2019 STATE CHAMPIONSHIPS BID CRITERIA

Transcription

1 2019 STATE CHAMPIONSHIPS BID CRITERIA

2 Contents INTRODUCTION USING THE GUIDELINES... 6 TIMETABLE / DEADLINE... 6 VENUE... 6 PROCESS ESSENTIAL BID SUBMISSION REQUIREMENTS... 7 LOGISTICAL INFORMATION... 7 TECHNICAL INFORMATION... 7 PHOTOGRAPHIC EVIDENCE MARKETING... 8 MARKETING NAMING RIGHTS... 8 SPONSORSHIP... 8 PROMOTION OF EVENT... 8 TSHIRT DESIGN REGISTRATION, OFFICIALS AND ENTRIES... 9 ENTRIES... 9 ENTRY FEES... 9 RIDER REGISTRATION... 9 BMX OFFICIALS BMX TRACK AND CONSTRUCTION (as per current UCI Track Guidelines) ( ) STAGING STARTING HILL TRACK TRACK FINISH LINE INFRASTRUCTURE

3 OVERVIEW DETAILS TRACK SPECTATOR AREA TOILET FACILITIES FOOD AND BEVERAGE CATERING - CANTEEN PA SYSTEM COMMENTARY TOWER CLEANING SERVICES BMXWA REGISTRATION BMXWA SCORING AND VIDEO OFFICIALS AND MEDIA FIRST AID MEDICAL ROOM/POST VIP AREA FLAG POLES AND SIGNAGE RIDER WARM UP AREA FINISH AREA PODIUM DIAS PRESENTATION PLATFORM PARKING TRAFFIC MANAGEMENT ACCOMMODATION PRO SHOP AREA TROPHY STORAGE, SECURITY AND PRESENTATION SECURITY ADDITIONAL INFORMATION TRACK AVAILABILITY PRE-STATE EVENTS PRIZE MONEY

4 SCHEDULE OF EVENTS MEDIA PHOTOGRAPHER TELEVISION PROGRAM INCLUSIONS OTHER INFORMATION ASSESSMENT OF TRACK/RISK ASSESSMENT RISK ASSESSMENT TRANSPONDER SCORING EVENTS MINIMUM REQUIREMENTS CHECKLIST BID SUBMISSION CHECKLIST

5 INTRODUCTION BMX Sports Western Australia is the governing body for BMX in WA. The aim is to make BMX a sport that can involve everyone, accessible to any age or gender. BMX Sports Western Australia encourages fair competition and includes all areas from grass roots up to high performance. The vision is to create an element of entertainment and to provide the best possible facility available to host a BMX State Championships in Western Australia. Ensuring that the sport of BMX is showcased to the wider community, via media and spectators that attend the event. This criteria contains information about Host Club responsibilities and sets down a minimum standard for the presentation of the BMX Sports Western Australian State Championships. Host Clubs are encouraged to enhance the presentation of the Championships where possible. The Host Club and State will work closely together to ensure all communication lines are open to run the most successful event possible. The ongoing success of the Championships relies on the continued support of spectators, participants, officials, sponsors, volunteers and other stakeholders. As such, it is important to consider the needs and involvement each of these groups will have and for the Host Club, in conjunction with BMX Sports Western Australia, to meet those needs accordingly. Once a successful bid has been determined, the club will be required to sign an Event Agreement with BMX Sports Western Australia for the State Championships. Please Note: If any requirements are unclear you must clarify them with BMX Sports Western Australia prior to entering a submission. The following BMX Sports Western Australia Bid Submission may be subject to change. Clubs will be notified of any changes to this document. 5

6 1. USING THE GUIDELINES The purpose of providing these criteria guidelines is to: 1. Improve promotional standards for the State Championships 2. Provide specifications that must be met for the venue and the event 3. Provide athletes a safe, competitive event TIMETABLE / DEADLINE The deadline for the bidding procedure shall be as follows Event 2019 July 2018 August September September 2018 State Championships will be held in September or October of each year. BMX Sports Western Australia call for EOI to host 2019 State Championships Submissions due for evaluation with site visit (if required) Written notification to all bid parties Announcement of venue for 2019 State Championships at 2018 State Championships If any requirements are unclear you must clarify them with BMX Sports Western Australia prior to entering a submission. VENUE Venue is an overall term that covers: 1. The town or location of the event, accommodation, services, including transport 2. The profile of the track, available infrastructure, including description of infrastructure. PROCESS Once a bid has been submitted a BMX Sports Western Australia Official may carry out a site inspection of each venue as required and a report produced for the Board of Directors of BMX Sports Western Australia. The successful bid will be announced yearly. The decision of BMX Sports Western Australia is based upon the detailed information on all technical, logistical, financial and organisational aspects of every bid. The decision of BMX Sports Western Australia is final and no further correspondence will be entered into once the venue has been awarded hosting rights. 6

7 2. ESSENTIAL BID SUBMISSION REQUIREMENTS Each bidding venue, must present a bid following the guidelines outlined in this document, and the bid document shall contain the following: 1. The Shire or City Council of the applicant club must provide a letter of support and agreement that the club hosting the State Championship will be sanctioned by all its local Government departments and will receive whatever assistance is available from such Council or Shire. 2. A copy of the Club s Current Public Liability Insurance Certificate of Currency. 3. The Host Club must appoint a State Championship Liaison Officer including contact phone and details with their submission. LOGISTICAL INFORMATION 1. Accommodation & Travel 2. Parking surrounding the venue 3. Facilities for Officiating, Scoring, Video, and Media room, Presentation area, First Aid, Spectator Seating, Tent Area, Pro Shops, Water Fountain (free water), toilets, Presentation Venue area. 4. Details of other major events run over the same week and weekends in the same region/suburb. TECHNICAL INFORMATION 1. Track Length 2. Access PHOTOGRAPHIC EVIDENCE 1. Venue plan, including Track layout 2. Start Ramp & Finish Lines 3. Protest Pen 4. Staging area 5. Presentation area 6. Administration/ Officials Office, Scoring, Video, presentation area, First Aid post, seating, tents, Pro shops, Water fountain (free water), Toilets, Canteen, Official/VIP Parking, Public Parking. 7. Entrance Exit point for First Aid 8. Evacuation point/s in case of emergency Please forward two (2) complete Submissions to host the 2018 BMX Sports Western Australia State Championships to: BMX Sports Western Australia, PO Box 1387, West Leederville WA 6901 Or by bmx@bmxsportswa.com.au By no later than Close of Business Friday 31 August

8 3. MARKETING MARKETING NAMING RIGHTS BMX Sports Western Australia is the sole owner of all Marketing rights and may sell the rights to the event. In the event that a Club procures a Naming Rights / Main sponsor, all agreements MUST be forwarded to BMX Sports Western Australia for approval and signing. In the case of (Naming Rights Sponsor) the Host club will afford 50% of the fee to BMX Sports Western Australia. SPONSORSHIP The Host Club has the right to sign contracts with local sponsors provided that this does not conflict with the exclusive rights of a BMX Sports Western Australia Naming or Main sponsor. All advertising and sponsorship of the State Championships is to be carried out with the negotiation, direction and written approval of BMX Sports Western Australia. A sponsor may not be a company producing tobacco, alcohol or pornographic products or a company involved in sports betting. No sponsorship agreement by the host club committee or any member of the host club can be entered into, to the detriment of BMX Sports Western Australia or its affiliates. Any agreement pertaining to the State Championships must have the prior written consent of BMX Sports Western Australia. PROMOTION OF EVENT BMX Sports Western Australia will provide all creative artwork for any promotional material for the event. BMX Sports Western Australia will promote the event through all available sources, including the website, social networking sites, e-news etc. The host club is to offer all available local sources for promotion of the event. TSHIRT DESIGN The back of the official State Championship T-Shirt may be designed by the Host Club. A maximum 3 colour design must be submitted in minimum.jpeg format (including.eps format if club has access to that) to the BMX Sports Western Australia office at least sixteen (16) weeks prior to the first Pre- State event. The design must be of a professional quality and be fitting to the event. BMX Sports Western Australia will have final approval rights. 8

9 4. REGISTRATION, OFFICIALS AND ENTRIES ENTRIES Riders wishing to compete in the BMX Sports Western Australia State Championships shall nominate/enter through the BMXWA website ENTRY FEES All nomination/entry fees will be payable to BMX Sports Western Australia. RIDER REGISTRATION The Host Club must supply a registration area that does not interfere with the track. This area will be utilised for riders to register, handing out of number plates, and transponders. This may then be used by Officials at completion of Registration. BMX OFFICIALS The Host Club must accommodate up to 20 Officials at the track each day of the event. This includes providing parking area, entry and access to all areas of the track. 9

10 5. BMX TRACK AND CONSTRUCTION (as per current UCI Track Guidelines) ( ) STAGING (a) Riders assembling (pre staging) area minimum 10 heats of riders covered or shaded. (b) Class holding area to be a minimum of 5 lanes to hold 8 riders each lane and be covered. (c) Power supply to be available for the Riders Assembly and Class holding areas. (d) Final holding area before start gate to hold at least 3 heats of riders and must be covered. (That is one in the gate and 2 complete heats behind the starting gate) (e) Area to be contained from the public, kept dust free and be covered. (f) Portable microphone unit to be provided for staging use. (BMXWA can supply if required please list in submission) STARTING HILL Provision must be made to use the Pro Gate Ram and Start Mechanism. Host Club must be receptive to meet current UCI track standard guidelines. (a) The start ramp, preference to be five (5)m in height, the initial incline extending from the starting gate to level ground must be at least 12 metres ) (b) The starting hill must be a minimum of 10 metres wide and 5 metres above the grade of the first straight. (c) The pre-start ramp must be clearly marked into 8 lanes and numbered from 1 to 8 on the rear of the gate. : Gate position 1 is the lane on the side of the gate corresponding to the inside of the first corner. (d) The start gate shall have a minimum height of 500mm and must have non-slip tread traction at each starting position. (e) Must be electronically operated using the approved UCI ram and start mechanism. (f) Start lights must be placed in such a position as to be clearly visible from all starting gate lanes. (g) The gate call must be audible to all riders on the gate. Other sources of noise (eg track announcing or staging) must not interfere with the clarity of the gate call. (h) Starting hill must be covered with suitable material to give good weather protection to a minimum three (3) gates of riders. (i) A minimum of two (2) compressors of twelve (12) CFM capacity must be available for gate air supply. (j) Transponder Cable conduit at Start Hill and Finish line for Transponder loops. BMXWA will assist with guidance for loops as required Example - As per Transponder Loop requirements: 10

11 TRACK The track must be of a compact, closed looped design, forming a circuit where length measured along its centre line. All requirements are best practice as per the current UCI Track Guidelines ( ) (a) Length of Track to be between metres. (b) Minimum length first straight is 70 metres measured from the bottom of the start hill to the entrance of the first corner. Note: Tracks for events can have a first straight that is less than 70 metres, however at least 70 metres is strongly recommended. (c) First straight is to be 8 metres wide. (d) Minimum distance from the bottom of the start hill to the beginning of the first jump: 5 metres (Often, more space than this is preferred to allow time for some pedalling.) (e) First turn shall be minimum 8 metres at the entry narrowing to 6 metres on the exit and may turn in either direction. It shall be banked to a degree which allows safe entry and exit for riders of all ages and race speed. Minimum distance from the exit of the first corner to the lip of the take-off of the first jump on the second straight: 20 metres. Minimum flat distance from the end of the last obstacle to the finish line: 10 metres, if possible 12 metres to 13 metres is preferred. Minimum stopping distance after the finish line: 35 metres (can be a bit less, depending on traction given by the surface grade; but it must be sufficient to allow riders to stop after crossing the finish line) (f) All Turns: shall be banked to a degree which allows safe entry and exit for Riders at race speed. (g) Obstacles: The track will have several technical parts, including various jumps and rhythm sections. (h) The track surface must have a solid base and an acceptable riding surface. (i) Both edges of the BMX track must be marked with white boundary lines. The lines need to be wide enough to be easily visible (normally in the range of 8-12cm) and should be reasonably weather tolerant in case of rain. Boundary markers shall be flush with the surface. (No lime or lime products are to be used) Sometimes, lines might need to be painted across the top of some jumps (take-off landings) in order to provide a visual reference of where the lip of the jump is, and where the landing begins. Such lines must be installed at the request of the technical delegate. (j) The use of car tyres should be kept to a minimum and used as track stabilisation only. (k) The track MUST be clear for at least 2 metres on either side. Any obstacles, (ie) trees, posts etc must have protective padding installed 11

12 TRACK Track design example (best practice as per current UCI Track Guidelines HOST CLUB MUST ENSURE 1. Water is to be available at enough points to ensure adequate spray coverage to eliminate dust and to ensure the track surface is stable. 2. Track workers 4 to 10 track maintenance workers, to assist with raking, shaping and watering throughout the event. 3. Track tools and equipment There must be sufficient tools including shovels, brooms, rakes, or any material or equipment that is required to maintain the track. 4. Line Marking Line Marking material and equipment must be supplied. Under NO circumstances should Lime or Lime based products be used for line marking. 5. Compressors Air Compressors and tanks as needed to operate the starting gate. 6. PA system An active PA system is required for commentating of the event. 7. There will be four (4) track inspections by the designated Track Inspector prior to the State Championships. Inspection dates and requirements will be detailed in the Club Agreement. 8. The host club MUST be ready for the final track inspection as per the inspection schedule. 9. No alterations to the track layout or obstacles after the third (3 rd ) inspection will be allowed without the prior written consent of the Board of BMX Sports Western Australia. 12

13 NOTE: 10. Track maintenance is the responsibility of the Host Club. They must ensure the track surface is in a safe condition for racing at all times. 11. Suitable power supply available for finish line camera installation. 1. The track shall be measured along its centre line for length. 2. Corners shall be measured from the inner track marking, at 90 degrees, along a straight line of the surface to the outside track marking. FINISH LINE (a) To be clearly marked by a straight black line on the track 50mm in width, this will be bordered either side by a 50mm white line. This finish line strip may be supplied by BMX Sports Western Australia. No metal objects to be embedded in the ground at the finish line. Transponder conduits and where possible cables/loops to be fitted as per guidelines (b) Finish Line area must be closely supervised and contained from the Public with only accredited officials having access. (c) There must be sufficient space near the finish area for the inclusion of one (1) office for Scoring and Video staff. (d) An area approximately 3m x 3m to be fenced off alongside the (finish line) area for the protest pen away from riders and the general public. 13

14 6. INFRASTRUCTURE A properly designed venue will facilitate good crowd control, spectator area, and banner placement and also provide participants with an adequate staging, start and finish area. OVERVIEW Venue represents all amenities contained with the event location. 1. Track 2. Spectator Area 3. Toilet Facilities 4. Food & beverage Canteen 5. PA System 6. Commentary Tower 7. Cleaning services 8. BMXWA Registration 9. BMXWA Scoring and Video 10. Officials Media 11. First Aid Medical post 12. VIP Area 13. Flag poles & signage 14. Rider Warm up area 15. Finish areas 16. Podium-Dias 17. Parking 18. Traffic management 19. Accommodation 20. Pro Shop Area 21. Trophy Storage, Security and Presentation 22. Security 14

15 DETAILS 1. TRACK Host Club must supply BMX Sports Western Australia with track build and design drawings. 2. SPECTATOR AREA Sufficient, safe seating area for spectators, with a clear unobstructed view of the track. Provisions for disabled seating. (a) Total area must be large enough to hold a minimum of 1000 people. (b) Track to be cordoned off from the public minimum 2m from track racing boundary line. (c) No tents, sun covers or scaffold seating will be allowed within 4 metres of the track boundary line. (d) The Host Club must provide a spectator area minimum of 3m x 3m as close as possible to the finish line for the sole use of BMX Sports Western Australia. (e) The Host Club must provide 2 x spectator areas minimum of 3m x 3m as close as possible to the finish line for the sole use of the Athlete Development and High Performance Squad Members and Coaches. (f) The Host Club must provide a spectator area minimum of 3m x 3m and clearly visible for the use of the Riders Advocate. 3. TOILET FACILITIES (a) Toilet facilities must be able to cater for 1500 people daily. Local Shire or City Council will have specific health criteria for the number of cubicles required. A copy of your local authority requirements must be submitted eight (8) weeks prior to the Pre-State event. There must be separate facilities for Canteen Staff, Males, Females, and Disabled patrons. (Please refer to Shire health requirements) (b) All toilets must be maintained in a clean and hygienic manner at all times. If portable toilets are used, they must be emptied and cleaned at least daily. 4. FOOD AND BEVERAGE CATERING - CANTEEN (a) Catering facilities must be capable of providing a range of quality food, including healthy alternatives and refreshments for up to 1500 people per day at a reasonable cost. A copy of the intended event menu may be supplied to BMX Sports Western Australia a minimum four (4) weeks prior to the event, for inclusion in the program. (b) All facilities MUST meet local Shire or City Council health requirements. A copy of your local authority Health Department approval must be submitted eight (8) weeks prior to the event. (c) Food Kiosk must open when official practice day commences and must not close until racing competition days are completed. Hours of operation are to be determined by Host Club in conjunction with BMX Sports Western Australia. (d) Good quality drinking water must be available for the duration of the event FREE of charge to riders and spectators. (e) The supply of catering for all Officials for each day of the event is to be liaised between the Host Club and BMX Sports Western Australia 15

16 5. PA SYSTEM The PA system shall be of professional quality and must be capable of projecting the announcer s voice to ALL parts of the track. The host club must ensure that the sound system is of an adequate size and quality to entertain the spectators all around the track. Preferably the sound system will not be projecting directly at the start gate. The riders need to be able to listen for the voice call command from the start gate. 6. COMMENTARY TOWER The commentary tower structure should be covered for shade and must have 240v power for equipment. It must fit at least 2 x persons along with PA equipment. 7. CLEANING SERVICES The Host Club is responsible for cleaning of Toilets in a hygienic manner. An adequate number of Bins are to be supplied and the Host Club is responsible for rubbish removal. The venue must be kept in a clean and tidy fashion 8. BMXWA REGISTRATION An air-conditioned office, minimum of 8 x 3m of space is required with the following equipment: (Window and door configuration to be advised to BMXWA in Bid document to ensure adequate access for Registration process) (a) 4 x tables (min 1.4m long) (b) 4 chairs (c) Power (240v) (Office may then be used for Officials BMXWA to determine) 9. BMXWA SCORING AND VIDEO An air-conditioned office near the finish line. A minimum of 6 x 3m of space is required with the following equipment: (a) 3 Tables (min 1.4m long) (b) 6 Chairs (c) Power (240v) with power outlets (d) Dedicated clean power supply to the scoring and video office. (e) Internet access for online results posting where wireless broadband is not accessible. (f) May be separate rooms 10. OFFICIALS AND MEDIA An Air conditioned Office away from public/spectators. A minimum of 8m x 3m space is required with the following equipment. (May be same as registration liaise with BMXWA) (a) 3 Tables (minimum 1.4m long) (b) minimum 10 chairs (c) Power (240V) with power outlet (d) Fridge (medium size, not bar fridge) OFFICIALS ON THE TRACK WATER SUPPLY The Host Club is to supply water to all Officials in and around the track during each moto (if weather is hot, water to be delivered to officials twice per moto) 16

17 11. FIRST AID MEDICAL ROOM/POST A clean, brightly lit medical/first Aid post is required outside of the track, where injured riders can be treated. It should include easy access from the track (by stretcher) and accessible to ambulance. The room should be out of view of riders preparing to race and the public. BMX Sports Western Australia will provide First Aid for the State Championships and will brief the medical team of requirements. 12. VIP AREA This area must be suitable to host Club/State VIP s. Must be covered and overlook the track with seating for a minimum of 10 guests. There must also be reserved parking for VIP guests. BMX Sports Western Australia will provide parking passes for VIP guests. VIP dignitaries Names and Titles to be submitted to BMXWA twelve (12) weeks prior to pre state event. BMXWA will send out official invitations and produce VIP passes. 13. FLAG POLES AND SIGNAGE Host club to supply 3 x Flag poles (1 x BMXWA Flag, 1 x State Flag, 1 x Local or Club Flag) The Host Club may supply a signage plan outlining proposed positions of Club or sponsors signage to BMX Sports Western Australia a minimum of 30 days prior to the event. BMXWA will coordinate with Host Club for placement of all signage around track. 14. RIDER WARM UP AREA A rider warm up area is required at a minimum of 150m long. It must be secured with barriers erected and away from cars and spectators walking around the venue. 15. FINISH AREA The finish area may seem simple to manage, but it always causes problems. The area must be closely supervised, with only accredited people having access. 16. PODIUM DIAS PRESENTATION PLATFORM A podium-dais or elevated presentation platform to be available at presentation venue. 17. PARKING Adequate parking for over 500 cars per day. An area close to the track for 30 car spaces per day, for Officials and VIP parking. BMX Sports Western Australia shall be notified in writing in the bid document if a fee for parking is to be charged. Any parking fee shall be by GOLD coin donation ONLY with the approval at the discretion of BMX Sports Western Australia. Special clear access must be available at ALL times for First Aid vehicles. 18. TRAFFIC MANAGEMENT The Host Club is responsible for supplying a traffic manager/security to ensure attendees are parking correctly and safely. Any persons who park illegally does so at their own risk and liability. Sufficient signage should be displayed to reduce the chance of congestion. 19. ACCOMMODATION Accommodation must be minimum 500 beds in a 30km radius of the competition venue. 20. PRO SHOP AREA A space of around 18m long x 6m wide must be supplied for Pro shops. (All tents/shades to be provided by Pro Shops) (Liaise with BMXWA for placement of pro shops) BMX Sports Western Australia will be in control of All Pro Shops and Pro Shop Fees. If a designated shop is determined to be a major sponsor of the Host Club they may have the right to the first site allocation. Pro Shop sites are to be as near as possible to the track facilities (ie) inside fenced area if applicable. 17

18 21. TROPHY STORAGE, SECURITY AND PRESENTATION (a) A large, suitable and secure INDOOR VENUE close to the track to be available for trophy storage and presentations. Details of this venue MUST be included in your submission including venue contact name and telephone number. (b) A suitable storage and setup area must be provided in a secure part of the presentation venue prior to the commencement of the event. BMXWA to have access and keys to presentation and storage area for trophy delivery. Preferred delivery day for trophies is Wednesday/Thursday of State Championships. (c) Seating for minimum 250 people must be available. 22. SECURITY (a) Adequate security (24 hr) for the track and its facilities, personnel and equipment during the week of the State Championships to be provided. (b) The Host Club MUST supply car parking security for the duration of trophy presentations. 18

19 7. ADDITIONAL INFORMATION TRACK AVAILABILITY (a) The track shall be open for practice, at a nominal fee, during the week preceding the State Championships. First Aid, corner marshalls and gate starter to be provided by the Host Club to ensure all track safety and First Aid requirements are met whilst the track is in operation. (b) The track opening days, times and charges will be determined by the Host Club in conjunction with BMX Sports Western Australia. PRE-STATE EVENTS To be discussed and determined with BMX Sports Western Australia and Host Club. BMX SPORTS WESTERN AUSTRALIA PRE STATE EVENT BMX Sports Western Australia may conduct a Pre State Event on the weekend prior or during the week preceding the State Championships in conjunction with Official Practice. HOST CLUB PRE STATE EVENT/S (a) The Host Club may conduct Pre-State events prior to the State Championships. (b) Pre-State Event details MUST be submitted to BMX Sports Western Australia for approval sixteen (16) weeks prior to the event/s. This should include: Rules/Guidelines flyer, paper entry form including - proposed times, entry fees, awards and classes. A list of ALL Officials for this event MUST be forwarded to BMX Sports Western Australia at this time for approval, or if BMX Sports Western Australia officials are required, Host Club to contact BMX Sports Western Australia. (c) First Aid requirements to be provided by the Host Club for the Pre-State event/s. (d) Host club will have access to online event entry, assistance by BMXWA can be provided if needed. PRIZE MONEY BMX Sports Western Australia will supply all prize money and coordinate distribution for the State Championship event only. SCHEDULE OF EVENTS OFFICIAL RACE SCHEDULE The schedule will be set by BMX Sports Western Australia, including all Official practice and Opening ceremony. 19

20 8. MEDIA PHOTOGRAPHER It is the responsibility of BMX Sports Western Australia to have a photographer available for the event. The Official Event Photographer will have sole photographic rights for the entire event, and must liaise with BMX Sports Western Australia. Any other photographers must seek prior written approval from BMX Sports Western Australia prior to the event. TELEVISION BMX Sports Western Australia is the exclusive owner of all broadcasting rights (which include radio, television, video-dvd, the internet and any other multimedia rights) All advertising and sponsorship of the State Championships is to be carried out with the direction and approval of BMX Sports Western Australia. PROGRAM INCLUSIONS Any Host Club information to be included in the Official Event Program (ie) canteen menu, sponsor logos, club information must be submitted to the BMX Sports Western Australia office at least six (6) weeks prior to the first Pre-State event. Please have all inclusions sent through in standard.doc/.docx and logos in.jpeg formats. 9. OTHER INFORMATION (a) Opening Ceremony The host club may supply persons to conduct the National Anthem and/or the Welcome to Country ceremony. Any inclusions required by the Host Club in the Official Opening Ceremony (ie) National Anthem Performer, welcome to Country performer or Public Speaker may only be included with the prior written approval of BMX Sports Western Australia. (b) BMX Sports Western Australia and its Officials take full control of the Host Track in the morning prior to the beginning of Official Practice. BMX Sports Western Australia has the sole responsibility for the organisation and operation of the State Championships unless otherwise indicated in writing. (c) BMX Sports Western Australia will supply all officials for the event (all clubs will be asked to supply volunteers) (d) Official Practice times to be determined by BMX Sports Western Australia and advertised prior to the event. (e) All race and organisational procedures will be carried out under the current BMX Australia Rules and Regulations. The Race Commissaires and Race Director will adjudicate on their areas of control. (f) It is the responsibility of BMX Sports Western Australia to organise and secure First Aid services for the duration of the State Championships, (ie) Official practice), Racing Day 1 & Racing Day 2 only. (g) It is the responsibility of the Host Club to identify their local dignitaries for invitation to the Opening Ceremony. (ie) Mayor, Local Member of Parliament, Shire President, Sport and Recreation Representative etc. Please supply Name, Position and full contact details to the BMX Sports Western Australia office twelve (12) weeks prior to the Pre-State event. Invitations will be sent by BMXWA. 20

21 (h) All advertising and sponsorship of the State Championships is to be carried out with the direction / approval of BMX Sports Western Australia. (i) State Championship nominations are the sole responsibility of BMX Sports Western Australia. (j) BMX Sports Western Australia will pay the Host Club a fee of $ upon receipt of the appropriate Tax Invoice (including ABN)a minimum of four (4) weeks prior to the event. Negotiations between BMX Sports Western Australia and the Host club will be subject to infrastructure. 10. ASSESSMENT OF TRACK/RISK ASSESSMENT An initial Facility Inspection / Risk Assessment and Event Administration Inspection will be carried out upon the success of the submission and a final Facility Inspection / Risk Assessment and Event Administration Inspection one (1) week prior to the Pre-State event. This inspection will be carried out by a BMX Sports Western Australia representative/s. A written report detailing these inspections will be provided to the Host Club within seven (7) days of the initial inspection and one (1) day of the final inspection. Two (2) Authorised Club Representatives must be present for all inspections. RISK ASSESSMENT The Host Club must submit their risk management plan to BMX Sports Western Australia a minimum of 90 days prior to event commencement. This will include any facility risks and an evacuation procedure. 11. TRANSPONDER SCORING EVENTS MINIMUM REQUIREMENTS The following standard facilities are required for transponder/video scoring equipment. (Refer 21

22 12. CHECKLIST BID DOCUMENT CHECKLIST Ensure you have completed all tasks and met all requirements on the below checklist before submission. YES NO REQUIREMENT NOTES LOGISTICAL INFORMATION TECHNICAL INFORMATION Host Club is a fully financial member of the State Association and has no outstanding fees with BMXWA. Host Club has full support of Committee and members of that Club. Club Contact selected to liaise with BMXWA Accommodation & Travel All specifications in the Infrastructure overview are in place Ensure details of other Major Events in the area are reported to BMXWA with submission Track Length Access to track and venue PHOTOGRAPHIC/ VENUE PLAN EVIDENCE SUBMISSION Photographic evidence / or Venue Plan supporting bid Submission in by 21 September

23 BID SUBMISSION CHECKLIST Please ensure ALL of the Items below are included in your submission. Failure to do so may render your submission non-compliant and therefore not suitable for consideration. Item Description Included Yes No 1 Shire or Council letter of support 2 Public Liability Certificate of Currency 3 Track plan 4 Host Club Liaison Officer, Name & Contact details 5 2 Complete Submissions Signature of Authorised Person Signature of Authorised Person Name of Authorised Person Name of Authorised Person Office Held Office Held Date Date Please ensure that Checklists are included with your Bid Documents. If you have any questions relating to this Bid document please do not hesitate to contact BMX Sports Western Australia Ph: E: bmx@bmxsportswa.com.au 23