How To Host Chess Sa

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1 INVITATION TO SUBMIT PROPOSALS TO HOST CHESS SA EVENTS DURING 2016 & 2017 Invitation: CHESS SA and the CHESS SA Events Committee invite proposals from Provinces to host the following events during 2016 and 2017 on behalf of CHESS SA: Events Calendar: CHESS EVENT SA Junior Closed Chess Championships ( SAJCCC ) SA Open SA Schools Individual Championships SA Ladies Open SA Clubs Championships SA Junior Chess Championships ( SAJCC ) National Inter-region Championships SA Closed Championships Minimum Proposal Requirements: 1. Only bids from Provinces, in good standing with CHESS SA, will be considered valid bids to host any of the abovementioned CHESS SA events. Regions, Sub-regions, clubs, private organisations/individuals wishing to submit a bid must do so through their Province, fully supported and endorsed by their Province. 2. The LOC for each bid proposal submitted must be made up of at least, a Provincial representation, CHESS SA designated LOC member, and CHESS SA delegated Youth/Adult Commission member and a CHESS SA nominated Chief Arbiter. Costs associated to the CHESS SA LOC member, and the delegated Youth/Adult Commission member will be for the account of the event hosts and therefore be included in the event budget. 3. The Appointment of the Tournament Director and Arbiters for the event must be in accordance with the Policy and Procedures of the Arbiters & Organisers Commission. All costs associated with these appointments must be for the account of the event hosts and therefore be included in the event budget. 4. The bidder must provide the following minimum supporting information as part of the bid submission: 4.1 The venue proposed for the event must be of sufficient capacity to accommodate the anticipated capacity of participants plus 15%, as well as to accommodate the event officials (refer: FIDE Regulations for Organisation of Top-Level Tournaments); 1

2 4.2 Venue and locality of the event must be in close proximity and accessible to local airports, train and bus stations & other public travel amenities; 4.3 Accommodation for participants, officials and dignitaries to the event must be full board, and be sufficient to accommodate the maximum numbers of persons anticipated requiring such facilities for the event; 4.4 Accommodation proposal for accompanying adults, coaches, etc. must be included in the bid proposal as well as an item in the event budget proposal; 4.5 In the event that the proposed accommodation is not within reasonable walking distance to the event, a shuttle service must be proposed; 4.6 A shuttle service must also be considered for access to other crucial amenities such as a shopping centre, food outlets, banks, parks, the local CBD, etc. and be reflected in the budget; 4.7 An events budget must be submitted with the bid proposal with sufficient & detailed information so that the bid adjudication process is unhindered by continuous requests for additional information by the CHESS SA Events Committee; 4.8 Participants Entry Fee:- in the event that a participant entry fee is applicable to the event, the bid proposer must qualify the quantification of the proposed entry fee; 4.9 If the events allows for prize monies/trophies/certificates for participants, such break down must be stipulated in the events budget Unless otherwise agreed in advance with Chess SA in written consent, no expectations or costs allocations will be allocated to Chess SA in the proposed event budget; 4.11 All proposed sponsors must be declared by name in the bid proposal. Participation of sponsors in the event must be indicated in the proposed event budget. Sponsors may be allowed to advertise their branding at the event as long as said advertising does not interfere with the event in any manner what so ever, and is approved by CHESS SA Events Committee prior to the commencement of the event; 5. The proposed bidder must state whether the event is CHESS SA rated / FIDE rated or other category of event. 6. Latest version of FIDE Laws of Chess will apply. 7. Other event rules proposed in the bid proposal must be approved by the Arbiters & Organisers Commission, the Adult/Youth Commission, the Players Commission and the CHESSA designated LOC member at the event, prior to the event being published and/or invitations to participants being circulated. (To be dealt after the award of the bid.) 8. A detailed tournament schedule must be incorporated into the proposed bid. Dates of the proposed event may vary in accordance with the finalisation of the event dates by CHESS SA and CHESS SA Events Committee. 9. The proposed bid must incorporate the bidder s contribution towards youth; PDI development & social participation initiatives, and/or through the initiatives of the event as well. 10. Only bids submitted on an official letterhead of the Province and a covering letter duly signed by an authorised signatory of the province will be considered for adjudication. 2

3 11. Each event must be a separate bid. Submission of Bid Proposals: Bid proposals for the 2016 CHESS SA events must be submitted to: events@chessa.co.za no later than 28 th February Bid proposals for the 2017 CHESS SA events must be submitted to: events@chessa.co.za no later than 31 st March Bid proposals submitted to any other address or submitted later than the closing date indicated will not be considered. Please address all enquiries to: events@chessa.co.za Tentative CHESS SA Events Dates : CHESS SA EVENTS START END SA Junior Closed Chess Championships ( SAJCCC ) SA Schools Individual Championships June 2016 July 2016 SA Open June 2016 July 2016 SA Ladies Open August 2016 August 2016 SA Clubs Championships Sept 2016 October 2016 SA Junior Chess Championships ( SAJCC ) Dec Dec National Inter-region Championships Dec Dec SA Closed Note. Dates may vary at the discretion of proposed bidders in conjunction with CHESS SA. Tentative CHESS SA Events Dates : Dates to be proposed in bids submitted for 2017 CHESS SA events. Consideration To Host African Chess Confederation & FIDE Chess Events: In the event that a province/region/club/individuals consider submitting proposals to host African Chess Confederation, FIDE and/or any other international chess event, the proposer must first request, with a detailed motivation, written authority from Chess SA Executive Board to compile and submit any such proposal. Such proposal must be accompanied by a letter of support from Chess SA to the proposer, to be included as part as the proposal submitted. Issued By: CHESS SA Events Committee events@chessa.co.za 14 th January

4 CHESS SA EVENTS COMMITTEE BID EVALUATION CRITERIA: Event: Closing Date: Bid Compliance Items 1 Province/Other Host: 2 Proposed Dates of the Event: 3 Date submitted (within time period) 4 Is this a regional/club/ province bid? 5 Is the regional/club bid, supported by province 6 Is the bid on a or accompanied by a letter of support from the province? 7 Is the bid compliant? 8 Is the bid completeness sufficient to evaluate? 9 Venue proposed 10 Capacity of proposed venue 11 Team Event - Number of Rounds 12 Wild Card Event - Number of Rounds 13 Has provision been made for the Inter-Regional Event in conjunction with the Wild Card Event and/or Schools chess events in conjunction with Chess SA events/etc. 14 Is provision made for participation equipment? 15 Is provision made for equipment to run the event? 16 Proximity of venue to airport/train station/etc. 17 Sufficiency of player accommodation - on site 18 Sufficiency of officials accommodation - on site 19 Sufficiency of parent/visitor accommodation - on site 20 Cost of On Site Accommodation 21 Quality of Accommodation 22 Sufficiency of player accommodation - off site 23 Sufficiency of parent/visitor accommodation - off site 24 Is the accommodation within walking distance of the venue? 25 IF required, is there a shuttle service from accommodations? 26 IF required, is there a shuttle service from airports/stations? 27 IF required, is there a shuttle service to/from amenities? 28 Has provision been made for medical assistance? 29 Has provision been made for security? 30 Events budget submitted with this proposal? 31 Is the budget in sufficient detail to evaluate? 32 Participation Entry Fees (if applicable) 33 Are there proposed sponsors for the event? 34 Has the sponsor(s) been declared? 35 Is the bid impacted by prize money? 36 Is the prize money consistent with the event? 37 Anticipated Profit 4

5 38 Is the event CHESS SA rated? 39 Are there proposed FIDE rated sections? 40 Confirmation that latest FIDE laws of Chess applies 41 Other event rules stated/proposed? (Can be dealt with later) 42 Does the bid demonstrate consultation with the AOC? 43 Is there an event LOC been proposed? 44 Are there provisions for a CHESS SA rep. on the LOC? 45 Are there provisions for an Adult/Youth rep. on the LOC? 46 Are there provisions for an AOC rep. on the LOC? 47 Is there a detailed event schedule included in the bid? 48 Does the bid demonstrate PDI/development initiatives? 49 Does the bid demonstrate transformation initiatives? 50 Any alternative considerations proposed? 51 Any exceptional motivation submitted to enhance consideration? 5