NZMSA Sports Exchange Bid Guide 2017 New Zealand Medical Students Association

Transcription

1 New Zealand Medical Students Association NZMSA Sports Exchange Bid Guide 2017 Date Published: Dec 2016 Version: 1 Document Due For Revision: Dec

2 NZMSA Sports Exchange Bid Guide 2017 INTRODUCTION The NZMSA sports exchange has been established as a major event in the NZMSA calendar bringing together medical students from Auckland, Wellington, Christchurch and Dunedin. This has functioned to provide another avenue for medical students to build collegiality whilst participating in a fun and active environment. 1 We love healthy competition however it is not necessary for NZMSA members to be sports stars to participate and we also encourage support crews to attend if it is desired. NZMSA is calling for interest from teams to run the 2017 NZMSA Sports Exchange and encourage those people who would relish this opportunity to provide a great atmosphere for New Zealand medial students to participate in sport and other fun activities. The ideal team would deliver this event with a high level of consideration for ensuring that it is as practicable as possible for students from all centres to attend, whilst providing a costeffective budget. Please note the dates for the NZMSA Sports Exchange are 22 nd 23 rd April YOUR GUIDE TO ORGANISATION Although this guide is not conclusive, these are some areas that the NZMSA Executive and past teams have identified as important to the successful running of this event. Sports exchange team with relevant skills: organised, with a passion for fun! Memorandum of Understanding with NZMSA: you will liaise with the NZMSA Vice- President Internal (Fraser Jeffery), on behalf of the NZMSA Executive, on any pertinent organizational issues (see past MoU attached) Budget: see example bid document attached. NB: contributions from NZMSA are not confirmed at this stage. In 2016, NZMSA contributed $3,000 and MAS $2,000 and it is hoped that a similar amount will be available for Sports - organize sports draw, coordinate games and referees (suggest one person is delegated to look after each sport) Flights - organisation of activities should fit with flight constraints Accommodation- can be billeted by local students or other services (e.g. backpackers) can be used Communication with RMSAs- early and concise communication, especially with regards to the roles of the local RMSA Sports Representatives in organizing each centre s delegations/teams Sponsorship - It is to be encouraged that the NZMSA Sports Exchange team explore possible sponsors to enhance the event, in addition to NZMSA s current sponsors. However, it is essential you contact the NZMSA Partnerships Officer, Mark Bekhit (partnernships@nzmsa.org.nz) prior to approaching any sponsor to get approval. This is to ensure that we do not violate any agreements we have with our current sponsors. Likewise, before approaching NZMSA s long term partners, the team should liaise with the Partnerships Officer as arrangements may already be in place. Venue- ideally games should be held in the same vicinity to improve the team atmosphere for all sports Referees competent sports referees must be sought and remuneration should be considered via budget or sponsorship means The New Zealand Medical Students Association Incorporated C/- PO Box 156, Wellington 6140, New Zealand

3 NZMSA Sports Exchange Bid Guide 2017 Food/hydration on the day (MAS has formerly sponsored and run a BBQ lunch) Saturday night event Friday night event (if logistically possible) Alcohol NZMSA has recently adopted an alcohol policy titled: Alcohol and NZMSA Events: Healthy Drinking Behaviour. You would need to be aware of this policy and ensure that your events comply with it. Printing Bid format should include team and respective roles and any letters/proof of guaranteed services already sought (see attached bid document for 2016) Post-event report should be provided, ideally within a month following the event to assist in future improvements 2 BID APPLICATION PROCESS Bid applications should include those points listed in the guide above and should be ed to: secretarygeneral@nzmsa.org.nz by 5pm January 20 th 2017 for consideration by the NZMSA Executive. You may be asked to attend a videoconference meeting with the NZMSA Executive to answer any questions they may have. Details of this will be provided if required. The successful team will be notified by the end of January NB: The NZMSA Executive have the right to approve any bid subject to conditions if it is deemed necessary. Your bid document may be used as an example for future years. The New Zealand Medical Students Association Incorporated C/- PO Box 156, Wellington 6140, New Zealand

4 Sports Exchange Bid 2016 (19 th -21 st August)

5 2016 Sports Exchange Team Alby Hailes Mike Peebles Kevin Fong We see Wellington as the ideal setting to host the 2016 NZMSA Sports Exchange. There are excellent sporting facilities, a colourful nightlife and it is a great central meeting point for the country s medical students to congregate in the spirit of competition. Alby co-organised the 2015 Sports Exchange in Dunedin so is aware of the responsibility and time that is required to make this event a success. Memorandum of Understanding We have read and agreed to the Memorandum of Understanding. We have the support of 2016 WMSA President Mike Peebles to put forward this bid on behalf of the Wellington School of Medicine. Travel The following flights are accurate as of 17/03/16. Flight prices include seat and carry on baggage only. Checked bags will incur a further cost. Between Auckland and Wellington: Air New Zealand Friday 19 th August: $49 Sunday 21 st August: $49 Between Christchurch and Wellington: Air New Zealand Friday: $59 Sunday: $59 Between Dunedin and Wellington: Jetstar Friday: $79 Sunday: $79 We are aware that people have to travel from Wellington airport to the accommodation in town and have therefore allocated $500 to subsidise this cost.

6 Accommodation Options: 1. Lodge in the City - $44 per person for 2 nights (fit up to 150) 2. Base Backpackers - $46 per person for 2 nights (fit up to 108) 3. Trek Global Backpackers - $54 per person for 2 nights (fit up to 86) 4. Billeting to flats although this is usually impractical This is difficult to set in concrete until we know approximate numbers of competitors that will need accommodation. Based on previous years this is estimated to be between people. Sporting Events We plan to run rugby sevens, football, basketball, netball and volleyball. With each school playing one another this would require 6 games per sport. We aim to have games running for 24 minutes each (12 minute halves) with a 3-minute half time and 3 minutes between each game.

7 Venue The proposed venue for the sports day is the Vic Uni Recreation Centre. This is a 20 minute walk from the proposed accommodation. They have a gymnasium, full sized field and indoor AstroTurf facilities which would be available for use during the day. We have been told by the Sports Coordinator of Vic Uni that they have referees that we could use for the day (this has been factored into the budget). These referees are fully trained and are the ones used in the weekly sports competitions for the halls of residence and other leagues. They also have relevant sports equipment for us to use.

8 Food/Hydration We plan to ask MAS about providing a BBQ lunch for Saturday (as they have done in previous years). We will also seek out some sponsorship in the form of bottled water or fresh fruit for competitors during the day. Friday/Saturday Night Events We plan to host a more casual opening event on the Friday night due to the staggered nature of competitors arrivals. Saturday night will be a more formal affair involving the closing ceremony and the awarding of the Shield to the winning team. Friday night: Pub Crawl down Courtney Place Establishment, Dakota, Electric Avenue, Mish Mosh etc. Flat Crawl kegs, dress up theme etc. Saturday Night: Event at a venue in the city centre live band, Mr/Miss Medicine Competition (depending on confirmed venue), subsidised bar, nibbles (we decided the Mr/Miss Medicine competition was a success last year so it would be good to carry on this tradition. The crate debate was not as successful due to issues with crowd noise control and hearing the debate, so we have opted not to include this in the itinerary). Venue options = Ivy Bar, Public. Bar (as they can accommodate the predicted turnout of 200 people and they have a stage as well), VK s Comedy & Blues Bar, Dockside or Foxglove

9 Sunday Morning Activity Heart Foundation Team Fundraising Jump in the Harbour to raise money for an organisation Cooking for the Homeless Shelter/Women s Refuge Printing, Prizes etc. We have allocated some money to allow maps and competitor information to be printed. Most of the information will be in electronic form however. Some prizes may be awarded in association with Mr/Miss Medicine. Sponsorship With permission from the NZMSA VPI we plan to approach MAS about their potential involvement with this event. We also plan to source some other form of sponsorship where possible. Budget We have outlined a budget of $9,000 - with sponsorship from NZMSA making up $3,000, we aim to sell $20 tickets which will cover the two social events for the weekend x200 = $4,000 (the respective student associations usually pay this for their competitors). We intend to approach MAS for sponsorship of the remaining $2,000 (as in previous years). Accommodation $4,500 Travel (within Wellington) $500 Sports Venue $1,000 Referees $400 Friday night entertainment $1,000 Saturday night entertainment $1,500 Printing, Prizes etc. $100 Total $9,000 Conclusion We believe that Wellington is a superior candidate to host the 2016 NZMSA Sports Exchange. It will provide a change in setting and atmosphere from the cities which usually host it and would be an attractive destination to further increase participation and the status of the event. With a strong sense of what is required in hosting the event we would organise a weekend full of fierce competition and fun social events to improve connections between the medical schools in the spirit of sport. We understand that the sports exchange is a highlight on the NZMSA calendar and it would be our privilege to host it this year. Kind regards, Alby, Mike and Kevin