USROWING MASTERS NATIONAL CHAMPIONSHIPS 2016 Event Bid Information

Transcription

1 USROWING MASTERS NATIONAL CHAMPIONSHIPS 2016 Event Bid Information Contact Information: AJ Dominique III Events Manager, USRowing 2 Wall Street Princeton, NJ alvin@usrowing.org

2 USRowing Masters National Championships USRowing hosts the Masters National Championships annually as a national championship for Masters competitors. Masters competitors are competitors who are over the age of 21. The regatta s attendance varies depending on location. In venues located in the Northeast or Mid-Atlantic regions, the regatta has averaged between 1,500-2,000 entries and 1,800 participants from across the country. In venues located outside of the Northeast or Mid-Atlantic regions, the regatta averages between 1,000-1,500 entries and 1,200 participants from across the country. Rowing Club Partnership Due to the management requirements listed in this package, the bid must be submitted in conjunction with a member organization of USRowing. USRowing s objective is to host a first-class national championship regatta that showcases local rowing opportunities within the surrounding communities. A list of rowing organizations can be found on the USRowing web site: Financial Information USRowing will work in conjunction with the Local Organizing Committee (LOC) to create a mutually agreed upon budget for the services rendered by the LOC. Please see the LOC responsibility sheet for additional details. The Sport of Rowing The United States Rowing Association (USRowing) is the oldest national governing body for amateur sport in the United States, established in The association is responsible for the selection, training, and management of the national teams that represents the United States in international competition, including the Olympic Games. Rowing is not only an Olympic sport. It is enjoyed by men and women of all ages who row for fitness, competition, and fun. USRowing serves and promotes the sport on all levels of competition and participation. USRowing is made up of more than 14,000 individual members and over 1,100 clubs and organizations throughout the United States. Recent Host Cities and Local Organizing Committees 2014: Grand Rapids, MI West Michigan Sports Commission and Grand Rapids Rowing 2013: Sarasota, FL Suncoast Aquatic Nature Center Associates 2012: Worcester, MA Quinsigamond Rowing Association and Destination Worcester 2011: Oklahoma City, OK Oklahoma City Boathouse Foundation 2010: Camden, NJ Camden County Board of Freeholders and Rutgers Camden Alumni Crew 2009: Camden, NJ Camden County Board of Freeholders and Rutgers Camden Alumni Crew 2008: Long Beach, CA Long Beach Rowing Association

3 Bid Deadline and Requirements The deadline for the 2016 USRowing Masters National Championship bid is September 28, A hard copy or electronic file of the bid is required. The bid must be received by the deadline listed above. The proposed bid must include a completed version of the attached questionnaire, including a detailed, line item budget proposal including revenue and expense projections, a description of the structure and people involved in the local organizing committee, and all other information requested in the questionnaire. The LOC Board of Directors or Executive Committee must sign off on the bid submitted to USRowing and designate a point person for all negotiations that has the authority to speak for the Board or Committee. Incomplete bid packets will not be considered. Complete bids received by the deadline will be reviewed, and a minimum of two (2) Finalists will be selected and contacted. Destinations selected as Finalists are required to provide for the travel and accommodation of three (3) representatives of USRowing to conduct a site visit with someone familiar with the rowing venue and local area. The site visit should include tours of the rowing venue and facilities, the local area, and an opportunity to meet with members of the proposed local organizing committee. Upon completion of the site visits, USRowing may allow Finalists to submit revised bids for final consideration. USRowing will select one Finalist as the host organization and will provide an event contract for agreement and signature to the selected organization. Bid Decision Factors USRowing will award the event to the bid that, in USRowing s estimation, best meets all of the requirements included in this packet. Determining factors include, but are not limited to, the cost effectiveness of the bid, the demonstration of the organizing committee s ability to develop local resources (financial and otherwise) to support the regatta, and the conduct of the site visit.

4 General Information Number of Participants: Varies by location (Approximately 1,000-2,000) Number of Spectators: Estimated 6,000 Days of competition: 4 days; (Thursday-Sunday) Dates Available: Preferred dates: August 18-21, 2016 Other dates may be considered. Delegation Size: 45 (includes staff and officials) Entry Packet and Schedule: USRowing will be responsible for the regatta entry packet and schedule. Current Sponsors: USRowing may designate national sponsors of the event. Communication with any national sponsor or supplier must be directed through USRowing. USRowing sponsors are automatically associated with all aspects of the event, including all printed materials, signage, PA announcements, etc. The LOC agrees not to enter into any direct negotiations with any potential sponsor until it has obtained USRowing s approval. Budget for event: USRowing will work together with the LOC to create a budget. Volunteer Needs: USRowing relies heavily on volunteer support for this event. It is necessary to have a strong and willing local organizing committee to co-host this event. The LOC is responsible for coordinating volunteers to adequately staff this event. USRowing will select the chief referee and the referee jury for the event. Approximately 35 referees will be utilized. USRowing will coordinate all event details with the referee corps. Internet: The LOC is responsible for providing separate Internet capabilities for the USRowing streaming video, timing and results system, and regatta administration. Specifications for each will be provided. Medical: The LOC is responsible for providing adequate medical staff for the event, as well as for all practice times. This includes having medical staff on-site with an ambulance. Insurance: USRowing provides insurance for this regatta through the USRowing Registered Regatta Program. Course Specifics: A 1,000-meter, fully-buoyed course with six lanes, stake-boats, start platform/dock, and finish scaffolding/tower is required. (See LOC responsibilities below) Awards and Medals: USRowing will provide all appropriate medals and awards. The LOC should provide a shipping location for trophies prior to the regatta. Hotel Space: The LOC is responsible for working with USRowing s preferred housing company to provide a list of affordable hotels (with contact information) near the venue to be included in the entry packet. Vendor and Sponsor Area: The venue must allow vendor space for a minimum of fifteen (15) 10x10 tents. Beer Garden: Traditionally, the LOC will host a beer garden at the venue for this regatta. The LOC will incur all cost and all revenue from beer garden. Event Promotion: USRowing and the LOC will work together to promote the regatta. Spectator/Athlete Amenities and Attractions: USRowing and the LOC will work together on identifying opportunities and venue specific locations for, including but not limited to, large television screens, elevated viewing platforms/bleachers, hospitality tents, concessions, etc.

5 Course and Venue Requirements Days and Times Required The USRowing Masters National Championships require one day for administrative set up, one day for venue access for parking and practice, and four full days of competition. The dates required for 2016 would include: Tuesday o USRowing & initial team arrival day. The trailer parking, boat storage, and team tent areas must be accessible for teams. USRowing arrival day. USRowing will need access to the venue in order to unload supplies. Preferably, venue tents and any deliveries would be scheduled for this day. Wednesday o Team arrival and practice day. The trailer parking, boat storage, and team tent areas must be accessible for teams. The course and weigh-in facilities must also be available for teams to practice. Thursday-Sunday o Days of competition. Typically, races are scheduled beginning at 8:00 a.m., and run until approximately 6:00 p.m. Actual race times vary depending on the final registration numbers. o If time is available, a practice session may be offered at the conclusion of racing. o Award ceremonies are scheduled each afternoon at varying times during the afternoon racing schedule. o Competition will not be held outside of these racing days. Course Requirements USRowing prefers to host its national championship regattas on courses classified as Class A according to the USRowing Rules of Rowing. The requirements for a Class A course include: Length: The length of the race course shall be 1,000 meters from start line to finish line. There shall be an additional expanse of open water beyond the finish line in order for the crews to safely come to rest. At least 100 meters shall be available for such runoff, unless the local organizing committee provides for safety, such as conspicuous warning markings or marshals boats. Width: The course shall be wide enough to accommodate at least six (6) racing lanes. A travel lane should be available that allows crews to travel to the start line, and return from the finish line, without interfering with the racing lanes. Lanes: Each lane shall be fully buoyed using an Albano or similar buoy system. Each lane shall be no less than 12.5 meters (41 feet 1/8 inch) and no more than 15 meters (49 feet 2 inches); 13.5 meters (44 feet 3.5 inches) preferred. Body of Water: The water shall be capable of accommodating the course, plus any required runoff area, with no bends or turns. Depth: The water shall be at least three meters deep throughout the course. Perimeter: There shall be a distance of at least five meters between the outer perimeter of the course and the shore, obstacle, or any fixed installations. Obstacles: There shall be no fixed obstructions on the course, such as bridge abutments or islands. Buoys: A buoy system, such as the Albano buoy system, shall be used, in which the boundaries of each lane are marked with floating buoys every 10 to 12.5 meters; 10 meters is recommended. The buoys shall be of supple construction and their horizontal diameter shall not exceed 15 centimeters. o The first 100 meters of the course shall be indicated by a different color of buoy to mark the start area.

6 o At every 250 meters along the course, a differently colored set of buoys shall be strung across the course to indicate the distance interval. o The last 250 meters of the course shall be indicated by a different color of buoy to mark the finish area. Starting Stations: Each lane at the start shall be equipped with a starting station, platform, or stake boat, solidly anchored. o The starting station shall be capable of being occupied by at least one person who can hold a crew stationary or alter the crew s alignment as required during the starting procedures. o The starting stations shall be capable of adjustment to accommodate different sized boats, so that each type of boat can be aligned with its bow on the starting line. If the station is not adjustable, then the starter must have surveyed ranges to align the different size boats. This line must be surveyed, and parallel with the finish line. A permanent fixed marker must indicate the start and finish line. o If stake boats are used, each stake boat shall be anchored by at least 200 lbs. of weight, or else attached to a fixed installation, to prevent drifting. o Each starting station shall be equipped with a headset or other communication device so that communication is possible between it and the aligner station without being audible to the crews. Starter s Tower: o The Starter s Tower shall be firmly fixed 30 to 50 meters behind the starting line and in the center of the course. o The Starter s Tower shall include a prominent platform for the Starter that provides sufficient elevation so that the starter and each crew have an unobstructed line of vision to each other. A height of no less than 3 meters and no more than 6 meters is recommended. o The Starter s Tower shall be equipped with a loudspeaker system so that the Starter can be heard clearly for the first 500m of the course. Communications: The starter s tower, Aligner s Station, Judges Stand, and Launching Area shall be capable of direct communication with each other by radio, telephone, or other electronic medium. Aligner s Station: On one side of the course, there shall be an Aligner s Station, situated directly on the starting line, which can accommodate the Judge at the Start and the Aligner. The Aligner s Station shall be equipped with a vertical wire which, when aligned with a target on the opposite side of the course, indicates the exact starting line. Alternatively, the Aligner s Station may be equipped with two vertical wires which, when aligned with each other, indicate the exact starting line. Distance Markers: The starting line shall be designated as 0 meters and the finish line as 1,000 meters. o At each interval of 250 meters between the start and finish, the distance from the starting line to the finish shall be clearly marked either on clearly visible boards on the shore or else by floating cubes on the water Finish Line: o The Finish Line shall be equipped with a facility so that the Chief Judge and the referees may sit one behind and above another, and so that each has an unobstructed view of the finish line. o The Finish Line shall be equipped with a vertical wire which, when aligned with a target on the opposite side of the course, indicates the exact finish line. Alternatively, the Finish Line may be equipped with two vertical wires which, when aligned with each other, indicate the exact finish line. o The Finish Line shall be isolated from intrusion or distraction by spectators or team members. o Provide electricity and Internet connection at the finish line to run the electronic results system. The Finish Line should be equipped with communication equipment for report results to regatta control point for posting in timely fashion. o The finish line area must be covered, in order to protect the officials and timing equipment from weather. Launching Area: o Launching Docks, or beach launch, capable of accommodating at least three 8+ boats simultaneously shall be provided for the competing crews. Provide adequate launching and retrieval area. Docks are preferred to beach launching. o Identify public address system for calling events and for announcing races. o Dock Master: There shall be facilities to accommodate a Dock Master and Control Commission.

7 o The Dock Master shall be equipped with a loudspeaker system so that the Dock Master can be heard clearly for the throughout the launch area. First Aid: o First aid facilities shall be provided at the regatta site capable of dealing with minor injuries, and of providing immediate attention for hypothermia, drowning, dehydration, and heat stroke. o The first-aid facility shall have the capability of summoning an ambulance, paramedics, or other emergency assistance that is on call and within 10 minutes travel distance. o If such emergency assistance is not located within 10 minutes distance, the local organizing committee shall provide for an ambulance or paramedic to be present at the site. Other requirements o The body of water should be closed to or limit all other water traffic during practice and competition days. o The venue must have an established traffic pattern for practice and competition days that can be communicated to competitors prior to the event. Other Local Organizing Committee Requirements Internet Connection The Local Organizing Committee is responsible for providing a dedicated Internet connection with adequate speed to run the timing and results system. This network should be accessible from the finish line area. The Local Organizing Committee is responsible for providing a separate, dedicated Internet connection with adequate speed to run the USRowing streaming video service. The Local Organizing Committee must also provide a separate Internet connection which can be used by USRowing staff to administer the regatta. This network should be located in the area where USRowing staff will conduct registration and regatta administration activities. Maps and Permits The Local Organizing Committee is responsible for producing traffic pattern maps showing patterns both for practice and race days. These maps are to be posted at the regatta venue, and included in event information packets. The Local Organizing Committee is responsible for securing all necessary permits in order for the event to take place. Equipment Launches o This regatta requires a minimum of 15 total launches. 10 launches to follow racing These launches should be wakeless launches. 3 launches for marshaling and safety purposes It is preferred that these boats are not wakeless, or are small wakeless boats that are easily maneuverable. 2 launches for the USRowing video crew These boats must be wakeless launches. Radios o Provide radios for 35 referees, 2 USRowing staff, and an adequate amount for key local organizing committee personnel. o Radios must have a range that reaches from the warm-up area above the start to the position stationed furthest from that point, typically the finish marshal. Audio Equipment o A sound system must be provided that can reach the entire venue. This system will be used to make launch calls and general announcements to the venue. o A separate, sound system must be provided for the awards area and Coaches and Coxswains Meeting. Boat Rental Opportunities

8 o o To help attract competitors to the regatta, the local organizing committee should arrange and administer a boat rental program. This program can include having the host rowing club rent its own equipment, providing contact information for local rowing organizations willing to rent their equipment, arranging something with one of the boat manufacturing companies, or some similar type of opportunity for crews to secure rental or loaned equipment for competition. This program should be operational by March 1, Spatial Requirements Parking o Shell Trailers Space for approximately 50 shell trailers is required. There should also be storage space for approximately 75 car-top shells on each racing day. o Staff/Referee/Volunteer USRowing staff and referees will require approximately 10 parking spaces at the venue. Access to these parking spaces should be restricted, and must be available outside of racing hours. It is preferred that volunteers are allowed to park at or near the venue. o Vendors If space is available, sponsors and vendors should be allowed to park at or near the venue. o Spectator Parking should be planned for approximately 500 spectators for each racing day. Registration o USRowing requires that space is available for the registration area. A permanent, indoor facility is preferred, but a tent can also be used for this purpose. o The space must be able to accommodate 3-5 tables, 3-5 chairs, electricity, and Internet connectivity. o USRowing must be able to access this area on the Wednesday prior to racing. Office Space o USRowing requires an office space that can seat 35 referees. This office should be available for referee meetings each morning, at lunch, and after racing each day. Vendors o Space on the venue must be allotted to accommodate approximately 15 vendor tents. o These tents are generally 10 x10, but can be as large as 20 x20. Team Tents o Space on the venue must also be allotted to accommodate approximately 20 team tent spaces of a 10 x20 size. Awards o An on-land stage must be provided to accommodate awards ceremonies. An awards dock cannot be used for this event. o The awards area should include a table, chairs, and cover such as a tent or canopy next to the stage. o The awards stage must be able to facilitate the hanging of banners. Amenities Meals o Local Organizing Committee must provide meals for USRowing staff, referees, and volunteers during the event, including: Thursday Breakfast for USRowing staff, referees, and morning volunteers Lunch for USRowing staff, referees, and volunteers Friday Breakfast for USRowing staff, referees, and morning volunteers Lunch for USRowing staff, referees, and volunteers Saturday

9 Breakfast for USRowing staff, referees, and morning volunteers Lunch for USRowing staff, referees, and volunteers Sunday Breakfast for USRowing staff, referees, and morning volunteers Lunch for USRowing staff, referees, and morning volunteers Food Vendors o The LOC must secure a minimum of two food vendors to provide a variety of food and beverage options for spectators throughout the event. Security o The regatta venue must remain secure overnight once teams are allowed to arrive on the venue. This can be accomplished by bringing in outside security or by restricting access to the venue overnight. o The venue must be secured Wednesday, Thursday, Friday, and Saturday nights. Restrooms o Adequate restroom facilities must be provided for approximately 2,800 people per day. o These facilities can be permanent restrooms, portable toilets, or some combination of the two. o Restroom facilities should be cleaned and serviced each day of the event. Trash o Adequate trash receptacles must be provided throughout the venue. Volunteers The Local Organizing Committee must provide enough volunteers to adequately staff the regatta. This typically includes: o Launch Drivers 1 driver per boat for each shift o Stakeboat holders 1 per lane, per shift o Finish-line flag 1 per shift o Finish-line horn 1 per shift o Finish-line assistants 2 spotters and 2 back-up timers per shift o Dockmaster 1 per dock for each shift o Results runners 2 per shift o Announcer 1 per shift o Awards Assistants 2-4 per ceremony The Local Organizing Committee must also adequately staff all parking areas. Housing Program USRowing employs a third-party housing company, currently EMC Venues, to provide the official housing options for competitors at USRowing domestic championship events. The housing company will work with the local convention and visitors bureau, sports commission, or similar entity, to secure room blocks to be offered to competitors. The housing company also manages the tracking and collection of a rebate from hotel rooms brought in by the event. The rebate is collected on USRowing s behalf, and 100% of the rebate is given to USRowing to help cover the costs of running the event. Local Support In recognition of the variety of ways that local organizing committees, convention and visitors bureaus, and sports commissions are able to generate revenue, USRowing has developed a flexible way for these organizations to raise money around the event. The local organizing committee will be required to provide $10,000 in Local Support for the event. This amount can be generated through a variety of ways, including revenue sharing of local sponsorship revenue, grants, waiving the LOC Fee paid by USRowing, or some combination of these. Any revenue generated above the $10,000 amount shall completely remain with the Local Organizing Committee.

10 Local Organizing Committee LOCAL ORGANIZING COMMITTEE ORGANIZATIONAL CHART The local organizing committee should be constituted as follows: LOC Regatta Director o The Regatta Director shall have general responsibility for the logistical operation of the regatta, shall be the principal liaison between the local organizing committee and USRowing, and shall have the power to execute binding commitments on behalf of the local organizing committee. Race Logistics Group: o LOC Volunteer Coordinator The LOC Volunteer Coordinator shall be responsible for developing a listing of volunteer positions, creating a schedule of volunteer shifts, and recruiting persons to fill the required volunteer roles. o LOC Course Coordinator The LOC Course Coordinator shall be responsible for overseeing the installation and maintenance of the course throughout the event. o LOC Launch Coordinator The LOC Launch Coordinator shall be responsible for securing the required number of launches, and ensuring they are in proper working order throughout the event. o LOC Venue Coordinator The LOC Venue Coordinator shall oversee the layout of the venue. This person will ensure that all parking areas are properly monitored, and that the venue layout is conducted according to the agreed upon plan. o LOC Boat Rental Coordinator The LOC Boat Rental Coordinator shall oversee the development and execution of the boat rental program. This person will secure equipment rental opportunities, determine pricing and registration requirements, and ensure that rental agreements are fulfilled. Local Marketing Group o LOC Sponsor and Vendor Coordinator The LOC Sponsor and Vendor Coordinator shall be responsible for soliciting and servicing sponsors and vendors that fall under the local organizing committee s jurisdiction. o LOC Public Relations Coordinator The LOC Public Relations Coordinator shall be responsible for working with local media to generate publicity for the event. This position would be responsible for any local events coordinated in conjunction with the regatta, such as a Welcome Party or other activity hosted by the local organizing committee. This person shall work with the USRowing Communications staff in all activities. The local organizing committee is able to decide how to fill the roles listed above, and can combine these roles, or add more roles as needed.

11 USRowing Masters National Championship Bid Questionnaire The following information is required. Bids not including any of the below information will not be considered. 1. Name of host organization, affiliated USRowing member organization, location and contact information of Regatta Director. 2. Location of regatta course site (lake, canal, etc.). Specifics to include: typical climate and wind during event, average sunrise and sunset times, altitude, course depth, and speed of course current. 3. Description of traffic patterns, as well as warm-up and cool-down areas. 4. Map showing the regatta course, its surroundings, any alternate training sites, and the closest metropolitan area. 5. Map of the surrounding areas pin-pointing the locations of the proposed accommodations (hotels, universities, etc). 6. Detailed information regarding location and accessibility of lodging and food. 7. Venue map: specifying permanent vs. temporary structures. 8. Please provide descriptions of the following: a. Start platform, aligners area, finish tower/scaffolding. b. Public bathrooms, rest areas, other buildings, etc. on-site. c. Boat storage area, rack space, etc. d. Launching/dock area. e. Office space for the management of the regatta including office equipment (i.e. copier). f. Medical services. g. Security arrangements. h. Technical support arrangements including electricity, internet, and public address system. i. Facilities and seating areas for spectators. j. Possible VIP area and location. k. Parking areas: include staff and referees, competitors, spectators, and boat trailer. l. Awards area. m. Internet connectivity information and locations. n. Number and types (wakeless or not) of total launches available. 9. History of venue. a. Date first opened for competitive rowing. b. Details of any previous major events (regattas, concerts, fairs, etc.). c. Competitor and spectator attendance for all recent regattas. 10. Proposed regatta organizational chart. 11. Description of proposed boat rental program. List potential local clubs and boat manufacturing companies, and an example of the equipment available from these programs. 12. List of proposed food vendors, and examples of their menus. 13. Completed Budget Worksheet and supporting information showing the details of proposed operational budget including revenue streams and expenses. Be sure to include how you plan to fulfill the Local Support requirement. 14. Details of any special permits needed for the event (i.e. park, city, etc.).

12 The candidate LOC must make a clear statement that it is prepared to enter into a contract with USRowing to provide all the facilities identified above together with the appropriate organizational structure to host a successful national championship regatta. Please submit all bid information by September 28, If you have any questions, please contact AJ Dominique III at (609) or alvin@usrowing.org. Bids should be mailed to: USRowing, Attn: Masters National Event Bid, 2 Wall Street Princeton, NJ 08540

13 Budget Worksheet *A more detailed version of your budget can be included if this worksheet does not sufficiently cover the needs of your budget. Event Name: Bid Organization: *This worksheet represents items included in the bid as LOC responsibilities. It may not be exhaustive to the items available to each specific Local Organizing Committee. Please feel free to adjust the Income and/or Expense sections to include items that may not be listed, but would be part of an event your organization is hosting. Amount Description Income USRowing LOC Payment USRowing has traditionally contributed between $35-$60k towards covering event expenses for the LOC. CVB/Sports Commission Funds Include letters of funds committed by CVB, local sports commission or other similar organization. Grants Include details of any grants being used towards funding the event. Parking 100% to LOC Local Support List if this will come from local sponsors, grants, or other revenue generating methods for the "Local Support" requirement. LOC Fundraising Event 100% to LOC Local Vendors USR would handle national rowing vendors. CRF would handle local vendors. Team Tent Sales 100% to LOC Other Revenue Provide detailed description for any revenue included in this line item. Total Income Expenses Section should include all costs associated with LOC. The listing below represents those items required in the bid. Costs associated with fulfilling sponsorship benefits for local sponsors. Or, list the amount of the LOC Payment to be waived Local Support Fulfillment Costs under the "Local Support" requirement Volunteer/USR Staff/Referee Meals Should include breakfast and lunch for USRowing staff and referees for each regatta day. Medical Services Venue Security Security to be provided each night beginning on the Team Arrival/Practice Day. Course Costs Include rental and maintentance fees associated with course. Launch Procurement and Upkeep Include launch rental fees, gas, and all costs associated with providing launches. Radios Sound System(s) Permits Portable Toilets and Cleanings Cleanings must be daily. Trash Removal Printing Includes costs for tents for weigh-ins, control commission, and other regatta functions. Does not include tents used for Regatta Venue Tenting vendors or sponsorship fulfillment. Internet Connectivity Internet connection for timing, video streaming, and registration. Other LOC Costs Include a line-itemed list with descriptions and costs to account for these additional expenses. Contingency Total Expenses Excess Revenue Over (Under) Expenses