CBTF Contingent Package 2012 World Championships Villebon sur Yvette, France

Transcription

1 CBTF Contingent Schedule CBTF Contingent Package Canadian Baton Twirling Federation La Fédération Canadienne de Baton Sportif Date Thursday, July 26 Athletes and Coaches depart for Villebon sur Yvette Friday, July 27 Arrive in Paris Transfer and check-in at Novotel Massy-Palaiseau Tour as Canadian Contingent in afternoon Saturday, July 28 Light Practice (Massy 1), led by Team Manager Tour as Canadian Contingent in afternoon and evening Canadian Contingent Welcome Reception Sunday, July 29 9 am noon: Contingent practice (Massy 1) 5 pm 6 pm: Contingent practice (Grand Dome) Monday, July 30 9 am 2 pm: Contingent practice (Grand Dome) 5:30 pm 8:30 pm: WBTF International Clinic Tuesday, July am 2 pm: Contingent practice (Longjumeau) 7 pm 9 pm: WBTF Athletes Party Wednesday, August 1 8 am 10 am: Contingent practice (Massy 1) Time TBD: Official Music Test (Grand Dome) 5:30 pm 7 pm: Anti-Doping session for Athletes, Coaches & Officials 7 pm 9 pm: Official Opening Ceremony Thursday, August 2 Compulsories Short Program Pairs Preliminary Round Friday, August 3 Freestyle Preliminary Round Saturday, August 4 Freestyle Semi-Final Round Team Preliminary Round Sunday, August 5 All events, Final Rounds Monday, August 6 9 am noon: Judges Review Meeting Afternoon: Loire Valley Tour begins Transportation to/from practice facilities will be by public transit or charter bus, depending on time and location. Transportation to/from the competition venue will be by charter bus. Venue Information Competition Site: Le Grand Dôme. This is approximately a 15 minute drive from our hotel. Baton Twirling is a very popular spectator sport in France. The competition venue has been re-configured to hold over 4,500 spectators the events are already sold out for the Saturday (Semi-Finals) and Sunday (Finals) sessions. Most of those will be cheering for the home country favourites so we will need to bring our loudest cheering voices! Contingent Hotel: Novotel Massy-Palaiseau, Rue Emile Baudot, Palaiseau, France The hotel is a 4-Star Property and also serves as the Headquarters Hotel for the event. The property has 147 guest rooms so it will not accommodate all groups.

2 CBTF Contingent Package The hotel is located in a business park and is approximately 10 minutes walking distance from the Massy Palaiseau train station which is a terminal for both the RER B and TGV lines. Both run into Paris and to the Charles De Gaulle airport. Around the train station are some basic functional needs bank, pharmacy, convenience store, laundromat and a small restaurant. A bus stop near the front door of the hotel goes to the Massy town commercial area (about 5 minute ride) for other shopping and some restaurants. All hotel rooms are configured with a Queen bed and a pull-out. The pull-outs are configured as either full or two twins, depending on the number of roommates. The rooms can easily accommodate 2 or 3, and 4 with some bedsharing. The sofa sleeper is specially-developed for Novotel (Accor Group) and reportedly has a comfortable mattress. The rooms have mini-bars (which will be emptied and could be used as a small fridge) and safes. The bathrooms are a split-style one room contains the toilet and a separate room contains the sink and shower (or tub/shower). Our rates include free wireless internet throughout the hotel and in the sleeping rooms. They also include a daily hot and cold breakfast buffet.

3 CBTF Contingent Package CBTF Contingent Package 2012 World Championships 1. Getting to the World Championships To this year's World Championships, CBTF is offering two options: 1. Travel as a member of the CBTF Air Group 2. Make your own travel arrangements Travel as a member of the CBTF Air Group Two group blocks are currently being held: 1. Block 1 departs Toronto on Thursday July 26 at 8:40 pm (AC880) and departs Paris on Monday August 6 at 11:00 am (AC881). 2. Block 2 departs Toronto on Thursday July 26 at 8:40 pm (AC880) but departs Paris on Thursday August 9 at 11:00 am (AC881) - a perfect match for those staying on for the Loire Valley Tour. Following Air Canada group booking rules, the following conditions apply: Both legs of the travel must be done with the group. That is, you can't be part of the group for the Toronto- Paris leg, but arrange your own return. For anyone traveling as part of either CBTF Air Group Block, we will also arrange for a ground transfer to/from the airport and the hotel (and from the hotel or Tour back to the airport). There are a limited number of seats (15 in each block) these will be allocated on a first-come, first-serve basis. If we are oversubscribed, we will work to expand the group block. The price will likely go up. In order to qualify as a group, we must also meet a minimum number of travelers in each Block (10). If we don't meet the minimum, we will have to cancel the Block. As currently quoted by Air Canada, our price (all taxes and surcharges included) is $1355 for travel in either Block. Payment will be by cheque to CBTF, as part of your payment schedule. We will not be able to accept credit cards. Due to booking deadlines, anyone that wishes to travel as part of a CBTF Air Group will need to make that selection at the Contingent Meeting on May 21. If we don't meet the minimum number of travelers as required by Air Canada to qualify as a group, we will have to cancel one or both of the CBTF Air Group Blocks. In that case, everyone affected will have to make their own travel arrangements (the arrival dates will remain the same for athletes and coaches). Make your own travel arrangements This is the only choice for parents and supporters that want to arrive closer to the competition date. This is the only choice for travelers that want to extend their stay and return sometime other than Aug 6 or Aug 9. Choose your own airline, travel dates, airports, payment method, etc. IF you choose to fly on the same flights as either CBTF Air Group Block (above), we can include you in the CBTF Air Group ground transfer arrangements. Otherwise, you must arrange your own ground transfer from the airport to the hotel and back. Please be aware that Paris has two major airports: Charles De Gaulle (CDG) and Orly (ORY). The CBTF Air Group Blocks fly in and out of CDG. 2. At the World Championships The Canadian Contingent Welcome Reception will be held on Sunday, July 29 (date tentative). This event is mandatory for athletes, coaches and officials and is open to all members of the Contingent especially friends & family. In fact, this Welcome Reception is a special occasion to show our support for all of the athletes that are representing Canada at the World Championships.

4 CBTF Contingent Package As in previous years, the WBTF International Clinic will be held in conjunction with the competition (the evening of Monday, July 30). Attendance is recommended, but entirely optional. At this time, we expect that registration and payment will be handled on-site. The WBTF Athletes Party will be held Tuesday, July 31. Athletes and Coaches attend this event. Typically, this is provided by the host organization, but further details (location and any cost) will be provided once we arrive in Villebon sur Yvette. The World Championship Spectator Ticket Package provides tickets to all 5 days of the event from the Opening Ceremony on August 1 through to the spectacular Finals and Closing Ceremony on August 5. Any spectators interested in attending the World Championship competition should add this Ticket Package to their package. The venue is sold out and tickets will not be available on-site. Athletes, Coaches and Officials do not need to purchase tickets their competition credentials give them access to the venue on all competition days. The World Championship Transportation Package provides dedicated charter bus transportation to the competition venue on all 5 days of World Championship events. All Athletes, Coaches and Officials must select this option and travel as a contingent to and from the venue. Spectators wishing to travel with the Contingent (this is encouraged) should add this option to their package. Official World Championship Programs are available for pre-purchase supplies may be limited or unavailable at the competition itself. All Athletes, Officials and Coaches will receive a Program Book with their credentials package. Interested Spectators can choose to pre-purchase their own Program by selecting this option. 3. After the World Championships This year's post-competition Guided Tour of the Loire Valley promises to leave you with lasting memories of 'France' as you imagine it... with its castles, gardens, and history. We have arranged for a guided tour of some of the sites of the Loire Valley - designated as a World Heritage Site by UNESCO. Our tour package includes: 3 nights in hotels along the route in Superior tourist-class hotels, twin bedded rooms with private bath or shower (triple and quad occupancy can be requested when reservations are confirmed) Breakfasts on August 7, 8 and 9 Dinners are August 6 and 8 Our own air-conditioned bus and tour guide for the entire tour Our tour begins with a pick-up at our competition hotel and concludes in Paris. Transfers to the airport are included for those that are departing - but you are free to extend your stay to see more of Paris, France or other parts of Europe! The tour itinerary includes: In Amboise: Le Close-Luce, once home of Leonardo da Vinci; the Chateaux of Amboise; and Chateaux of Chenonceau In Blois: the Renaissance castle once occupied by Louis XII Orleans and their status honouring Joan of Arc Chartres: home of the famous Gothic Cathedral Pricing and itinerary are subject to change once we confirm our numbers, but we anticipate something between $865 and $900 per person, which includes all tips and taxes (which, in France, do add up!). A single supplement is available for $165. Firm pricing will be available from our Tour Company prior to the Trials and will be sent out by . Some additional information about the tour is available on the CBTF.CA website:

5 CBTF Contingent Package The tour company has established a minimum group of 15 travelers. Travel commitments will be collected at the Contingent Meeting on May 21 if we don't meet our minimum at that time the tour will be cancelled. If you want to be part of this great tour, please complete the Loire Valley Tour page and include it with your paperwork at the Contingent Meeting on May 21.

6 Completing the Forms CBTF Contingent Package The complete Contingent Package consists of three forms: 1. Traveler Payment Form Each traveler, adult or child, must complete this Traveler Payment Form 2. Hotel Worksheet Each group of travelers staying together should complete a single Hotel Room Worksheet. This Worksheet is used to calculate the per person hotel cost, which is transferred to the Traveler Payment Form 3. CBTF Air Group Form Each traveler that has chosen one of the CBTF Air Group Blocks must complete all details on this form. Please note that all payments received in advance of the event are considered deposits and will be reconciled against the actual costs incurred after the completion of the World Championships once all expenses have been processed by the CBTF Treasurer. All forms, and the initial deposit, will be collected at the Contingent Meeting on May 21. All payments should be made payable to CBTF Inc.. The CBTF Air Group, Loire Valley Tour and Final Payments can be sent by postal mail to: Michelle Bretherick, CBTF Treasurer 1262 Eldorado Avenue Oshawa, ON L1K 1G3 Please clearly indicate the traveler s name on each payment. Traveler Payment Form Each traveler, adult or child, must complete the Package Payment Form. The Package Payment Form is used to calculate the per traveler cost of the package and it defines the schedule of payments. Optional package components such as World Championship competition tickets and transportation, Team Canada Wrap-Up Event and the International Clinic can be selected on a per traveler basis. Registration Information o Name and contact information for each traveler CBTF Air Group o If you are selecting either CBTF Air Group Block 1 or Block 2, also complete the CBTF Air Group Form to provide the airline-mandated traveler information. Per Person Hotel Cost o Complete the Hotel Worksheet to calculate the Per Person Hotel Cost Canadian Contingent Welcome Reception o Required for Athletes, Coaches and Officials o Optional for Family/Friends, but strongly encouraged World Championship Spectator Ticket Package o Should not be selected by Athletes, Coaches or Officials o All spectators/fans require a ticket to enter the competition venue o Our ticket packages include admission to the venue on all 5 competition days World Championship Transportation Package o Required for Athletes, Coaches and Officials o Optional for Spectators/Fans Official World Championship Program o Already included for Athletes, Coaches and Officials o Optional for Spectators/Fans Athlete Fee o Mandatory for all Athletes, includes: any Pride of Canada Contingent Clinic shortfall Charter Bus transportation to practices where required Practice Gym Rental Official Program

7 CBTF Contingent Package Lunch on Competition days Cost-share for Team Manager and 2nd Judge Coach/Officials Fee o Mandatory for all Coaches and Officials, includes: Charter Bus transportation to practices where required Official Program Lunch on Competition days Loire Valley Tour o Also enter your Tour Roommate in the space provided, or $165 if the Single Supplement is required Hotel Worksheet Complete one Hotel Room Worksheet per room. The form does not have to be duplicated for each guest simply copy the Per Person Hotel Cost calculated at the bottom of the page to each guest s Payment Form. Remember that the rooms can easily accommodate 1, 2 or 3 guests (with 1 or 2 on the pull-out) and can also accommodate 4 with some bed sharing. The base hotel package includes 10 nights from the athlete/coach arrival date (July 27) through to the end of the competition (check-out on August 6). An extended stay option is available for those choosing to stay at that property after the completion of the event. Late arrivals and early departures can be accommodated on a caseby-case basis. Contact Jeff Johnson at wc2012@cbtf.ca for guidance. Enter the names of your roommates and select the appropriate rate for your occupancy Single, Double, Triple or Quad. Add any Extension Nights. Please note that the room occupancy on the Extension Nights must be the same as the room occupancy on the Base Nights. Divide the Total Hotel Cost by the Occupancy to determine the Per Person Hotel Cost. The Per Person Hotel Cost is copied to each Traveler s Payment Form. CBTF Air Group Form If you wish to take advantage of one of the CBTF Air Groups, choose the Block on the Payment Form and then include the Passenger information. This information will be passed on to Air Canada as required by the Advance Passenger Information System (APIS). If you are making your own flight arrangements but will be traveling on one of the CBTF Group Flights and want to be included in the CBTF Ground Transfer, enter your Outbound or Return Flight Details as appropriate. Please notify the Contingent Coordinator on this form or by no later than July 9 in order to be included. Any questions about completing these forms should be directed to Jeff Johnson by at wc2012@cbtf.ca.

8 CBTF Contingent Package Payment Form Complete one Package Payment Form per traveler (adult or child). Registration Information (one person per form) Circle One: Athlete Coach Official Spectator/Fan Name: Address: City: Province: Postal Code: Phone: (Home) (Work) (Cell) Price Calculator CBTF Air Group (also complete CBTF Air Group Form) $ Circle one: Block 1 (Jul 26 / Aug 6) Block 2 (Jul 26 / Aug 9) Enter 1355 if selected Per Person Hotel Cost (complete Hotel Worksheet) $ Canadian Contingent Welcome Reception $ World Championship Spectator Ticket Package $ World Championship Transportation Package $ Official World Championship Program $ Athlete Fee (mandatory), includes: $ Coach/Officials Fee (mandatory), includes: $ Loire Valley Tour $ From Hotel Room Worksheet Enter 55 if selected Enter 115 if selected Enter 60 if selected Enter 15 if selected Enter 800 if selected Enter 200 if selected Enter 865 if selected Enter Tour Roommate: Enter Name or $165 for Single Supplement Grand Total $ Payment Schedule Initial Deposit Due May , CBTF Air Group Payment, if selected Due May Loire Valley Tour Payment, if selected Due May 31, 2012 Final Payment Due June

9 CBTF Contingent Package Hotel Worksheet Complete one Hotel Room Worksheet per room. Transfer the Per Person Hotel Cost calculated below to the Hotel line of each person s Price Calculator. Room Reservation Request Roommate 1: Roommate 3: Roommate 2: Roommate 4: Base Hotel (10 nights, Jul 27 Aug 6, 2012) $ Single 1260 Triple 2010 Double 1600 Quad 2200 Enter amount from table Hotel Extension Option 1. Circle Extension Nights: Aug 6 Aug 7 Aug 8 Aug 9 2. Choose Daily Rate (same Room Size & Occupancy as Base): Single 126 Triple 201 Double 160 Quad Calculate Extension Cost: X = # days (Step 1) Daily Rate (Step 2) $ Total Hotel Cost $ Per Person Hotel Cost (Divide Total Hotel Cost above by number of people in the room) $ Copy this amount to the Hotel line of each traveler s Price Calculator

10 CBTF Contingent Package CBTF Air Group Form Complete one CBTF Air Group Form per traveler (adult or child), if you wish to travel with one of the CBTF Air Groups. Registration Information (one person per form) Mrs Ms Miss Full Name: Mr Mstr (Circle One) Date of Birth: / / YYYY MM DD Gender: Male Female (Circle One) Passport Number: Passport Expiry: / / YYYY MM DD Aeroplan Number: (Name as it appears on your passport) Issuing Country: If you plan to make your own flight arrangements on one of the CBTF Group Flights and want to be included in the CBTF Ground Transfer, enter your travel details below for the appropriate flight(s): Full Name: Outbound Flight Flight Date: / / YYYY MM DD Flight Number: Return Flight Flight Date: / / YYYY MM DD Flight Number: