THE FESTIVAL INTERNATIONAL SPORT EXTREME (FISE) HAS ENTERED A NEW ERA INTRODUCTION Dear city bidders, The Festival International Sport Extreme (FISE) has entered a new era in 2014 with the creation of the FISE World Series (FWS). The inaugural Series took place in 4 countries: France, Andorra, China and Malaysia attracting 650,000 spectators in total and over 2,000 competitors from all over the world. FISE World Series continues its global expansion in 2015 and beyond, on behalf of the FWS Committee, I would like to thank you for your interest in hosting one of the FWS stage for the 2016-2018 period. FISE World Series being awarded for 3 consecutive years will allow the Host City to benefit from media exposure, build on the reputation of FISE and attract mass-tourism over time. The objectives of this bid document are to provide general information about the selection process, and the operations/budget responsibilities between FISE World Series organizers and the Host City. After reviewing the attached RFP information, if you have any further questions about FISE World Series please contact: Alexandra DARDEVET International project manager alexandra@fise.fr Hervé ANDRE-BENOIT FISE CEO couverture : Cedricderodot 2 photo : G. Ducreux
FISE World Montpellier, May 2014
TABLE OF CONTENTS 1. INFORMATION ABOUT REQUEST FOR PROPOSAL 2. BIDDING TIMELINE 3. FISE S RESPONSIBILITIES 4. HOST CITY S RESPONSIBILITIES 5. EVENT VENUE 6. ACTION SPORTS DISCIPLINE 7. PARTICIPANTS 8. GENERAL REQUIREMENTS 9. EVENT OPERATIONS & SERVICES 10. COMMUNICATION 11. BUDGET 4
FISE World Montpellier, May 2014
A LOOK BACK AT THE 2014 EDITION FISE WORLD MONTPELLIER First stop of the World Series and birthplace of FISE, the event features 5 action sports and over 70 competitions throughout 5 days : BMX (Park, Flat, Spine Ramp), Roller (Street, Spine Ramp), Skateboard (Park, Spine Ramp), Mountain Bike Slopestyle and Wakeboard. With a wide range of entertainment on-site (free initiation session, demo, diverses activities, contests), the event draws 100,000 spectators daily. Key figures: 510,000 spectators, over 1,500 athletes Best Of FW Montpellier 2014: https://www.youtube.com/watch?v=ezthoc_m9gs FISE WORLD ANDORRA Situated between France and Spain, Andorra is a nature-lover s paradise. The Wakeboard contest took place in an incredible setting, at the top of the mountains (2.000m altitude), next to the Mountain Bike course. The Spine Ramp contests downtown (BMX, Roller) kicked off the evening programs with 2 great concerts on Friday & Saturday night (international DJ), keeping the spectators in town until late. Key figures: 25,000 spectators, 200 athletes Summer legacy: Wakepark left all summer for tourist activities Best Of FW Andorra 2014: https://www.youtube.com/watch?v=66yq-k-pyjg 6
FISE WORLD CHENGDU-CHINA Capital city of Sichuan province, Chengdu is one of the most important economic centre in China. With 500,000 amateurs of freestyle, Chengdu has a tremendous potential. On its first edition, 100,000 spectators turned up to watch the 250 athletes (165 amateurs) compete in BMX, Roller, Skateboard and Mountain Bike Slopestyle. Key figures: 100,000 spectators, 250 athletes Best Of FW Chengdu-China: https://www.youtube.com/watch?v=r-- soou9sgs FISE WORLD MALAYSIA Langkawi Island was host of the last leg of the FISE World Series. Idyllic location plus strong interaction between fans and pro athletes (offline & online across all social media platforms), were a perfect way to end the season. Key figures: 20,000 spectators, 300 athletes Best Of FW Malaysia: https://www.youtube.com/watch?v=hz1ovupousg 7
INFORMATION ABOUT REQUEST FOR PROPOSAL CONFIDENTIALITY All the information provided by Host City during the bidding process will be treated as strictly confidential. Similarly, Host City bidders shall keep confidential all information related to FISE World Series. PROSPECTIVE BIDDERS IDENTITY As part of this invitation for tender, any private or public entities (city and regional councils, local and territorial governments, private event agencies) involved in events management on behalf of a city, and willing to develop tourism through sport, may submit a proposal. It is important that Host City bidders review the information contained in this bidding book closely and submit a proposal in compliance with the FISE World Series requirements. SUBMISSION FORMAT The proposal has to be submitted by email and should not exceed 5Mo per message. If you need to send several emails, the first one should indicate the total number of messages submitted (i.e email 1/2, email 2/2). Please send bid applications to: contact@bidfise.com DEADLINE The letter of interest shall be submitted by May 13th, 2015. The closing date for formal application is June 19th, 2015. APPLICATION FEE The application fee of 2,000 has to be paid to HURRICANE Action Sports by bank transfert. This fee covers the administration costs related to this Request For Proposal. BIDDING INSTRUCTIONS 1/ Fill in the official letter of interest online at http://www.bidfise.com/candidature-form/ 2/ Payment of the bid fee 3/ Submission of a complete proposal Once the proposal is received by the FISE World Series committee, a site visit may be scheduled. Up to three (3) evaluators will visit the venue/city to assess the site and review the proposal. Host City bidders are required to provide flight tickets, accommodation, meals and ground transportation for these bid evaluators. SCOPE OF PROPOSAL We strongly recommend Host City bidder to provide when submitting their proposal any additional information deemed useful such as partnership (including any entity/partner willing to be associated with the city). Host City bidder may submit alternative options outside the defined scope if it considers being an added value to its proposal. Motivation to host the FISE World Series Event concept, venue & dates Name & location, dates, description of the facilites and surrounding areas Action sports disciplines chosen Transportation & accessibility Host City general information Infrastructure, universities, local action sports scene/clubs, tourist attraction... Past events history Event name, type, participants, audience Event coordination Ground transportation, accommodation & catering, security & medical plans, human ressources Preliminary local media & marketing plans Estimated detailed budget Key partners Local authorities involvement & support, key partners & their contribution (financial, in-kind, media...) 8
BIDDING TIMELINE HOSTING PERIOD 2016-2018 2015 F A J O S N D 01 FEB 2015-13 MAY 2015: Launch of the bidding process & submission of letter of interest at www.bidfise.com Payment of the application fee of 2,000 13 MAY-17 MAY 2015: Workshops during FISE World Montpellier 19 JUNE 2015: Closing date for application. Host Cities to submit their formal bid. FEB 2015-15 JULY 2015: Hurricane provides support to selected cities (advice, conference calls, one-on-one meetings) & carries out site surveys to develop the formal Bid, address relevant issues (requirements) Hurricane to provide a draft FWS Host City agreement 15 JULY 2015: Selection of finalist Host Cities 30 SEP 2015: Hurricane & Host cities to sign FWS agreement DEC 2015: Hurricane names Host Cities for 2016-2018 during a press conference 9
FISE S RESPONSIBILITIES FWS SPORT DEPARTMENT In charge of the sporting aspect of the competition. Delivery of a world-class event, with top international athletes. - MANAGEMENT OF COMPETITION - MANAGEMENT OF ENTERTAINMENT PROGRAM - MANAGEMENT OF FREE INITIATION SESSIONS FOR THE PUBLIC - COMPETITION SCHEDULE - TOP & LOCAL ATHLETES COMMUNICATION, REGISTRATIONS, BRIEFINGS - OFFICIAL JUDGES APPOINTMENT - DJ & MASTER OF CEREMONY APPOINTMENTS - AWARDS, TROPHIES, PRIZE MONEY - LIVE SCORING FWS COMMUNICATION DEPARTMENT First point of contact for all media and TV matters. In charge of the international communication of all FWS events including international TV distribution through IMG. FWS PROJECT MANAGEMENT - INTERNATIONAL COMMUNICATION PLAN - VIDEO PRODUCTION & DIFFUSION (IMG NETWORK) - RTB PROGRAM, LIVE STREAMING OF FINALS, TEASERS, HIGHLIGHTS, BEST OF VIDEOS - ATHLETES INTERVIEWS COORDINATION - PRESS RELATIONS COORDINATION - FWS HOST CITY LOGO DESIGN, APPROBATION AND ADAPTATION - FLYER/POSTER CREATION - MEDIA & TV RELATED TECHNICAL COORDINATION - PRODUCTION OF POST-EVENT REPORT (MEDIA FOCUSED) Supervise and ensure the smooth running of the event. In charge of the logistics / technical aspect of the event. - FWS EVENT COORDINATION AND MANAGEMENT - EVENT LAYOUT - LOGISTICS PLANNING (INCLUDING SHIPPING, SET UP, TAKE DOWN OF SPORTS FACILITIES) - FWS EVENT SET UP STAFF - TEAM COORDINATION, MEETINGS AND AGENDAS - APPROVAL OF MEDICAL AND HEALTH & SAFETY PLANS - TRANSPORT PLAN APPROVAL - COORDINATION OF OFFICIALS, STAFF AND VOLUNTEERS 10
HOST CITY S RESPONSIBILITIES LOCAL ORGANIZING COMMITTEE We strongly recommend candidate cities to form a Local Organizing Committee. The LOC will ensure effective communication & coordination between FISE World Series management team, Host, local authorities and any other stakeholders involved in the project. - LOC EVENT COORDINATION (EVENT VENUE MANAGER, HR MANAGER, TECHNICAL MANAGER) - LOC TV PRODUCTION - LOC COMMUNICATION DEPARTMENT EVENT VENUE & EVENT SPECIFICATIONS - EVENT VENUE - VIP AREAS & EXHIBITORS VILLAGE (ADVISED) - SITE MANAGEMENT (MAINTENANCE, SECURITY) - EVENT SPECIFICATION COMPLIANCE - TRANSPORTATION, ACCOMMODATION & CATERING FOR PRO ATHLETES, FISE STAFF, AND EXPERTS LOCAL COMMUNICATION - LOCAL COMMUNICATION PLAN (PR, BILLBOARD, BUNTING, MEDIA AND DIGITAL ADVERTISING) - ORGANIZATION OF A LOCAL PRESS CONFERENCE (AT LEAST 1 WEEK BEFORE THE EVENT) - PRINTING & DISTRIBUTION OF FLYERS/POSTERS - POST EVENT MEDIA FOLLOW-UP AND REPORTING LOCAL HUMAN RESSOURCES - LOCAL WORKERS & EVENT STAFFING - VOLUNTEER PROGRAM 11
FISE WORLD SERIES ARE NON- TICKETED EVENTS, TAKING PLACE OUTDOOR HENCE ATTRACTING HUNDRED OF THOUSAND OF SPECTATORS. EVENT VENUE The Host City is responsible for providing the most suitable event venue. FISE World Series are non- ticketed events, taking place outdoor hence attracting hundred of thousand of spectators. The event site shall be at least 1.5 ha (based on 4 disciplines). As a mass-public event, the venue should be close to public transportation (buses, subway, train station, bicycle sharing, walk ways...) to ease access to/from the event venue. Appropriate access for trucks and other vehicules types during set up/take down phases shall be provided along with car parks for athletes, press, VIP and staff during the event. Amenities (permanent or temporary) shall be available on the venue, including: restrooms, public car parks and exhibitors village (food & beverage concessions, merchandising, product displays...). We strongly recommend to set up a VIP corner on each competition area where officials, press, special guests have access to enjoy the competition (optimal view). 12
FISE World Montpellier, May 2014
ACTION SPORTS DISCIPLINE HOST CITY MUST CHOSE 4 DISCIPLINES (MIN.) BMX PARK (UP TO 2 SPORTS) ROLLER SLOPESTYLE SKATEPARK MIN. SIZE REQUIRED 40mx30m (130 ft x 100 ft) 150mx12,5m (500 ft x 40 ft) 40mx20m (130 ft x 65 ft) FLOOR SURFACE REQUIRED - Flat & smooth surface - Concrete surface (bitumen) without holes, alternatively stage with timber flooring shall be provided - Difference in height between the starting point & the finishing line (preferred) - Flat & smooth surface - Concrete surface (bitumen) without holes, alternatively stage with timber flooring shall be provided SPORT FACILITIES BROUGHT BY FISE Prefabricated ramps (timber & steel components) Prefabricated ramps (timber & steel components) Prefabricated ramps (timber & steel components) JUDGES & DJ AREAS 20 m2 Close to the competition zone, with optimal views for judges BLEACHERS TARIFS FISE XPERIENCE SERIES - Min. 2,000 seats 175 000 - Natural/temporary HT 70 000 bleachers HT 20%* : 20 000 HT _ 10%* : 15 000 HT 5%* : 10 000 HT - Min. 500 seats 900 000 HT - Natural/temporary 1 500 000 HT bleachers SPECIFIC REQUIREMENTS _ 14
MTB SLOPESTYLE WAKEBOARD SPINE RAMP (UP TO 3 SPORTS) BMX FLAT 150mx20m (500 ft x 65 ft) Water area: 200mx40m(660 ft x 130 ft) Depth min. 1m (3ft)/ Depth max. 3m (9ft) On stage: 25mx13m(82 ft x 42 ft) (Actual ramp dimension: 20m x 9m) 15mx15m (50 ft x 50 ft) - Soil, bitumen, or grass - Flat or leveled - Lake or river - Possibility to install an artificial pool (50m x 15m) Security area around the spine ramp (2m all around) - Flat & smooth surface - Stage 15m x 15m provided by FWS - Dirt tracks - Steel ramps & dirt landing Cable system : Sesitec 2.0 + floating ramps (timber & steel) 20 m2 Close to the competition zone, with optimal views for judges - Min. 1,000 seats - Natural/temporary bleachers - Min. 500 seats - Natural/temporary bleachers Optional - Min. 500 seats - Natural/ temporary bleachers - 1,000 m3 soil - 1 excavator 8T with smooth bucket (fully licensed driver provided by FWS) - 1 mechanical loader 20T (fully licensed driver provided by FWS) - non-drinkable water for shaping - 1 mobile crane with driver (30-40T, min 10m high) duration : 2 days set up/2 days take down 15
PARTICIPANTS TRANSPORTATION TRAVEL The Host City will provide round-trip airline flights for Pro athletes, Experts (Judges, Master of Ceremony, DJ) and FISE World Series staff. Athletes For each discipline 15 Based on 4 disciplines 60 MEALS & HOSPITALITY The Host City shall provide 3 meals per day (breakfast, lunch, dinner) to Pro athletes, Experts and FISE World Series staff during the event as well as during the set up and take down phases (FISE World Series staff only). Breakfast shall be served at the hotel, while lunch and/or dinner shall be provided at the event venue depending on the competition schedule. Food shall satisfy all cultural and religious needs. The Host City shall provide meals to volunteers (up to 2 meals/ day depending on the competition schedule). The extent of VIP complimentory food and refreshments (on VIP area/lounge) are at the Host City s discretion. Experts FWS staff TOTAL 5 6 26 20 24 104 REFRESHMENTS The Host City shall provide fresh water bottles during set up/ take down phases for FISE World Series staff. During the event (and training sessions), the Host City shall provide fresh water bottles on all competitions areas for athletes, press, and staff. Any other refreshments appreciated. GROUND TRANSPORTATION The Host City will arrange for free airport/railway pick-up and drop-off (i.e shuttle bus) for Pro athletes, Experts, and FISE World Series staff. The Host City is also responsible for ground transportation to and from the hotel and the event venue (prior, during, after the event) for Pro athletes, Experts, and FISE World Series staff. HOUSING The Host City shall provide free of charge accommodation for Pro athletes, Experts and FISE World Series staff. The FWS headquarter hotel shall be close to the event venue. Double and twins rooms shall be provided. Average stay Athletes 4 nights Experts 4 nights FWS management staff 6 nights FWS event set up staff 15 nights 16
GENERAL REQUIREMENTS In addition to the specific requirements listed above, the Host City will have to provide the following technical specifications. LIGHTING SYSTEM The event venue shall have a sufficient lighting system. The event venue shall be equipped with a light meter in case of a late night show. Full details can be found on the Light & Sound systems guidelines provided upon request. SOUND SYSTEM A quality sound sytem shall be installed at the event venue, for each competition area, public zone and exhibitor s village. FISE World Series will appoint the DJ, however the Host City shall provide DJ equipments. Full details can be found on the Light & Sound systems guidelines provided upon request. BRANDING Event branding emphasizes image of the Host City, sponsors, and event venue. It is therefore important that the event branding is consistent throughout the venue. FISE World Series will carry out the painting work on the sports facilities and provide branding guidelines to the Host City. However, painting pots, spray paints, paint rollers and extension poles shall be provided by the Host City. Quantities/colors will depend on the number of sponsors (and their logo), the types and number of sports disciplines chosen. Once, the sponsors are defined, FISE World Series will advise the Host City on the quantities and type of painting required. The Host City shall manufacture its branded stencils (including local sponsors as part of its 50 % visibility) upon FISE World Series approval. Black fabric roller (50m x 2.6m) shall be provided by the Host City. Number of fabric roller will depend on the event venue and disciplines chosen. FORKLIFTS & MACHINES FISE World Series builds its own riding facilities in its headquarter and ship them to your venue. A sufficient loading zone, located near the main competition area, shall be allocated for the containers. During set-up/take down phases, the Host City shall provide the following equipments: - 2 forklifts (fully licensed driver provided by FISE World Series), min height 4 meters, four-wheel drive, frontal loading, 2.8 Tons - gas/petrol - handling equipments (pallet truck, mallet & hammer, crowbar, toolbox) - power generator - 1 arc welding machine & welding helmet ON-SITE COMMUNICATION The Host City shall provide at least 5 walkie talkie free of use. 1 giant screen (as a minimum) shall be installed on the event site for the public. 17
EVENT OPERATIONS & SERVICES ACCREDITATION FISE World Series will provide Press, Media and VIP accreditations and is responsible for athletes, volunteers and staff passes. The Host City shall provide a list of the officials (and VIP) to FISE World Series. CEREMONIES (OPENING, PRIZE GIVING) During the inaugural and prize giving ceremonies, Host City representatives will give a speech. FISE World Series is responsible for the athletes awards. ON-SITE MEETING ROOMS The Host City shall provide a number of meeting rooms/ work areas with electricity, adequate Wi-Fi and wired internet connections (min 8Mo bi lateral) with password protected access. The on-site meeting rooms are listed herefater : MEDIA CONFERENCE ROOM - Auditorium 100 persons with air conditioning system - Qualified person to help with projection issues PRESS ROOM - Room min. 75m2, with air conditioning system - 2 colors printers with paper & cartridge - 1 laminator - 1 interview area - 10 desks and chairs HEAD QUARTER - Room min. 75m2 with air conditioning system - 2 colors printers with paper & cartridge - 1 Laminator - 10 desks and chairs TV PRODUCTION ROOM - Room min. 60m2 with air conditioning system - High internet bandwidth (8 Mo bi lateral) - 3 computers Apple Mac Pro - Software installed : FINAL CUT Pro X (last version), Filezilla, Adobe Suite CC (last version), After effect, Photoshop, Indesign, Illustrator - 3 desks and 6 chairs EXHIBITORS VILLAGE The event venue shall accomodate an exhibitors village of about 80mx80m (260ftx260ft) as a minimum. This area may varie depending on the number of sponsorship sealed. The exhibitors village shall have sufficient electrical power and be accessible by trucks and vehicles. It should be located near the main competition area. MEDICAL SERVICES The Host City shall provide a medical plan and ensure medical services to athletes, spectators, workforce, and officials. - 1 medical office operational the day before the event and until the end of the competitions - 1 certified doctor present at the medical office by all times - Emergency procedures to the closest hospital (submitted & approved by the FWS team) - 1 certified doctor present on each competition area (from the beginning up until the end of the competition) Medical staff should be composed of english speaking staff. 18
GENERAL REQUIREMENTS HEALTH & SAFETY The Host City is responsible for the security of the competition areas and the event venue. The number of security agents will depend on the event size and venue. The Host City will provide safety barriers and arrange for their delivery, set up and removal. Scaffolding shall be provided. HUMAN RESOURCES EMPLOYEES During the set up and take down of the sports facilities, the Host Cities shall provide adequate staff to help FISE World Series workers. Figures given in the table below are based on a 3-day event, with 4 disciplines and therefore may vary depending on the event concept. Phase Unload # Workers 15 Duration (# days) 1-2 Set Up 5 6 Event Running 5 3 Take Down 15 2-3 All these employees shall have their own personal protective equipments: gloves, helmets, safety shoes... VOLUNTEERS In all FISE World Series event, a volunteering program is set up. The Host City shall provide volunteers (i.e program already in place, local association/clubs, students...). Specific training will be run by FISE World Series. Training sessions will help the volunteers to have a general understanding and awareness of the event, as well as an opportunity to develop new skills. The volunteers are the faces of the event and as a result represent the local community to a worldwide audience. 19
COMMUNICATION EVENT PROMOTION The Host City is in charge of the local communication whereas FISE World Series implements an international media plan. To promote the event locally, the Host shall use TV promotion, social media platforms, on-site billboard, local media partnership... The appointment with a local PR/media agency is strongly advised. FISE World Series will provide the Host City with marketing and communications guidelines. The 2 (Host City & FWS) shall work closely to coordinate their communication plan. TV BROADCASTING FISE World Series is the owner and right-holder of all TV and digital media rights. IMG distributes the FWS through its extensive media network and ensures the international broadcasting of the event (except in the Host Country). FISE in-house video team delivers teaser, highlights, daily newscut for TV, Best Of, images for the 2x26min programs. One video tower per discipline shall be provided and set up on site. The Host City can secure deals with local TV channels to distribute the event domestically. EVENT PHOTOGRAPHER FWS will appoint official photographer for the event. However, the Host City will be responsible for providing travel, board and lodging. MARKETING PARTNERS The Host City benefits from 50 % visibility and therefore can offer branding space and high visibility to local sponsors. All partnerships shall be approved by FWS. Similarly, FISE World Series keeps 50 % visibility for its global sponsors. 20
EVENT SPECIFICATION BUGDET Here are the main event specification costs to be included in the provisionnal budget. GENERAL ITEMS - event site, bleachers, restrooms, site clean-up, electricity, event signage, safety barriers, on-site meeting rooms - lighting system - sound system - equipment rental (i.e forklifts) - security services - medical services SPECIFIC REQUIREMENTS (DEPENDING ON DISCIPLINE CHOSEN) Refer to table page 14-15 of the bidding book LOCAL COMMUNICATION PLAN & TELECOMMUNICATION - billboard, PR/media agency (advised), media & digital advertising, local press conference, printing & distribution of flyers & posters... - on-site technology : wifi/wired internet connection with high bandwidth connection, 3 computers, and at least 1 giant screen HUMAN RESOURCES - local staff : volunteers, paid workers TRANSPORTATION, HOUSING AND MEALS - international flights, accommodation, catering, ground transportation for pro athletes, staff & experts - refreshments for athletes, staff, experts - refreshments for VIP (advised) 22
FISE World Chengdu-China, October 2014
Hurricane Action Sports Company - 405 ZA fournels 34400 Lunel - France - hurricane-agency.com