WORLD LEISURE GAMES BID DOCUMENTS FOR 2022
A Note From World Leisure Organization Secretariat Greetings, The World Leisure is please to extend to you an exciting opportunity to host a unique international event. The World Leisure Games provides an opportunity to showcase both passive an active leisure activities. This event may include an imaginative program of sport and recreation activities combined into an event that highlights your entire community and its commitment to enhancing quality of life through leisure. The first World Leisure Games were staged in 2010 and involved several thousand participants from over 50 countries. The event involved a wide range of activities including street sports, adventure and outdoor pursuits, sports indigenous to the sponsoring community, as well as more traditional activities organized in a festive atmosphere that generated interest and attracted attention from throughout the world. The World Leisure Games can be thought of as a sport for all competition, a community festival, a way of promoting the cultural heritage of a community or country, or as an enddestination tourist attraction that focuses attention toward the hosting community. The event is not restricted to competitive events but may include opportunities for those attending to actually participate in sports/leisure activities. The World Leisure Games provides an opportunity for you to craft a program that is unique in the selection of events to highlight your community. Your interest in the World Leisure Games is welcome. We look forward to receiving your inquiries and in the future a proposal to host the 2022 World Leisure Games. Please feel free to contact us. We may be reached by email at communication@worldleisure.org Sincerely, World Leisure Organization Secretariat 2
INTRODUCTION AND OVERVIEW WORLD LEISURE ORGANIZATION The World Leisure Organization was established over 50 years ago and now operates as a worldwide, non-governmental voluntary organization which believes that leisure is vital in enhancing the human condition. We are dedicated to discovering and fostering those conditions which permit leisure to serve as a force to optimize collective and individual well-being in the context of play, recreation, the arts, tourism, culture, sport, festivals and celebrations. Through our programs, research and education, we promote leisure as integral to social, cultural and economic development for the benefit of individuals, communities and nations. We are committed to promoting the rights of all people to experience high quality leisure. We recognize the special requirements related to disability, age, gender, social status, poverty, domicile and education that must be addressed in supporting the leisure needs of individuals. We undertake a range of activities including biennial congresses, specialist conferences and other activities. We encourage the study and practice of leisure throughout the world. We have consultative status with the United Nations and are increasingly linking our work with its Millennium goals. Further information on our work can be found at www.worldleisure.org. 3
THE WORLD LEISURE GAMES The first World Leisure Games were held in Chuncheon City, South Korea in 2010. The City deserves congratulations for establishing the concept and organizing a very successful event. The Games were held between August 28 and September 5, 2010 and involved competitors from over fifty countries in six domestic and nine international events. The events were chosen deliberately to complement those more traditionally longer standing major sport events. The 1st World Leisure Games saw several thousand participants engaged in such events as inline slalom, action sports B3 (inline skating, skate boarding, biking), water skiing, skateboarding, dance, sport climbing, inline marathon, paragliding, billiards, inline track skating, inline road skating, sport fishing, model aircraft, powered paragliding, B-boy dancing and Jokgu (a traditional Korean sport a fusion of volleyball and soccer). Both world-class competitors and enthusiastic participants from over fifty countries participated in the events over a nine-day period. For the 1st World Leisure Games, the Chuncheon World Leisure Organizing Committee established the Sportstown Complex that included stadium facilities; an inline track; a B3 extreme park for skate boarding, inline skating, and biking; a water sports park; as well as an indoor/outdoor tennis complex. These facilities were designed for long-term community use as well as future international events. The Games in Chuncheon were designed to encourage participation especially by young people, both as individuals and within teams, from around the world. Spectators were given the opportunity to see new and more traditional events as well as to participate in a major food festival and a trade show. 4
The second World Leisure Games were held in Laixi, Qingdao, China, between September 12 and September 21, 2015. The World Leisure Games was divided into 17 events, in which 27,000 athletes from more than 90 countries and regions (975 foreign athletes) participated. The Organizing Committee has made great strides in building world-class facilities that will enhance the quality of life for citizens in the Laixi district. Because of the strong relationship fostered between the World Leisure Organization and Qindao officials, the city of Qingdao will truly be able to flourish into a renowned city of leisure. Following the previous Games editions, the World Leisure Organization now owns the rights to the Games and is seeking a Host City to be staged in 2022. The terminology used throughout this document is Host City although we recognize the lead agency could be a state, a province or other public, private or voluntary organization or an appropriate collective of such organizations. WORLD LEISURE GAMES: CONCEPT The concept of the World Leisure Games differs from many other major events in several respects: The over-riding objective is to encourage longer-term local participation in leisure in all its various forms by demonstrating, through activities staged at the Games, the many leisure outlets available to the community and for individuals of all ages and aptitudes. The Games should be placed within the existing strategic context of the Host City and should be designed to drive forward such strategies faster, deeper or more comprehensively. The Games should make use of existing facilities or those which can be provided on a temporary basis. Only if new facilities are designed for community and/or tourist use after the Games should they be constructed by the public and/or private sector. The activities staged during the Games should be those of interest to the local community and include regional, national and international events. As in Korea they could include recognized events and indigenous activities. Entries to events will vary from activity to activity but may include national representatives in team competitions to interested individuals in other activities. 5
The attractions staged during the Games need not be restricted to competitive events but could include additional elements such as come and try events, food festivals and events which might reflect the variety of cultures within the City and environs. The expectation is that the City itself will organize the Games rather than establishing a separate mechanism. This is designed to ensure that the Games are embedded in the local community including its administrative structure. As the majority of costs of the Games are likely to fall on the public sector, the expectation is that the budget will be sensibly established and managed. On the award of the Games, there will be a strong partnership established between the Host City and the World Leisure Organization in the realization that the early development stages of the Games will be organic in nature rather than following the conventional staging of a single or multiple events where the activities are set and are well-established. In short, unlike the more traditional global events, there is the opportunity for Candidate Cities to come forward with imaginative ways in which the World Leisure Games could be staged to the benefit of the community, to contribute to economic development and to enhance the reputation of the City in the international community as a desirable place in which to live, work, play and invest. THE BIDDING PROCESS In the same way that the concept of the Games is different, so too is the bidding process. The World Leisure Games bidding process has been structured to encourage cities to propose in their own way, but within the philosophical context above, their concept for the Games, the activities to be included and how they will be financed and organized. Our bidding process has been designed to be relatively simple even though there is a standard set of guidelines to follow. We view even the bidding process as an opportunity for cities to raise their profile, drawing attention to their community as a model of a leisureorientated environment. We take into consideration the following factors (consistent with our strategic objectives) as priorities when selecting locations for events: Communities that reflect and/or have the desire to develop leisure-oriented environments. 6
Communities that seek to create sustainable leisure environments. Innovative program design. Programs which provide clear evidence of incorporation of legacy elements consistent with existing strategies. Evidence of partnerships among all key delivery agencies in the public, private and voluntary sectors. Each bid should present an accurate reflection of the city s ability to plan, organize and implement the event. Although a bidding city will want to showcase itself in a positive light, we also want an accurate reflection of a community s commitment to stage and finance the event. Thus, WLO will expect realism in approach, as the Candidate City File will form part of the contract between the Host City and WLO. The process involves three sections: Part One provides guidance on the timeline. Part Two sets out the key responsibilities of the prospective Candidate City and WLO during the Bid Process. 7
Part Three provides guidance on the key elements to be included in the Bid under some standard headings. PART ONE Timeline The following timelines will apply. Specific elements are described in more detail below. August 5, 2016 Issue of Candidate City Manual and Invitation to Bid March 31, 2017 Closing of Intention to Bid By July 31, 2017 Submission of Candidate City Files By October 31, 2017 Report of the Evaluation Commission Autumn 2017 WLO Board Meeting and decision World Leisure Games 2022 TBA PART TWO This section sets out the key responsibilities of prospective Candidate Cities and the WLO. 8
Intention to Bid All cities wishing to be considered formally for the 2025 Games must sign a Registration Form no later than March 31, 2017. The form will be supplied on request. Registration Fee Cities which intend to bid and have completed the Registration Form by the due date will be required to pay a fee of $25,000 (USD) also by the same date. This fee will be largely used to support the work, travel and accommodation costs of the WLO Evaluation Commission. On signing the form and paying the fee, each city will be designated Candidate Cities. The registration fee is non-refundable. Covenants It is expected that the Candidate City will include in its submission the support and active participation of various institutions, agencies and bodies (examples are listed below). As part of the Candidate City File (to be submitted by July 31, 2017) the Candidate City shall obtain and provide the assurance as to the nature of their support to the satisfaction of World Leisure. Where directly involved, covenants from the following institutions, agencies and bodies shall be included: 1. Covenant of the Local/Regional Government 2. Covenant of Provincial/State Government 3. Covenant of National Government 4. Covenant of Universities and Colleges 5. Covenant of Private Sector Supporters 6. Covenant of Related Professional Associations and Societies 7. Covenant of Relevant Sport, Recreation and Leisure Associations Guarantees The contract for the Games will include references to guarantees required from the City and from third parties. Submission of the Candidate City File The Candidate City File must be submitted in electronic and hard copy form by July 31, 2017. The WLO will issue authorization for the Candidate City to release its electronic form to the public and the media within 14 days of its receipt. 9
The Evaluation Commission An Evaluation Commission will be established by the WLO. It will visit each Candidate City to assess the proposals submitted. The cost of such visits will be met from the Registration Fee recorded above. The Candidate City File and any additional statements, representations and other commitments made during the visits will be legally binding. The Evaluation Commission will report to the Board of the WLO on the technical strengths and weaknesses of each bid as well as the different approaches being adopted. It will not provide a recommendation on which City should be awarded the Games. Emblem In line with keeping the bidding process as simple as possible, there is no requirement for the Candidate City at the stage of bidding to create an emblem which is different from that already used by the City. Award of the Games The WLO will decide on the Host City at its Board Meeting in Autumn 2017. Each city will make a presentation to the Board followed by questions. The Board will vote by secret ballot and the decision will be taken by simple majority of those present and eligible to vote. The Chair of the Board will vote only in the case of a tie. On award of the Games, representatives of the WLO and Host City will immediately sign the Host City Contract without amendment. The WLO will supply Candidate Cities with a copy of the Host City Contract by July 31, 2017 and the Cities will provide an undertaking that they will sign the Host City Contract if awarded the Games when they register. Rules of Conduct The administration of the bidding process will be the responsibility of the Secretary General of the WLO. In addition, the WLO will establish a three person independent Ethics Committee which will advise the Chair of the Board and Secretary General on any procedural matters and consider any complaints raised by any party in relation to the bidding process or Candidate Cities conduct. The Board reserves the right to take whatever action is merited if a breach of procedures or conduct is upheld. 10
Promoting the Bid Cities have the right to promote their candidature but must do so with moderation. No member of the Evaluation Commission or of the Board of WLO or of the Ethics Committee will accept any form of gift, financial support or donation in kind. No Candidate City will make such an offer either directly or indirectly such as through diplomatic or other channels. Candidate Cities may organize a modest reception on the occasion of the WLO Board Meeting prior to the decision and may stage an exhibition or display showing proposed arrangements in the Candidate City. Candidate Cities must not make any comments about rival cities. No collusion between cities designed to affect the result is allowed. Visits by International Federations Candidate Cities may organize working visits by International Sports/Cultural Federations if these visits are necessary for the preparation of the Candidate City File. The cost of such visits will be the responsibility of the City or the Federation. Use of WLO Logo On the award of the Games, the Host City will be allowed to use the WLO logo for marketing purposes. The conditions of use will be provided as part of the draft contract. Use of the WLO logo is not allowed during the bidding process. 11
PAYMENT TO THE WORLD LEISURE ORGANIZATION We are conscious of the escalating costs of staging major events and of the increasing payments required to acquire the rights to stage successive editions of single or multisports events. In addition to the Registration Fee recorded above, the Host City will be required to pay WLO the sum of $900,000 (USD) divided into three equal parts as follows: $300,000 on signing the contract in Autumn 2017 $300,000 on September 30, 2018 $300,000 on September 30, 2019 No other payment will be made to the WLO. We respect that, as the Games are likely to be financed in the main by the public sector, any income is retained by the Host City in full. PART THREE Introduction In Part Three we have identified fifteen sections within which are some key questions about your proposals. The answers to these will be used to assess your Bid and provide a template for comparison with other Bids. To continue the theme of simplicity, we ask that the Candidate City File is no longer than 100 A4 pages including any maps, diagrams or photographs. GETTING THE PHILOSOPHY RIGHT Section 1: Concept In this section we ask you to set out the rationale for bidding and staging the Games: Why do you want to stage the Games? What is the overall strategy for the City and how will the Games contribute to it? What is the leisure strategy (or equivalent) for the City and how will the Games contribute to it? What specific benefits do you anticipate from staging the Games? Will the community support the bid for and staging of the Games? 12 PROVISION FOR THE PARTICIPANTS Section 2: Sports and Venues Introduction In this sub-section we are looking to Candidate Cities to come forward with an imaginative programme of sports activities to be included in the Games. It is anticipated that the events will be those which complement the more formal sports included in major events such
as the Olympics or in single-sport World Championships. They are likely to be a mixture of street sports, adventure sports, and World Cup stages of individual sports. We take a broad definition of the Games which may include activities which are both passive and active in nature, which include activities from competitive sports to dance; from electronic games to outdoor activities; from those of direct interest to young people to those which can enthuse the whole community. Essentially we are looking for the Candidate Cities to propose those activities of interest to the local community, to others in the country and which will attract international participants as individuals and/or in teams. We would anticipate a maximum of twenty different activities which could be staged at one site or several sites the key is to avoid the need to construct facilities for which there is little or no community demand. The final programme will be agreed between the Host City and the WLO. In this context: Venues State the ideal time of the year for the staging of the Games in 2022 and your reasons for this selection. List the potential activities you propose for inclusion in the Games. Give an estimate of the number of participants you hope to attract. 13
State the target market for each activity including those for disabled people. Identify the facilities which already exist which could house each activity. Identify those existing facilities which would need to be upgraded to house specific activities. State whether these upgrades would be on a temporary or permanent basis. If the latter, state the long-term community benefit. Identify those facilities which would need to be newly provided to house specific activities. State whether these facilities would be on a temporary or permanent basis. If the latter, state the long-term community benefit. State the spectator capacities of each venue. Show on a map the locations of all the facilities and the distances from the geographical center of the City. Demonstrate that each facility can meet the requirements for each event (i.e if to be used for an international event that it meets international standards). Demonstrate that each venue has sufficient space for temporary accommodation for such requirements as sales of merchandising, security, hospitality and catering. Demonstrate that each venue has the technical ability to house the specific activities (i.e. power capacity, technology and ingress/egress). State the ownership of each venue and its availability for the Games. Describe how the community will benefit from any facilities provided for the Games. Personnel State what personnel (paid and voluntary) will be used/recruited to undertake the multiplicity of tasks during the Games. What track record do you have in staging major domestic and/or international events? Please list these for the last ten years. Section 3: Accommodation Within a 50km radius from the geographical center of the city categorize the number, size and quality of hotels you have, their star rating (or equivalent) and the awarding authority. Within a 50km radius from the geographical center of the city categorize the number, size and quality of other accommodations available including University accommodation, hostels, touring parks and camp sites. 14
What is the total number of rooms available during the Games? What guarantees can you provide on availability of rooms and room rates for the period of the Games? Comment on any concerns about tourist displacement which may occur during the Games. Section 4: Transport Describe the main transport links into the city air, rail, road, sea and their capacities and international links. Describe the public transport infrastructure within the City and region. Describe the links between accommodation, venues and the transport infrastructure. Describe the journey times from the geographical center of the City to venues to be used for the Games. Describe the transport management plan for the Games including: o Public transport capacities o Private bus fleet capacities o Overall capacity o Any special transport management processes during the Games (i.e free or integrated ticketing, traffic management systems). Describe how the City might use the Games to improve its day-to-day transport systems for the community. Section 5: Technology Describe the existing technology infrastructure in the city and your strategy for the future. Describe the current and future mobile network and its capacities and any risks/gaps which might be faced during the Games. Describe the various technologies which could be used at the venues. Describe the extent to which the City might use the staging of the Games to improve its provision for the general community. 15
Section 6: Security Describe the roles, responsibilities, risks and capacities of those authorities responsible for: o Fire o Civil Disobedience o Crime o Traffic o Natural and man-made catastrophes o Terrorism o Technological intrusions Do they have sufficient capacity for the number of visitors expected for the Games? What experience of providing security for major events do you have? Please provide a range of examples. Section 7: Environment, Climate and Weather What will the temperature and humidity be during the period of the Games? What is the altitude of the City? What are the daylight hours during the period of the Games? Describe the environmental conditions of the City with specific reference to air and water quality. Describe the City s environmental management system. Describe how the City might use the staging of the Games to promote/extend its general environmental management system. Section 8: Medical Services Describe the health care system in your City and region. Explain the arrangements for visitors to your country. Explain the arrangements for emergency services. Describe the plans in the event of a natural or man-made disaster. Describe the command and control structure and responsibilities. Confirm that the existing resources within the City and region could meet the needs of those attending and participating in the Games. 16
POLITICAL, FINANCIAL AND LEGAL Section 9: Political Support What is the structure of the City Council? What are the specific powers of the City Council and its relationship with any higher tiers of state, regional or national government? Has the City Council now and in perpetuity agreed to bid and fully accept its responsibilities in the event the bid is successful? What elections and/or appointments are due to take place prior to the staging of the Games and what is your assessment of the effect on the preparations for or staging of the Games? Section 10: Customs and Immigration Formalities Describe the regulations in your country regarding immigration and entry visas. Identify any exclusions to entries to your country. Provide details of any health and vaccinations required for persons entering your country. Are there any restrictions on the temporary import of equipment (i.e sports equipment, photographic and audio-visual equipment)? Section 11: Legal Aspects Provide a covenant from all authorities involved in hosting the Games which demonstrates their understanding that all commitments made are binding and that they are guaranteeing the fulfillment of obligations. These authorities include: o The Government of your country o All local, state and regional authorities Note: A standard text will be provided as part of the draft contract which will be provided by March 31, 2017 Describe the mechanism (and the legal status) of the entity you intend to employ to organize the Games (i.e through the direct involvement of the City, through the establishment of a separate Organizing Committee/Company or some other mechanism). Whatever mechanism is employed, the WLO will appoint up to five members of the Organizing Committee or Company, one of whom will be the Secretary General. We would ask for this to be acknowledged in your Bid. 17
State the names and titles of those individuals who have the authority to sign contracts and other documents (such as the Registration Form and Host City Contract) on behalf of the City. PROMOTING THE GAMES Section 12: Marketing Outline your plans for promoting the Games to prospective participants and spectators. Describe your intentions of developing any Games logo and/or mascot. Both will require the incorporation of the WLO logo and be subject to agreement between the WLO and Host City. Indicate the projected income from sponsorship in cash or value in kind. Indicate the projected income from merchandising in cash or value in kind. Indicate the total income from ticket sales to all elements of the Games. Section 13: Media Services Describe what media outlets there are in the City, Region and Nationally. What proposals do you have for coverage of the Games in general and specific elements of the Games including the provision of any media center? Are there any legal or tax issues in respect of foreign media/broadcasters covering the Games? ENHANCING THE EXPERIENCE Section 14: Cultural Activities Describe the programme of cultural events the City might organize leading up to and during the Games. Describe the Opening and Closing Ceremonies for the Games bearing in mind the nature of the event. Describe any educational programme which might use the Games as a focus. Describe any additional tourist opportunities available to participants in the Games. 18
FINANCE Section 15: Finance The Budget Provide a financial guarantee from the competent authorities covering any potential shortfall for the Games. State the budget for any capital expenditure (both permanent and temporary, for venues and any other infrastructure) required for the Games, its source and provide a financial guarantee that the required amount will be available for the required construction. Set out the budget for the full operation of the Games and provide a financial guarantee that the required amount will be made available. Set out the annual cash-flow relating to this budget over the three financial years prior to the staging of the Games. Confirm that there are financial resources in place to support the total WLO Games fee. Taxes Would any taxes be levied in relation to the sums of money paid by the Host City to the WLO? State any tax implications relating to the operating mechanism agreed for running the Games. SUMMARY In this section please summarize the key points of your Bid. For information please contact: World Leisure Secretariat communication@worldleisure.org tel: (0034) 94 605 61 51 19
WORLD LEISURE ORGANIZATION Tel (0034) 94 605 61051 - secretariat@worldleisure.org - www.worldleisure.org