Bid Manual 2012 Canadian Open Page 1 of 13
TABLE OF CONTENT BID MANUAL... 3 VOLLEYBALL CANADA S NATIONAL CHAMPIONSHIPS... 3 SECTION 1: INFORMATION ABOUT THE HOST CITY... 4 SECTION 2: COMPETITION REQUIREMENTS AND HOST CITY... 4 SECTION 3: EVENT ACCOMMODATIONS... 6 SECTION 4: HUMAN RESOURCES... 7 SECTION 5: OTHER VALUE-ADDED BID ENHANCEMENTS... 7 SECTION 6: HOW THE HOST CITY BENEFITS/DEMOGRAPHICS... 8 SECTION 7: SITE SELECTION DATES... 9 APPENDIX A: COURT LAYOUT... 10 APPENDIX B EQUIPMENT AND MATERIAL LIST... 11 N.B. La version française sera disponible sous peu. SVP consulter le site Internet de Volleyball Canada à www.volleyball.ca. Page 2 of 13
Bid Manual This document will familiarize the potential bidder with (1) Volleyball Canada, (2) the requirements for hosting the 2012 Canadian Open in your city, (3) the bid requirements. Volleyball Canada s National Championships Volleyball Canada (VC), the national sport organization for volleyball, has been organizing National Championships for over half a century. The YMCA was host to the first Senior AA national Championship in 1953 for both men and women. A decade later in 1965, events in the 20 & under (Junior) category started to emerge and became very popular all across the country. The growth of volleyball spread to the younger generation in the later 70 s and early 80 s with new events being added such as the 18 & under (Juvenile) and 16 & under (Midget). At the time, National Championships provided an opportunity for the most talented athletes in Canada to compete for the coveted title of National Champion. The National Championships have now grown into Canadian Open events that provide an opportunity for all athletes and teams from across the country to compete on the national stage. Since 1998, when the first Open event was introduced in western Canada, the number of participating teams has grown tremendously with a 75% increase in participation. The number of events that VC currently offers has also increased over the last few years offering opportunities for broader range of athletes (from 14 & under to 35 & over). Today, over 35,000 athletes, coaches, officials, organizers, volunteers, and spectators now participate in 6 events spread across the country, and they continue to grow annually all helping to make nationals a true Canadian event! For 2012, Volleyball Canada s vision is to bring its 6 events together, under one roof. Over 800 teams will compete in 8 age categories in the biggest National Championships this country has ever seen!!! The objectives of the Canadian Open events are: Declare a National Champion in all categories for both males and females; Act as a vehicle for the promotion of volleyball throughout the country; Provide an opportunity for athletes and teams to achieve excellence and to measure that achievement; Offer a unique participation opportunity. Page 3 of 13
SECTION 1: Information About the Host City Each bid must include the following information about their city: The city s demographic data; Public transportation networks (inner city, airports, train, etc.); Media access (local, regional, national, etc.); Tourism attractions; Any additional information the city feels is pertinent to their bid Not to exceed 20 pages. The bidding city should also include letters of support from: Local governments; Provincial government; Facilities; As well as any groups that support their bid. After reviewing the facility requirements (section 2) for this event, the bidder should include as much information, both in print and images, they can to illustrate how their facility (ies) can fulfill the 2012 Canadian Open requirements. SECTION 2: Competition Requirements Event Competition Venue Requirements The host city will secure at no cost or at substantially reduced cost to VC open convention centre space of a minimum 400,000 square feet of column-free space preferably, however columns spaced at 90-foot minimum intervals are acceptable. A minimum ceiling height of 30 feet from the playing service to the lowest impairment or overhanging obstruction of the ceiling is required. A maximum of 3 facilities may be used to house a minimum of 50 volleyball courts according to these requirements. See Appendix A for court layout. In the case that labour and/or union costs are not included in the rental of the facility, they must be clearly outlined in the documentation provided. The facility must have air conditioning and adequate lighting. Loading docks, dock plates, and adequate storage to receive multiple equipment tractor trailers up to two days prior to the first set-up day. A CAD floor plan based on the requirements in this document must be submitted. Page 4 of 13
In-Venue Support Facilities Requirements (VC staff must have key access to all these rooms/areas) Minimum of four (4) secure storage areas of a minimum 40 x 60 for miscellaneous equipment, awards, merchandise, sponsors, etc. These areas must be located to, and on the same level as, the appropriate party using the space. Secure office space for the officials lounge, officials assignor room, volunteer lounge, result centre, control centre, and 100-person capacity meeting room. Please refer to Appendix B for additional information. Areas for the control desk, result boards, sport therapist area, photographer area, merchandise area, vendor space, award area, ticket booths, and information centre. Please see Appendix B for more details. Adequate parking space to sustain large quantities of spectators (minimum of 400 teams a day + spectators). If a cost is associated with the public parking, please outline. List of any exclusivity agreement in place with facility and/or city sponsors. Set-up consists of four (4) days prior to the first competition day and tear down can be completed in two (2) days following competition. Six (6) competition days are needed for the championship. Move-in Competition Move-out May 13-16 th 2012 May 17-22 2012 May 23-24 2012 VC will provide: o Sport court flooring for all courts including shipping; o Net systems and referee stands for all volleyball courts; o Competition volleyballs; o Courtside banner system for championship courts consisting of VC sponsors and potential local sponsors; o Court divider nets; o Other equipment necessary to the competition. Page 5 of 13
VC Staff Site Visit Initial Site Visit: o 2 economy class round trip domestic airfares for VC staff; o 2 single rooms for VC staff; o 3 meals a day for 2 persons or $42 per person per day meal per diem; o Local transportation for VC staff. The selection process may require more than one visit, in which case the host city would provide accommodations for two (2) VC staff for any additional visit. SECTION 3: Event Accommodations Hotel room blocks, in close proximity (less than 40 minutes) to the competition venue, to accommodate a minimum of 20,000 room nights using a minimum of hotels with a wide range of costs and amenities (college and university residences are acceptable). VC will contract a housing agency to manage all blocks of hotel rooms. A maximum of two (2) headquarter hotels, in proximity (less than 15 minutes) of the competition venue(s), must be made available to VC to house event staff and officials. o Staff headquarter hotel must provide the following services and complimentary rooms with free local phone and Internet access from the first set-up day to the last take-down day (12 nights). 1 Complimentary Presidential Suite with concierge privileges. 3 Complimentary Business Suites (Double/Queen). 25 Complimentary Double/Queen rooms 10 Double/Queen reserved at the net rate (without commission or rebate). 10 parking passes per day for VC event staff. Design, production and placement of an Event Welcome Banner in a prominent location during the contracted dates. Complimentary rooms are guarantied at 80% consumption. o Officials headquarters must provide the following complimentary rooms with free local phone and Internet access. 40 Complimentary Double/Queen rooms (minimum). 30 Double/Queen rooms reserved at the net rate (without commission or rebate). A portable bulletin board in the lobby area of the hotel for the duration of the event. Design, production and placement of an Event Welcome Banner in a prominent location during the contracted dates. Page 6 of 13
SECTION 4: Human Resources Host city will assign a local event coordinator to assist VC with management of local logistics of the 2012 Canadian Open. The event coordinator will be the first point of contact locally for VC. Host city will assign a volunteer coordinator(s) and will make available local volunteer databases. The Volunteer Coordinator will be responsible to recruit, identify, train, schedule and supervise volunteers. SECTION 5: Other Value-Added Bid Enhancements Bidders can enhance their bid package by offering donations or discounted prices on products, equipment and/or services that will be needed during the event. These enhancements will be considered when deliberating on site selection. They can include, but not limited to: List of provincial and municipal grants available. Availability of bilingual services in French and English (i.e. bilingual volunteers, translation services, etc.). Release to permit outside food to be brought into the competition facility in order to feed volunteers, officials and staff. Two motorized forklifts, one scissor lift, one electrically powered pallet jack, one manual pallet jack, and one electrically powered floor scrubber made available to VC from the first set-up day to the last take-down day. Procurement of office equipment such as: o Two (2) photocopy machines with one/two sided copying, collating and stapling capabilities; o Computers and printers; o Fax machine; o Telephones; o Internet access; o See Appendix B for complete list of material needed. Copy and printer services ability to print large quantities of documents preferably on site (i.e. schedules, programs, media kits, results, etc.). Audiovisual equipment. Tables and chairs for all lounges and areas. Signage services ability to order/print welcome banners, pennants, A-Frames, etc. Sound system and microphones. Page 7 of 13
Local transportation for staff and officials on a daily basis car rentals, public transportation, etc. SECTION 6: How the Host City Benefits/Demographics In partnership with Volleyball Canada, you can further the sport of volleyball locally, and nationally, as well as promote your city nationwide through various media outlets and event advertising. Over 15,000 athletes and coaches and 18,000 spectators from across the country will attend the 2012 Canadian Open. Participants are predominantly athletes between the ages of 13 and 18 years old, and spectators are generally families and friends that travel with the team. They will require housing, food, travel and will visit local tourist attractions. Volleyball households spend more per capita in every consumer product (service) categories than the average Canadian household. The 2012 Canadian Open will require over 20, 000 room nights at local hotels. The participants and visitors will stay an average of 3 nights. Your city will gain national visibility through media exposure including print, television, web, and VC s e-newsletters. A preliminary economic impact study was conducted and it is estimated that the operations, participants and visitors spending in the host province will be over $10 million. The total economic activity for the host province is estimated at $20 million. Page 8 of 13
SECTION 7: Site Selection Dates All Bids must be received by May 22 nd 2009, sent to the attention of Mariève Millaire, National Events Coordinator, at Volleyball Canada. An electronic copy must be sent to mmillaire@volleyball.ca, as well as 5 hard copies to: Volleyball Canada 5510 Canotek Rd, suite 202 Gloucester, ON K1J 9J5. Candidates who will be short-listed will be contacted for site visits and further information. A site selection announcement will be made by June 30 th 2009. If you have any questions, please contact Mariève Millaire, National Events Coordinator at Volleyball Canada at 613-748-5681 ext. 232, or via e-mail at mmillaire@volleyball.ca. Page 9 of 13
Appendix A: Court layout Page 10 of 13
Appendix B Equipment and Material List Equipment and Office Supply Please note that the quantities of equipment needed may vary with the number of courts and the layout of the facility. These requirements are based on a 55-court set-up in one (1) facility. Competition needs 110-115 team benches or 990-1000 chairs; 55-60 scorer s tables (approx. 3 x 3 ); 110-115 chairs for scorers; Minimum of 20 chairs around each court for spectators 1050-1100 chairs; Bleachers with a minimum seating capacity of 1500 for the 2 championship courts. Control Centre Minimum 20 x 30 5-8 tables (min. 6 x30 ); 15-25 chairs; 5-6 computers with Internet access and sufficient electrical outlet: o Pentium processor, 512 MB RAM, 2 GB or larger hard drive, CD-ROM drive (prefer CD-RW), USB ports. o Windows 2002 or XP, MS Office 2002 or XP, Anti-virus program. 1 copier and 1-2 printers; o Copier: Must support 8½ x11, 8½x14 and 11x17 paper, and must have one/two sided copying, collating and stapling capabilities. o Printers: one (1) black and white, one (1) colour printer, laser jet preferred. 1 fax machine; Minimum of 2 local telephone lines; Access to P.A. system for announcements and sound system to play National Anthem every day of competition; 1 white board and 1 bulletin board. Result Centre Minimum 20 x 20 5-8 tables (min. 6 x30 ); 15-20 chairs; 5-6 computers with Internet access and sufficient electrical outlet: o Pentium processor, 512 MB RAM, 2 GB or larger hard drive, CD-ROM drive (prefer CD-RW), USB ports. o Windows 2002 or XP, MS Office 2002 or XP, Anti-virus program. 1 copier and 1-2 printers; o Copier: Must support 8½x11, 8½x14 and 11x17 paper, and must have one/two sided copying, collating and stapling capabilities. o Printers: one (1) black and white, one (1) colour printer, laser jet preferred. 1 local telephone line Page 11 of 13
Referee Assignors room Minimum 10 x 20 3-4 tables (min. 6 x30 ); 10-15 chairs; 2-3 computers with Internet access and sufficient electrical outlet: o Pentium processor, 512 MB RAM, 2 GB or larger hard drive, CD-ROM drive (prefer CD-RW), USB ports. o Windows 2002 or XP, MS Office 2002 or XP, Anti-virus program. 1 printer black and white and 40 pager per minute printing minimum; 1 local telephone line; 1 white board and 1 bulletin board. Referees lounge 200-person capacity, round tables, 8-10 person/table 20-25 round tables; 175-200 chairs; 1 local telephone line; 4 6 to 8 coat check racks; 2 10x10 piped draped changing rooms or ante rooms which allow for privacy for changing; 2 whiteboards; 1-2 bulletin boards. Volunteer Room 150-person capacity, round tables, 8-10 person/table 15-20 tables; 100-150 chairs; 2 bulletin boards. Information booth minimum 10 x 10 area in lobby or inside competition venue 3-5 tables (min. 6 x30 ); 5-8 chairs. Sport Therapy area inside or near competition area, minimum 20 x 20 3-5 tables (min. 6 x30 ); 8-10 chairs. Merchandise Area minimum 20 x 30 in lobby or inside competition area. 10-12 tables (min. 6 x30 ); 10-15 chairs; 1-3 secure telephone lines for credit card services and sufficient electrical outlets. Page 12 of 13
Ticket booths - located at all entrances. 4-6 windows; 4-6 chairs; Minimum of 3 secure phone lines for credit card services; Secure room with safe to be available to VC to house deposits prior to transport. Page 13 of 13