Skate Ontario Synchro Bid Package

Skate Ontario Synchro Bid Package Skate Ontario 100-2605 Skymark Avenue, Mississauga, Ontario www.skateontario.org

Skate Ontario Synchro Bid Package Hosting a Competition in 2018-2019: Purpose: To host an athlete-focused, meaningful competitive experience in a fun, fair and safe environment and to work collaboratively with Skate Ontario to establish consistency in the delivery of Synchro competitions across the province of Ontario. The Bid Application process provides an organized framework to support planning, scheduling, allocation of resources, registration process, club volunteer development, community building, exposure for skating, marketing, good communication and building strong, lasting relationships between Skate Ontario, Host Clubs and venues. Overview: Synchro will have five scheduled events in 2018-19, plus Regionals, Skate Canada Synchro Nationals, the Provincial Championships and Adult Championships in the province of Ontario. Skate Ontario understands the demands for synchro events at all levels and will be implementing a plan to increase opportunities for all teams in the future. Currently, we do not have the number of officials required to add extra days or pads to existing events, therefore we have established as a priority for 2018-19 will be attracting new officials to this discipline. For Skate Ontario to grow these events in future years to service the entire community, a greater number of qualified officials will be required at all levels of synchro. The Synchro Calendar is as follows. As a Host Club bidding on a Synchro event, you can bid on the following dates, based on your geographic location. (Please see Appendix 1 and Appendix 2 as a reference) Synchro Event #1 - December 8-9, 2018- West Synchro Event #2 January 11-13, 2019-GTA Synchro Event #3 - January 26-27, 2019-GTA Regional Championships - February 8-10, 2019-Open Bid Synchro Event #4 - March 2-3, 2019- East Synchro Event #5 - March 23-24, 2019- West Adult Championships March 29-31 Open Synchro will be included in the Provincial Championships along with all of the singles, pair and ice dance categories. Teams included in the Provincial Championships will be Pre-Juvenile, Juvenile, Pre Novice, Novice and Intermediate. The Provincial Championships are part of the Super Series Bid Application. Skate Ontario 100-2605 Skymark Avenue, Mississauga, Ontario www.skateontario.org 2

Categories: *Category chart is available in Appendix 9 New for this year: In the 2018-19 season, all categories will be subject to a cap, based on the total maximum number of skates per day, per pad. This will be conditional on event formats, ice bookings and officials capacity (ie. Official practice requirements or number of skates per category) Skate Ontario is setting caps to ensure there is an appropriate number of opportunities for all categories. Categories for each event will be predetermined by Skate Ontario Beginner 1 will skate once Groups traditionally recognized as LOCs will now be referred to as the Host Club The composition and roles and responsibilities of the Organizing Committee are slightly different than how it has been defined in the past. The composition of the Organizing Committee for each Synchro Event will be as follows: o Skate Ontario Event Team Skate Ontario (1 member of the team will act as OC Chair) o Host Club Chair Host Club o Registration Coordinator Host Club o Volunteer Coordinator Host Club o Logistics Coordinator Host Club o DS Lead Assigned by Skate Ontario o Event Tech Lead - Assigned by Skate Ontario o Tech Rep - Assigned by Skate Ontario *Please review the Roles and Responsibilities in Appendix 6, to ensure each Committee member understands the roles and responsibilities of the above positions. Selection Committee: Skate Ontario has established a Selection Committee that will evaluate the submitted bids and award the 2018-2019 events to the successful Host Clubs. Successful bids will clearly demonstrate that your Skating Club and Venue are prepared and Skate Ontario 100-2605 Skymark Avenue, Mississauga, Ontario www.skateontario.org 3

committed to host a fun, fair and safe competition in accordance with this documentation. Synchro Events Minimum Requirements The following are the minimum requirements needed to host a Synchro event. The minimum requirements pertain to both venue and human resource capacity. Minimum and maximum pads requirements, please reference category chart Appendix 9 Minimum and maximum day requirements, please reference category chart Appendix 9 Agree to use Skate Ontario online event registration Accept the terms of the Financial Model Appendix 7 & 8 Local Hotel capacity for 25 people/night is available on the dates the club is bidding In the Bid Application, individuals must be named to the following positions. o Host Club Chair o Volunteer Coordinator o Logistics Coordinator o Registration Coordinator *Please note the Host Club will be responsible to recruit all volunteers for the event Demonstrate positive working relationship with Venue o o Letter of Support from Venue (2) Quotes or hourly ice rates from venue for max and min number of days and pads Guarantee that ice can be released once registration has closed 10 weeks out from event start date Demonstrate commitment from Club See Appendix 4 Include a venue diagram (Sketch is all that is required) Appendix 5 is provided as an example o Plot the following: registration, dressing rooms, potential vendor area, medal ceremony location, DS room, Event Tech Room, hospitality Venue Requirements: See Appendix 10 Financial Model: See Appendix 7 & 8 Instructions to Complete the Bid Application: 1. Review the 2017 Competition Review document and all documents included in the Skate Ontario Synchro Events Bid Application Package, including all appendices in the Bid Application. The following appendices contain event planning and execution resources that will be used from the first planning phases, to the event weekend, to the post-event review. Please note that 2018-2019 events will be executed and organized in collaboration between the Host Club and Skate Ontario through the organizing committee as defined above. Skate Ontario s mandate is to ensure that the Synchro Series events are successfully facilitated, meeting the quality standards of Skate Ontario and Skate Skate Ontario 100-2605 Skymark Avenue, Mississauga, Ontario www.skateontario.org 4

Canada. Each Synchro Series event will be supported by a Skate Ontario Events staff. Documents to Review: Appendix 1: Hosting Chart Appendix 2: Hosting Map (Available online) Appendix 3: Template Letter of Support from Venue Appendix 4: Letter of Commitment from Host Club Appendix 5: Template Venue Diagram Appendix 6: Roles and Responsibilities of Organizing Committee Appendix 7: Finance Model Appendix 8: Budget Template Appendix 9: Synchro Categories Appendix 10: Venue Requirements 2. Recruit the following volunteers for Host Club Event Committee. (Appendix 6) a. Host Club Chair b. Host Club Volunteer Coordinator c. Host Club Registration Coordinator d. Host Club Logistics Coordinator 3. Find where your club is on the map and see what events are available to host. https://drive.google.com/open?id=18jftrgzm_ejoyhdij4cksbs3o6r0pwdo&usp=sharing 4. Select which event of the Synchro Events you are bidding on (Appendix 1 & 2) 5. Schedule a meeting with local venue regarding hosting a Synchro Event to review possible dates and venue minimum requirements. (Appendix 9) 6. Ensure venue provides a Letter of Support. (Appendix 3) 7. Complete Letter of Commitment from Host Club. (Appendix 4) 8. Complete the Bid Application online https://www.surveymonkey.com/r/synchroontario a. You will be required to upload the following documents. Any of the following formats will be accepted; PDF, DOC, DOCX, JPG, JPEG. b. Please save files with the following file saving format. Event#_Hostclub_doc example: Synchro4_Skateclub_Letterofsupport i. Letter of Support from Venue ii. Quote from Venue iii. Letter of Commitment from Host Club iv. Venue Diagram c. You will be required to provide the following information: i. Host Club ii. Town or City of Arena iii. Name of Arena iv. Number of pads available for competition dates selected v. Contact information for the following Host Club Organizing Committee Members (Name, phone number, email) 1. Host Club Chair 2. Host Club Volunteer Coordinator 3. Host Club Registration Coordinator 4. Host Club Logistics Coordinator Skate Ontario 100-2605 Skymark Avenue, Mississauga, Ontario www.skateontario.org 5

*Please note that the Bid Application must be completed in one sitting online. You will not be able to start your Bid and return at a later time with information saved. It is highly recommended to have all documents and information ready to complete the Bid Application before starting Bid Application online. 9. Application Deadline: February 11 th at 11:59pm EST, 2018. Important to Note: The host club does not have to host the event at their club(home) arena. If two or more clubs would like to work together on a bid, that will be accepted. If your club falls just outside the borders indicated for a particular event, a bid still may be considered. Please contact Skate Ontario for further clarification. There will be information sessions held through the coming weeks. Full details on dates, times and how to register for an Information Session will be outlined on the Skate Ontario website by January 31 st. For any questions please contact Kelsey Bennett, kbennett@skateontario.org. If bidding on multiple Synchro Events, a different bid is only required if the venue and volunteers are different. All Bid Applications will be reviewed and scored. Successful bidders will be contacted by Skate Ontario no later than March 2 to schedule a review of the Event Hosting Agreement and discuss the budget. This meeting will take place in between March 12 and April 6. Due Date: Please submit and complete the online Bid Application by 11:59 pm Eastern time February 11 th. Late submissions will not be considered. Skate Ontario 100-2605 Skymark Avenue, Mississauga, Ontario www.skateontario.org 6