committee




     viii)   Game/Match/Event Protocol




     ix)     Accommodation




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      x)      Transportation




      xi)     Hospitality




      xii)    Ceremonies (opening/closing/banquet)




      xiii)   Tournament Organization




C. OVERALL CHAMPIONSHIP RATING

                                    1   2      3     4   5   6   7   8      9     10
                                   Poor                                         Excellent
General Comments:




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                                           Appendix XXI


                                 CRITERIA FOR EVALUATION

MINIMUM CRITERIA CHECKLIST:

Technical:
    Must provide facilities (competitive and training) and equipment as specified by the
      CCAA and national sport governing body rules and Regulations, must be exclusively
      available for practice and competition for the duration of the championship.
    Alternative plans in case of inclement weather must be in place for outdoor activities.
    Quality hotels accommodations within proximity to the venue must be made available to
      participants.
    Affordable transportation must be available (shuttle, rentals, etc.).
    Must provide adequate facility to host National Awards Banquet.
    Adequate facility for the coaches meeting must be available.
    Availability of sufficient staff/volunteers, in order to effectively manage all areas of the
      championships must be available. Including host for each team.
    Must provide officials as stipulated in CCAA regulations (includes minor officials) with
      appropriate accommodations, transportation and remuneration.
    Must provide player of the game and all-tournament team contra.
    Shall coordinate travel to and from hotel/airport for all-Canadians travelling without a
      team.

Publicity and Public Relations:
    Must produce Event Poster and Program as per CCAA Promotion guidelines.
    Must provide CCAA with digital photo file at the conclusion of the event.
    Adequate space for press conferences and availability of a media room.
    Host must accept and meet all webcasting requirements.
    Host must provide service in both official languages (French - English) in particular at the
       ceremonies and a bilingual team host.

Medical
   Necessary medical personnel must be available.
   Necessary medical facilities and equipment must be available.

Financial
     Must provide a budget.
     Ability to meet financial responsibility of hosting (guarantees to CCAA).
     Recommended Insurance coverage for the event.

Operational/Administration
    Letter of support from MC president
    Letter of support from institution’s president
    Must attend prior CCAA championship event
    Must host the event as per the dates outlined.
    Must meet the Official languages minimum standards.
    Must complete template for Championship Information package.


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CANADIAN COLLEGIATE ATHLETIC ASSOCIATION                                  HOSTING MANUAL


       Must produce a championship website with running score capabilities.
       Must submit Championship Final Report and Authorized financial statement.
       Must have Conference and Institution support.
       Must provide Opening/All Canadian Banquet and closing ceremonies as per CCAA
        format.

Marketing
    Must accept sponsorship policies and relevant CCAA licensing policies.
    Will be expected to pay the CCAA an upfront licensing fee. All gate and sponsorship
      revenue would remain with the host.
      Licensing Fee Structure: Men’s basketball          $7500
                                  Women’s basketball     $7500
                                  Men’s volleyball       $6000
                                  Women’s volleyball     $6000
                                  Men’s Soccer         $2500
                                  Women’s Soccer        $2500
    Explore television production or webcasting options
    Secure a finished video product of the Gold Medal Game.
    Purchase from CCAA souvenir supplier when one is available.
    Respect all National Sponsors
    Will guarantee CCAA Advertisement space in Programs
    Will guarantee complimentary tickets for sponsors
    Will guarantee twelve (12) complimentary banquet tickets. The CCAA will cover
      additional tickets, if requested.
    Guarantee minimum seating for medal games and championship play as follows:

         SPORT                    Min. Seating for   Min. seating for
                                  medal games        other games
         Men’s basketball         1000               1000
         Women’s basketball       750                500
         Men’s volleyball         750                500
         Women’s volleyball       750                500
         Men’s soccer             250                250

List of Exceptional Criteria:
     History of hosting
     Strength in the Sport
     Institution & Community support
     Promotion/Marketing plan
     Extra Special events




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