M o u n t a i n B i k e A u s t r a l i a

Transcription

1 M o u n t a i n B i k e A u s t r a l i a Guidelines and Expression of Interest details for bidding to host the 2015 and 2016 Australian Solo 24 Hour Mountain Bike Championship (Version 2.0, 20 th January, 2015) Produced By: Mountain Bike Australia PO Box 6310 Alexandria, NSW, 2015 info@mtba.asn.au

2 Contents. Contents Preamble... 3 Objectives... 3 Expression of Interest Information... 3 Scope of Contract offered... 3 Conflict Resolution and Appeal Process... 3 Australian Solo 24Hr MTB Championship dates... 3 Race Concurrency, Duration and Entry... 3 Promoter Fee... 4 EOI submission and Confirmation... 4 Host Promoter Responsibilities... 5 MTBA Responsibilities... 7 Host Financial Considerations: Expenses... 7 Host Financial Considerations: Income... 7 Logos... 7 Number Plates... 8 MTBA Protected sponsors clauses... 8 Bid File Preparation... 9 Due Date... 9 Host/Organiser Information... 9 Commissaires... 9 Location and transport... 9 Historical Performance of Club/Promoter in Delivering Similar events... 9 Event Support... 9 Support Events... 9 Entry Costs and Prize Money... 9 Miscellaneous... 9 Courses Annex 1 :: Bid Agreement Annex 2 :: 2015 and 2016 Dates for Potentially Conflicting Events Annex 3 :: Minimum prize-money to be paid Annex 4: Sponsorship & MTBA Protected Sponsors Sponsorship by Host Organisers Australian 24hr Solo Mountain Bike Championships Bid 2

3 Preamble The aim of the Australian Solo 24 Hour MTB Championship is to provide the opportunity for the Nation's mountain bike riders to compete and determine the Australian Male and Female Solo 24 Hour MTB Champions. Objectives To conduct the event for Australia's Solo 24hr mountain bike athletes on courses that meet the safety standard as outlined in the MTBA Event Organization and Management Guide and inclusive of any policies applicable to 24hr solo MTB racing as set down by MTBA. To provide high standards of support services and facilities for competitors and crews. To develop the race at which the Australian Solo 24 Hour MTB Championships are conducted into a high profile event that will encourage the future development and promotion of endurance mountain biking and mountain biking in general. To provide access and services to all sections of the media to maximize their ability to report and promote MTBA, the event, your club or organization and the sport of mountain biking. To conduct the event in a responsible manner and with care and respect for the natural environment. Expression of Interest Information Scope of Contract offered The contract offered is to host and run a new event, or to have an existing race recognised as the Australian Solo 24 Hour MTB Championship titles in 2015 and Conflict Resolution and Appeal Process If MTBA decides not to continue with the contract it will write to the club/promoter stating the reasons for retracting the contract within 30 days of the appropriate MTBA committee management meeting. The club/promoter will have 90 days from the date of such notification to lodge an appeal with MTBA in the first instance stating the grounds upon which the noncontinuance should be over-turned and specifically addressing the issues raised by MTBA. A meeting between MTBA and the club/host will be called within 14 days of the appeal being lodged with MTBA in an attempt to resolve outstanding issues. Travel and accommodation costs will be borne by the parties attending. The venue will be mutually agreeable between the club/promoter and MTBA. MTBA will pay the costs associated with any hire fees for the meeting venue. Australian Solo 24Hr MTB Championship dates The Australian Solo 24Hr MTB Championship is not to be run within 15 days before or after the Australian MTB or XCM Championships and, more generally, must not be on the same weekend as any other already scheduled and calendared National level MTB event sanctioned by MTBA or CA consisting of a Cross Country component. Otherwise there are no specific date requirements for the event. The dates for known National level events in 2015 and 2016 are available in Annex 2 of this document. The Australian Solo 24Hr MTB Championship should not be run within 30 days either side of the World Solo 24 Hour MTB Championships. This is for the protection of your own event as running your event too close to the World Solo 24 hour MTB Championships may affect attendance at your event. In the absence of a UCI endorsed World Solo 24 Hour MTB Championships, the dates for the 2015 and 2016 WEMBO World Solo 24Hr championships are at Annex 2. Race Concurrency, Duration and Entry It is highly desirable that the Australian Solo 24 Hour MTB Championship race be conducted as a Solo-only race. The 24 hour Solo MTB Championships can be held in concert with a 24hr Australian 24hr Solo Mountain Bike Championships Bid 3

4 Teams competition but if so it is desirable that the Solo Championship s course is separate from the Teams course except for 1km either side of the start and finish areas. The race is for 24 hours, and the race ends 24 hours after the start. Riders still to complete their lap at the 24hr mark will be allowed to complete that lap and the lap will count towards their total number of laps. It is permissible that other races are held in conjunction with the Australian Solo 24 Hour Championships, for example a 6+6 hour solo race. If you plan to do this, your response must details your management plan for minimal interference with the National Championships. The winner will be the rider who completes the most laps of the race course in the time allowed. For riders on equal numbers of laps, the rider who completed those laps in the shortest time, provided that time is equal to or greater than 24 hours, shall be the winner. Entry to the event will only be via the MTBA on-line entry service. No on-the-day entries will be permitted. The closing date for pre-entries will be one that is mutually agreeable. Promoter Fee No fee will be collected for bids responding to this EOI document, nor will a promotor fee be charged. EOI submission and Confirmation All EOIs are to be delivered to MTBA no later than 20 February 2015 as stipulated in the next Section. A decision on the successful EOI will be made on or before 6 th March MTBA will notify the principals of all EOIs, successful or unsuccessful, by on 6 th March 2015 of the outcome of their EOI Australian 24hr Solo Mountain Bike Championships Bid 4

5 Host Promoter Responsibilities The host promoter is responsible for: 1. The provision of facilities to conduct the event, including: The race course(s) Administration infrastructure Timing and results service Commentary Utilities such as electricity, water, public address, garbage disposal, toilets etc. Spectator and vehicle parking arrangements Medical services and facilities to an agreed level Tech support and Expo site as required Drug Testing facilities if required by ASADA 2. Nominating an Event Manager and Race Director who will take overall responsibility for the conduct of the event in accordance with the principles outlined in the MTBA Organisation and Management Guide, the MTBA MTB technical regulations and any appropriate policies in place at the time of contract establishment or renewal. Neither the Event Manager or Race Director are permitted to contest the event and they cannot be the same person. 3. Management of the recruitment and coordination of volunteers and officials. 4. Provision of a minimum of 1 (one) level 2 Commissaire for the period 1 day before the race until 4 hours after the conclusion of the race. The most benefit for these Commissaires will be obtained if they are seeking to advance to a higher qualification level. If the event is to be held in conjunction with any event in addition to the Solo 24 hour championships, including a teams competition, a minimum of one further additional commissaire of level 1 is required. These commissaires must have no other event organisation or participation role, and must be free from conflict of interest involving any competitor in the event. 5. Local liaison for the provision of services (government, police, media, security, printing, medical, cleaning etc) in order to conduct the event. 6. Provision and distribution of prize-monies and/or prizes. Cash prizes must be paid in the Overall male and female categories to 5 th place, with the first prizes including a minimum cash element of $1,500 each for the winning male and female. Other prize values for Overall male and female and the provision of other prizes to age and single speed categories are at the discretion of the promoter. Prize information is to be available on the event website no later than 1 month prior to the event and is to be displayed at registration at the event. The prizemoney paid to all male and female competitors must be of equal value down to at least 5 th place, with minimum figures specified in Annex Provide MTBA any promotional material (posters, flyers, magazine advertisement copy and the like) no later than 1 month prior to the event for approval. 8. Provide MTBA a detailed time-line for promotional activities for the event including, for instance, website activation and placement of magazine ads. 9. Set up the on-line event entry Australian 24hr Solo Mountain Bike Championships Bid 5

6 10. Provide MTBA the text for any specific rules for the event, before their publication, for ratification. We must receive these at least 10 working days prior to their publication. Any updates to the rules must also be ratified by MTBA under the same terms. 11. Provide appropriate accommodation and meals for the MTBA officials and staff present at the event. An estimation of this is 3 twin-share rooms for 3 nights. 12. Race results and timing services must be made available via the internet to all members of the general public at with no fee to viewers. Results must be accurate to within five minutes at all times during the event Australian 24hr Solo Mountain Bike Championships Bid 6

7 MTBA Responsibilities MTBA is responsible for: 1. Appointing and paying for the travel and services of the Chief Commissaire.. 2. Provide access to the on-line entry service for the event - including the Teams categories if conducted. The costs for the on-line entry service are borne by the event promoter. 3. Assisting the event promoter to disseminate all pre-event information to MTBA affiliated clubs, other organisations and the national media. 4. Approval of all publicity materials. MTBA undertakes to either approve or reject all publicity material within 10 working days of it being received by MTBA. 5. Travel arrangements for any officials that MTBA requires to be at the event. The costs for the travel will be met in full by MTBA. 6. Provision of Championship Jerseys for the highest placed male and female 24hr Solo rider. 7. Provision of medals and Jerseys (1st - 3rd) for the Overall, Age-Category and Single- Speed podium in the 24hr Solo race. 8. Assisting the event promoter to promulgate the event results and post-event media. Host Financial Considerations: Expenses All costs incurred in the operation and conduct of the event are the responsibility of the host promoter. These include, but are not limited to: Construction and marking of the courses Event infrastructure and facilities Traffic management plans, if required. Supply of utilities up to 2 hours after race finish Race timing and equipment Medical, first aid Prize money Sponsor servicing, hospitality as required Advertising, promotion, media support. Costs involved in the MTBA on-line entry service and the provision of accommodation and meals for MTBA officials and staff. up to 2 hours after race finish and overnight Host Financial Considerations: Income The host promoter is entitled to income derived from the event as follows: Net income from entry fees. All income derived from government support of the event. Income derived from sponsorship generated by the host promoter. All income derived from sale of advertising for the event program. All income derived from program sales, merchandising, admission and parking fees. All income derived from Tech support, Expo site or catering rights. All profits from catering to the public patrons. The club/promoters portion of any MTBA Day Permits sold. Logos The MTBA logo must be placed on any official papers or electronic media relating to the event in a size, at a place and in a manner that is mutually agreeable. MTBA signage, if supplied by MTBA, must be placed at a mutually agreeable location Australian 24hr Solo Mountain Bike Championships Bid 7

8 Number Plates The organiser must produce and use number plates specific to the event. The MTBA logo must be visible on number plate. If a Teams competition or other duration event is held in conjunction with the Solo 24hr MTB competition the number plates for the Solo 24hr MTB Championship riders must be readily distinguished from the number plates used for riders in the other events by both colour and number range. Number plate design must adhere to MTBA technical regulations and is subject to sign-off by MTBA prior to use or printing. MTBA Protected sponsors clauses Provision of Event Management plan and Risk Management plan required Australian 24hr Solo Mountain Bike Championships Bid 8

9 Bid File Preparation The following notes may help you prepare your bid file. You must give clear and concise answers to the questions asked. Please note that it the content of the bid that will be taken into consideration by MTBA. Due Date The bid response must be received electronically (only) by MTBA no later than 15 April Host/Organiser Information Who was responsible for the bid assembly? Their postal address, phone numbers, address Who is the designated Event Director? Their postal address, phone numbers, address Is the organizing committee a singular club/promoter or a consortium of several clubs and/or promoters? If so you must give details of all the entities involved in putting the bid together. Commissaires Provide the names, contact details and current qualification levels of commissaire(s) you will be providing. State which of these Commissaires will be seeking advancement at the event. Location and transport Describe in approximately 200 words or less, the location of the proposed venue. Please provide a map of the proposed venue and it s relationship to main towns/cities and main transport routes. Historical Performance of Club/Promoter in Delivering Similar events Describe in approximately 200 words or less, the history of the bidding club or promoter in planning, managing and delivering 24hr mountain bike races. Event Support Please include any letters of support for the proposed event from Government and/or Sponsors. Support Events Are you planning on holding a concurrent Teams Race. If so what Team classes will be offered? If non-mtb activities are also planned please provide the details as you know them. When evaluating the style of the proposed race, an event which has a dedicated Solo- Only race will be assessed more highly than an event which is held in conjunction with a teams event. Entry Costs and Prize Money You must clearly and irrevocably state what the race entry fees will be. Historical information would suggest an upper limit of $200 (exclusive of day permits and any items you might choose to make available for riders to hire at the event). You must clearly and irrevocably state what the prize pool will be, consist of and how it will be distributed for each of the events considered in this document. Also refer to clause 6 of the Host Promoter Responsibilities. Miscellaneous What is the area of your race village where the expo, technical support, timing and start/finish area are located? Australian 24hr Solo Mountain Bike Championships Bid 9

10 Who will provide the medical first response and allied medical support for the event? Please provide a complete statement as to the level and extent of medical first response that will be implemented on-site and available externally. Where will registration take place? If registration is to occur away from the race village please provide a map of its location in relation to the race village. What level of IT support will the event have? Please include a scale diagram of the race village area identifying start/finish area, assembly area, expo and technical support areas, VIP and catering areas, generator (if needed) and service locations. Courses Describe the course in approximately 200 words. Provide a separate map indicating where the course will be located (and why) and how the course location relates to the race village proper. What percentage of the courses are: Climbing (height climbed per lap) Descending Fire Trail Single track Do any of your proposed courses include river crossings? Do they also include bridges? Please include with your bid file: Detailed course maps which indicates first aid points and routes for emergency access danger spots suggested feed zones suggested spectator access points Diagrammatic course profiles showing height gain and loss with distance travelled Are the courses implemented at the time of preparing the bid file? If so, have they been raced on previously? Please give all supporting details of previous competition on the proposed race course. If the courses are not yet implemented you must still give MTBA the proposed course layout with all of the above information attached and an estimated time for the course completion. MTBA will make arrangements to view the work when completed, at MTBA expense Australian 24hr Solo Mountain Bike Championships Bid 10

11 Annex 1 :: Bid Agreement We, the undersigned, agree to all the provisions stated in this document and agree to abide by the principles of organisational requirements stated in the MTBA Event Organisation and Management Guide. We have read and understood the terms of the roles and responsibilities presented in this document and are willing to sign a contract with MTBA that reflects such roles and responsibilities. The bid file and signed agreement must reach MTBA no later than 20 th February This page must be included in the bid file. Signature Name of Host Delegate Position of Office Date Australian 24hr Solo Mountain Bike Championships Bid 11

12 Annex 2 :: 2015 and 2016 Dates for Potentially Conflicting Events 2015 Event name Event Date Marathon National Championships Derby, Tasmania May 2015 National Series 1 National Series December 2015, You Yangs 24 January (XCO), Pemberton/ 6-7 February (DH)* Thredbo National Series 3 25 January Pemberton XCO/ 8 February 2015 National Series 4 26 February 1 March 2015 MTB National Championships Oceania Championships Marathon Series 1 Marathon Series 2 Marathon Series 3 Marathon Series March 2015, Bright 26 February 1 March 2015, Toowoomba Easter in Alice- 4 April Alice Springs, NT Wombat April Woodend, VIC Convict May St Albans, NSW Dwellingup Sept Dwellingup, WA Marathon Series 5 Marathon Series 6 Round 1 : Rockshox Enduro Challenge* Round 2 : Rockshox Enduro Challenge* Round 3 : SA Inside Line Enduro* Round 4 : WA Gravity Enduro* Round 5 : CORC Enduro* WEMBO World Solo 24Hr Championships Kowalski Classic - 20 Sept East Kowen Forest and Sparrow Hill, ACT Bayview Blast - 24 Oct South Brisbane, QLD January 31 & February 1 - Mt Buller, VIC March 7 & 8 - Toowoomba, QLD May 23 & 24 - Fox Creek, SA June 13 & 14 - Goat Farm MTB Park - Perth, WA July 25 & 26 - Stromlo Forest Park 3-4th October USA 2016 Event name Event Date Marathon National Championships Derby, TAS National Series 1* Nov Adelaide, SA DHI* National Series Nov You Yangs, VIC - DHI, XCO, XCE National Series 3 National Series 4 National Series 5 National Series 6 MTB National Championships WEMBO Solo 24Hr Championships Dec Mt Stromlo, ACT - DHI, XCO, XCE Jan Pemberton, WA - XCO (Doubleheader two rounds - one each day) 5 7 Feb Thredbo, NSW - DHI, XCO, XCE 4 6 Mar Toowoomba, QLD - DHI, XCO, XCE March Bright, VIC DHI, XCO, XCE, Trials February 2016, NZ Australian 24hr Solo Mountain Bike Championships Bid 12

13 *not applicable for event clashes. Website: Australian 24hr Solo Mountain Bike Championships Bid 13

14 Annex 3 :: Minimum prize-money to be paid Position Men Women 1 st $1,500 $1,500 2 nd $800 $800 3 rd $400 $400 4 th $200 $200 5 th $100 $100 Total minimum prize-money payable for 24hr solo national championships: $6, Australian 24hr Solo Mountain Bike Championships Bid 14

15 Annex 4: Sponsorship & MTBA Protected Sponsors At all times, MTBA Sponsors must be protected and local Host Organiser s sponsors cannot conflict or compete with MTBA Protected Sponsors. The list of MTBA Protected Sponsors is subject to change at any time, and all Host Organisers are requested to contact MTBA prior to finalising any sponsor to a Subaru MTB National Series round. Where a local Host Organiser has a sponsor and MTBA later partners with a competing sponsor the rights of the Host Organiser s Sponsor will be protected in full and not be deemed in competition for the National Series round (if necessary, MTBA will not put in place a conflicting sponsor under this clause). At the time of drafting, the current MTBA Protected Sponsors are; Subaru Thule Europcar Red Bull Australian Sports Commission Cycling Australia Sponsorship by Host Organisers We encourage Host Organisers to seek sponsorship for their rounds to assist with event delivery requirements. Where a Host Organiser is successful in securing a cash sponsor to their event/round, a payment of 15% of the total sponsorship amount is payable to MTBA for recognition and exposure as a National Series Partner/Supporter. The MTBA National Events Levy 15% charge will not apply to value in kind (VIK) event supporters secured by Host Organisers. Summary of revisions, Verison 2.0 (noted in bold) *Pg. 3: The Australian Solo 24Hr MTB Championship is not to be run within 15 days before or after the Australian MTB or XCM Championships and, more generally, * Pg 3: The Australian Solo 24Hr MTB Championship should not be run within 30 days either side of the World Solo 24 Hour MTB Championships. * Pg 4: All EOIs are to be delivered to MTBA no later than 20 February 2015 as stipulated in the next Section. A decision on the successful EOI will be made on or before 6 th March MTBA will notify the principals of all EOIs, successful or unsuccessful, by on 6 th March 2015 of the outcome of their EOI. *Pg 12: *The bid file and signed agreement must reach MTBA no later than 20th Feburary Australian 24hr Solo Mountain Bike Championships Bid 15