REQUEST FOR PROPOSAL-HOST SITE ABOUT USA TRIATHLON USA Triathlon is the sanctioning authority for more than 4,500 diverse events, ranging from grassroots to high-profile races nationwide. The organization works to create interest and participation in a variety of programs, including camps, clinics, races and educational opportunities. USA Triathlon s 150,000-strong membership is comprised of athletes of all ages, coaches, officials, parents and fans striving to strengthen multisport. On the elite level, USA Triathlon is responsible for the selection and training of teams to represent the United States in international competition, including the world championships, Pan Am Games and Olympic Games. It conducts national camps and clinics and provides coaching education programs. On the developmental level, USA Triathlon fosters grassroots expansion of the sport, which is facilitated by the sanctioning of age-group events and triathlon clubs. National and regional championships are held for triathletes from junior to senior age divisions. USA TRIATHLON MISSION STATEMENT Our mission is to encourage, support and enhance the multisport experience in the United States. USA TRIATHLON VISION To engage every American in the multisport lifestyle. USA TRIATHLON CORE VALUES We value our members and other constituents. We value safety, fairness, motivation and achievement in competition. We value fitness and health through exercise, the spirit of competitiveness and the pursuit of excellence - the multisport lifestyle. ABOUT THE SPLASH AND DASH YOUTH AQUATHLON SERIES The Splash and Dash Youth Aquathlon Series is entering year five as a grassroots youth initiative program. After yet another highly successful season, we will be continuing to expand for 2017. In an effort to drive youth participation, USAT has developed the USAT Splash and Dash Youth Aquathlon Series with the goal of having fifty (50) events as part of the series. A goal has also been set to have a minimum of two (2) events in each of the ten (10) USAT Regions (subject to board approval). The focus should be on participation, not competition. The series should expose youth participants to USA Triathlon and the exciting world of multisport. Each event will work with a dedicated USAT staff member. Additionally, each event will be supported by marketing and collateral materials including educational initiatives and integrated communications across all of the USAT s media platforms. The events that are included in the series must be community based and focused on getting youth involved in the multisport lifestyle. The goal is to provide a low cost event that is community driven to expose youths ages 7 to 15 to the world of multisport.
COURSE DISTANCES Ages 7-10: 100 meter swim, 1 km run Ages 11-15: 200 meter swim, 2 km run *Race directors may edit distances based on venue constraints. Changes to ages and course distances must be approved by USA Triathlon. EVENT/HOST REQUIREMENTS For each age group, there is not a limit on the number of athletes. However, there is a goal of at least 100 athletes for each event. Athlete s age shall be determined by age on race day. Maximum Entry Fee of $40 (should include race fee and youth annual membership fee of $10 if not already a member) All events will be required to use our registration partner, ACTIVE (www.active.com), for their registration portal, unless one of the following exceptions applies: 1. The race director/event production company owns and administers the registration platform it uses. 2. The race director/event production company is legally obligated to a pre-existing, executed contract with another online event registration company. (Proof of registration platform may be required upon approval for the series). Benefits of using ACTIVE include: USAT waivers signed instantly with online registration integration, USAT memberships verified or purchased online when registering, all-in-one registration process, free searchable listing, higher rankings in Google Search results, secure registration and payments, fest and detailed reports, participant and volunteer management, and flawless data security. All races in the series must be sanctioned through USA Triathlon with all fees paid. All athletes must have a USAT annual membership to participate. Provide a designated finish line (tape, cones, balloon arch, inflatable) as well as directional signage. To ensure the safety of the athletes, complete road/parking lot closures will be required. Distribute event t-shirts and finisher premiums at event (t-shirts and finisher premiums to be supplied by USAT.) Promote USAT Youth Annual Membership to participants and families. USAT will provide collateral material which should be distributed. Post-race refreshments/entertainment. Host site is responsible for providing a registration list to USAT which includes the contact information of each athlete no later than two days post-event.
RACE LEADERSHIP USAT is looking to partner with energetic and passionate race directors, community centers, coaches, clubs, parks & recreation departments, and other individuals in order to make the event and series a success. The Race Leader should be extremely organized and detailed oriented in order to connect with both youth and adult who will be present. In addition to the race leader, the following list outlines other recommended support for the race: Race Director Swim Coordinator Run Coordinator Registration Coordinator Volunteer Coordinator Race Spotters Certified Lifeguards/Medical Personnel MARKETING SUPPORT Each event will be marketed by USA Triathlon. USA Triathlon will market the event through USAT website, email blasts, magazine, newsletters, and social media. In addition, the USAT and Splash and Dash Youth Aquathlon Series logo shall be placed on the host site s website, banners, collateral material, and emails. USAT DELIVERABLES Staff support and assistance Splash and Dash in a Box -Assist in guiding and educating event organizers on how to execute an aquathlon event Marketing support: USAT website, magazine, newsletters, social media, and USAT regional websites Finisher premiums (medals) Series t-shirt for participants Custom 2017 Splash and Dash Logo complete with city and state One (1) Splash and Dash Banner and one (1) USAT Banner (previous events within the series subject to receive only Splash and Dash banner) UPDATED FOR 2017: Event stipend broken down and scaled as follows: 35 or less participants: $0, 36-65 participants: $250, 66-99 participants: $400, 100-129 participants: $500, and 130+ participants: $750. USAT staff may attend the event if transportation assistance (hotel, ground transportation, etc.) can be provided RD Certification (Level 1) discounted to $375 through Active should your race be selected for the 2017 series: (Note: your race must be selected for the 2017 series and you must contact Meg Weagley (meg.weagley@usatriathlon.org) BEFORE registering for the class to receive the discount). -Criteria as follows: 1. Two slots per RD Cert location are allocated for this particular discount. 2. RDs will identify themselves as a Splash and Dash applicant at the time of registration. 3. RDs of Splash and Dash would be serviced first-come, first-served. We would place them as highest priority on the wait list. 4. The refund policy would apply equally.
RD CERTIFICATION REFUND POLICY In order to receive a refund, you must contact Meg Weagley (meg.weagley@usatriathlon.org), Multisport Education Manager. Please note: If you are granted a slot from the wait-list and decide to cancel, this refund policy applies. A full refund of the class fee ($375) will be issued outside of 5 weeks before the first day of the course. A 50% refund of the class fee ($187.50) will be issued 3-5 weeks prior to the class. A 25% refund of the class fee ($93.75) will be issued within 2-3 weeks of the class. No refund will be offered if a cancellation occurs within 2 weeks of the class. If USA Triathlon decides to cancel the class, a full refund will be issued.
APPLICATION & REQUEST FOR PROPOSAL (Please note that all requirements as outlined above must also be met. The below are specifics needed by USAT to better analyze your application) DESIRED EVENT DATE: / /2017 DATES FOR ADDITIONAL EVENTS: EVENT NAME: EVENT WEBSITE: IS THE EVENT ALREADY USAT SANCTIONED? (If it is not already sanctioned, it will need to be in order to be a part of the series) VENUE NAME: VENUE CITY AND STATE: ENTRY FEE: $ (Maximum Entry Fee: $40-should include race fee and $10 youth annual membership fee if not already a member) RACE DIRECTOR NAME: CERTIFIED RD? USAT MEMBER #: SHIPPING ADDRESS: EMAIL: PHONE: ACTIVE REGISTRATION REQUIREMENT: TO BE PART OF THIS SERIES, USA TRIATHLON WILL REQUIRE THAT YOU USE THE ACTIVE REGISTRA- TION PLATFORM (SUCH AS ACTIVE WORKS) FOR YOUR EVENT S REGISTRATION, UNLESS ONE OF THE FOLLOWING EXCEPTIONS APPLIES: 1. The race director/event production company owns and administers the registration platform it uses. 2. The race director/event production company is legally obligated to a pre-existing, executed contract with another online event registration company. (Proof of registration platform may be required upon approval for the series). GIVEN THE ABOVE STIPULATION ON USING ACTIVE, WILL YOU PLAN TO USE ACTIVE OR CAN YOU PROVIDE PROOF (UPON REQUEST) THAT ONE OF THE EXCEPTIONS APPLIES TO YOU? (CIRCLE ONE) I currently use ACTIVE for my registration platform. I do not currently use ACTIVE for tmy registration platform, but I am planning to switch. I do not currently use ACTIVE, but can provide proof that one of the above exceptions applies. SWIM Can swim area accommodate 100+ athletes for age group wave or time trial starts? POOL OR OPEN WATER? LENGTH OF POOL (IF APPLICABLE): LAP LENGTH (IF APPLICABLE): DEPTH OF POOL FOR SWIM (IF APPLICABLE): RUN TRACK, ROAD, OR TRAIL? LENGTH OF TRACK (IF APPLICABLE): LAP LENGTH (IF APPLICABLE): WHAT MEASURES WILL BE USED TO AVOID MOTOR VEHICLE INTERFERENCE AND PROVIDE SAFETY FOR ALL PARTICIPANTS?
FINISH LINE WHAT WILL BE USED TO DETERMINE THE FINISH LINE (CONES, TAPE, INFLATABLE ARCH)? WHAT OTHER ITEMS WILL YOU BE ABLE TO PROVIDE TO ENHANCE THE OVERALL EXPERIENCE FOR ATHLETES? ARE YOU ABLE TO HOST AN EDUCATIONAL CLINIC PRIOR OR FOLLOWING THE EVENT? IN WHAT WAYS DO YOU PLAN ON PROMOTING THE EVENT? DO YOU HAVE THE MEANS TO PROVIDE APPROPRIATE AND SUFFICIENT VOLUNTEERS AND STAFFING FOR THE EVENT? ARE YOU ABLE TO PROVIDE DRINKS FOR THE ATHLETES POST-EVENT? DO YOU FEEL AS THOUGH YOU CAN SUCCESSFUL REGISTER REACH THE GOAL OF 100 ATHLETES? IS YOUR EVENT PHYSICALLY CHALLENGED FRIENDLY? WHAT WOULD YOU ESTIMATE YOUR REALISTIC TOTAL ATHLETE COUNT TO BE IN ORDER TO APPROPRIATELY PLAN FOR FINISHER PREMIUMS AND T-SHIRTS? IS THERE ANYTHING ELSE YOU WOULD LIKE USA TRIATHLON TO KNOW ABOUT YOUR EVENT(S) AND APPLICATION? Please feel free to provide any additional pages and information to this application APPLICATION DEADLINE IS NOVEMBER 4, 2016 ONCE YOUR APPLICATION HAS BEEN SUBMITTED TO CODY CROWTHER (cody.crowther@usatriathlon.org), YOU WILL BE PROVIDED WITH FURTHER INSTRUCTIONS SHOULD YOU BE APPROVED. APPLICATIONS WILL BE APPROVED ON A ROLLING BASIS, FIRST COME, FIRST SERVE. IF APPROVED, YOU WILL NEED TO COMPLETE THE SANCTIONING PROCESS THROUGH THE USAT WEBSITE IN ORDER TO HOST THE EVENT IF YOU HAVE NOT ALREADY DONE SO.