Judy Edmunds National Vice Chair- Theater on Ice E-mail: judyedmunds@gmail.com Bid package for the 2015, 8 th Annual National Theatre on Ice Competition. Dates proposed for Nationals end of June to first part of July 2015. This letter and bid package is meant to streamline the application process now that multiple clubs have expressed interest in hosting this exciting competition. Please when bidding- know that you will be bidding for only the National Competition. We foresee splitting the competition with CE practice and competition on one day and the FS practice and competition on anotherdepending on the number of teams that enter. 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: http://www.usfigureskating.org/programs.asp?id=49. These guidelines are for 2013-14, but serve as a basis for understanding the discipline. They might change slightly for 2015. The upcoming season rules will be posted by the middle of September. Anticipated entries in the seven divisions for Nationals, (open, preliminary, novice, open, junior, senior and adult) range from 50-55 teams with a total number of skaters around 1000. Sincerely, Judy Edmunds National Vice Chair, Theater on Ice Theatrical Skating Committee 1
Following are a number of points to consider in your bid presentation. 1. There is no grant for hosting this competition. All interested clubs should be prepared to make this competition a success without assistance. The Theatrical Skating Committee will make every effort to give clubs ideas on how to maximize profit. 2. Entry fees for all teams in the past have included one official practice ice for each event entered, but since the international is not going to be part of this competition and in all fairness for the LOC to be able to make money, it has been suggested that a base fee plus so much per skater be charged. Example for many of the Synchro competitions $200 per team plus $21 per skater and if doing CE and FS, then $250 per team and $21 per skater. Practice ice may be sold to teams (in 10 or 15- minute increments). The fees for the 2012 National Competition will be set by the Local Organizing Committee, with approval by the National Vice Chair for Theatre On Ice. 3. All competition registration entries will be taken by and processed through U.S. Figure Skating Headquarters. Entry fees will be sent to the LOC within two weeks of the close of entries. The LOC will work directly with U.S. Figure Skating s Director of Skating Programs on the entry process. 4. 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). 5. Budget for 15 Judges, 5 Referees, 2 Accountants, 2 Official Announcer s, 1 Official Music person and one 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 nightsdepending on location of site inspection) 6. The chief referee will be determined by the Theatrical Skating 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 at the level of National or higher rank. Foreign Officials are responsible for their own transportation but LOC is responsible for room and meal expenses. Officials are permitted to arrive the day prior to Official Practice and to depart the day after the competition. Plan on this in the budget One rink surface, with seating of 1300 or more on one side of the arena for theater style seating must be available for the five full days of the competition no exceptions. A second rink surface for practice would be a plus. 7. A curtain is optional. If there is a 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. It needs to be stated in the announcement whether or not there is going to be a curtain. 8. All judging will be closed judging for the National Competition Referee will determine the seating location for the judges and needs to be in the announcement to the teams. You will need to include a map of the arena and indicate where judges will be seated. 9. Medical Coverage during Official Practice and during Competition is required. 10. Photos/Video: As the LOC, you will be responsible for providing action, group and awards photos of the skaters for purchase. 2
a) In addition, action photos, group photos, awards photos must be supplied to U.S. Figure Skating at no charge for archival purposes and use on icenetwork.com. The images must be digital and high resolution and be delivered immediately following the day s events and conclusion of the competition. b) As the LOC, you will also be responsible for hiring an event videographer. U.S. Figure Skating can work directly with you to provide these services or you may hire a vendor of your choice. If you hire a videographer directly, in addition to selling videos to competitors, the videographer must also provide, at no cost, a full set of competition videos to U.S. Figure Skating, preferably on a hard drive that will be provided, within seven days of the conclusion of the competition. 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 1300 on one side of the arena theater style, will be considered) Minimum of seven dressing rooms Large Meeting room to hold a minimum of 100 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. A letter stating that you would be willing to host a Showcase competition on the Sunday of the National TOI Competition. This competition would be open initially to those who competed in the National TOI Competition and then open to Showcase skaters if space permits. The deadline for submission of bids is December 1, 2013. All materials must be submitted in DUPLICATE. Preferred method of submission is e-mail. PLEASE, do not use any delivery method that requires a signature upon delivery. Please submit your proposal to the following individuals: Judy Edmunds U.S. Figure Skating Chair of Theatrical Skating Committee e-mail: judyedmunds@gmail.com Brenda Glidewell Figure Skating Programs Director U.S. Figure Skating 20 First Street Colorado Springs, CO 80906 e-mail: bglidewell@usfigureskating.org 3
Name of Applicant Club: APPLICATION FOR ORGANIZING AND HOSTING 2015 NATIONAL THEATRE ON ICE COMPETITION Dates from (end of June through first part of July) Bids are due by December 1, 2013 Total number of registered members: Adult Members: Junior Members: Do you have a Theater on Ice Team? Year Bidding for: 2015 Name of Team: How Many TOI Competitions has your team competed in? TOI 2013-14 Membership Number Are you willing to offer a Showcase Competition on the Sunday of the National TOI Competition? YES or NO This competition would be open initially to those who competed in the National TOI Competition and then open to Showcase skaters if space permits. 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 e-mail # 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 for World Competition. There is no open draw for National Competition 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? 4
Can food be brought in to the rink to feed Officials 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 Nearest Hospital to Arena Is there a First Aid Room in the Arena? Please feel free e-mail Judy Edmunds at judyedmunds@gmail.com or Brenda Glidewell at bglidewell@usfigureskating.org with any questions. Announcement of the award for the 2015 National TOI Competitions will be made in January, 2014. If you are awarded these competitions a final profit and loss statement needs to be sent to the National Vice Chair within 60 days after the end of the competition. Chair Signature Print Name: Date: 5
PROPOSED BUDGET 2015 National 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 judyedmunds@gmail.com 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
Name: HOTELS OFFICIAL OTHER OTHER Address: Contact Person: Telephone No. and E-mail 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
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: E-mail address: Fax number: *These events may be hosted jointly by more than one Club or by an Interclub Association. Please include your TOI 2013-14 Membership Number 8