Friday, June 10, Re: Request to host 2017 & 2018 Ontario Cup Provincial Championships. Dear Affiliated Club or Municipality,

Transcription

1

2 2A 55 Gordon Street Whitby, ON L1N 0J2 P: (416) Friday, June 10, 2016 Re: Request to host 2017 & 2018 Ontario Cup Provincial Championships Dear Affiliated Club or Municipality, Ontario Basketball is seeking hosts for the 2017 & 2018 Ontario Cup Provincial Championship tournaments. This is an opportunity for interested member clubs or municipalities to involve their community in one of the largest basketball events in North America. Consider this: The 2016 Ontario Cup tournament showcased about 1,125 teams. More than 18,000 athletes and coaches participated. More than 500 basketball officials and site volunteers are involved each weekend. Tournaments take place over eight weekends from March until May. Participants and their families visit the host city for a minimum of two days each weekend. Recent studies suggest the economic impact of Ontario Cup is more than $23 million. Ontario Basketball will select hosts based on the quality of responses to the bid package so please make sure all information and budgets are as detailed and accurate as possible. This package includes guidelines that can be used to put together your organization s application to host one or more of the 2017 & 2018 Ontario Cup Provincial Championship tournaments. It is important that as much information as possible be provided to enable Ontario Basketball to make a proper analysis of your proposal. A complete application is necessary regardless if your organization has hosted in the past. A letter of intent to submit is required no later than noon on Friday, June 24, 2016 and all applications to host must be submitted electronically no later than noon on Friday, July 8, Following a review of all submissions, qualified applicants will be contacted prior to a public announcement. Thank you for your interest in hosting Ontario Cup and best of luck with your application submissions. Yours in basketball, Jason Jansson Executive Director Ontario Basketball Mike Barbin Manager, Clubs & Competitions Ontario Basketball 1

3 TABLE OF CONTENTS 1. INTRODUCTION PAGE 3 A) ONTARIO BASKETBALL VISION, MISSION AND VALUES B) DEFINITION OF ONTARIO CUP C) OBJECTIVES OF ONTARIO CUP 2. HOSTING PAGE 4 A) IMPORTANT NOTES FOR 2017 & 2018 ONTARIO CUP B) APPLICATION PROCEDURE C) 2017 & 2018 ONTARIO CUP DATES AND PROJECTED REQUIREMENTS D) HOW TO PLACE AN ONTARIO CUP BID E) TERMS AND CONDITIONS OF HOSTING 3. GAME OPERATIONS PAGE 7 A) TECHNICAL REQUIREMENTS B) SITE SUPERVISORS C) GAME AND MINOR OFFICIALS 4. SPONSORSHIP AND MARKETING PAGE 8 A) ECONOMIC IMPACT OF THE PROVINCIAL CHAMPIONSHIPS B) SPONSORSHIP C) HOST CLUB REVENUE INITIATIVES AND LOCAL SPONSORSHIP 5. LOCAL MUNICIPALITY SUPPORT PAGE 9 6. ONTARIO BASKETBALL INITIATIVES PAGE 9 A) ONTARIO CUP HOST HEADQUARTERS B) COMMUNITY INVOLVEMENT C) ADDITIONAL CENTRALIZED GYM D) LOCAL MEDIA INVOLVEMENT E) PROMOTIONAL EVENT PLAN F) PLAYER PACKAGE CONTENT G) MEDICAL SERVICES H) OTHER INITIATIVES 7. FREQUENTLY ASKED QUESTIONS PAGE SAMPLE ONTARIO CUP TOURNAMENT DRAW PAGE 13 2

4 1. INTRODUCTION A) ONTARIO BASKETBALL VISION, MISSION AND VALUES Ontario Basketball (OBA) is a not-for-profit organization that operates within a sound business framework. The association is directed by a multi-dimensional Board of Directors and is managed by a competent, service-oriented, professional staff. VISION By living our values, Ontario Basketball aspires to be a world-class leader in the development and enrichment of the people in our sport. MISSION We provide leadership and structure to enable the sport of basketball to flourish in Ontario. VALUES Canadian Sport for Life (CS4L) We are unwavering in our commitment to basketball development according to the principles of CS4L. Clarity of Purpose We are clear, committed and passionate about basketball development. Innovation We believe that creativity, diversity and flexibility are necessary to thrive in a complex environment. Relationships We value collaborative and open relationships between members, volunteers, partners and staff. B) DEFINITION OF ONTARIO CUP Each year Ontario Basketball organizes and stages the Ontario Cup Provincial Championships, which are open to all member clubs, excluding clubs in their first year of existence. Teams entered into the provincial championships are made up of community rep and club teams. Ontario Basketball s Ontario Cup Provincial Championships are comprised of tournaments held in various communities throughout the province. Ontario Basketball offers an optimal playing environment for various age categories and hosts divisions based on skill level. Age groups are based on the participants age, determined as of January 1 of the current year, as follows: Novice Under 10 Midget Under 15 Atom Under 11 Major Midget Under 16 Major Atom Under 12 Juvenile Under 17 Bantam Under 13 Junior Under 19 Major Bantam Under 14 In 2017 and 2018, Ontario Cup will see approximately 1,150 teams compete in a provincial championship at the appropriate age category and level of play. C) OBJECTIVES OF ONTARIO CUP 1. To provide opportunities for Ontario children and youth to participate in age appropriate, organized basketball tournament play. 3

5 2. To provide training and development opportunities for athletes, coaches, officials, administrators and volunteers in order to increase the level of technical support available to local, regional and provincial-level athletes. 3. To encourage and stimulate positive public awareness of the sport of basketball, the Ontario Cup Provincial Basketball Championships and Ontario Basketball. 4. To help promote and develop the sport of basketball in Ontario, in Canada and internationally. 5. To assist in the growth of sport tourism throughout Ontario. 6. To provide regional and provincial evaluation opportunities for basketball officials. 7. To provide revenue generating opportunities for local clubs, associations and community sports groups through hosting grants as well as concession and advertisement sales. 8. To establish, administer and enforce rules and regulations governing the Ontario Cup Provincial Championships for basketball. 2. HOSTING A) IMPORTANT NOTES FOR 2017 & 2018 ONTARIO CUP Ontario Cup Draw Formats For 2017 & 2018 Ontario Cup, eight (8)-team draw formats will be used exclusively for all divisions with the exception of the lowest division when a full draw is not possible. Intent to Apply Deadline All clubs who intend to submit applications must declare which age groups they will be submitting an application for. The deadline to declare the interest of the club is Friday, June 24, 2016 at noon. With a final submission deadline of Friday, July 8, 2016 at noon, this provides an opportunity for Ontario Basketball to work with clubs to improve their application (if necessary). Table Officials Training Procedures All Ontario Cup applications must include details of how the host plans to train their table officials that will be used at their Ontario Cup weekend. A need for increased training and experience by the minor officials has been identified a priority by the Ontario Basketball membership. If requested by the host club, Ontario Basketball will provide training prior to the event. B) APPLICATION PROCEDURE While OBA encourages new and repeat bid applicants, the provincial championships shall be awarded: To an OBA affiliated member association in good standing (geographical balances considered). With consideration of venue requirements. With consideration of financial implications for all parties involved in the event. With consideration of access to game officials. With consideration of past hosting record (if applicable) With consideration of local stakeholder collaboration and support (i.e. tourism board, etc.) C) 2016 ONTARIO CUP DATES AND PROJECTED REQUIREMENTS Key notes to consider: 2017 & 2018 dates March Break (March 13-17, 2017 and March 12-16, 2018), Easter weekend (April 14-16, 2017 and March 30-April 1, 2018), Victoria Day weekend (May 19-21, 2017 and May 18-20, 2018) and Passover (April 11, 2017 and March 31, 2018 All of the provincial championships are open for applications. Ontario Basketball encourages all affiliated clubs to work with their city/municipality or tourism group on their application. Tourism offices can provide value in the form of free services and value-in-kind (i.e. media, marketing, awareness, community maps, etc.). 4

6 Age Category 2017 Dates 2018 Dates Estimated Teams Estimated Gyms U10 Girls* March March U11 Girls* March March U12 Girls March March U10 Boys March 31-April 2 April U11 Boys March 31-April 2 April U12 Boys March 31-April 2 April U13 Girls April 7-9 April U14 Girls April 7-9 April U13 Boys April April U14 Boys April April U15 Girls April April U16 Girls April April U17 Girls* May 5-7 May U19 Women* May 5-7 May U15 Boys May May U16 Boys May May U17 Boys May May U19 Men May May *possibility of hosting U10/U11 and U17/U19 in same community on applicable weekend D) HOW TO PLACE AN ONTARIO CUP BID Gauging the Interest of the Host Organization A club receives many benefits from hosting an Ontario Cup Provincial Championships. Hosting provides the club a fundraising opportunity through the host subsidy, which will help lower the financial commitment needed for players and coaches. Additionally, there are other fundraising opportunities, including but not limited to advertising revenue, local host sponsorship, concessions, etc. It is important to have the support of your club as they are an important source of volunteers and knowledge throughout the hosting process. Contacting your Local Tourism Board Sport tourism has grown tremendously over the last decade. Most tourism boards will have a dedicated person responsible for bringing major sport events to their region/city. Your tourism representative can be a valuable resource in providing support for your bid. They have a wealth of experience and can provide advice on how to compose the best bid and can help during the event execution. Meeting with your tourism board should be a priority once you have the support of your club. Gyms, School Boards, Universities and Colleges Depending on your school board and local gym facilities, bookings may need to be done close to a year in advance. Connect with your local school boards to put in requests for the necessary gym time. It is important to make this connection as early as possible as you proceed through a bid. The availability of gyms may determine which age groups you can potentially put a bid on. The quality of facilities is a determining factor for the host selection committee. Tourism associations generally have additional leverage and can assist with this process. Accommodations Recognizing the greater impact a provincial-wide partner has on the overall financial potential for both host clubs and Ontario Basketball, CSTT Sports Management will manage all 2016 Ontario Cup Provincial Championships hotel bookings. 5

7 Application Checklist A letter indicating why your organization would be an optimal Ontario Cup host. Overview of host club (history, available resources, etc.). Letter of endorsement by member club executive and City Tourism Commission. List of proposed facilities and confirmation of technical requirements. Preliminary budget (include costs of facilities, etc.) Letter from local officiating board (includes rates, number of games that can be covered, etc.) List of volunteers (site supervisors, minor officials, etc.) If no applications are received for any one category, OBA shall determine the championship site(s). In its sole discretion, OBA s Board of Directors has the authority to act in the best interests of the association, and upon recommendation of the staff, to move, change or cancel any Ontario Cup. E) TERMS AND CONDITIONS OF HOSTING Host compensation $25 per team (Ex. U14 Major Bantam Boys teams. The host will receive payment of $2,800 to cover costs of at least one site supervisor present at all times at each venue). Minor officials (U10 Novice to U14 Major Bantam) $20 per game (Ex. U13 Bantam Girls 160 games: the host will receive $3,200 to cover the two minor officials required per game) Minor officials (U15 Midget to U19 Junior) $30 per game (Ex. U19 Junior Men 160 games: the host will receive $4,800 to cover the three minor officials required per game) Facilities OBA will cover all approved facility expenses. These costs must be clearly outlined in the host application budget. No transactions will be completed without an accompanying invoice. Game officials Ontario Basketball will cover all local board game fees. The host is responsible for securing a letter of agreement from the local officials board to confirm the availability of the officials and to secure a rate of pay. The letter of agreement must be included in the final submission (and confirm the number of games that can be covered by the local officiating board). Ontario Basketball will not be responsible for any fees associated with bringing in officials from surrounding boards. Note: Official game fees will be presented at the 2016 Ontario Association of Basketball Officials Annual General Meeting with the possibility of there being a standardized fee for the Ontario Cup. Hotel commission hosts will receive a percentage of all hotel room nights that are booked through CSTT Sport Management in their city on their Ontario Cup weekend. Sample Game Officials Information (Example) Sample Sizes of Tournaments Approximate # of Officials Required Based on Double Game Assignments Division # of Divisions # of Teams Friday Saturday Sunday U11 Girls U14 Boys Ontario Basketball will produce and cover the cost of all awards, programs, results boards, basketballs, banners, scorebooks and other signage, etc. All additional signage and advertising to be on display at Ontario Cup gyms must be approved by Ontario Basketball. Ontario Cup Host Evaluation All hosts will be evaluated for each Ontario Cup tournament. The evaluation will provide the hosts with feedback from the event as well as identify where improvements can be made for future hosting opportunities. Previous host evaluations will be a major factor in whether the host organization is provided with future hosting opportunities. 6

8 3. GAME OPERATIONS A) TECHNICAL REQUIREMENTS Minimum Court Dimensions U10 Novice to U14 Major Bantam 44 x 74 (Minimum) 50 x 84 (Maximum) U15 Midget to U19 Junior 50 x 84 (Minimum) 50 x 94 (Maximum) Foul line U10 Novice U11 Atom to U19 Junior 13 (Measured from the centre of the rim) 15 (Standard) End Walls End walls must be padded. Minimum height of padding is eight feet (8 ). Minimum width of padding is 10 feet (10 ) Ceiling Minimum unobstructed ceiling height is 20 feet (20 ). Out of Bounds Minimum unobstructed out of bounds area is three feet (3 ). Court Markings Courts must include all markings outlined in the National Federation rules as a minimum, with a preference to FIBA markings where possible, four-lane spacing on both sides of the key and a threepoint line (except U10 Novice). If these lines are not on the floor, the host must be prepared to tape down lines to meet specifications. Score Clocks All courts must have visible electronic score clocks (as a back-up, all courts must have access to a portable, electronic score clock. Flip-cards may be used as a last resort.) Ontario Basketball will provide shot clocks for locations that are in need. Host clubs are to communicate their shot clock needs no later than 60 days prior to the event. Playing Surfaces (in order of preference) 1. Floating wood 2. Wood on concrete 3. Rubber/multi-purpose 4. Tile on concrete Change Rooms There must be separate change rooms for teams and an additional change room for game officials. Venue Time Requirements Friday: 4:00pm to 11:00pm (No games are to be scheduled to start at 9pm for U10-12). Saturday: 7:00am to 11:00pm Sunday: 8:00am to 5:00pm B) SITE SUPERVISORS Each host must provide minimum of one individual per facility. This individual should be familiar with: Rules and regulations of the game (especially at the U10-U12 levels) The entire facility The Ontario Basketball Fair Play Policy Coach / Manager Identification 7

9 No participating coach or player is permitted to act as a site supervisor or minor official. Additionally, all site supervisors must attend training (generally scheduled the Thursday evening before the event). C) GAME AND MINOR OFFICIALS The host organization must provide trained scorers and timers as well as substitutes on stand-by. An adult must accompany the scorer and timer if they are under the age of 16. Minor officials should have a clear understanding of their duties at the scorer s table. Ontario Basketball will provide a breakdown of the responsibilities. It is required that each local host has a minor official training session prior to the start of the tournament. Ontario Basketball will help arrange minor official training for all shot clock operators two to three weeks prior to the Ontario Cup tournament. It is up to the local host to notify Ontario Basketball if the minor officials are in need of shot clock training. Training of minor officials must occur prior to the Ontario Cup and not on the weekend itself. All hosts must provide details on how they plan to train their minor officials in advance of the weekend. 4. SPONSORSHIP AND MARKETING A) ECONOMIC IMPACT OF THE PROVINCIAL CHAMPIONSHIPS The Ontario Cup Provincial Championships will generate a large amount of revenue for the host city. With a potential increase of dozens of teams each year, the event is a very large property that has a substantial economic impact on business in the local municipality and throughout the province. During the 2013 season, OBA conducted a Sport Tourism Economic Assessment Model economic impact study with the Canadian Sport Tourism Alliance. The study found the total economic activity (industry output) generated by the Ontario Cup Under 16 boys event staged in Ottawa was $1.9 million in the province, with $1.3 million occurring in Ottawa. The above figures were produced using the STEAM Model which was created by the Canadian Sport Tourism Alliance as an aid to sport tourism. It takes into consideration the various factors involved in staging an event like the Ontario Cup Provincial Championships weekend. The STEAM Model is conservative and the figures shown should be considered minimum economic impact numbers. B) SPONSORSHIP Ontario Basketball has various corporate sponsors. In order to fulfill our sponsorship requirements, OBA and the host organization must abide by Ontario Basketball s signed agreements. Therefore, Ontario Basketball must approve all potential sponsors at least 30 days in advance of hosting the event. Ontario Basketball reserves the right to introduce additional corporate partnerships for Ontario Cup and Ontario Basketball at any time. C) HOST CLUB REVENUE INITIATIVES AND LOCAL SPONSORSHIP Tournament Magazine Ontario Basketball reserves the right to be the sole provider of the souvenir program. Ontario Basketball currently covers the cost of all printing and will provide all revenue that the club solicits for the program through local sponsors, provided they do not conflict with Ontario Basketball corporate partners. Ad prices will vary with size and must be sent to OBA for approval (TBD). Silent Auction Any local host has the ability to solicit prizes for a silent auction. Space will be made available at the tournament headquarters to display the items. All proceeds from the auction go directly back to the local host. The local host is responsible for transporting and shipping all prizes. 8

10 Food Concessions It is strongly recommended that every local host sets up a concession stand at every facility throughout the weekend. Recommended items to sell include: water, fruit, coffee, sport drinks, and soft drinks. All concession sales go directly back to the local host. The local host is responsible for purchasing all materials, setting prices and obtaining volunteers to work the concessions. 5. LOCAL MUNICIPALITY SUPPORT The host club should have discussions with the city, local school boards and basketball officials board prior to preparing the application. You should proceed in the following ways: Enlist the commitment of club sponsors and volunteers for the planning, organization and site management of the event. Solicit the support of the local tourism or sports council and request their participation in the planning and organization of the event. Contact the local schools as a source of organizational and site volunteers. Contact the city's economic development and/or parks and recreation department as the first avenue of financial support. If that is not successful, contact the local ward councilor and city clerk's office to request the opportunity to have a delegation/presentation at a council meeting. Contact the local media to notify them of the event and efforts with the city. 6. ONTARIO BASKETBALL INITIATIVES A) ONTARIO CUP HOST HEADQUARTERS The headquarters should be hosted on site at a facility (i.e., RIM Park or Brock University). Being on site at a facility all weekend allows Ontario Basketball staff to be present at more games, meet members, and interact with spectators, players and coaches. In order for a host headquarters to be located at a facility there must be a meeting room that is located close to the gyms that can be occupied by Ontario Basketball throughout the weekend. There must be enough space to store merchandise and an area where results boards can be posted. The meeting space must also have an internet connection. B) COMMUNITY INVOLVEMENT In your bid document, please explain how you might be able to assist Ontario Basketball in engaging members in your community, both basketball and non-basketball. In addition to showcasing the programs your club runs, Ontario Basketball has a number of grassroots and high performance programs that can be hosted alongside Ontario Cup. C) ADDITIONAL CENTRALIZED GYM In addition to the gyms required to support the number of Ontario Cup participants, a minimum of one additional gym must be provided by the Ontario Cup host. This additional gym is in place as an emergency facility. If needed, games can be played on this court. D) LOCAL MEDIA INVOLVEMENT The host organization will work closely with Ontario Basketball to create awareness and provide event information to local media. The host will ensure there is coverage throughout the event and/or on featured highlights of the event (medal games). Working with local media will help raise the profile of Ontario Basketball, the Ontario Cup and your host organization. In your bid application please discuss 9

11 your local media strategy and include which media channels you will target and how you will get them involved with the Ontario Cup. Please include any important media contacts in your bid. E) PROMOTIONAL EVENT PLAN The host will be responsible for building awareness within the community by creating a promotional plan to target both basketball and non-basketball members within your community. The host will work with Ontario Basketball staff to create an appropriate plan to build awareness about the Ontario Cup Provincial Championships in the community. Promotional materials that are created for the event must be approved by Ontario Basketball before distribution. F) PLAYER PACKAGE CONTENT Each year Ontario Basketball provides team packages that include an event magazine and any promotional coupons for the players and coaches when they arrive at sign in. Some hosts have obtained the necessary supplies to provide each player a package when they arrive at sign in. OBA will provide an Ontario Cup program and any OBA sponsorship material for each package. The host organizations should look to obtain restaurant coupons, tourist attractions advertisements, maps of the region, etc. G) MEDICAL SERVICES While Ontario Basketball asks all teams to bring their own first aid kits, first aid supplies and ice for injuries must be available at all venues. In addition to providing first aid services, please detail any other athletic therapy or medical services (local organization, partnership with post-secondary institution, etc.) that you as a host will provide. H) OTHER INITIATIVES Ontario Basketball encourages every local host to leave a lasting impression with the participants and differentiate the tournament from other local hosts by providing the best experience possible. Additional ideas include but are not limited to providing warm-up music without profanity before every game, introducing starting line-ups for Sunday games, etc. 7. FREQUENTLY ASKED QUESTIONS Are all age groups open for bidding? Yes. Ontario Basketball suggests that bids target a couple different age groups in the event you do not receive your first choice, so you can still be considered for other age groups. What costs does Ontario Basketball cover? Ontario Basketball will pay all gym and officials fees for the tournament. The host will be provided with a subsidy at the conclusion of the tournament. It is the host s decision how that subsidy is used. Can two clubs partnering for a joint bid? Yes. If two or more clubs want to put together a bid, it could help with the number of volunteers, the quality of facilities and, overall, allow more people to be involved in hosting an Ontario Cup. What should an Ontario Cup facility have? It is important that all facilities used at the Ontario Cup have a wood floor and sufficient spacing along the sidelines so there are no obstacles such as walls, player benches or spectator seating. The size of the gym acceptable for competition will be dependent on the age group. Preferably all gyms should have access to the scoreboard (a table score-clock is acceptable if necessary). The location of venues is also important as all gyms should be located within as close a proximity to the headquarters as possible. 10

12 Where can I find volunteers outside of my own organization? Many volunteers can be found through high school leadership programs, local colleges and universities, other OBA clubs and additional volunteer associations. How can I provide training and experience for my minor officials before the Ontario Cup? Experienced minor officials are an integral part to a successful Ontario Cup weekend. Once you have identified your minor officials for the weekend, they can obtain experience with scorekeeping by helping out at a sanctioned tournament or doing exhibition games. Additionally, a training date can be arranged with OBA staff in advance of the Ontario Cup. If I obtain local sponsorship, what do I have to give to Ontario Basketball? For the 2016 Ontario Cup, Ontario Basketball will allow hosts to keep all advertisement and local sponsorship revenue they generate, minus the hard costs associated with any printing. All local sponsorship must be approved by OBA prior to making any agreements in order to ensure they do not conflict with any current sponsors. Who works with the local officials board? The host organization is responsible for making the initial contact with the officials board and obtaining a letter that confirms the board will be able to provide the necessary officials for the weekend(s) the host organization is bidding for. OBA will communicate with the officials board prior to the event when the final schedules have been finalized and will pay the officials board at the conclusion of the event. When will I know how many teams will be attending the Ontario Cup I am hosting? Final numbers for all girls tournaments and U10-U14 boys tournaments will be known in early February. Final numbers for U15-U19 boys tournaments will be known in late April. Once gyms are set, only a limited number of spots will be available, any other teams will be put on a waiting list. How should I submit my final bid? Final bids should be submitted electronically to Ontario Basketball to the below. Should we secure a back-up facility for emergencies? Yes. As the event nears, there can be problems with a facility that may prevent the use of that facility for competition. A back-up facility will ensure games will be played. For more information, please contact: Mike Barbin Manager, Clubs and Competitions Ontario Basketball (416) ext. 210 mbarbin@basketball.on.ca 11

13 9. SAMPLE EIGHT TEAM TOURNAMENT DRAW DIVISION 3 U13 GIRLS APRIL 1-3 WHITBY POOL A POOL B Friday Gym 1 4:30 P.M. A 1 vs. 5 6:00 P.M. A 4 vs. 8 7:30 P.M. B 2 vs. 6 9:00 P.M. B 3 vs. 7 Saturday Gym 1 9:00 A.M. A 1 vs. 8 10:30 A.M. A 4 vs. 5 12:00 P.M. B 2 vs. 7 1:30 P.M. B 3 vs. 6 3:00 P.M. A 1 vs. 4 4:30 P.M. A 5 vs. 8 6:00 P.M. B 2 vs. 3 7:30 P.M. B 6 vs. 7 Sunday Gym 1 9:00 A.M. Fourth Pool A Fourth Pool B 10:30 A.M. Third Pool A Third Pool B 12:00 P.M. Second Pool A Second Pool A 1:30 P.M. First Pool A First Pool B a) Each team receives three pool games and then be seeded for a guaranteed fourth game. b) In the event of a tie within pool play, the Ontario Basketball Tie Break Format (refer to OBA Rules & Regulations Manual) will be used. d) The team that appears on the left-hand side of the tournament draw shall be the home team. 12