UIPM. Biathle Triathle World Tour (BTWT) BID APPLICATION. Deadline: 31 October 2014

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1 UIPM Biathle Triathle World Tour (BTWT) BID APPLICATION

2 2 This bid guide is intended for the UIPM member federations who wish to submit a candidature to organise a UIPM Biathle Triathle World Tour competition. The UIPM Biathle Triathle World Tour is an annual event of 5-6 stages with the results from each stage combined after the final stage to award World Tour winners in each age category and with a view to qualify athletes for the UIPM Biathle/Triathle World Championships. The BTWT is used by many countries for training, development and selection of potential pentathletes and at the same time, as friendly competition amongst former athletes who continue to be a part of our movement. Each stage should be organised in the UIPM spirit and hosted in an exceptional location that can promote sport, fitness and culture whilst also benefitting the sport of modern pentathlon. The bidding National Federation and Local Organising Committee will receive full support of the UIPM HQ, UIPM Evaluation Group and all UIPM Committees in preparation for and delivery of the UIPM Biathle and Triathle World Tour, ensuring that all involved stakeholders are fully satisfied. We would like to thank you for your interest in promoting and developing the sport of Modern Pentathlon by organising a UIPM event in your country. Sincere regards, UIPM HQ

3 3 UIPM Biathle and Triathle World Tour Bid Application Nation: City: Date(s) (proposed) 1. Event Bid Kindly provide, attached to the bidding dossier, a daily competition proposal. UIPM Rules can be checked on the UIPM Website ( Please note that the UIPM Rules and Guidelines in force at the time of the Championships will be applied. The mentioned nation is bidding for: 2015 Biathle and Triathle World Tour Please confirm if this event will also be submitted to be designated as a Continental or Regional Championships.

4 4 2. Competition Venue Please attach venue map, showing all Fields of Play to this bid document Each of the different events of the competition must be organised in one area so as to provide a continuous flow from one event to another. The Organiser guarantees: All Fields of Play (FOPs) in one area Provision of power supplies (including UPS and back-up generator) Free high speed Internet supply (Ethernet and Wi-Fi, secure and unsecured) Large video board in full view of the spectators High quality public address system Dedicated secure areas for all accredited persons Designated area for Spectators which allows them to see as much as methe competition as possible Training Sessions on FOPs the day before competition 2.1 Fields of Play (FOPs) Swimming Swimming pool Open Water Swimming pool length: 25m 50m Indoor Permanent pool Outdoor Temporary pool min depth according to Biathle rule Please attach results of water quality test to your bid document Entry/Exit to the water according to the Biathle rule 1.6.8

5 5 Running Please describe the surface of the running course Sand Grass Asphalt Other Course layout according to Biathle/Triathle rules Penalty Box and Transition according to Biathle/Triathle rules Shooting (for triahtle events only) How many Laser Targets will be provided What is the manufacturer/make of the targets Shooting range set up according to Triathle Rules Annex A North-oriented shooting range (targets facing north)

6 6 2.3 Offices/Areas in the venue or proximity of FOP Offices/Areas Technical Delegate / Meeting Room Lockable storage (ie event equipment) Team Facilities and Toilets Spectator Toilets Results/Information Tent 2.4 SPECTATOR EXPERIENCE Sport presentation must be managed by a creative and an energetic presentation team to achieve a successful product combining both sport and entertainment. The Organiser must provide one bi-lingual (English/native language) announcer that can cover also the commentator position during competition and make official announcements, as well as interacting with the spectators and complete the award ceremonies. High Quality public address system is required at all venues/fops Spectators must have access to food and beverage at reasonable prices in the surrounding area and at walking distance. Please describe the spectator experience plan.

7 7 3. Transportation Please describe the transportation plan and certify the fulfilment of the minimum requirements: Name of nearest International Airport: Distance from International Airport to Competition hotel Distance from International Airport to Competition hotel Nr 2 (if used) Distance from Competition hotel to competition venue Distance from Competition hotel Nr 2 to competition venue Number of secure parking (hotels, venue, etc. if any) 3.1 Transportation Please certify the fulfilment of the following minimum requirements concerning transport of UIPM representatives from arrival till departure: 1 car, 1 driver for the UIPM Technical Delegate 1 car, 1 driver for UIPM Staff

8 8 4. Accommodation and Facilities The Organiser must provide, at LOC cost, full board accommodation in single rooms at the main Competition Hotel to the following: UIPM Technical Delegate (one room) UIPM Staff (one room) 4.4. Athletes, Team Officials, UIPM Service Providers The Organiser has the possibility to offer one or two competition hotels to National Federations for their Teams. However the maximum charge for full board accommodation cannot be more than 140 EUR per day for single room and 110 EUR for Double/Twin room per person and this amount must also include free ground transportation (airport pick up/drop off and transport to the competition site) as well as the accreditation fee (participation to the competition). If the amount is lower, there must be balance between the price and the quality. Primary Competition hotel Hotel name: Address: Website: Number of rooms available. Single: Double: Twin:

9 9 Secondary Competition Hotel Hotel name: Hddress: Website: Number of rooms available. Single: Double: Twin: Technical Meeting Room: LOC to provide, at LOC cost, at the Competition hotel a room where the Technical Meeting will be held at certain time and date approved by UIPM and LOC prior to the event. Additionally, LOC shall provide all UIPM National Federations with a detailed list of inexpensive, moderate and expensive hotel options so that participants can choose, reserve and pay for their own accommodation but in respect to the above principle in terms of maximum cost per full board accommodation per night-stay. Please provide the following information List of suggested hotels/apartments with prices per person per night A map showing suggested accommodation locations and the competition venue. A list of available transportation options such as train, taxi, bus, etc., which would allow participants to travel from the airport to their accommodation and from their accommodation to the competition venue. Proposed Accreditation (participation) fee per athlete and per official

10 10 5. Meals The LOC will provide unlimited mineral/bottled water during competition; A pasta party (buffet-style dinner/lunch) must be offered to all participants free of charge if they are at LOC cost or if they have purchased the Competition hotel package. Date/time of the event is at the discretion of the LOC with respect to the competition programme and local cultural standards. Please confirm cost of a ticket for the pasta party per person (EUR) Alcoholic beverages may be included in the price at LOC s discretion 6. Medical / Water Testing / Emergency Support Medical The Local Organising Committee agrees to provide a suitable and adequate Medical Plan for the event site during competition and training, in terms of medical staff, ambulances, EMTs, etc. Such level of service has to be granted during competition in both swimming and combined (or running only) area(s) whether or not the competition will take place due to weather conditions. Please attach a detailed description of your event Medical and Emergency Plan including number of medical unit(s) present and personnel as well as any other equipment used (i.e. Safety Boat etc.) and their locations.

11 11 Water Testing Water Testing has to be taken into account and submitted to the UIPM no later than 2 weeks prior to the event and testing must not exceed the following standards: ph between 6 and 9 Faecal Coliform (ocean) not more than 200 per 100mls E-Coli (fresh water) not more than 200 per 100mls Entero-Cocci 35 per 100mls Name of Laboratory that will carry out the sample analysis and its location/address 7. Registration and Results All competitors must have a UIPM athlete ID number in order to participate. The Local Organising Committee must ensure that the entry forms sent with the invitation letter note that this information is obligatory. The LOC is required to use the UIPM excel template to submit results for the UIPM Competition Management and Result System. The LOC is recommended to have a camera on the start/finish line that can capture the scene and confirm results on photo finish.

12 12 8. Marketing and Media Please attach a brief description of the marketing plan (if any), identifying which type of advertising is available (e.g. banner advertising, start numbers, etc.) The Organiser is expected to implement a promotion strategy and policy for their event with the aim of generating media interest both locally and nationally as well as to entice spectators to come and view the event during competition. UIPM will assist with the promotion of the event through the UIPM website and other publications provided UIPM receives the information from the LOC in due time. Please provide a brief description of your media plan. The media plan should follow the minimum requirements: Appointed press officer / communications manager (if any) Professional Sports Photographer appointed and free digital photographs delivered to UIPM after the last event staged.

13 13 9. Competition Organiser s Plan The organiser will be required to send to the not later than 4 months before the competition, the following information as minimum: 1. Maps showing distance between hotel & competition site, between airport and hotel, etc. 2. Event logo 3. Detailed drawings of the different Fields of Play 4. Transportation plan 5. Draft Invitation Letter 6. Proposed Daily Competition Timetable 7. Award ceremony plan, including podium proposal, backdrop and list of Medals/gifts/awards 8. Staffing/Volunteer plan (including local judges trained and briefed to run the competition) 9. Marketing/Media/ Promotion Plan

14 Bid Conditions The bid document acts as a contractual obligation between the Organiser and UIPM when the bid has been successfully approved by the UIPM Executive Board. UIPM reserves the right to cancel the event if the Organiser fails to provide adequate information about the competition in advance, as per the requirements of this bid document. If the Organiser gives notice to cancel the competition with less than three (3) months notice they will be liable to pay UIPM $5000 USD. The payment is not applicable if the cancellation is caused by circumstances beyond the reasonable control of the Organiser (force majeure).

15 15 National Federation Agreement Name of National Federation: Address: Telephone: We agree to bid under the conditions established in this bid document and accept that the bid document represents a contractual obligation to fulfil the conditions and requirements herein. We accept that any conditions and requirements that are not fulfilled will result in the deduction of the organizer deposit and eventually result in indemnification payments. President Secretary General Name: Name: Signature: Signature: Date and City: UIPM Approval Dr. h.c. Klaus Schormann UIPM President Dr. Shiny Fang UIPM Secretary General Signature: Signature: Date and City: Date and City:

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