2014 Washington State Elementary Chess Championships April 12, 2014 Seattle, WA. Bid proposal by Chess Mates Foundation

Transcription

1 2014 Washington State Elementary Chess Championships April 12, 2014 Seattle, WA Bid proposal by Chess Mates Foundation Bid revised 4/15/2012

2 Host Chess Mates Foundation enhances primary education through after-school chess programs in the Seattle area. The State Elementary Chess Championships isn t just a chess tournament: it is an opportunity for the kids, for the parents, and for the community. We are excited about hosting State in metro Seattle and allowing for this opportunity to be accessible to more kids and families. We hope to reach record attendance, which means record exposure to chess and sportsmanship. The organizational structure for planning and managing the tournament will be as follows: Chess Mates Board The Chess Mates Foundation board of directors is accountable for overall sponsorship of the event, ensuring alignment to Chess Mates and WSECC s goals and guiding principles. Leo Stefurak, PhD, is the Board President. Chess Mates Executive Director The Executive Director is the acting representative of the Chess Mates Board of Directors on the Organizing Committee, and is responsible for financial oversight for the event, definition and governance of tournament structure/rules, and maintaining relationships with participating schools and other organizations. International Master Georgi Orlov (2575 USCF), 1994 US Open Champion and six-time Washington State Champion, is the Executive Director. Project Manager Chess Mates has engaged a volunteer professional project manager. That role will ensure successful planning and execution of the event, and will allow the talent and stakeholders behind the tournament to focus on their roles. Ryan Schmierer is a Project Manager and Business Architect with over 15 years of experience working with educational institutions and technology companies, designing business processes, refining operational capabilities, and managing delivery of large scale projects. He has an MBA and holds professional certifications from the Project Management Institute and International Institute of Business Analysis. Ryan works at Cisco Systems, Inc., in Seattle. Organizing Committee The organizing committee will be comprised of a core group of members representing Chess Mates Foundation, parents, coaches, other stakeholders, and the project manager. All are charged with managing, planning, and execution of the event. The committee will be facilitated by a committee chair that will be responsible for the appointment of other committee members. The goal of the organizing committee is to collaboratively bring together the ideas and opinions of the diverse stakeholder groups. The organizing committee will be responsible for review and approval of all decisions relating to planning, logistics, and execution of the event. Sub-committees The Organizing Committee will delegate certain activities to sub-committees or individuals in order to provide additional focus and coordination. Examples may include: fundraising, volunteer coordination, participant registration, and tournament logistics. Contacts Direct questions to info@chessmates2014.org. Contact Project Manager Ryan Schmierer at (910) , or Organizing Committee Chair Donna Van Zandt at (206) Game Format & Rules Format Five round Swiss Sections Grade-level Time Control G/30 or G/ sec time delay Tie breaks Traditional Awards Individual Awarded to players with 3-5 points Teams Top 25 K-3 & 4-6 We intend to consider other awards such as participant recognition, top upset, sportsmanship, best games, and so on.

3 Guiding Principles Scholarships In alignment with the charter of Chess Mates Foundation, the tournament will be accessible to all qualifying students regardless of their financial situation. Part of accessibility is advocacy work that pulls in families who may not apply for a scholarship on their own. We will advertise and otherwise advocate the availability of scholarships for workforce families. Community Connections One of the benefits of holding an event in the immediate Seattle metro area is access to a plethora of private, non-profit, and municipal resources. We intend to utilize as much of the community as possible to create a comfortable, fun, and enriching event. Evidence-based Decisions We aim to ensure the event is a success by gauging expectations and making it a priority to consider the current needs of the kids, parents, and coaches, especially around event logistics. We will use experience, various survey tools, existing online forums, and interviews with seasoned coordinators to build an event rooted in the needs of the community. Technology The event will seek to utilize current and sophisticated technology to enhance the overall tournament experience including web and mobile enabled content, social media, tournament management software and digital signage. Focused effort will be made to automate and streamline participant and team registration, venue logistics, tournament coordination, and day of event communication. Sportsmanship Throughout the tournament we will find ways to recognize chess as a sport and to reward and emphasize the qualities of sportsmanship courtesy, fairness, observance of rules, and good disposition to both winning and losing. Fun Chess is a sport that can be enjoyed for its own sake, results aside, and we will create an atmosphere that supports this. There will also be fun activities unrelated to chess for observers and players in between rounds. We will work towards activities with a lot of movement, as well as space for rest. Tasty, healthy, kidfriendly food and drink is another goal. Side Events I Love Chess Too Adult G/15 and Blitz Post-Game Analysis There is capacity for other Saturday events as desired by parents and coaches. Registration and Fees Fees that are not TBD are fixed. Before January 15, 2014 $35 + free Adult G/15 or Blitz Before February 15, 2014 $40 Before April 8**, 2014 $50 **Final registration closing date TBD. I Love Chess Too $30 Adult G/15 & Blitz $10 After January 15, 2014 Individual and team table and seat configuration TBD; no more than $50/table or equivalent.

4 Venue Smith Cove Cruise Terminal, Seattle, WA The Smith Cove Cruise Terminal on Pier 91 is a facility with 145,000 feet of space that will be reserved for the even in its entirety. This is a modern, unique venue with amazing views. Pier 91 is located at the north end of Seattle s downtown waterfront. There is easy access from I-5 that avoids the downtown core. The tournament hall will be a floor above the parent/team area. The carpeted hall has natural lighting with windows and skylights. The tournament hall can accommodate 2000 players. The hard surface main floor will house parents, teams, activities, and vendors. Spacious, covered decks on either side of the tournament hall provide space to take a walk, breathe in the ocean breeze, and enjoy sweeping views of downtown Seattle and Puget Sound. Site support includes property management support staff, security staff, Port of Authority police, medics, and potentially Seattle Fire Department presence. Parking is available for over 1600 cars. There are no in-and-out privileges. Parking is supported by complimentary shuttles. See Day of Event for parking details. Note: Cruise ships will NOT be docked during tournament weekend.

5

6

7

8 Day of Event The details of day of event components will be revealed as they develop at a dedicated tournament website. Check-in & Schedule There will not be a scheduled check-in. Changes to information and attendance up to and including the morning of the event will be captured by web site, phone, and day-of kiosks. We will strongly consider the use of a fixed schedule for the rounds. Activities Multiple toy and other interactive activities will be planned, especially activities that will promote movement, such as an interactive stationary bicycle adventure set up by the Cascade Bicycle Club. There is a vision of a sponsored tumble-room type space for very young children, an adult technology center space, and a quiet room. Food Lunch: Pre-ordered box lunch will be available, or participants may bring their own lunch. Throughout the day: Coffee and snack vendors will be on available inside the venue. Food truck options will be situated immediately outside of the venue. The vision is to keep the cost of food as low as possible, including free options. Items and food can be dropped off to event participants during the day. Efforts will be made to utilize local businesses that serve kid-friendly yet unprocessed food. Palisades Restaurant, a water front 0.5 mile walk from the venue, offers lunch for those who want a more indulgent option. Recycling There will be an emphasis on avoiding trash and ensuring recycling. We will have dedicated volunteer recycling sorters who may be from local waste management companies. Seattle has several waste reduction initiatives we will aim to support. Hotels There are 75 hotels within 6 miles of Smith Cove, and a dozen of those within a about a mile of the venue. Rates will range from $65 to $110, and $150 to $175+ for a more comfortable stay. The nearest and most affordable hotels will be pursued for room blocks and other incentives. Vending We will pursue various vendors, including chess-related items, commemorative shirts, and photography. Parking Parking will be $7-$10/car TBD. Parking must be paid for in cash on day of event. There are no in-and-out privileges. Staff, some volunteers, and those needing ADA access will have reserved parking in front of the venue. There is room for 1600 cars in the Smith Cove lot. Efficient and effective traffic flow will be addressed by professional traffic flow planners. The Smith Cove lots are several hundred yards (about 3 blocks) away from the entrance. A complimentary shuttle option will be available for those who need it. Those who are coming to drop off people, lunch, items, etc., to the tournament, will be able to do so without a fee. Port of Seattle traffic cops and Republic Parking staff will be coordinating traffic. Changes to Bid Components There will be no changes to the tournament registration fees or stated maximum TBD rates. The date of the tournament may be moved to Saturday, April 26, if the venue becomes available; a final decision on the date will be confirmed by the 2013 Coaches Meeting. The tournament organizer reserves the right to make changes to any other components. No revision of the bid terms shall be made without consultation with the WSECC Board.