2017-2018 Ontario Championships Candidature File 3 Concorde Gate, Suite 304 Toronto, ON M3C 3N7 1-800-563-5938 416-426-7316 www.ontariovolleyballchampionships.org
GENERAL PROCEDURES Letter of intent and Bid Application form, detailing preliminary event logistics to the OVA, no later than 5pm on May 15, 2015 Final bids are due to the OVA office, no later than 5pm on June 19, 2015 All bids will be evaluated in accordance with the criteria outlined in the evaluation grid (Appendix A) All successful bidders will have a site visit, no later than July 10th and recommendations will be made to the Board of Directors by July 17, 2015 Selected hosts will be notified by July 24, 2015 Any changes to an approved candidature file must be reported immediately to the OVA Director of Operations. DOCUMENTS TO BE PROVIDED IN BID SUBMISSION: Bid application form Letters of support from partners endorsing the event Letters of support from local government, the City, etc Any additional information supporting the bid (local attractions/unique event concepts) Signed Memorandum of Understanding (MOU) (Appendix B) HOST REQUIREMENTS Competition/Venue A minimum of 28 courts per weekend if running a four (4) weekend style format One location is preferred, but the OVA will consider bids with two (2) or three (3) locations maximum Facility requirements: spectator seating, meeting and change rooms, internet access, free space for results centres, vendor hall, parking, etc. Quality: Ability to meet all OVA playing/facility/equipment regulations, as outlined in the VC Official Rulebook and based on the success of previous volleyball events. Host City Organizing Committee An experienced and competent organizing committee with sufficient personnel to assist the OVA staff to stage the event including individuals with technical, logistical and marketing/promotions knowledge are required. Hospitality/Services Ability to offer services that are attractive to the participants (athletes, coaches, officials) Ability to develop and promote local partnerships Demonstration of the ability to host a high quality event under all its aspects INFORMATION ABOUT THE HOST CITY Each bid must include the following information about the host city: The city s demographic data;
ONTARIO VOLLEYBALL Public transportation networks; Media access; o Outlines local, regional and national media access Tourism attractions; Any additional information the city feels is pertinent to their bid Please note that any changes to an approved candidature file, including modifications to the accepted bid application form, must be forwarded immediately to the OVA Program Director. COMPETITION VENUE(S) BID APPLICATION FORM Please include photos and detailed floor plans of each competition venue. Venue Overview Primary Venue Satellite Venue #1 Satellite Venue #2 Alternate Venue Name # of Courts Distance from Primary Venue Distance from Primary Accommodation Primary Competition Venue General Information Address: Distance from official accommodation: Court Information Number of Courts: Number of Sport Courts required: Number of Feature Courts: Free space around each court: Number of Referee Stands: Venue Amenities Officials Room Size: Internet Available: Yes/No Washrooms & Change Room Area Information Number of bathrooms: Number of showers: Additional Venue Features: Minutes by car: Type of venue (high school, Arena, etc) Average seating capacity per court: Feature Court Spectator seating: Ceiling height: Details of off court warm up area (if present) Number of meeting rooms (include sq ft for each) Concessions: Yes/No Number of change rooms: Number of lockers:
Satellite Competition Venue #1 General Information Address: Distance from official Minutes by car: accommodation: Court Information Number of Courts: Type of venue (high school, Arena, etc) Number of Sport Courts required: Average seating capacity per court: Number of Feature Courts: Feature Court Spectator seating: Free space around each court: Ceiling height: Number of Referee Stands: Details of off court warm up area (if present) Venue Amenities Officials Room Size: Number of meeting rooms (include sq ft for each) Internet Available: Yes/No Concessions: Yes/No Washrooms & Change Room Area Information Number of bathrooms: Number of change rooms: Number of showers: Number of lockers: Additional Venue Features: Satellite Competition Venue #2 General Information Address: Distance from official accommodation: Court Information Number of Courts: Number of Sport Courts required: Number of Feature Courts: Free space around each court: Number of Referee Stands: Venue Amenities Officials Room Size: Internet Available: Yes/No Washrooms & Change Room Area Information Number of bathrooms: Number of showers: Additional Venue Features: Minutes by car: Type of venue (high school, Arena, etc) Average seating capacity per court: Feature Court Spectator seating: Ceiling height: Details of off court warm up area (if present) Number of meeting rooms (include sq ft for each) Concessions: Yes/No Number of change rooms: Number of lockers: Alternate Competition Venue General Information Distance from official accommodation: Court Information Number of Courts: Address: Minutes by car: Type of venue (high school, Arena, etc)
Number of Sport Courts required: Average seating capacity per court: Number of Feature Courts: Feature Court Spectator seating: Free space around each court: Ceiling height: Number of Referee Stands: Details of off court warm up area (if present) Venue Amenities Officials Room Size: Number of meeting rooms (include sq ft for each) Internet Available: Yes/No Concessions: Yes/No Washrooms & Change Room Area Information Number of bathrooms: Number of change rooms: Number of showers: Number of lockers: Additional Venue Features: ACCOMMODATION INFORMATION Suggested Headquarter Hotel Type: Hotel, Motel, Residency, etc Hotel Rating (Stars): Address Telephone: Fax: Number of Rooms blocked off: Single Rooms Double Rooms Quad Rooms Rate Per Room Type: $ $ $ Distance from Primary Competition Venue Venue 1 Venue # 2 Distance from Alternate Competition Venue: Additional Preferred Accommodation Location # 1 Type: Hotel, Motel, Residency, etc Hotel Rating (Stars): Address Telephone: Fax: Number of Rooms blocked off: Single Rooms Double Rooms Quad Rooms
Rate Per Room Type: $ $ $ Distance from Primary Competition Venue Venue 1 Venue # 2 Distance from Alternate Competition Venue: Additional Preferred Accommodation Location # 2 Type: Hotel, Motel, Residency, etc Hotel Rating (Stars): Address Telephone: Fax: Number of Rooms blocked off: Single Rooms Double Rooms Quad Rooms Rate Per Room Type: $ $ $ Distance from Primary Competition Venue Venue 1 Venue # 2 Distance from Alternate Competition Venue: Additional Preferred Accommodation Location # 3 Type: Hotel, Motel, Residency, etc Hotel Rating (Stars): Address Telephone: Fax: Number of Rooms blocked off: Single Rooms Double Rooms Quad Rooms Rate Per Room Type: $ $ $ Distance from Primary Competition Venue
Venue 1 Venue # 2 Distance from Alternate Competition Venue: ONTARIO VOLLEYBALL Additional Preferred Accommodation Location # 4 Type: Hotel, Motel, Residency, etc Hotel Rating (Stars): Address Telephone: Fax: Number of Rooms blocked off: Single Rooms Double Rooms Quad Rooms Rate Per Room Type: $ $ $ Distance from Primary Competition Venue Venue 1 Venue # 2 Distance from Alternate Competition Venue: Additional Preferred Accommodation Location # 5 Type: Hotel, Motel, Residency, etc Hotel Rating (Stars): Address Telephone: Fax: Number of Rooms blocked off: Single Rooms Double Rooms Quad Rooms Rate Per Room Type: $ $ $ Distance from Primary Competition Venue Venue 1 Venue # 2
Distance from Alternate Competition Venue: ONTARIO VOLLEYBALL MEDIA & COMMUNICATIONS Hosts will be asked to generate media (radio, television, daily/weekly newspapers) interest and coverage around the event. The event is to be promoted at all times as an Ontario Volleyball property. Please list potential media contacts and partners Medium Name Circulation/Reach Contact Info Examples: Radio Station Hot 99.9 8000 listeners/15 minutes of airtime Jane Doe jane.joe@hot999.com (123)456-7891 APPROVAL OF BID AND HOST CANDIDATURE Upon approval of Bid, the OVA will require each host to sign and abide by the OVA/Host Agreement Contract and the OVA Bid Manual, which will detail all roles and responsibilities of both the OVA and the Host. If there are any questions regarding the bid application, they should be forwarded to Alishia Lidums, OVA Program Director by email (alidums@ontariovolleyball.org) or by phone at 416-426-7431.
APPENDICES Evaluation Grid Memorandum of Understanding (MOU) 2017 & 2018 Calendar of Events Sample Court Layouts
APPENDIX A BID EVALUATION GRID Section I: Detailed Bid Analysis This section contains the major areas of consideration for the Bid. Committee members evaluating Bids will determine scores based on information given in the bid submission and Candidature file. Point totals for each consideration will be tallied and then combined using an Excel spreadsheet. The Committee will select cities for site visits, based on their bids evaluation. Selection Criteria Description Weight a) Information about the city 1. Host City b) Letters of support c) Ground Transportation available 35 d) Host City has strong record of hosting quality events/knowledge of HOC members / 15 e) Community Calendar I.e. conflicting events a) Preferred dates of competition b) Size of venue(s) Size/layout is adequate to accommodate projected number of participants, spectators and court equipment. / 15 c) Number of venues / 20 2. Competition & Venue Requirements d) Number of courts per venue e) Distance between venue(s) f) Quality of venue(s) g) Venue is located close to restaurants h) Warm-up areas offered in addition to playing area i) Court lay-out provided (venue map, with measurements provided) 215
j) Adequate number of bathrooms/changing rooms k) Minimum seating requirements met l) Storage capacity m) Office space for staff n) Meeting room requirements met for volunteers, officials, results centre o) Parking free or highly discounted rate/number of parking spaces available is sufficient for participants, spectators and staff. p) Ceiling height q) Designated vendor sales area r) Designated food concession areas s) Designated Emergency Medical Services area t) IT and telecommunications infrastructure in place for the competition I.e. internet connection available in all rooms, playing surface for live results on site u) Number of Loading docks per facility v) Location of hospital in proximity to the venue w) Requirements for forklift, scissor lift, pallet jacks, floor scrubbers met x) Bid details other considerations concerning the venue which are distinguishing a) Headquarter hotel proximity to venue / 15 3. Accommodations b) Price range of hotel rooms c) Sufficient number of hotels in close proximity to the venue / 20 / 20 80 d) Team accommodations in proximity to venue / 25 a) Assignment of host city coordinator to host committee 4. Human Resources b) Base of volunteers c) Overtime charges for workers / 15 / 15 40 d) Marketing and communications support staff provided
a) The proposal had a professional look and fee b) The proposal has a wide appeal vs. being too narrowly focused 5. Bid Requirements c) The proposal meet the goals of the event d) Proposal submitted according to the submission guidelines. 40 e) The proposal provided enough information about the content which could be presented vs being too vague f) The proposal falls in line with the OVA s vision, mission and strategic plan. / 15 Financial Consideration a) Cost of venues / 25 b) Grants Available to offset rental cost / 15 c) Sponsorship Opportunities d) Labor costs Value Added Features 6. Financial Considerations & Bid Enhancements e) City staff support f) Ground transportation between venues offered free of charge g) Waiving of exclusivity rights/media coverage/tv exposure opportunity h) Donation of Equipment i) Tourism Attractions, places of interest, places to visit, shopping facilities, and entertainment opportunities. 125 j) Sponsorship and revenue generation potential k) Free Emergency Responders l) Images of the facility included with the bid m) Bid details other considerations concerning tournament staff/delivery of services which are distinguishing 7. Additional Required Documents a) A CAD drawing of the venue(s), including court layout and room allocation and sizes b) A signed copy of the memorandum of understanding
TOTAL ONTARIO VOLLEYBALL 55 pts Section II: Qualitative Review Committee members will use this section to list any questions, concerns or distinguishing qualities that they feel should be noted and discussed with other reviewers as part of the decision making process. Location Questions?/ Concerns: Exceptionalities in Bid (Positive or Negative): (For example: venue very close to airport, close to many family friendly activities, located close to a large area of volleyball Clubs, etc) Venue Questions?/ Concerns: Exceptionalities in Bid (Positive or Negative): (For example: connected to host hotel, a lot of extra space for public outside of competition area, outside food easily accessible, etc) Financial Considerations Questions?/ Concerns: Exceptionalities in Bid (Positive or Negative): (For example: free facility, working with hotels to receive a percentage of sales, etc) Accommodations Questions?/ Concerns:
Exceptionalities in Bid (Positive or Negative): (For Example: number of hotels in close proximately to event venue, number of hotel rooms available, etc) Value Adds Questions?/ Concerns: Exceptionalities in Bid (Positive or Negative): (For Example: assist with awards, goodie bags or other gifts to competitors, celebrity visitors, sponsors, exceptional staff, etc)
APPENDIX B MEMORANDUM OF UNDERSTANDING I, (name), faithfully submit this bid application on behalf of (host city/host organization). I consent that to the best of my knowledge, all information contained herein is accurate and has been submitted with the mission and values of the Ontario Championships and in conjunction with the strategic direction of Ontario Volleyball. Authorized Signature: Print Date: Location: The candidature file must be sent electronically to Alishia Lidums, OVA Director of Operations by email (alidums@ontariovolelyball.org), in conjunction with the bid submission, no later than 5pm on May 22, 2015.
APPENDIX C 2017 ONTARIO CHAMPIONSHIP CALENDAR OF EVENTS 2017 Ontario Championship Dates Move-in Competition Move-out March 27, 2017 March 31-April 2, 2017 Leave equipment set up April 6, 2017 April 7-9, 2017 Leave equipment set up April 20, 2017 April 21-23, 2017 Leave equipment set up April 27, 2017 April 28-30, 2017 May 1, 2017 2018 Ontario Championship Dates Move-in Competition Move-out Monday April 2, 2018 April 6-8, 2018 Leave equipment set up Thursday April 12, 2018 April 13-15, 2018 Leave equipment set up Thursday April 19, 2018 April 20-22, 2018 Leave equipment set up Thursday April 26, 2018 April 27-29, 2018 Monday April 30, 2018
APPENDIX D REGULAR COURT LAYOUT
FEATURE COURT LAYOUT