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2012-2013_Archery WC Final - Tender document for potential hosts

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(to be provided by Trafik Design)
                                       Tender document for potential hosts of
                                                    Archery World Cup Final
                                                               2012 & 2013




                                            Table of Contents

Introduction ..............................................................................................2

1           General Information .......................................................................3
1.1         Role and authority of FITA ..................................................................3
1.2         Archery World Cup Final overview .......................................................4

2           Technical Elements ........................................................................5
2.1         Competition categories.......................................................................5
2.2         Qualification .....................................................................................5
2.3         Event schedule ..................................................................................8
2.4         Competition format ...........................................................................9
2.5         Venue requirements ........................................................................ 11
2.6         Other ............................................................................................ 11
            2.6.1       Transport and accommodation ....................................... 11
            2.6.2       Safety and security ............................................................ 12
            2.6.3       Presentation to the public .................................................... 12

3          Basic Conditions for Organiser ..................................................... 13
3.1        Rights of the LOC ............................................................................ 13
3.2        Obligations of the LOC .................................................................... 13
3.3        Responsibilities of the LOC ............................................................... 14
           3.3.1     Marketing ......................................................................... 14
           3.3.2     Financial ........................................................................... 14
           3.3.3     Management ...................................................................... 15
           3.3.4     Operational ....................................................................... 15

4           Bidding Process ............................................................................ 17
4.1         Timeline ....................................................................................... 17
4.2         Observer Programme ...................................................................... 18
4.3         Fees ............................................................................................. 18
4.4         Bid submission ................................................................................ 19
            4.4.1     Documents to be submitted ................................................. 19
            4.4.2     Conditions to be fulfilled ...................................................... 19
            4.4.3     Evaluation ......................................................................... 19
4.4         Awarding of the Archery World Cup 2012 and 2013 ............................. 19

5           Contacts for further information .................................................. 20

Appendices
A.     Venue requirements – Technical drawings
B.      TV audience projection
C.      Bid application forms




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                           Tender document for potential hosts of
                                        Archery World Cup Final
                                                   2012 & 2013




Introduction

This guide is intended for any FITA Member Association, city, region, event
organiser or commercial body that would be interested in bidding for the Archery
World Cup Final in 2012 or 2013 (bidders may apply for both years but only one
Final shall be awarded to any elected host).

The Archery World Cup Final is the marquee event of Archery. This annual event
is the grand final culminating from four stages held over the year to determine
the top archers in Outdoor Target Archery. The Final always takes place at an
extraordinary venue, be it at an iconic location or at the heart of the city. This
feature together with the best archers competing for top honours promises a
thrilling contest and an unforgettable visual spectacle for spectators and TV
audience.

The following document outlines the concept of the Archery World Cup Final and
provides the approved framework for organising the event. Included herein are
the general Archery World Cup Final rights and obligations for the selected host,
and the procedure for the bidding process to host the Archery World Cup Final in
2012 and in 2013.




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                                        Archery World Cup Final
                                                   2012 & 2013




1.     General Information

The Archery World Cup Final, conducted under the guardianship of the
International Archery Federation (FITA), is the grand final of the Archery World
Cup competition.

FITA contracts an event organiser to conduct each World Cup Final. Within the
framework established in this document, Archery World Cup Final bidders are
encouraged to develop visionary proposals that can enhance the scope,
presentation and marketing of the Archery World Cup Final.

This section gives a brief introduction to FITA, as well as the general concept for
the Archery World Cup Final for 2012 and 2013.



1.1    Role and authority of FITA (International Archery Federation)

The International Archery Federation (FITA) was founded in 1931 at a meeting in
Lwow, Poland. Seven founding nations were present: France, Italy, Hungary,
Poland, Sweden, the United States and the former Czechoslovakia. The head
office for FITA is in Lausanne.

In 2005, Dr. Ugur Erdener (TUR) was elected President. According to its
constitution, FITA‟s main objective is “to promote and encourage archery
throughout the world in conformity with the Olympic principles.”

Archery has been part of the Olympic Movement since 1900 and has been a
permanent Olympic sport since the 1972 Olympic Games. FITA has held World
Championships since 1931. Since 1991, FITA has included eight disciplines. In
2006, FITA launched the Archery World Cup.

FITA makes and interprets the FITA Rules; supervises the organization of World
Championships and other international competitions; and promotes archery
through the media and sponsors. Further information about FITA can be found at
www.archery.org.

FITA exclusively owns the rights to the Archery World Cup Final and contracts
the organisation of the Games to a Local Organising Committee (LOC), which can
consist of any combination of a FITA Member Association, a city, region, private
event organiser or commercial body.




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                                          Archery World Cup Final
                                                     2012 & 2013




1.2       Archery World Cup Final overview

This section is intended to give prospective Archery World Cup Final bidders a
practical sense of FITA‟s desired concept for the Archery World Cup Final, based
on FITA‟s objectives for the Archery World Cup competition. It is a fundamental
requirement that any Archery World Cup Final Organiser is fully aware of the
concept, format and scope of the Archery World Cup Final envisioned by FITA.

FITA‟s objectives for the Archery World Cup are:

         Involve top-level archers all year long in Outdoor Target Archery
          comprising 4 competition stages leading to the Grand Final
         Host the Archery World Cup Final in spectacular outdoor venues in the
          city and/or iconic locations
         Develop a strong sponsorship platform
         Give archery more media exposure

Based on these objectives, the Archery World Cup Final has been designed to be
the marquee event for FITA and World Archery. In essence, the very best
athletes will compete for the highest award in Archery at an extraordinary
venue, with prize money of over USD 150,000 to match the occasion.

Unfolding over a weekend, the Archery World Cup Final will not only be a
sporting competition, but also a visual spectacle and celebration for the city.




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                              Tender document for potential hosts of
                                           Archery World Cup Final
                                                      2012 & 2013




2.         Technical Elements

The technical elements of the Archery World Cup Final consist of the competition
categories, the schedule, venue requirements and any other logistical
requirements needed to make the Archery World Cup Final a reality.



2.1        Competition categories

During the Archery World Cup Final, the following four Outdoor Archery
competition categories (or divisions) are competed in:

          Recurve Men
          Recurve Women
          Compound Men
          Compound Women

The difference in these divisions besides gender lies in the type of bows used by
the archers – recurve and compound.

A recurve bow is the only class of bow that is shot at the Olympic Games. Its
basic working principles are similar to that of a traditional longbow. Its defining
feature is that the ends of the limbs curve forwards slightly, away from the
archer. It is also called a Classic Bow.

A compound bow is designed to reduce the force that an archer must hold, yet
increase the overall energy stored by the bow. Most compound designs use
pulleys and cables to make the holding weight less than half of the draw weight.
With less force required to hold a compound bow at full draw, the muscles take
longer to fatigue, thus giving a compound archer more time to aim.



2.2        Qualification

To qualify for the Archery World Cup Final (AWCF), Archers must first compete in
the Archery World Cup stages (AWCS) to earn ranking points. The following are
the stipulated FITA rules pertaining to the qualification of archers for the Archery
World Cup Final:

          2.2.1   There will be four (4) AWCS for recurve and compound divisions in
                  outdoor archery, male and female.

                  Archers wishing to qualify for the AWCF should compete in the
                  AWCS.




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                                                     2012 & 2013




      2.2.2    Each Member Association, including the AWCS organising host
               countries, may enter a maximum of four (4) men and four (4)
               women per category (i.e. 4 recurve men, 4 recurve women, 4
               compound men, 4 compound women).

      2.2.3    The following competitions will be organised in each of the AWCS:

                      Individual     (RM, RW, CM, CW)
                      Team           (RM, RW, CM, CW)
                      Mixed Team     (Recurve & Compound)

      2.2.4    Points for the Archery World Cup Ranking (AWCR) may be won at
               any and all of the AWCS.

               All four AWCS hold the same value for World Cup purposes, though
               they may have different factors for the World Ranking.

      2.2.5    INDIVIDUAL competition: Archers ranked in the top 16 positions in
               each AWCS will win points for the AWCR.

               Points will be awarded based on the following table:

                1st place:    25   points             9th place:     5   points
                2nd place:    21   points            10th place:     5   points
                3rd place:    18   points            11th place:     5   points
                4th place:    15   points            12th place:     5   points
                5th place:    13   points            13th place:     5   points
                6th place:    12   points            14th place:     5   points
                7th place:    11   points            15th place:     5   points
                8th place:    10   points            16th place:     5   points

               The top three World Cup scores (points) won by each archer will
               be added to compile the AWCR.

               An archer who has won points in all four AWCS will only have his
               top three scores added for the AWCR.

      2.2.6    After finishing with the four AWCS, and with the final ranking list,
               the top seven archers in the AWCR for each of the four individual
               categories (compound women, compound men, recurve women
               and recurve men) will qualify for the AWCF.


      2.2.7    Ties in the AWCR will be solved on the following basis:

                      The archers‟ position in the World Ranking issued
                       immediately after the last AWC stages
                      If the tie persists, the archers‟ position in the AWCR in the
                       previous year
                      If the tie still persists or neither of the archers is present in
                       the previous year‟s AWCR, the result of the last AWCS in
                       which they both participated;
                      If still unsolved, a coin toss will be made



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                                                    2012 & 2013




      2.2.8    As of 2010, after the last AWC stage, the top 7 ranked archers and
               one archer (host nation place) from the organising country in each
               category will be selected to participate in the AWC Final. However,
               there is a limitation of two archers from the same country in each
               category.

               In case there are more than two archers from the same country
               among the top 7 places, then the next available archer(s) in the
               AWCR will be selected.

               In case there are two archers from the host country among the top
               7 places, both will qualify. The organising country will not be able
               to choose a third archer and the next available archer in the AWCR
               will be selected.

      2.2.9    A position in the AWCR can be used only by the archer who won it.
               It is not a position won for the archer‟s country. This means that
               the archer who wins a position for the AWCF cannot be replaced by
               another archer from his own country.

      2.2.10   If an archer who has won a position for the AWCF is unable to
               participate, the next ranked archer on the AWCR will be invited to
               compete in the AWCF. A deadline for confirmation of participation
               will be established and published by FITA, giving time for
               substitution if necessary.

      2.2.11   MIXED TEAM Competition: The mixed team competition will
               continue in 2010 in order to keep developing and promoting this
               competition. A mixed team is composed of one (1) male and one
               (1) female archer from the same country and same bow division.

               Therefore, there will be a RECURVE Mixed Team competition and a
               COMPOUND Mixed Team competition. Each country that will have
               at least one man and one woman of the same bow division will
               have a mixed team. There is no need to make specific registration
               for this competition. The best score from the qualification round of
               one male and one female from the same country and bow division
               will establish the score of the mixed team competition.

               The first eight (8) teams only from the qualification round will go
               to the elimination phase (1/4 finals, semi-finals and medal
               matches).

               For the elimination phase (semi-finals and medal matches), each
               team can decide which archer will be the member of the mixed
               team. Member Associations are allowed to choose the member of
               the mixed team, independently of the qualification round results.
               Any further changes in team members are not allowed as soon as
               the finals start (semi-finals and medal matches).

               The match format for the Mixed Team competition is based on 16
               arrows competition at 70 meters, with the regular scoring on a 122



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                                                    2012 & 2013




               cm FITA target face. (4 end of 4 arrows -2 arrows per archer- with
               1 min. 20 sec. per end).

               Shoot off and other possible matters during the Mixed Team
               competition will be managed by the same rules and principles as
               the regular team competition.

      2.2.12   The best eight (8) mixed teams will receive point for the Mixed
               Team Ranking (MTR):

                       1st place:    16 points             5th   place:   4   points
                       2nd place:    12 points             6th   place:   3   points
                       3rd place:    10 points             7th   place:   2   points
                       4th place:     8 points             8th   place:   1   point

      2.2.13   The top three World Cup scores (points) won by each country in
               the MTR will be added to compile the final MTR.

               A country that has won points in all four AWCS stages will only
               have its top three (3) scores added for the final MTR.

      2.2.14   After finishing with the four AWCS, and with the final MTR, the top
               team (first country in Recurve and in Compound Mixed Team
               Ranking) will qualify for the AWCF.

      2.2.15   Ties in the MTR will be solved on the basis of:

                      Using the AWCR, by calculating the average value of the
                       position of the best male and female of the countries
                       involved; after calculating the average, the lower number
                       of these values will win
                      If still unresolved, a coin toss will be made



2.3    Event schedule

The Archery World Cup Final should take place after the fourth and final
qualification stage, and during a time with calm weather conditions. The
following table illustrates the typical dates the Archery World Cup competitions
take place over the year.

Table 1. Typical dates for Archery World Cup competitions to be held

 Archery World Cup Competitions          Typical Dates
 Stage One                               March - April
 Stage Two                               April - May
 Stage Three                             June - July
 Stage Four                              August - September
 The Final                               mid September – mid October




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                                        Archery World Cup Final
                                                   2012 & 2013




In the context of this bidding process for The Final, the optimal and
recommended period for hosting the event will be from mid September to mid
October.

FITA‟s preferred competition dates for the two years are as follows:
    2012 Archery World Cup Final          (22 Sep – 7 Oct)
    2013 Archery World Cup Final          (28 Sep - 13 Oct)

The event schedule for the Final, including preparation, typically runs over seven
days and concludes on a weekend. The following is an example of the typical
schedule:

Table 2. Typical event schedule for Archery World Cup Final

 Days                         Activity
 Monday – Wednesday           Venue setup and preparation
 Thursday – Friday            Athlete warm-up and promotional activities
 Saturday and Sunday          Finals competition



The programme for the Finals competition consists of two compact 3-hour
sessions held on Saturday and Sunday afternoons, to keep the competition short
and intense for optimal spectator and viewer experience.



2.4     Competition format

There are a total of 32 top archers ranked from the Archery World Cup stages,
competing in the Archery World Cup Final. Eight archers compete in each of the
four competition categories (or divisions) as described in Section 2.1. Out of the
eight for each division, it is ideal for promotional purposes that at least one
archer is a local athlete of the host country.

Competition for the Archery World Cup Final is based on elimination, starting
with the quarter-finals with one match occurring at a time. Over the two days of
the Final, the competition will follow the elimination format illustrated in the
diagram below for each of the four divisions.




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        Archer 1

        Archer 2

        Archer 3

        Archer 4

        Archer 5

        Archer 6

        Archer 7

        Archer 8

                       Quarter-final     Semi-final          Final
                                                       (Gold-medal match)



The competition takes place on two afternoons, Saturday and Sunday. Each
session lasts around three hours and the competition format is described in the
following table. The 4 categories (or divisions) competed in the Archery World
Cup are referred to as A, B, C and D in the table to illustrate the competition
format sequence.

Table 3. Competition format over the two days of competition

Competition    Division        Stage           No. of      Time per    Approximate
Sequence                                       matches     match       total time
                                               for stage   (mins)      (mins)
Day 1          A               Quarter-final   4           12          50
               A               Semi-final      2           12          25
               A               Final           1           15          15
               B               Quarter-final   4           12          50
               B               Semi-final      2           12          25
               B               Final           1           15          15
Total time                                                             180 min
Day 2          C               Quarter-final   4           12          50
               C               Semi-final      2           12          25
               C               Final           1           15          15
               D               Quarter-final   4           12          50
               D               Semi-final      2           12          25
               D               Final           1           15          15
Total time                                                             180 min




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2.5       Venue requirements

The technical requirements for the Archery World Cup Final are much less
demanding than most sports. Organisers can practically take the event anywhere
they wish to and have the freedom and flexibility to set up the most dramatic
and spectacular backdrop that can be dreamed to showcase the host location; as
long as it meets the following FITA requirements.



Requirements:

             A flat primary space measuring a minimum of 120 m x 30 m for the
              main competition area

             A flat secondary space measuring a minimum of 80 m x 10 m as
              warm-up area, which should not be more than 50 m away from
              primary space

             Both spaces to be oriented to the North-South direction (lengthwise)
              with a tolerance of 20 degrees

             Calm weather conditions at venue location


To gain a better understanding of how the typical setup of an Archery World Cup
Final venue looks like, please refer to Appendix A for the technical drawings. This
appendix also includes an example of the setup for Dubai 2007 and Copenhagen
2009. Illustrations showing examples of what is considered a “flat” space defined
in the above requirements can also be found. This will further demonstrate how
flexible the Archery World Cup Final is in allowing creativity and innovation for
the venue.



2.6       Other

The following logistical elements and requirements must also be taken into
consideration when hosting the Archery World Cup Final.


2.6.1     Transport and accommodation

The Organiser should ensure that transport is arranged for the athletes, support
staff and officials for all activities related to the event including the following:

         Airport transfer
         Transfer between hotel and competition venue
         Promotional activities




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The organiser is also required to provide accommodation for the athletes,
support staff and officials in a hotel of a minimum 4* standard that is reasonably
close to the competition venue.

More specifically, the above arrangements of transport and accommodation are
to be made for the following personnel involved in the Archery World Cup Final
as indicated in Table 3.

Table 4. Personnel requiring transport and accommodation

  Personnel                               Approximate number of people
  Athletes                                                 32
  Support staff                                            50
  FITA and event officials                                 40
  TOTAL                                                   122

2.6.2   Safety and security

To minimise the risk of accidents, all FITA events are subject to stringent safety
regulations. The Archery World Cup Final Organiser must be acutely aware of the
safety issues and always enforce safe operating procedures during the
competition events.

For each Archery World Cup Final, FITA will review all aspects of safety and
security together with the Organisers, from planning phase to execution, to
ensure a safe and enjoyable event.

2.6.3   Presentation to the public

The Archery World Cup Final should be presented to the on-site spectators by
professional announcers, large video screens, and athlete interviews, as
designated by FITA. Olympic style award presentations should be conducted on-
site, at the conclusion of each event. Printed programmes should provide
information for each venue, including diagrams of the staging and display areas,
time schedule for events, a description of each event and its objective, and
competitor profiles for the top-ranked athletes.

To enhance spectator interest and attendance, FITA will collaborate with the
Archery World Cup Final Organiser to ensure interactive activities (e.g. “Try out
Archery” stations) and static displays (i.e. Archery equipment) are available for
spectators. Spectators should be given the chance not just to watch Archery but
to experience and learn more about Archery. The Archery World Cup Final
Organiser should provide the booth structures, furnishings, electricity and
technical support to facilitate this.



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                                                 Archery World Cup Final
                                                            2012 & 2013




3.         Basic Conditions

The agreement for the Archery World Cup Final 2012 and 2013 will be concluded
between two parties:

      1)       FITA – International Archery Federation

      2)       A Local Organising Committee (LOC) composed of the host
               city/region, and/or FITA Member Federation and/or eventual
               promoters, agencies, commercial partners, etc.

The basic conditions must be viewed as basic and minimum requirements. FITA
may accept a certain degree of flexibility to allow potential LOCs to maximise the
benefits of hosting the Final.



3.1        Rights of the LOC

      1. To receive 100% of income from:
             a. Sponsorships* generated by the LOC
             b. Ticket sales
             c. Food and Beverage sales
             d. Merchandise
      2. 1 minute promotional video of the host city to be aired at the beginning
         of all broadcasts of the event, including sports highlights programmes.
      3. The right to use the name „Archery World Cup Final‟ from the day of
         contract signature until six months after the last day of the event.
      4. Availability of archers for up to 2hrs the day before the competition for
         promotional activities.
      5. To have the autonomy to design/select a venue as long as the proposed
         venue meets with FITA technical requirements for staging the event

           * Local sponsors to share advertising space with FITA sponsors on a principle of 50-50
           visibility both on TV and field-of play, where category exclusivity of FITA sponsors should
           not be infringed upon.




3.2        Obligations of the LOC

      1. To pay FITA a staging fee amounting to EUR 200,000 in three instalments
         over the three years leading up to the event.
      2. To cover hotel/lodging of a minimum of 500 nights (4* level and above),
         and local transport for the athletes, support staff and officials.
      3. To cover all staging/organisational costs related to the Archery World Cup
         Final with a minimum seating capacity of 2500.




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      4. To promote the Archery World Cup Final nationally in the years/months
         leading up to and during the event.



3.3      Responsibilities of the LOC

3.3.1    Marketing

Organising the Archery World Cup Final has the potential to generate
considerable revenue over expenses, if the event is marketed professionally. The
Archery World Cup Final provides a good opportunity to reduce overhead
expenses by attracting support from government and commercial entities. It is
the responsibility of the LOC to market the Archery World Cup Final sufficiently.
All revenues from successful marketing will go directly to the LOC.


3.3.2 Financial

The following table provides an estimate of the associated costs for hosting and
organising the Archery World Cup Final:

Table 5. Estimated costs of organising the Archery World Cup Final

  Organisational component                  Costs (EUR)
  Venue staging costs                                      variable
      Rental and/or set-up of venue
        with seating capacity of 2500
  Accommodation                                            variable
      500 bed nights at 4*
  Transport                                                variable
      Airport transfer
      Transfer between hotel and
        competition venue
      Promotional activities
  Marketing                                                variable
      Advertising
      Promotional activities
  Staging fee for “Archery World Cup                       200,000
  Final” event

  ESTIMATED TOTAL                                    400,000 – 500,000

Except for the event staging fee to be paid to FITA which is fixed, the other cost
components are variable from country to country. It is thus the responsibility of
Archery World Cup Final Organisers to project the costs of hosting and



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organising the event in their own city, with the above figures to be referred to
only as a guideline.

3.3.3 Management

In order to ensure that the Archery World Cup Final is administered effectively,
the Organiser and the FITA should establish internal management structures and
procedures that allow both parties to work together cohesively.

The Archery World Cup Final Organiser‟s infrastructure should allow it to
effectively organise, conduct and finance the Archery World Cup Final, and
provide clear channels of communication with all internal (between FITA and
Organiser) and external entities. FITA will designate a central point of contact for
communication on all Archery World Cup Final matters. The personnel
representing FITA and the Archery World Cup Final Organiser, and their specific
functions, must be declared during the bidding process, before the Archery
World Cup Final is awarded, and their names will be designated in the Archery
World Cup Final governing documents.

During the Archery World Cup Final organisational period, the Organiser should
maintain effective communication with all external parties involved, including
FITA, participants, government entities, professional contractors, vendors,
sponsors, media, the public and all other interested parties.

3.3.4 Operational

The Organiser of the Archery World Cup Final is responsible for coordinating,
directing and funding all operational aspects of the event. The Organiser should
select all staff and obtain the use of all equipment and other materials needed
for conducting the Archery World Cup Final, unless otherwise specified by FITA
for technical purposes.

      Preparation: Prior to participants arriving, organising staff members
       should be familiar with, and capable of performing all their required tasks.
       Back-ups for all systems, equipment and staff should be in place, venues
       should be fully prepared, volunteers should be fully trained and briefed,
       technical systems and equipment (and the means to run them) should be
       tested and fully operational; and operational procedures should be well
       rehearsed and fully functional.

      Conducting the Archery World Cup Final: The Organiser should run the
       operations as professionally, efficiently and effectively as possible. FITA
       codes of conduct, safety regulations and all other applicable codes should




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       be respected. Any problem areas that arise should be immediately
       addressed and resolved.




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4.       Bidding Process

The Archery World Cup Final Organiser will be selected through a bidding
process. The bid process is launched on April 1st, 2010 and the deadline for
bidders to submit their bid application to FITA is September 1st, 2010.

Short-listed candidate cities will be evaluated by FITA technical experts during a
site-inspection visit. Following this, the election of the host cities for 2012 and
2013 will be voted on and announced during the FITA Council meeting on
November 12-13th, 2010 in Lausanne (Switzerland).

FITA has also created the Observer Programme, which is an invitation to all
potential hosts to visit as guest observers for the next World Cup Final in
Edinburgh in September 18-19th, 2010. Programme details may be found in
section 4.2.

4.1      Timeline

Table 6. Overview of bidding process

  Date                              Activity

  April 1st, 2010                          Launch of the bidding process


  September 1st, 2010                      Deadline for submission of bid
                                            document and fee


  September 18-19th, 2010                  Optional: Observer Programme
                                            for bidding cities at Edinburgh
                                            2010 Archery World Cup Final


                                           Short-list of candidate cities by
  October 1st, 2010
                                            FITA Executive Committee


                                           Site visits to candidate cities by
  October-November 2010
                                            FITA Technical Experts


                                           Decision on host cities for
  November 12-13th, 2010
                                            Archery World Cup Final in
                                            2012 and 2013 by FITA
                                            Executive Committee.




FITA Tender Document                                                              17
                            Tender document for potential hosts of
                                         Archery World Cup Final
                                                    2012 & 2013




4.2       Observer Programme

FITA cordially extends an invitation to all potential bidding candidates to visit as
guest observers for the next World Cup Final in Edinburgh on September 18-19th
2010.

Truly believing in what the Archery World Cup Final can bring to Organisers of
the Archery World Cup Final, and thrilled about the boundless potential for
creative innovation and exciting opportunities within this event platform, FITA
welcomes all potential hosts to gain a first-hand experience of this fantastic
event.

FITA shall cover all local costs for two observers from each bidding city for this
optional 2-day programme.



4.3       Fees

Bidders for the Archery World Cup Final will pay a non-refundable Bid Fee when
they submit their bid documents to FITA.

FITA will use the Bid Fees (EUR 5‟000,-) for on-site inspections to candidate
cities, thorough evaluation of the materials submitted by the bidders,
preparation of the bid review and other related activities appropriate to conduct
a comprehensive bid evaluation.

Following signature of the Archery World Cup Final Host City Contract, the
selected Organiser must pay FITA a non-refundable Archery World Cup Final
staging fee totalling EUR 200‟000,- to the designated FITA bank account. The
staging fee shall be paid in three instalments over a period of three years leading
up to the event according to the following schedule:

         30% (EUR 60‟000,-) within one week upon signing the Archery World Cup
          Final Host City Contract
         35% (EUR 70‟000,-) by July 1st of the year one year before Organiser
          hosts the event
         35% (EUR 70‟000,-) within one week after the organisation of the
          Archery World Cup Final event



4.4       Bid Submission

All potential hosts are required to submit their bid documents according to the
requirements specified in the following sections.




FITA Tender Document                                                                 18
                             Tender document for potential hosts of
                                          Archery World Cup Final
                                                     2012 & 2013




4.4.1 Documents to be submitted

       - Bid application forms (Appendix C)
       Deadline: September 1st, 2010

4.4.2 Conditions to be fulfilled

A non-refundable Bid Fee of EUR 5‟000.- must be paid to FITA – no later than
when the Bid application forms are due to be submitted to FITA (September 1st,
2010). No Bid will be considered as submitted until FITA has received the Bid
Fee in its designated Bank Account.

4.4.3 Evaluation

The FITA Executive Committee will evaluate each bid and may eliminate bids
that are not in line with the Archery World Cup concept or bidders whose
qualifications do not fulfil FITA‟s criteria for an Archery World Cup Final
Organiser.

FITA will only shortlist a bidding city as a candidate city if it is convinced that the
bidder has the capabilities and resources to stage the Archery World Cup Final
professionally, and to fulfil all the obligations of an Archery World Cup Final
Organiser. The short-listing decision will be made by the FITA Executive
Committee.



4.5    Awarding of the Archery World Cup Final for 2012 and 2013

The bidding process will culminate in November 12-13, 2020 when the host city
decisions for 2012 and 2013 are made and announced by the FITA Executive
Committee when they meet in Lausanne, Switzerland.

Based on submitted bid documents, on-site inspections, meetings with short-
listed candidates and their final presentations, a secret ballot vote by the FITA
Executive Committee will determine who will be awarded the hosting rights of
the Archery World Cup Final for 2012 and 2013. The voting will take place in
rounds until a majority vote of 50% is reached. In each round the bid with the
lowest votes will be eliminated. In the case of a tied vote, the FITA President‟s
vote will count twice.




FITA Tender Document                                                                 19
                           Tender document for potential hosts of
                                        Archery World Cup Final
                                                   2012 & 2013




5.     Contacts for further information

For further information please contact FITA for technical or competition queries
and TSE Consulting for any questions relating to the bidding conditions or
process.




FITA - International Archery Federation
Maison du Sport International
Avenue de Rhodanie 54
1007 Lausanne
Switzerland

Tel: +41 21 614 30 50
Fax: +41 21 614 30 55
Web: www.worldarchery.org

Contact: Juan-Carlos Holgado
Email: jcholgado@archery.org




TSE Consulting
Rue du Petit-Chêne 38
1001 Lausanne
Switzerland

Tel: +41 21 313 23 00
Fax: +41 21 313 23 01
Web: www.tseconsulting.com

Contact: Kenneth Quah
Email: kquah@tseconsulting.com




FITA Tender Document                                                               20
Appendices
                                      Appendix A




Venue requirements – Technical
drawings



Archery World Cup Final 2012 & 2013
                               Tender document for potential hosts of
                                            Archery World Cup Final
                                                       2012 & 2013




This document shows the technical drawings related to the venue requirements
for the Archery World Cup Final.

The following are the technical drawings that may be found here:
   1. Typical setup of Archery World Cup Final venue (3D-view)
   2. Typical setup of Archery World Cup Final venue (plan-view)
   3. Setup of Archery World Cup Final 2007 in Dubai (3D-view)
   4. Illustrations of what is considered a “flat” space




Appendix A: Venue requirements – Technical drawings                        A1
                               Tender document for potential hosts of
                                            Archery World Cup Final
                                                       2012 & 2013




Appendix A1: Typical setup of Archery World Cup Final venue (3D-view)




Appendix A: Venue requirements – Technical drawings                     A2
                               Tender document for potential hosts of
                                            Archery World Cup Final
                                                       2012 & 2013




Appendix A2: Typical setup of Archery World Cup Final venue (plan-
view)




Appendix A: Venue requirements – Technical drawings                     A3
                               Tender document for potential hosts of
                                            Archery World Cup Final
                                                       2012 & 2013




Appendix A3: Setup of Archery World Cup Final 2007 in Dubai (3D-view)




Appendix A: Venue requirements – Technical drawings                     A4
                               Tender document for potential hosts of
                                            Archery World Cup Final
                                                       2012 & 2013




Appendix A4: Setup of Archery World Cup Final 2009 in Copenhagen
(3D-view)




Appendix A: Venue requirements – Technical drawings                     A5
                               Tender document for potential hosts of
                                            Archery World Cup Final
                                                       2012 & 2013




Appendix A5: Illustrations what is considered a “flat” space

The following are illustrations of examples of what FITA considers a “flat” space
according to the venue requirements stipulated in section 2.5, in addition to
conventional flat spaces such as an open grass field or an outdoor sports arena.

If anything, these illustrations give Organisers an idea of the numerous
possibilities that the Archery World Cup venue can take shape in and
demonstrate the flexibility as well as innovative potential that this event has in
showcasing an extraordinary location as a competition venue.




             Illustration 1: Differing heights compensated by a platform




Appendix A: Venue requirements – Technical drawings                              A6
                               Tender document for potential hosts of
                                            Archery World Cup Final
                                                       2012 & 2013




          Illustration 2: Undulating ground with unobstructed line-of-sight




               Illustration 3: Water body separating archer and target


Appendix A: Venue requirements – Technical drawings                           A7
                                      Appendix B




TV audience projection



Archery World Cup Final 2012 & 2013
                                Tender document for potential hosts of
                                             Archery World Cup Final
                                                        2012 & 2013




                          TV Audience Projection
                          Archery World Cup Final


A) Global Exposure

Based on current viewership of archery, the projected cumulative audience for
the Archery World Cup Final is 250 million TV viewers over more than 100
territories.

Overall, archery is touching about 800 millions TV viewers a year with the
Archery World Cup and the different World Archery Championships.

A proof of archery‟s audience success in television came from the last Olympic
Games in Beijing. An independent study made by Sponsorship Intelligence
mandated by the International Olympic Committee shows that the average
minute of archery coverage was seen by 35.2 million viewers globally during 91
hours of archery broadcast during the Games. This ranked archery in 10th place
among Olympic sports! Moreover, this study was made over 48 selected
territories, but did not include Korea, which won 5 medals (which of course
would have further raised this figure for archery).


B) TV production

For the Archery World Cup Final, FITA is producing a two times 2-hour live signal
(one for Compound Final, one Recurve Final), a 26-minute highlights and two 3-
minute newscast.

On site, the national TV stations (and others) will produce short highlights and
magazines.

On demand of TV stations, more footage can be produced by FITA‟s TV
production company, such as dedicated interviews or 52-minute highlights.

FITA has started producing in the 16/9 format in 2008 and in HD in 2009.
Moreover, a world class TV agency, MP & Silva, is representing FITA on the TV
market since 2009.


C) Live coverage

The live coverage of the Archery World Cup Final may be taken by TV channels
such as:

MBC Korea, Zee Sports India, CCTV China, RTR Sports Russia, Al Jazeera Sports,
Fox Sport Middle East Sport+ France, RAI Italy, Poverkhnost Ukraine, TV Poland,
etc.

More TV channels can be added, depending on which archers are shooting at the
World Cup Final and where it takes place.




Appendix B: TV audience projection                                            B1
                                Tender document for potential hosts of
                                             Archery World Cup Final
                                                        2012 & 2013




D) Web TV

For Christmas 2007, FITA was the first sports international federation to launch a
dedicated web TV on YouTube with about 4 hours of videos per event. Studies
and history across the sports world have indeed shown that free clips and videos
on the web give maximal exposure.

This has been quite a success story and a starting point for the “Sport Hub” a
YouTube interface that now regroups many sports federations. In two years,
World Archery has enjoyed 3 millions videos viewed on its YouTube channel.


E) 26-minutes Highlights

The 26-minute highlights is the core of our TV production and have been
successful since its introduction in 2006. The number of TV channels
broadcasting these highlights has been increasing consistently. It now reaches
about 25 TV stations. The complete list of the current TV stations is on the table
below.

Some of the TV channels that have shown archery since 2006:

Name                                            Country
Austrian Sports Channels                        Austria
Bandeirantes, ESPN                              Brazil
CCTV China                                      China
Cybercast                                       Chinese Taipei
National TV                                     Czech Republic
National TV                                     Denmark
Sport +                                         France
MDR                                             Germany
Hong Kong Asia TV                               Hong Kong, China
Zee Sports, Doordarshan                         India
RAI Sport, Dahlia                               Italy
NHK                                             Japan
MBC Korea                                       Korea
Astro                                           Malaysia
ESPN Star Sport                                 Pan Asia
Ten Sports                                      Pan Asia / Pan Middle East
Eurosport, Eurosport Asia                       Pan Europe (Africa, Asia)
Aljazeera Sport, ART Arab                       Pan Middle East
Fox Sport International                         Pan Middle East, Africa
National TV                                     Poland
SPORT Russia                                    Russia, Pan Russian Speaking
                                                Countries
StarHub                                         Singapore




Appendix B: TV audience projection                                             B2
                                Tender document for potential hosts of
                                             Archery World Cup Final
                                                        2012 & 2013



TVE                                             Spain
TRT                                             Turkey
Poverkhnost TV                                  Ukraine
Trans World Sport, Sports Unlimited             worldwide magazine
IEC “Road to Beijing”, Gillette World Sport worldwide magazine




Appendix B: TV audience projection                                       B3
                                      Appendix C




Bid application forms



Archery World Cup Final 2012 & 2013
                                    Table of Contents


1     Preparing bid documents ..................................................... 1
1.1   Formal Requirements .............................................................. 1
1.2   Submissions .......................................................................... 1
1.3   Bid Fees and Bank Account Details ............................................ 2

2     Identification ...................................................................... 3
2.1   Entity bidding to host the Archery World Cup Final ...................... 3
2.2   Bid Committee Members .......................................................... 4
2.3   Letter of Undertaking .............................................................. 6

3     Questionnaire ...................................................................... 7
3.1   Motivation and objectives ......................................................... 7
3.2   Venue.................................................................................... 7
3.3   Time Frame ............................................................................ 7
3.4   Organisation........................................................................... 8
3.6   Status of Archery .................................................................... 8
3.7   Financial ................................................................................ 8
                                 Tender document for potential hosts of
                                              Archery World Cup Final
                                                         2012 & 2013



1       Preparing bid documents

The purpose of this section is to provide information to prospective bidders on
how to prepare their bid applications for submission to host the Archery World
Cup Final in 2012 and 2013.

1.1     Formal requirements

Presentation:          Simple, moderate cost, soft-cover, plastic spiral or glued
                       binding (loose leaves and binders not accepted). The FITA
                       analysis concerns solely the content of the candidature file
                       and not the presentation.

Language:              English

Answers:               Identification and questionnaire forms to be filled with typed
                       text (not handwritten) in the defined text fields. Use concise
                       and concrete sentences when answering the questions.
                       Visual aids such as graphs, tables, lists, maps and plans that
                       can help illustrate the answers should be attached as
                       appendices.

To submit:             The bid document submitted to FITA should contain the
                       following:
                          1. Filled Identification form (2.1-2.2)
                          2. Signed Letter of Undertaking (2.3)
                          3. Filled Questionnaire form (3.1-3.6)
                          4. Appendices of additional information requested in the
                             questionnaire as well as visual aids that would help
                             illustrate the answers.

Deadline:              September 1st, 2010 – midnight



1.2     Submissions

Please submit 3 copies to FITA office via mail or courier at:

International Archery Federation (FITA)
Maison du Sport International
Avenue de Rhodanie 54
1007 Lausanne
Switzerland




Appendix C: Bid application forms                                                     C1
                                Tender document for potential hosts of
                                             Archery World Cup Final
                                                        2012 & 2013



In addition to the printed documents, electronic copies of the filled Identification
Forms (items 2.1 to 2.2) and the answers to the Questionnaire (items 3.1 to 3.6)
are required. These documents must be submitted in one of the following
formats:

        -    MS-Word (version 97 or above) or Adobe pdf

Digital photos and maps would be appreciated in .jpg (or .png) format. Electronic
documents have to be submitted either via e-mail (jcholgado@archery.org) or,
preferably, on a PC-formatted CDROM or DVD together with the printed
documents.



1.3     Bid Fees and Bank Account Details

A non-refundable Bid Fee of EUR 5‟000.- must be paid to FITA – no later than
when the bid documents are due to be submitted to FITA (September 1st, 2010).
No Bid will be considered as submitted until FITA has received the Bid Fee in its
designated Bank Account.

All Fees must be paid, by their due date, to the following account:

Beneficiary:
FITA - Fédération Internationale de Tir à l'Arc
Maison du Sport International
Avenue de Rhodanie 54
1007 Lausanne, Switzerland

Banking Details:
Bank: Credit Suisse
Address: Rue du Lion d'Or 4
Case postale 5720
CH - 1002 Lausanne (Switzerland)

Account in EUR:
Account nr. 898186-92
IBAN: CH62 0483 5089 8186 9200 0
Swift/BIC: CRESCHZZ80A




Appendix C: Bid application forms                                                C2
                                Tender document for potential hosts of
                                             Archery World Cup Final
                                                        2012 & 2013



2.        Identification

The purpose of this section is to introduce Bidders for the Archery World Cup
Final to FITA, and to present their qualifications to bid for the Archery World Cup
Final in 2012 and/or 2013.

Bidders should fill-in this section as accurately and completely as possible.

Also, please attach current curriculum-vitae for all members of the Bid
Committee who are listed in this document.



2.1       Entity bidding to host the Archery World Cup in 2012 and/or 2013



 Name of Entity

 Type of Entity
 (Member federation,
 Corporation, etc)

 Entity‟s Current Location
 (City, Country)

 Primary function of Entity
 (Event organizer, etc.)

 Mailing      Street, Number
 Address
              City

              Postal Code

              Country

 Phone number

 Fax number

 E-mail

 Website

 Any other relevant
 information




Appendix C: Bid application forms                                                C3
                                Tender document for potential hosts of
                                             Archery World Cup Final
                                                        2012 & 2013



2.2     Bid Committee Members

Principal Member(s) of the Bid Committee


 Name

 Surname

 Mailing         Street, Number
 Address
                 City

                 Postal Code

                 Country

 Contact         Phone number
 Information
                 Mobile number

                 Fax number

                 E-mail

 Current position, Company

 Function within the Bid
 Committee




 Name

 Surname

 Mailing         Street, Number
 Address
                 City

                 Postal Code

                 Country

 Contact         Phone number
 Information
                 Mobile number

                 Fax number

                 E-mail

 Current position, Company

 Function within the Bid
 Committee


For additional principal members of the Bid Committee, please duplicate this
page.




Appendix C: Bid application forms                                              C4
                                Tender document for potential hosts of
                                             Archery World Cup Final
                                                        2012 & 2013



Entity’s representative who is responsible for official communication with FITA


 Name

 Surname

 Mailing         Street, Number
 Address
                 City

                 Postal Code

                 Country

 Contact         Phone number
 Information
                 Mobile number

                 Fax number

                 E-mail

 Current position, Company

 Function within the Bid
 Committee




Appendix C: Bid application forms                                                 C5
                                Tender document for potential hosts of
                                             Archery World Cup Final
                                                        2012 & 2013



2.3      Letter of Undertaking



Undertaking:

The Bid Committee of ___________________________(city) herby certifies that
it has received the “Tender document for potential hosts of Archery World Cup
Final 2012 and 2013” and declares to have duly noted its contents, and shall
adhere to the following:




      1. The Bid Committee recognise and declare that they are aware of the
         Archery World Cup Final Host City Contract which shall be executed with
         the International Archery Federation (“FITA”) if its city is elected to host
         the Archery World Cup Final in 2012 or 2013 and is prepared to sign the
         Archery World Cup Final Host City Contract without reserve or
         amendment within one week from the election date.

      2. In consequence thereof, the Parties declare that during the period of the
         candidature of the city, they will refrain from approving or consenting to
         any act, contract, commitment or any other action contrary to or which
         might affect any of the obligations stipulated in this tender document.

      3. This undertaking shall remain in full force and effect until the Archery
         World Cup Final Host City Contract has been signed with the respective
         hosts for 2012 and 2013.




____________________                    ____________________________________
Signature                               Name, position & organisation (BLOCK)




Appendix C: Bid application forms                                                   C6
                                     Tender document for potential hosts of
                                                  Archery World Cup Final
                                                             2012 & 2013



  3.        Questionnaire

  These questions need to be answered by all bidding applicants. It is intended
  that the responses to the following questions will provide FITA with an overview
  of each Bidder‟s organisational capabilities and principal motivation for its
  interest in hosting the Archery World Cup Final.


                                          QUESTIONNAIRE FORM

When responding, Bidders should give concise, factual and objective answers in the defined text fields. Any
additional information or illustrations should be attached at the end as supporting documentation.


3.1 Motivation and objectives

a) For which year(s) are you bidding to host the Archery World Cup Final? Tick only one of the following.

       2012          2013         2012 and 2013

b) What is your principal motivation for hosting the Archery World Cup Final?



c) If you are selected to host the Archery World Cup Final in 2012 or 2013, what will your primary goal be
with regard to this event?




3.2 Venue

a) In which area of the city and venue do you propose to stage the Archery World Cup Final? Why is this
location suited for staging the event according to the concept of the Archery World Cup Final?



b) Please attach a general Site Map (Map A) that indicates the location of the following :
                  -   International airports,
                  -   Location of accommodation for athletes, support staff and officials,
                  -   Competition venue,
                  -   Distances in km between all of the above-mentioned venues

c) Please attach a series of photos depicting the venue site proposed for the event.


3.3 Time Frame

a) What range of dates do you propose for conducting the Archery World Cup Final in 2012 and/or 2013?




b) Please attach meteorological data of the proposed venue location for the relevant months.




  Appendix C: Bid application forms                                                                    C7
                                      Tender document for potential hosts of
                                                   Archery World Cup Final
                                                              2012 & 2013




c) What other high-profile events (sporting, cultural, conventions, exhibitions, etc.) are being planned for
this region in 2012 and/or 2013 (depending on which years you are bidding for)? Please list events, and
provide their respective dates and Internet addresses.



3.4 Organisation

a) What will be the composition and organisational structure (by titles) of your Bid Committee?



b) Please provide your Bid Committee members’ experience in event organisation during the last 10 years
for major events (conventions, exhibitions, etc.) and major sporting or multi-sports events (world or
continental championships, games, etc.)




3.5 Status of Archery

a) What will be the role of your National Archery Federation for the Archery World Cup Final?




b) What are the opinions and/or level of support (in principle) of the local Archery community towards you
bidding to host the Archery World Cup Final?




c) What are the opinions and/or level of support toward this project by national, regional and local
authorities?




3.6 Financial

a) How will your Bid Committee’s Bid Process for the Archery World Cup Final be financed, and by whom?




b) What financial commitments – if any – have been obtained to support your bid and the Archery World
Cup Final in 2012 or 2013?




c) What revenues do you expect to be able to generate by staging the Archery World Cup Final in 2012 or
2013, and what are the expected primary sources?




  Appendix C: Bid application forms                                                                       C8

								
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