Memorandum

Memorandum To: From: Date: Subject: CWBA Members CJ Ireland, Program Coordinator November 4, 2008 Call for Bids for: 2010 National Championship 2010 CWBL Open Finals On behalf of Christina Jones, VP Domestic, please find attached an invitation to bid for the: ■ ■ 2010 National Championship 2010 CWBL Open Finals To assist you in the development of your bid, please find enclosed the following documents: • Invitation to Bid form • Bid Authorization form • Hosting Template • Bid Assessment Tool The Hosting template is document that will provide you with an overview on host responsibilities and should be used as a guide in your bid submission. The Bid Assessment tool is used by the selection committee to score and rank each bid received. Please review each document carefully and complete the required forms and provide the appropriate information as requested. The deadline date for receipt of bids is January 31, 2009. The Selection Committee will review the bids and announce the sites on the CWBA website. If you have any concerns or questions, please contact the office at your convenience. Regards, _______________ CJ Ireland Program Coordinator Attachments: Invitation to Bid form Bid authorization form Host Template Bid Assessment Tool Invitation to Bid Form Event: Description: 2010 CWBL Finals Open Division Teams (8) Maximum ____________________________________________________ Name of Organization Bidding: Contact Name: ___________________________Address:_____________________________________ Tel: Email: ___________________________Fax: ________________________________________ ________________________________________________________________________ If the bid is by an organization other than the Provincial Organization please name the Provincial Organization under whose jurisdiction the event will be held: ____________________________________________________ Please Attach The Provincial Organization Bid Authorization Form. Proposed location: _____________________________________________________________ Proposed dates: first choice: _____________________________________________ second choice: _____________________________________________ Proposed venue(s): first choice: _____________________________________________ second choice: _____________________________________________ Proposed Hotels: first choice: _____________________________________________ second choice: _____________________________________________ Distance from venue to hotel in km(s) ____________ Proposed registration fee: in travel time ____________ ____________________________________________________ G G G G G G G G participant welcome package commemorative t-shirts banquet tickets ground transportation from airport to hotel ground transportation from hotel to gym parking (hotel and gym) souvenir program other______________________________ Items included in registration fee: Date and location of Banquet: _________________________________________ This bid must be accompanied by: G a booking confirmation from the facility venue owner G a booking confirmation from the hotel G a proposed budget G organizational chart with job descriptions G Provincial Organization Bid Authorization Form if required Include any additional information which will assist the Committee to make a decision. Please review the hosting template and bid assessment tool documents for background information on the responsibilities in hosting this event. Invitation to Bid Form Event: Description: 2010 National Championship – Men & Women Provincial Men’s Teams (8), Provincial Women’s Teams (6) ____________________________________________________ Name of Organization Bidding: Contact Name: ___________________________Address:_____________________________________ Tel: Email: ___________________________Fax: ________________________________________ ________________________________________________________________________ If the bid is by an organization other than the Provincial Organization please name the Provincial Organization under whose jurisdiction the event will be held: ____________________________________________________ Please Attach The Provincial Organization Bid Authorization Form. Proposed location: _____________________________________________________________ Proposed dates: first choice: _____________________________________________ second choice: _____________________________________________ Proposed venue(s): first choice: _____________________________________________ second choice: _____________________________________________ Proposed Hotels: first choice: _____________________________________________ second choice: _____________________________________________ Distance from venue to hotel in km(s) ____________ Proposed registration fee: in travel time ____________ ____________________________________________________ G G G G G G G G participant welcome package commemorative t-shirts banquet tickets ground transportation from airport to hotel ground transportation from hotel to gym parking (hotel and gym) souvenir program other______________________________ Items included in registration fee: Date and location of Banquet: _________________________________________ This bid must be accompanied by: G a booking confirmation from the facility venue owner G a booking confirmation from the hotel G a proposed budget G organizational flow chart G Provincial Organization Bid Authorization Form if required Include any additional information which will assist the Committee to make a decision. Please review the hosting manual and bid assessment tool documents for background information on the responsibilities in hosting this event. Provincial Organization Bid Authorization Form We __________________________________________ support the bid by (Name of Provincial Organization) ______________________________ for the__________________________. (host organization) (name of event) As well, we are prepared to become involved in the event in the following categories: a) b) c) d) We _____________ be able to provide financial support. (will/will not) We _____________ be able to provide staff assistance. (will/will not) We _____________ be able to provide promotional assistance. (will/will not) We _____________ be able to provide fund raising assistance. (will/will not) The proposed dates of the event are __________ and we do not anticipate any conflict with other events. The Provincial Organization liaison person assigned to the event is______________________________. (name and phone number) This document must be signed by the Provincial President or Provincial Executive Director and the Provincial CWBA delegate named by the Provincial Governing Authority. Date:___________________ Signature: ____________________________ ____________________ (Name) (Position) ____________________________ ____________________ (Name) (Position) Name of organization bidding for event: _________________________ Signature of representative: _________________________ Canadian Wheelchair Basketball Association 2211 Riverside Drive, Suite B2 Ottawa, Ontario, Canada K1H 7X5 E-Mail cireland@cwba.ca Web Site http://www.cwba.ca Hosting Template for National Championships and CWBL Finals This document will provide an overview and serve as a guide for any person or group wishing to submit a bid to host the CWBA National Championships or CWBL Finals. CWBA Responsibilities Financial Score Sheets (sent to the Host in advance of the event) Medals (16 gold, silver and bronze sent to the Host in advance) Championship Trophy (brought to event for display purposes only, kept at CWBA Office) Flights or mileage for CWBA Reps, Referees, Classifiers. Per Diem for CWBA Reps, Referees, Classifiers. Accommodation for CWBA Reps, Referees, Classifiers. Honorarium for Evaluator/Assigner ($300) and for each Classifier ($300) Basketballs provided to Host in advance, and the Host keeps the basketballs following the event. (Currently Molten – purchased from Canada Basketball) Open – 12, Size 7 Nationals – 12, Size 7 & 12, Size 6 Banquet tickets for the CWBA Reps to be purchased from the Host Reimburse taxi and parking receipts for CWBA Reps, Referees, Classifiers following the event Hosting grant of $3000 paid to Host for Open Finals (sent 8 weeks in advance) Hosting grant of $4000 paid to Host for Nationals/Women’s Finals (sent 8 weeks in advance) selected by the Official’s Committee each year names forwarded to CWBA by VP Technical Open – 9 referees + Assigner/Evaluator Nationals – 12 + A/E Meeting held on the evening prior to the start of the tournament (usually Thursday evening) to go over game assignments and review rule interpretations. Assigner/Evaluator will attend Coach/Manager meeting prior to the start of the tournament. selected by the Chair of the Classification Committee each year a full panel consists of 3 people (required at each event) “student” classifiers may also be included in addition to the 3 above, at their own expense Meeting to be held the evening prior to the event (usually Thursday evening) to go review rosters, identify players who need to be classified, new procedures and appeals. Referees - Classifiers - Travel - Head Classifier will attend Coach/Manager meeting prior to the start of the tournament. Airline tickets should be booked up to 8 weeks in advance (if names are known), and at least 4 weeks in advance. Referees and classifiers should be booked to arrive on the Thursday night prior to the start of the event. Departures should be made for late afternoon/early evening for Open Finals, but such that nobody has to leave before the end of the final game. Late Sunday night (post-banquet) or Monday morning departure for Nationals. Whenever possible, flights should be coordinated to arrive as close to the same time as possible to others to facilitate airport pick-ups. Whenever possible, draft flight itineraries should be made available for individuals to approve before booking. - Host Committee Responsibilities Financial Keeper trophies for winning teams MVP / All-Star Awards (5 All-Star and 1 MVP) for each competition category (i.e. Women’s Nationals, Men’s Nationals, and CWBL Finals) Referee game fees (currently $40 / game / ref), 3 referees per game. Facility rental costs (to include double gym, locker rooms, event office headquarters, volunteer room, officials and classifier meeting rooms at a minimum) Local transport for referees and classifiers (usually 2 – 3 rental vans) Banquet (which should be run on a break-even basis) Banquet tickets provided to referees and classifiers Bottled water for teams, referees, classifiers and volunteers Snacks for minor officials, referees, classifiers, volunteers Event program (creation, production, distribution) Event t-shirt (or similar) Team registration fees. Typically range from $200 - $500 per team, depending on what is included in the registration package. Banquet tickets can be sold separately as teams often have different numbers of players and staff on their rosters. A regulation double gym is required (2 side by side, or at least within a very short walk/wheel within the same facility Friday – 8:00 AM – 10:00 PM Saturday – 8:00 AM – 10:00 PM Sunday – 8:00 AM – 10:00 PM With consideration for post-tournament training camps FIBA key (wide), FIBA 3 pt. line, adjustable height hoops - Gymnasium - - Venue (other) - Scorer’s Table between team benches, opposite from the spectators with room for: Scorekeeper, Timer, Shot Clock Operator, Classifier (minimum) and 2 stats takers (optional) Classifiers table in corner of gym (ideally between both gyms) with chairs for 4 people Ice available for minor injuries, as well as a first aid kit and towels to mop up spills. Game score sheets should be completed in advance when possible Bottled water provided to teams at the start of each warm-up Basketballs provided for pre-game and half-time warm-ups (and stored away in the gym when not required) 2 shot clocks (one at each end above the hoops ideal) 2 game scoreboards ideal (at each end), 1 mandatory Meeting room/classroom for the event “Headquarters” (not intended for teams, refs, classifiers) To store such things as: bottled water, tables, chairs, pens, pencils, snacks, score sheets, phone, computer (with internet access ideal), photocopier access A minimum of 6 locker rooms (4 for teams, 2 for referees (M and F)), ideally with showers. 8 locker rooms or 1 per team would be ideal. A separate, secure room for game chair storage Food service area (snack bar) – somewhere for participants to go and grab a quick meal when necessary, especially if there aren’t any restaurants nearby Proximity to venue and food service/shopping/night life important Best room rate possible ($89 - $119 per night, ideal depending on service and location) As many accessible rooms as possible Meeting Room large enough to stage the banquet On-site parking, ideally with capacity to handle cargo vans Host should block a sufficient number of rooms (teams will book and pay for their own rooms) Open: 8 teams x 12 + CWBA (15) = 110 Nationals/Women’s: 11 – 14 teams x 15 + CWBA (25) = 180 – 225 Majority of rooms being doubles with a few singles. Meeting room for up to 30 people on the Thursday evening for a Technical Meeting (coaches/managers meeting). Plan on 2 mini-vans, 1 cargo van per team (minimum) plus referees, classifiers and CWBA Reps Host should block a sufficient number of vehicles (teams book and pay for their own) Made available from the nearest airport (likeliest arrival point for most teams) - Hotel - Vehicle Rental - - - Host to book and pay for referees and classifiers local transport (approximately 3 mini-vans total). Drivers to be coordinated with CWBA CWBA will book and pay for their own vehicles (likely 2-3 mini-vans) Rates from $40 - $65 daily with unlimited kms If the hotel is close enough to the gym to wheel/walk easily, Host should consider arranging team airport pick-up/drop-off instead of forcing teams to rent vehicles (which will allow for a higher team registration fee to cover those expenses Banquet - CWBL Open held on Saturday night, Nationals held on Sunday night. - Banquet room big enough to handle all possible attendees (see hotel #’s above for reference) - National’s banquet should allow for the Hall of Fame ceremony and awards ceremony along with the MVP/All-Star presentations. - A small stage area (with ramp), microphone and podium required. - A bilingual MC is required for the banquet. - Tickets should be sold separately, on a financial break-even basis - Ideally staged at the Host hotel (to avoid moving so many people) Awards -CWBL Open – everything presented Sunday afternoon, immediately following final game. Nationals/Women’s – Championship trophies and individual medals presented immediately following final game. All-Star and MVP Awards presented at banquet Medal presenters should be arranged in advance of the weekend. Host Committee, President, CWBA Reps, main sponsor, Provincial Rep, local politician, etc… A bilingual MC required Microphone required in the gym Host produces tournament registration package 10 – 12 weeks in advance Approved by CWBA prior to sending to teams. Should include hotel, van rental, gym info, registration fee and banquet info Request for team roster (names, jersey #s, classification, t-shirt size), team contact info Banquet ticket request Registration fee, and what is included therein Reply to Host and CWBA Once teams are confirmed with CWBA and Host, CWBA will create the game schedule. Host produces the event program (team rosters, game schedule, welcome letter, sponsor recognition, etc…) Meeting room required (ideally at Host hotel) for Thursday night Technical Meeting (for up to 30 people) - Pre-Event - Event Schedule - samples attached teams should not play more than 2 games per day teams should not play back-to-back games if at all avoidable teams should play at least 4 games during the weekend schedule should allow for all teams to be ranked at the conclusion of the event schedule on Day 1 should account for time zone changes of the teams that play early in the day schedule is completed in consultation with CWBA Open - Pool seeding based on previous year’s conference ranking. I.e.: Calgary beats Fredericton in the Finals. Next year, whichever team that qualifies out of the Alberta Conference is ranked #1, and whichever teams that comes out of the Maritime Conference is #2 (and so on…). Host team is also guaranteed a spot. Nationals - Pool seeding based on previous year’s ranking. Women’s and Men’s Bronze/Gold medal games should alternate each year. I.e.: Year 1 – Women’s Bronze, Men’s Bronze, Women’s Gold, Men’s Gold. Year 2 - Men’s Bronze, Women’s Bronze, Men’s Gold, Women’s Gold. CWBA BID ASSESSMENT TOOL DATE:_____________________ DOCUMENTATION CWBA Forms & Deadlines BID FROM:______________________ 2 Adequate Bid deadline met All required CWBA bid forms are attached to the bid but not complete 1 Below Adequate Bid Deadline not met CWBA bid forms are absent 3 Above Adequate Bid deadline met All required CWBA bid forms are complete and accompany the bid TOTALS Finances Proposed budget is not adequate Much information is lacking leading to an incomplete description of revenue and expenses A proposed budget is enclosed with revenue and expenses Information is somewhat detailed but lacking in some specifics A complete proposed budget is enclosed with projected revenue and expenses A great deal of information is enclosed in the budget Gymnasiums 2 gyms have been secured Inadequate information regarding equipment use and facility use/ accessibility 2 gyms have been secured Questions are left regarding some equipment and facility use/ accessibility 2 or more gyms have been secured Gyms are accessible and meet Nationals’ requirements for equipment and facilities. (incl. PA) Venues (Other) Inadequate information made of ancillary venues Much more detail needed on venue description Some ancillary venues are listed but information is lacking regarding usage for the event More detail on venue description needed All necessary ancillary venues are listed and confirmed including but not limited to: doping room, meeting space for technical meeting, locker rooms, classifier room, official’s room, storage, volunteer room, food rooms etc. Accommodation Hotel rooms are not secured and many questions remain regarding block booking A reasonable room rate is secured Hotel contract is secured but questions remain regarding block booking numbers. A reasonable room rate is secured and most accessible rooms are included Parking and banquet facilities are noted but more detail is required Hotel contract is secured and referenced in bid with a reasonable room rate Accessible rooms are booked Appropriate parking and team/official space is reserved Meeting and banquet facilities are referenced and secured as required with great detail Unclear if accessible rooms included Parking and banquet facilities are not addressed in any detail Parking No mention of parking at any venues Parking is noted but not secured at all venues (Hotel gym etc.) Accessible parking secured at hotel, gym and other venues as required. Transportation No arrangement has been secured for teams but info on rental agencies is included No clear plans for airport pickup drop off for any of the groups Arrangements are secured for teams, but not clear about other’s needing transportation Unlimited kms not mentioned No –plans indicated for airport pick up and drop off Arrangements are secured for team, officials, classifiers & VIPs – even if team paying Unlimited kms rate is ensured Airport pick –up/drop off plans in place Banquet room secured with specific meal options and room capacity detailed either at hotel or another area Program outlined with MC (bilingual) and entertainment plans including podiums and sound system Awards program noted with entertainment plans Ticket sales program outlined Banquet Banquet room not secured Confusion in bid regarding ticket sales with capacity for the event Program and MC not mentioned Awards & entertainment not mentioned Sound system not noted Banquet room secured with mention of meal options Program and MC plans are noted but more detail needed Awards and entertainment briefly addressed Ticket sales procedures not mentioned Sound system not noted Awards Inadequate information provided on award presentations, for medals and trophies MVP or All-Stars No info given on presenters or MC’s for awards Medal presentations and trophy presentations noted Vague procedures noted for MVP/All-Star awards Little info given on presenters or MC for event Clear procedures for medal presentations and trophies Clear procedures for MVP/All-Star award presentations Presenters are being planned for with bilingual MC plans Pre-Event Inadequate info given on registration packages as outlined by CWBA requirements Information noted on registration package but more detail required Vague information for Tournament package plans and contains minimum CWBA requirements Tournament registration package plans noted and explained Tournament package plans contains all CWBA requirements (i.e. hotel, fees, transportation, etc.) Technical Referees and Classifiers Inadequate information made of plans for classifiers & officials’ requirements. Plans for classifiers and officials requirements are noted, but more detail is required Detailed plans in the submission for classifiers and officials requirements (rooms, food, transportation etc.) Protocol No details listed to deal with protocol requirements including volunteer recruitment & job descriptions Some details listed to deal with protocol requirements including volunteer recruitment & job descriptions Specific details listed to deal with protocol requirements including volunteer recruitment and job descriptions Timelines & Host Committee Host committee not identified & job titles not indicated Timelines are very scarce and skeletal Host committee identified but job titles are the only descriptors Timelines only vaguely referred to Host committee identified with job descriptions Organizational timelines outlined in the bid Assessment Total 39 Comments: ________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________