Thank you for requesting a bid package for the 2010 You may also use this form for bidding for the 2011

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1 Judy Edmunds National Vice Chair- Theater on Ice PO Box 788 West Yarmouth, MA Cell November 5, 2008 Thank you for requesting a bid package for the 2010, 16 th Annual National and International Theatre on Ice (ITOI) Competition to be held any time between June 23-30th, 2010 (dates firm). This letter and bid package is meant to streamline the application process now that multiple clubs have expressed interest in hosting this exciting competition. You may also use this form for bidding for the 2011 Competition. Please when bidding- know that you will be bidding on both competitions that will be held back to back, with the strong possibility of Official Ice for the Nationals being held on Thursday and the National Championships being held on Friday and the International on Saturday. It is imperative that each club submitting a bid be familiar with the current guidelines for Theatre on Ice. This document is available on the US Figure Skating web site at These guidelines are for 2009 and may change slightly for 2010 but serve as a basis for understanding the discipline. Anticipated entries in the five divisions for Nationals, (introductory, novice, junior, senior and adult) range from teams with a total number of skaters around The International will include the same divisions, but will also include all teams allowed to do CE.- THEREFORE A FEW MORE SKATERS. Following are a number of points to consider in your bid presentation. There is no grant for hosting these championships. All interested clubs should be prepared to make this competition a success without assistance. The Program Development Committee will make every effort to give clubs ideas on how to maximize profit. 1. Entry fees for all teams include one official practice ice for each event entered. (15 minutes). Additional practice ice may be sold to teams (in 15-minute increments). The fees for the 2010 National and International Competition will be announced in late October of 2009 and may be used as a guide. 2. All competitors, one chaperone and two designated U.S. Figure Skating member coaches shall receive free credentials. All others should buy tickets (including any additional coaches in attendance). 1

2 3. Budget for 14 Judges, 4 Referees, 2 Accountants, 1 Official Announcer, 1 Official Music person and 1 Official Ice Technician. Expenses include rooms, meals and transportation. Officials dinners and gifts are optional, and should only be given if they are donated. Also, budget for site inspection by Chief Referee (air, hotel, food - 2 nights) 4. The chief referee will be determined by the Program Development Committee, and the officials (including assistant referees, judges, announcer, and music person) will be selected by the chief referee with input from the LOC. Expect judges from all three sections and at the level of senior competition and higher rank. 5. One rink surface, with seating of 1200 or more on one side of the arena for theater style seating, must be available for the two full days of the competition no exceptions. 6. A curtain is required. The curtain must be from blue line to blue line and be 5 feet from the barrier. The curtain is the responsibility of the LOC. (refer to TOI Guidelines for further information regarding curtain size). Location of the curtain must be stated in the announcement to the teams. 7. In the past, visiting international teams have been hosted by local families. While this is not a requirement, it is strongly suggested. US teams will arrange their own housing. (Families and coaches on their own.) The LOC should arrange with a local hotel to be the official hotel and to offer discounted rooms for the competition officials as well as for the teams. 8. All judging will be closed judging Referee will determine the seating location for the judges and needs to be in the announcement to the teams. 9. Medical Coverage during Official Practice and during Competition. 10. Photos/Video: It is suggested that the following be available to the Teams- Suggest getting three bids. a. Still photos of action b. Group pictures c. Video The following items must be included in your proposal: Completed application and proposed budget Letters of intent from arena(s) and hotel(s) Layout/floor plan of rink facilities and planned space allocation including seating capacity and seating arrangement (note no rink with seating capacity of less than 1200 on one side of the arena theater style, will be considered) Minimum of seven dressing rooms Large Meeting room to hold a minimum of 75 people (Theater Style) A narrative description of your club or council s experience in hosting competitions (if any experience in hosting synchro, please note that as well) A list of primary members of the local organizing committee and any relevant biographical information Any additional information that you feel would be supportive of your proposal. 2

3 The deadline for submission of bids is February 1, All materials must be submitted in TRIPLICATE (there are three people on the bid review committee and none of them have any connection with any TOI team). PLEASE, do not use any delivery method that requires a signature upon delivery. Please submit your proposal to: Judy Edmunds and Roland Bessette National Vice Chair Theatre on Ice Chair Program Development Po Box Winnemay Street West Yarmouth, MA Natick, MA ( ) rolandb7@gmail.com judyedmunds@comcast.net APPLICATION FOR ORGANIZING AND HOSTING NATIONAL and INTERNATIONAL THEATRE ON ICE COMPETITION (Any where during this time) June 23-30TH, 2010 Bids are due by February 1, 2009 Name of Applicant Club: Total number of registered members: Adult Members: Junior Members: Do you have a Theater on Ice Team? Name of Team: Year Bidding for 2010 or 2011 How Many TOI Competitions has your team competed in? TOI 2009 Membership Number Arenas (name, address, manager, phone): Competition Surface (dimensions) Seating Capacity Comp. Surface Secondary Surface (adjacent to rink): yes/no and dimensions Contact Name: Contact Address: Contact phone number(s) Contact *Is this your Home Club ice surface: Yes/No Rental costs: Cost/Ice Per hour Number Zambonis: Parking Capacity (number) and room for buses (yes/no) 3

4 # of dressing rooms in competition arena (minimum seven required): Merchandise sales allowed (yes/no): Meeting room available (yes/no) and seating capacity (75 minimum): Proposed area for officials' hospitality (describe): Will you be able to get a sponsor for any or all of the following items? 1. Food for the Officials ( such as restaurants donating food) 2 Draw Party 3. Officials travel/ and or housing 4. Travel for site inspection visit by the Chief Referee (air-hotel- food) 5. Competitors Party 6.Copier for accountants Number of snack bars and will they be open for the two days? Will the Club be able to make any money from the snack bar? Can food be brought in (yes/no): Trade show capability (yes/no): Ability to do on ice awards carpet? (yes/no) Microphone in rink able to be wireless or to reach to ice surface (yes/no): Is there ample room for storing props? Does the rink access allow for moving scenery on/off (yes/no): Describe accounting room access to competition rink: Applicant club has organized and hosted the following competitions. (List in order of most recent) Additional pages may be used. Name: Year *If this is another Home Club s ice surface, you must file a letter of permission from that Club with this application 4

5 Nearest Hospital to Arena Is there a First Aid Room in the Arena? Please feel free to call or Judy Edmunds regarding any questions. Announcement of the award for the 2010National- International will be made at the 2009 USFS Governing Council Meeting.. If you are bidding for the 2010 Competition the deadline for the bid is February 1, 2009 and the 2011 deadline will be March 1,

6 PROPOSED BUDGET 2010 or 2011 National- International Theatre on Ice Competition INCOME: Year 1. Entry Fees 3. Net Ticket Sales 4. Program Sales 5. Program Advertising 6. Souvenir/Boutique Sales 8. Contributions/Sponsors: Cash Value-in-Kind (please list) 9. Video Sales 10. Miscellaneous (please list) TOTAL INCOME EXPENSES: 1. Officials: Travel Meals Lodging Officials Dinner Gifts 2. Medal Expense 3. Competition Arena Rental 5. Service/Equipment Rental Costs 6. Publicity/Promotion 7. Program Printing Costs 8. Souvenir/Boutique Cost of Sales 9. Printing Costs 10. Administrative & Committee Expense 11. Local Transportation 12. Telephone/Telefax Expense 13. Stationary/Postage/Supplies 14. Miscellaneous (please list) TOTAL EXPENSES Note: Feel free to contact Judy Edmunds regarding the budget or A SITE INSPECTION WILL BE REQUIRED SHORTLY AFTER THE CLOSE OF APPLICATIONS-YOU WILL BE NOTIFIED IF YOU ARE BEING CONSIDERED AND NEED THE SITE INSPECTION. 6

7 HOTELS OFFICIAL OTHER OTHER Name: Address: Contact Person: Telephone No. and address Cost of rooms: Sgl: Dbl: Trpl: Quad: Number of rooms available: Any of these rooms comp for Officials? Will there be a comp hospitality room for the officials at the hotel Any rebate on rooms at any of the hotels Distance to hotels from airport: Transportation available from airport to hotels: Is there an official bus company for the teams to work with- please name: Cost: Distance to competition arena from hotels: Will Host Club provide shuttle service from hotels to arena for Officials? 7

8 Number of restaurants near area and hotel: Notes: Regarding transportation: Major airlines serving the closest airport Is there an Official Airline? Will this competition, if awarded to you, be totally managed by the Host Club? If not, what organizations will aid the Host Club? This application was prepared and approved by the Board of Directors of Club/Association Name: ( Person responsible) (Please print) Title: Signature: Yes Other: Date: No Address/Street: Zip: City/State: Daytime phone: Evening phone: address: Fax number: *These events may be hosted jointly by more than one Club or by an Interclub Association. Please include your TOI 2009 Membership Number 8

It is imperative that each club submitting a bid be familiar with the current guidelines for Theatre on Ice.

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