BID MANUAL 2018-2020 WEBSITE CONTACT - Quidditch Canada
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2018-2020 BID MANUAL WEBSITE www.quidditchcanada.com CONTACT Sachin Kotecha, Bidding Manager sachin.kotecha@quidditchcanada.com
“
Collaborating with
Quidditch Canada to host
the 2017 Eastern Regional
Championship in Oshawa was a
fantastic experience, from the
planning stages to the event
weekend. The team was organized,
dedicated, knowledgeable and
responsive, and fully supported
our event goals, which included
”
elevating athlete experience and
engaging our community.
Lori Talling, PMP, Sport Tourism Coordinator
Regional Municipality of Durham
Cover Photo Credit (PC): Annemieke Drost
ABOUT QUIDDITCH CANADA
Quidditch Canada is dedicated to
growing, promoting, and supporting
the sport of quidditch within Canada.
Quidditch Canada serves as the
national governing body of the sport,
and is a Registered Canadian Amateur
Athletic Association. Quidditch Canada
has over 550 members across the
country and over 20 registered teams
from British Columbia to Quebec.
Quidditch Canada is led by a diverse
executive leadership team and
offers major tournaments, league
development, volunteer opportunities,
support materials, merchandise, and
insurance programs.
TABLE OF CONTENTS
HOW WE PLAY
6
8
7
OUR EVENTS
BIDDING OVERVIEW
9
BENEFITS
FOR
HOST 12
CITY BID REQUIREMENTS
18 17 BID SUBMISSION
INSTRUCTIONS
INTENT TO BID FORM
19 BID SNAPSHOT FORM
WELCOME TO QUIDDITCH
Quidditch is a gender-integrated, full contact sport that was created
in 2005 by students at Middlebury College in Vermont. Though based
on the fictional sport from J.K. Rowling’s Harry Potter series, the real-
life version of the sport has come into its own, played by over 400
university and community teams across six continents.
Quidditch has a unique
set of rules that include
elements from rugby,
basketball, and dodgeball.
All players must keep a
broom between their legs
at all times. A quidditch
team consists of a roster
of 21 athletes, six (or
seven, depending on the
game time) of whom
are on the field at any
one time. Each game
is officiated by a group
of referees. While the
game can appear chaotic
to the casual observer,
quidditch is an exciting
sport to watch and is
even more fun to play.
Photo Credit: JYK Photography
6
HOW WE
PLAY
Three chasers play with a slightly runner, a neutral athlete in a yellow
deflated volleyball, called the uniform who uses any means to
“quaffle”. Their main objective is to avoid capture. The snitch is worth
score goals by shooting or dunking 30 points and its capture ends the
the ball through any one of three game. If the score is tied after the
hoops found in their opponent’s snitch catch, the game proceeds
half of the pitch. Goals are worth into overtime. The average quidditch
10 points each, and chasers may game lasts between 25 and 40
move the quaffle up and down the minutes.
Quidditch is a sport
field by running with it, passing it to
teammates, or kicking it. Each team
also has one keeper who defends
the hoops, in addition to performing which is inherently
the role of a chaser.
accepting, and does
To help on defense and to bolster
offense, there are two beaters who
not require players to
use dodgeballs called “bludgers” conform to the gender
binary.
to disrupt the flow of the game by
“knocking out” other players. Any
player hit by a bludger is out of play
until they touch their own hoops. Each team may only play a
maximum of four players who
Finally, each team has a seeker who identify as the same gender at
tries to catch the snitch, who enters any time. The gender that a player
the game at 18 minutes of game identifies with, which may or not be
time. The snitch is a ball attached that person’s sex, is considered to
to the waistband of the snitch be a player’s gender.
Photo Credit: JYK Photography
7
BIDDING
OVERVIEW
Quidditch Canada is seeking bids for its three major tournaments
in each of the 2018-19 and 2019-2020 seasons. Both indoor and
outdoor venues will be considered. Outdoor bids must include
historical weather data.
Quidditch Canada encourages you to bid for multiple
weekends and multiple seasons at both indoor
and outdoor facilities. There is no priority given to
any geographic region (East/Central/West) for the
National Championship in any given season. The
Eastern and Western Regional Championship cannot
be held on the same weekend in any given season,
so flexibility with proposed dates is appreciated.
Quidditch Canada will prioritize awarding events
for the 2018-19 season by July 2018, and as such,
consideration for the 2019-20 season events may be
extended. However, if truly outstanding 2019-20 bids
are received within the initial timeframe, they will be
selected by July 2018 with no further opportunity
for additional bids. Details of this are provided in the
“Bid Submission Instructions” section on page 17.
Photo Credit: Rike Reimer
8
OUR
EVENTS
WESTERN REGIONAL CHAMPIONSHIP
Plays host to teams based in provinces west of Ontario (4-6+ teams)
Must be hosted in a province west of Ontario
Must be hosted on one of the following weekends:
2018-19 Season: 2019-20 Season:
November 10-11, 2018 (indoor/outdoor) November 9-10, 2019 (indoor/outdoor)
November 17-18, 2018 (indoor/outdoor) November 16-17, 2019 (indoor/outdoor)
November 24-25, 2018 (indoor/outdoor) November 23-24, 2019 (indoor/outdoor)
December 1-2, 2018 (indoor only) November 30-December 1, 2019 (indoor only)
EASTERN REGIONAL CHAMPIONSHIP
Plays host to teams based in provinces east of Manitoba (15+ teams)
Must be hosted in a province east of Manitoba
Must be hosted on one of the following weekends:
2018-19 Season: 2019-20 Season:
November 10-11, 2018 (indoor/outdoor) November 9-10, 2019 (indoor/outdoor)
November 17-18, 2018 (indoor/outdoor) November 16-17, 2019 (indoor/outdoor)
November 24-25, 2018 (indoor/outdoor) November 23-24, 2019 (indoor/outdoor)
December 1-2, 2018 (indoor only) November 30-December 1, 2019 (indoor only)
NATIONAL CHAMPIONSHIP
Plays host to teams from all provinces in Canada
Can be hosted in any province in Canada
Must be hosted on one of the following weekends:
2018-19 Season: 2019-20 Season:
March 9-10, 2019 (indoor/outdoor) March 7-8, 2020 (indoor/outdoor)
March 16-17, 2019 (indoor/outdoor) March 14-15, 2020 (indoor/outdoor)
March 23-24, 2019 (indoor/outdoor) March 21-22, 2020 (indoor/outdoor)
March 30-31, 2019 (indoor/outdoor) March 28-29, 2020 (indoor/outdoor)
Photo Credit: Annemieke Drost
9 Photo Credit: Lara Hiles BENEFITS FOR HOST CITY Quidditch Canada is dedicated to growing quidditch at the local, national, and international level while highlighting talented teams and players. We will promote each event through various mediums in order to bring new visitors and their families to your city. On the next two pages, you will find a list of the positive impact and benefits your city will receive by partnering with us.
Photo Credit: Annemieke Drost
ADDITIONAL BENEFITS MEDIA AND PUBLIC RELATIONS IMPACT
Quidditch Canada will provide the The host city will gain exposure in/on:
following for each event:
Quidditch Canada’s website before,
An event organizing team during, and after the event.
consisting of Quidditch Canada
volunteers Extensive Quidditch Canada national
social media network. Quidditch
Direct oversight by Quidditch Canada has been able to leverage
Canada’s Events Department our demographic into a thriving and
dedicated social media following.
Event officials, support staff
and volunteers (referees, All tournament material and
scorekeepers, hospitality staff, registration information
team services, set-up/tear down,
etc.) All collateral material (newspaper,
flyers, postcards, event banners,
All teams and players signs)
All event merchandise Tournament press releases and
additional media coverage
Inclusion of host’s design
collateral on all promotional Strong national and local traditional
materials media outreach on major channels
4800
General liability insurance
coverage extended to the host
facility, as well as accident
insurance coverage extended to Social media followers
event participants. 1800 Twitter; 2300 Facebook; 700 Instagram
25000
Quidditch Canada will endeavour
to run community engagement
surrounding the event, including
running kidditch (youth quidditch)
sessions at local schools prior to Twitter impressions
for our 2017/18 Regional Championships
the event weekend and running
40 million
try-it out sessions during the
event weekend. These community
engagement activities will require
assistance by the host city.
Media impressions
from our 2015/16 and our 2016/17 regional events11
Economic Impact:
Our tournaments provide a boost to the host city’s hospitality and food & bever-
age industries in particular. All of our tournaments have separate social events
planned by attending teams that are hosted at local bars and restaurants.
Quidditch Canada also welcomes local food vendors at its events. Most teams
stay two nights in the host city.
Analysis of the estimated impact of our most recent Championships is as follows:
Eastern Regional Championship (2017/18): Western Regional Championship (2017/18):
Oshawa, Ontario, on November 11-12, Abbotsford, British Columbia, on
2017 November 18-19, 2017
14 teams; over 290 athletes 6 teams; over 120 athletes
Typically over 200 spectators Typically over 100 spectators
Upwards of $70000 economic impact Upwards of $30000 economic impact
(STEAM) (STEAM)
65 room nights (No Stay and Play Policy) 24 room nights (No Stay and Play Policy)
This tends to range from 60-80 This tends to range from 20-30
without Stay and Play without Stay and Play
National Championship (2015/16): National Championship (2016/17):
Kingston, Ontario, on April 2-3, 2016 Victoria, British Columbia, on April 1-2,
15 teams, over 310 athletes 2017
Typically over 350 spectators 8 teams, over 160 athletes
Upwards of $21500 impact by athletes Upwards of $25000 impact by athletes
(estimates by teams, not comparable to (estimates by teams, not comparable to
STEAM) STEAM)
122 room nights (No Stay and Play 115 room nights (No Stay and Play
Policy) Policy)
During the event, the host city is encouraged to provide a welcome table
during all hours of the event. Quidditch Canada also encourages the host
city to allocate a representative for the city (political figure, local celebrity,
etc.) to help open the tournament with a short welcome speech.
Photo Credit: JYK Photography12
BID
REQUIREMENTS
Quidditch Canada must be provided with supplemental bid materials that address
the following bid requirements. At minimum, bids must address the Mandatory
Requirements. Additional weight will be put on bids that also meet criteria under
the Enhanced Requirements.
Upon submission of a bid package by a bidding party, Quidditch Canada will
assume that the bidding organization has read and fully understands the
responsibilities, requirements, and expectations needed to host a Quidditch
Canada event.
MANDATORY REQUIREMENTS
An adequate facility with high quality Overnight equipment storage, must
grass or artificial turf fields to host the be on-site
event, at a competitive price or free of
charge for the duration of the event Adequate on-site washroom and
weekend. An adequate facility is one that change facilities.
meets the following requirements:
Potable water sources (jugs or
Room for a minimum of 2 pitches fountains). You must ensure these
(Western Regionals) or 3 pitches are turned on for the event weekend
(Eastern Regionals/Nationals). Each (please check the winterization of the
pitch must be 45m wide by 66m long. facility).
There must be a buffer of at least 3m
Healthy food options available for
between pitch.
purchase within a reasonable radius.
You must provide a map
Either permanent options or local food
outlining how pitches will fit in
vendors brought in to the facility are
the facility, as well as photos of
acceptable.
the facility and fields in your bid
package.
Trash and recycling receptacles
provided.
Ample on-site parking for athletes
and spectators.
Tables and chairs provided for
tournament use.
Potential for spectator areas13
Adequate facility requirements, cont’d: For an outdoor facility, submit
Access to a public announcement/ historical weather data from
microphone system to help create the past two years for the week
atmosphere at the event, announce before and after your selected
games, etc. event weekend(s)
Access to multiple electric outlets A complimentary site visit to the
near the fields and throughout the facility during May-July 2018. Any travel
facility. and hotel costs within the host city for the
site visit must be covered by the host city.
Ability to paint/chalk quidditch pitch Complimentary travel to the host city is
lines on the turf/grass preferred, although not mandatory.
Outdoor facilities must have existing A plan to accommodate at least 120
electric lighting (Western Regionals) or 350 (Eastern
Regionals/Nationals) athletes and
If you are proposing an outdoor
volunteers in adequate housing/hotels
facility you must provide a warm-up
for the duration of the event weekend.
station for athletes. The requirements
Adequate housing/hotels meet the
for a valid warm-up station are as
following requirements:
follows:
Must operate for at least 50% Close proximity to the event facility,
of each tournament day or easy public transportation to the
Must provide complimentary facility.
hot beverages to athletes (hot Include the cost and
cocoa/tea/coffee) transportation time of public
Must be sheltered, at minimum transport to the facility from
under a tent, preferably indoors. the housing/hotel in your bid
You may apply for an package.
exception to this requirement
if the historical weather in your Competitive rates. Most teams prefer
city is above 10°C on tournament quadruple occupancy rooms. Quidditch
weekend. Canada considers rates between
$80-100 per quadruple occupancy
The facility must be weather- room acceptable. This rate should be
appropriate. If your city has historically the lowest offered to any guest staying
had heavy rain, sub-zero temperatures, at the hotel/housing during the event
or snowfall greater than 1 cm on the weekend.
event weekend, an indoor facility must
be provided.14
Adequate housing/hotel requirements, Restaurants, pubs and other
cont’d: facilities for social events including
Free wifi access. a list of options, restaurant capacity,
average costs, types of food served
Complimentary room deal for (considering vegetarian options
tournament staff, at minimum 1 free as well) and the distance from the
room night per 20 room nights booked. tournament facility.
Please note that Quidditch Canada Promotional and marketing support:
reserves the right to negotiate a deal press, social media, community networks,
with any major hotel chain outside of discounted or complimentary local adver-
the bid process and may choose not to tisement placement, media contacts, PR
use the housing/hotel partner the host support, listing and link on the host city’s
city provides. website and the host facility’s website (if
applicable).
Quidditch Canada may also be
willing to negotiate a Stay and Play
A plan for covering some of the costs
policy with the housing/hotel partner
associated with the hosting of the tour-
of the host city, but this housing/hotel
nament and the extent thereof, such as
must fit the requirements of superior
grants or sponsorships.
housing/hotels as outlined in the
MINIMUM financial support for each
Enhanced Requirements.
championship event is as follows:
For the 2018/19 season:
A plan for medical aid at the
$2000
tournament.
For the 2019/20 season:
Please provide information on the
$2500
capacity and distance from the facility
Take note of the Enhanced totals
to the nearest hospitals.
below
Please provide the contact
A plan for providing in-kind support,
information and cost of EMTs and
such as free food or transportation for
medical services such as St. John’s
athletes
Ambulance for the event.
A detailed explanation of the
Information on what visitors can do in
insurance required to run the event in
the host city outside of the competition.
the proposed facility
Please include:
A list of tourist activities and
A list of any permits necessary for
things to do in the city for visitors and
selling merchandise or food
participants when not competing.15
ENHANCED
REQUIREMENTS
A superior facility. A superior facility A superior accommodation. A superior
is one that meets the requirements of an accommodation is one that meets the
adequate facility and these additional re- requirements of adequate housing/hotels
quirements at no added cost: and these additional requirements:
Wifi for use of tournament staff for Complimentary hot breakfast.
social media and game livestreams.
Extra amenities such as a pool, hot
A gender-neutral washroom tub, fitness centre, or barbeque area.
available.
Complimentary public or private
Access to electronic scoreboard(s) transport for athletes to the event facil-
ity if the facility is not in close proximity
Healthy food options available for to the accommodation.
purchase on site. Either permanent
options or local food vendors/trucks Quidditch Canada is open to discuss-
brought in to the facility are acceptable. ing a Stay and Play policy with superior
accommodations.
Additional space for use as a
warm-up pitch and area for additional Superior financial support (grants/
programming such as youth quidditch. sponsorships) is defined as follows:
[added cost is permissible for this For the 2018/19 season: $5000 at
requirement] minimum
Extension cords provided. For the 2019/20 season: $5500 at
minimum
Minimum of four 10*10 tents
provided if outdoors.
Pitch lining.
Permission to host the event from the
Indigenous group(s) on whose land the
event will be taking place.16
Photo Credit: JYK Photography
ENHANCED REQUIREMENTS CONTINUED
A superior warm-up station, which Volunteers and support staff on-site
meets one or both of the following require- leading up to, during and after the event.
ments, in addition to those outlined in the
mandatory requirements: Support in organizing after-parties or
other supplementary events.
Complimentary healthy snacks for
athletes Athlete perks, such as swag or com-
plimentary access to athletic facilities or
Operating for at least 75% of each
local discounts.
tournament day
A plan for leaving a lasting quidditch
Complimentary medical aid for the
legacy in the community.
event.BID SUBMISSION
Photo Credit: Annemieke Drost
INSTRUCTIONS
Quidditch Canada is currently accepting bids for events in the 2018-2019 and 2019-2020 sea-
sons. Please review all items in this manual before submitting your bid package. The Intent to
Bid and Bid Snapshot forms can be found in the following pages.
1. SUBMIT INTENT TO BID 2. COMPLETE BID SNAPSHOT
After reviewing the manual, please scan Complete your bid snapshot and submit
and email a completed Intent to Bid form with supplemental bid package materials
to sachin.kotecha@quidditchcanada.com. to sachin.kotecha@quidditchcanada.com.
Intent to Bid forms should be sent separately If you are submitting bids for multiple event
from the snapshot and supplemental weekends and/or seasons, a separate
materials, and should be submitted by snapshot and package needs to be
March 21, 2018 (though this date is flexible). submitted for each weekend. All bids for
You only need to submit one intent to bid both the 2018-2019 and 2019-20 seasons
form to cover all event weekends that you are due by 9pm PT May 4, 2018. You will be
are interested in. You will be provided a provided a confirmation of receipt by email
confirmation of receipt by email within 3 within 3 business days.
business days.
3. AWAIT PRELIMINARY REVIEW 4. WINNING BIDS ANNOUNCED
Once the site visits have been completed,
Submitted bids will now receive a preliminary Quidditch Canada will decide on a location
review. On May 11, 2018 an announcement will for each event. The winning bids for the
be made with the following information: 2018-19 season will be announced by July
20, 2018. If there was no change to the
Bid finalists for the 2018-19 season. Site 2019-20 bidding timeline, winning bids will
visits to these cities will occur throughout also be announced on this date. Otherwise,
May and June 2018. winning bids for the 2019-20 season will be
announced by August 10, 2018*.
A decision on the 2019-20 season bidding
timeline. Should the bids received be of QUESTIONS?
outstanding quality, bid finalists will be Any questions you have can be sent to:
announced at this time and no changes Sachin Kotecha
to the timeline shall be made. Otherwise, Quidditch Canada Bidding Manager
submitted 2019-20 bids will be returned with sachin.kotecha@quidditchcanada.com
comments for improvements and bidding
will reopen for resubmissions and new bids Sachin will also be available at the 2018 CSTA
to be due on May 31, 2018*. Under this Sport Events Congress. Note that intent to bid
revised timeline, 2019-20 bid finalists will be forms are due after the Congress takes place,
announced on June 8, 2018*. Site visits to so you are encouraged to connect with any
these cities will occur throughout May, June, questions or concerns you may have that could
and July 2018. influence your ability or decision to submit an
intent form.
*Should Quidditch Canada not be satisfied with the quality of 2019-20 bids received by May 31, 2018, it reserves the right to further
extend the bidding and announcement timeline for 2019-20 events as long as is necessary.
17FORM
INTENT TO BID
This form can be submitted separately from the bid snapshot form and the supplemental bid
materials. This form should be submitted by March 21, 2018. Please only submit one bid intent
form covering all weekends. Quidditch Canada encourages you to bid for multiple weekends and
seasons at both indoor and outdoor facilities.
Host City: ______________________________Bidding Organization: __________________________
Organization Website: _________________________________________________________________
Organization Direct Contact Name: _____________________________________________________
Direct Contact Phone: ______________________Direct Contact E-Mail: _____________________
Check all weekends you are interested in and circle indoor or outdoor:
Western Regional Championship
2018-19 Season: 2019-20 Season:
November 10-11, 2018 (indoor/outdoor) November 9-10, 2019 (indoor/outdoor)
November 17-18, 2018 (indoor/outdoor) November 16-17, 2019 (indoor/outdoor)
November 24-25, 2018 (indoor/outdoor) November 23-24, 2019 (indoor/outdoor)
December 1-2, 2018 (indoor only) November 30-December 1, 2019 (indoor only)
Eastern Regional Championship
2018-19 Season: 2019-20 Season:
November 10-11, 2018 (indoor/outdoor) November 9-10, 2019 (indoor/outdoor)
November 17-18, 2018 (indoor/outdoor) November 16-17, 2019 (indoor/outdoor)
November 24-25, 2018 (indoor/outdoor) November 23-24, 2019 (indoor/outdoor)
December 1-2, 2018 (indoor only) November 30-December 1, 2019 (indoor only)
National Championship
2018-19 Season: 2019-20 Season:
March 9-10, 2019 (indoor/outdoor) March 7-8, 2020 (indoor/outdoor)
March 16-17, 2019 (indoor/outdoor) March 14-15, 2020 (indoor/outdoor)
March 23-24, 2019 (indoor/outdoor) March 21-22, 2020 (indoor/outdoor)
March 30-31, 2019 (indoor/outdoor) March 28-29, 2020 (indoor/outdoor)
If you are proposing an outdoor facility, you must provide historical weather data as outlined on
page 13 of this manual. Please include this with this form upon submission.
By signing and submitting this intent to bid form, I affirm that I am an authorized representative of the
organization submitting this application and confirm that we have read and understand the terms and
responsibilities outlined in the bid manual.
_______________________________________________________________________________________________
Authorized Organization Signature Date
_______________________________________________________________________________________________
Print Name Title
Scan and email to: sachin.kotecha@quidditchcanada.com
1819 FORM BID SNAPSHOT This form should be submitted along with your supplemental bid materials. These are due by May 4, 2018. Please submit a separate bid snapshot and supplemental bid materials for each weekend that you are bidding for. Quidditch Canada encourages you to bid for multiple weekends and seasons at both indoor and outdoor facilities. Note this form is five pages long. Please do not simply reference pages in your bidding materials in the blanks of this form. At least provide a summary in the space provided and then refer to contents of your bidding materials if needed. Bidding Organization Name: ___________________________________________________________________ Host City and Province: _______________________________________________________________________ Which event and weekend is this bid for (tick only one)? Western Regional Championship 2018-19 Season: 2019-20 Season: November 10-11, 2018 (indoor/outdoor) November 9-10, 2019 (indoor/outdoor) November 17-18, 2018 (indoor/outdoor) November 16-17, 2019 (indoor/outdoor) November 24-25, 2018 (indoor/outdoor) November 23-24, 2019 (indoor/outdoor) December 1-2, 2018 (indoor only) November 30-December 1, 2019 (indoor only) Eastern Regional Championship 2018-19 Season: 2019-20 Season: November 10-11, 2018 (indoor/outdoor) November 9-10, 2019 (indoor/outdoor) November 17-18, 2018 (indoor/outdoor) November 16-17, 2019 (indoor/outdoor) November 24-25, 2018 (indoor/outdoor) November 23-24, 2019 (indoor/outdoor) December 1-2, 2018 (indoor only) November 30-December 1, 2019 (indoor only) National Championship 2018-19 Season: 2019-20 Season: March 9-10, 2019 (indoor/outdoor) March 7-8, 2020 (indoor/outdoor) March 16-17, 2019 (indoor/outdoor) March 14-15, 2020 (indoor/outdoor) March 23-24, 2019 (indoor/outdoor) March 21-22, 2020 (indoor/outdoor) March 30-31, 2019 (indoor/outdoor) March 28-29, 2020 (indoor/outdoor)
20 Event Facility Name: __________________________________________________________________________ Event Facility Address: ________________________________________________________________________ Is the facility free (circle one)? Yes No Event Facility Cost: (for the duration of the weekend): __________________________________________ Is the facility indoor or outdoor (circle one)? Indoor Outdoor I have submitted or will submit historical weather data supporting my outdoor bid: N/A Yes Number of 45m*66m rectangles that fit in the facility, with buffer of at least 3m between: _______ I have submitted a map marking out how the rectangles will fit in the facility: Yes Facility Mandatory Requirements Yes/No Comments/Details Minimum of 2(W) or 3(E/N) pitches Ample on-site parking Spectator areas On-site overnight equipment storage On-site washroom and change facilities Potable water sources (jugs/fountains) Healthy food options nearby Trash & recycling receptacles provided Tables and chairs provided PA/mic system provided Electrical outlets throughout facility Ability to paint/chalk lines on surface Existing lighting (outdoor only) Warm-up station (outdoor only) Weather appropriate (outdoor only)
21 Facility Enhanced Requirements (FREE) Yes/No Comments/Details Wifi for social media and streaming Gender-neutral washroom available Access to electronic scoreboard(s) Healthy food options on site Extra pitch space (can have added cost) Extension cords provided Four 10*10 tents provided (outdoor only) Pitch lining provided Superior warm-up station (outdoor only) Will lines be painted/chalked for free or at a cost? Free Cost:_____________________ The facility space has been put on hold for consideration until July 20 or August 10, 2018: Yes Event Accommodation Name(s): ______________________________________________________________ Event Accommodation Address(es): ___________________________________________________________ Distance from Facility to Accommodation(s) in km: ____________________________________________ Cost via public transit from accommodation to facility: _________________________________________ Quadruple Occupancy Rate Per Night of Accommodation(s): ___________________________________ What is the complimentary room deal for tournament staff (e.g. 1 per 20)? ______________________ Do(es) the accommodation(s) meet all of the requirements of a superior accommodation: Yes No Will medical aid be complimentary? Yes No Medical Aid Cost (for the duration of the weekend): ____________________________________________ Capacity of and distance to nearest hospitals: _________________________________________________ Total Value of financial support (e.g. grants, sponsorships): ____________________________________
22 Total Value and details of in-kind support (e.g. free food, transportation for athletes): _______________________________________________________________________________________________ _______________________________________________________________________________________________ Will there be volunteers/support staff on-site leading up to, during and after the event? Yes No Will there be support in organizing after-parties or other supplementary events? Yes No Will there be athlete perks? Yes No Athlete perks (if applicable): ___________________________________________________________________ Does your bid include a plan for leaving a lasting quidditch legacy in the community? Yes No Will the host city have a welcome table or representatives present at the event? Yes No Please detail the insurance (types/minimum value) required to run this event in your proposed facility: _______________________________________________________________________________________________ _______________________________________________________________________________________________ Please detail any permits (types/cost) required to sell food or merchandise: _______________________________________________________________________________________________ _______________________________________________________________________________________________ Please detail the host city’s plans for promoting this event and engaging the community: _______________________________________________________________________________________________ _______________________________________________________________________________________________ _______________________________________________________________________________________________ Why should Quidditch Canada select your bid? _______________________________________________________________________________________________ _______________________________________________________________________________________________ _______________________________________________________________________________________________
23
Please make sure you include the following with this form upon submission:
Map outlining how pitches will fit in facility (one pitch is a 45m by 66m rectangle)
Photos of the facility and fields
Supplemental bid materials that clearly show that the bid meets each mandatory
requirement and highlights any enhanced requirements met
Please note that your supplemental bid materials should address all the mandatory
bid requirements set out in this manual, and any enhanced requirements that your bid
meets. This snapshot form is not a substitute for this information in your supplemental
materials, and is solely meant to act as a summary of your bid for Quidditch Canada.
By signing, you acknowledge the above and you acknowledge that the proposed facility
space has been put on hold for consideration until July 20, 2018 if this bid is for the
2018-19 season and until August 10, 2018 if this bid is for the 2019-20 season.
_______________________________________________________________________________________________
Authorized Organization Signature Date
_______________________________________________________________________________________________
Print Name Title
Scan and email to sachin.kotecha@quidditchcanada.com along with your supplemental
materials.
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